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Ohio Department of Education Topic News

EMIS Newsflash – July 22, 2021

7/22/2021

FY21 Spring End of Course State Assessment (A) Collection, v5
FY21 Graduation (G) Collection, v3
Please refer to the Release Notes for details regarding these newly posted collection requests.
 
New Appeal Date for FY21 Final Calendar Appeals
The FY21 Final Calendar Appeal window will now open Monday, August 9 and close Wednesday, August 18. The deadline to submit corrected data in EMIS for approved appeals is August 24 at 5 p.m. Please see the data appeals webpage for more information.
 
Reporting Meals Served in FY21
On the Organization – General Information (DN) Record, districts report a lunchroom percentage (LUNCHRMPCT) for each building in the district during the EMIS Financial (H) Collection. The reporting instructions reference using the number of meals served in each building divided by the total meals served in the district to determine the percentage of meals served for the building. During the 2020-2021 school year, some districts with different education delivery models (such as remote learning) changed the way meals are served. Due to these changes, this method of determining the percentages may not be appropriate.
 
The lunchroom percentage reported for each building in EMIS is used to allocate any district-reported expenses for food service operations to each building. This allocated amount is included in each building’s non-classroom expenditure total for financial reporting on the building—including for the ratio of classroom to non-classroom expenditure rankings. This is the only use of this data within the EMIS system.
 
Reporting this element exactly as instructed in the EMIS Manual could have unexpected consequences. For example, if a district centralized food service at a single building, then all the expenditures could be counted at that building and impact the expenditure ratio at all buildings. Based on the use of this data and the special situations present for the 2020-2021 school year, the following additional reporting options are appropriate when reporting the lunchroom percentage:
  • Estimate 2020-2021 percentages: Even if meals were not served at all buildings, the district could use an appropriate method to estimate the percentages for each building. This method would likely use information on which students received meals during the year and their assigned building enrollment, regardless of where the student actually received the meals.
  • Do not report 2020-2021 percentages: Although this approach will cause errors to be generated for the Financial (H) Collection related to the lunchroom percentage elements, the allocation will still take place. If no lunchroom percentage is reported in EMIS, then all food service operations expenses will be allocated to buildings based on the portion of the district’s student enrollments assigned to each building. This enrollment-based allocation is already used for the allocation of several other categories of expenditures.
  • Re-report 2019-2020 percentages: If the building configuration for the district remained the same—meaning that no new buildings opened or closed and there were no significant changes in grade levels at each building—then the district can re-report the percentages reported in the 2019-2020 school year for 2020-2021. This would effectively freeze the expenditure allocations between buildings and minimize the impact caused by alternate education models on the ratio of classroom to non-classroom expenditures.
Questions about reporting this information should be directed to the EMIS helpdesk via your Information Technology Center. Non-EMIS coordinators can direct questions to EMIS at EMIS@education.ohio.gov.