News

Ohio Department of Education Topic News

EMIS Newsflash – May 26, 2021

5/26/2021

Pandemic EBT Program Data Submission Information
On Thursday, May 20, 2021 the following communication outlining the next submission for Pandemic Electronic Benefits Transfer (P-EBT) data was sent to superintendents and food service directors. We know many districts rely on their EMIS coordinators to help submit these data and wanted to ensure you were also made aware of the submission windows for the summer of 2021.

Dear Superintendent, EMIS Coordinator and Food Service Director:

The Ohio Department of Education and the Ohio Department of Job and Family Services would like to thank Ohio schools and school districts for the ongoing collaborative efforts of school food service directors, EMIS coordinators, principals, administrative staff and countless other school and school district professionals in submitting the Pandemic Electronic Benefits Transfer (P-EBT) data. Recently, the United State Department of Agriculture approved P-EBT benefits distribution to all Ohio free or reduced-price meal eligible students in summer 2021. The purpose of this email is to request your assistance in identifying students to receive this important benefit this summer.

The P-EBT program provides families who are eligible for free or reduced-price meals with Supplemental Nutrition Assistance Program (SNAP) benefits, formerly known as food stamps. The daily benefit amount is $6.82 (the federal reimbursement rate for breakfast, lunch and snack). In summer 2021, each free or reduced-price meal eligible student will receive $375 dollars, equivalent to 55 days of benefits.

The summer P-EBT is not dependent on student’s remote education status. All free or reduced-price meal eligible students qualify for the benefit. The Ohio Department of Education is requesting schools and districts submit a comprehensive list of students meeting the following criteria:
  • Approved for free or reduced-price meals in school year 2020-2021;
  • Approved for free or reduced-price meals in school year 2019-2020 of which free or reduced-price meal application materials were not received in school year 2020-2021;
  • Schools and districts will include students graduating in spring 2021 but may not include students who graduated or withdrew prior to the end of the 2020-2021 school year; and
  • Schools and districts who were approved in school year 2020-2021 to operate the Community Eligibility Provision or Provision 2 program, even if the school participated in the Summer Food Service Program or Seamless Summer Option instead, may submit all enrolled students.
Instructions to submit data
All schools and districts must submit their data through a secure data link within the P-EBT portal currently used to submit P-EBT data for remote education. Schools and districts will receive an email with the secure link from pebt-support@ohio-k12.org.

The data file format is the same as the file format for submitting P-EBT data in previous rounds for remote education with two exceptions:
  • To help ensure the accuracy of benefits provided to students, public schools and districts and community schools must include each student’s statewide student identifier (SSID).
    • Schools that do not use an SSID must supply the unique student ID number used by the school.
  • The columns for number of benefit days are omitted.
The portal is now open for summer P-EBT data collection and will close on June 17 at 5 p.m. For the purposes of summer P-EBT eligibility, schools and districts should continue collecting free or reduced-price meal applications through July 31. Any students approved for free or reduced-price meals for whom the meal application was submitted to the school by July 31 is eligible to receive the summer P-EBT. Households submitting free or reduced-price meal applications after July 31 are not eligible for summer P-EBT. Schools and districts may process applications at the beginning of the 2021-2022 school year. The portal will reopen for summer P-EBT on Aug. 9 and close Sept. 9 for submission of students approved for free or reduced-price meals during the summer and for data corrections.

For questions about the process, contact Brigette Hires, Ohio Department of Education, at (614) 425-9760 or Brigette.Hires@education.ohio.gov. Thank you for your support and assistance as we work together to feed more children in Ohio.

Sincerely,

Paolo DeMaria
State Superintendent of Public Instruction

NOTE: Please disregard this message if your school does not qualify or would not have participated in the National School Lunch Program in school year 2020-2021 had the pandemic not occurred. Traditional online charter schools also are not eligible.
 
FY21 Kindergarten Readiness Assessment Data Appeals Clarification
Some students were initially assigned scores in the KReady system when they should not have because not enough items were completed. The vendor recently fixed the issue and provided districts and the Department with a new vendor file. We compared the KRA test scores districts submitted to EMIS to the new corrected vendor file from KReady. If the vendor removed any test scores (they are now blank in the new vendor file), the scores should not be used and will be recorded in EMIS as not valid.
 
The students and test scores found in the “valid” and “invalid” files in the data collector are what districts submitted to EMIS in the FY21 Kindergarten Readiness Assessment (A) Collection. For each student and subject for which the district submitted KRA scores to EMIS, we recorded whether the scores are now considered valid or invalid based on the new corrected vendor file. Districts should compare students in the “invalid” file found in the data collector to the new vendor file the district has from KReady. If students in the “invalid” file in the data collector have no test scores in the new vendor file the district has, nothing more needs to be done and an appeal does not need to be submitted. The district does not need to submit a Score Not Reported reason for these students. Please note that ODDEX displays test scores from the first vendor file before the corrections to student scores were made and does not display the new corrected vendor file scores. Unless districts have loaded the new vendor file into their Student Information System (SIS), the SIS will display scores from the first vendor file and not show the changes made to the vendor file.
 
Districts may need to submit an appeal for scores found in the “invalid” file if the district has test scores calculated outside the KReady system by the teacher manually. Because those students’ test scores are not in the new vendor file, we are not able to verify they are valid and they are in the “invalid” file. Also, districts may need to submit an appeal if the new vendor file has an invalid SSID for a student and the student has valid test scores; we are not able to verify those students’ scores in the new vendor file so they are in the “invalid” file.