Forms and Program Information for Traditional Public Schools

This page contains miscellaneous guidelines, forms, training courses and data tools to assist traditional public school administrators (predominately treasurers) with the performance of their daily duties and with finance-related reporting.

Threshold Costs

Economically Disadvantaged

The Economically Disadvantaged Entity: Self-Report Survey can be found in the Compliance System.  

As required by Ohio law, ORC 3317.25, at the end of each fiscal year, each city, local, exempted village, or joint vocational school district, community school and STEM school shall submit a report to the Department of Education describing the initiative or initiatives on which the district's or school's economically disadvantaged funds were spent during that fiscal year. 

Excess Costs

Pursuant to Revised Code 3323.14, when a school district educates a special needs student who is not a resident of the district, that district may charge the district of residence “excess costs”.  Excess costs are defined as the cost to educate the student minus the amount of State and local funds received for educating the student.  Districts incurring excess costs may seek reimbursement after the end of the fiscal year by filing an excess costs application and providing supporting documentation.  The Ohio Department of Education will certify the amount of state and local funds received, calculate the excess cost amount, then transfer that amount from the district of residence to the educating district.

FY2025 Excess Cost Dates*

System Action System Date
Excess Cost Reporting Opens 12/02/2024
Applications in Submitted Status (at least once)
No new applications will be accepted.
All applications must be uploaded and in submitted status.  Any applications in started status can/will be withdrawn or place in ODE on Hold for an additional explanation.		 01/17/2025
Flagging Closes
Any disputed applications must be in correction needed or ODE on Hold status.
 		 02/21/2025
Area Coordinator Dispute Resolution
Area Coordinators assist in all outstanding issues and finalize applications for payment.  		02/24 - 02/28/2025
 
Payment/Deductions begin
Applications must be in approved status to be paid.  Payment will be made in each #2 payment of each month until all applications are paid.		 February #2

*All dates are subject to change. 

Quick Start Guides

Spreadsheets

Sample contracts

Excess Cost Estimator 
This optional tool is designed to assist districts in determining an estimated payment or deduction by individual student for the upcoming Excess Cost reporting. The calculation worksheets are divided into student type including court placed, open enrolled, preschool, JVSD, DD school aged, and DD preschool. On each calculation tab, the cells in yellow need the corresponding data element to calculate the payment or deduction. Those data elements include the IRN for the educating and resident district, special education weighted funding category (1-6), special education FTE for the student, the total cost to educate, and transportation as a related service. The excess cost, if applicable, will display on the last line in the calculation section in bold.

Open Enrollment

Open Enrollment allows a student to attend school tuition free in a district other than the district where his or her parents reside. State dollars follow the student as directed by the EMIS data submitted.

Tuition 

Tuition is an amount of money paid to a school district to offset the district’s cost of educating a student who is a legal resident of another school district. Tuition substitutes for the local tax dollars received by a school district to educate students who reside in that district.  The tuition amount for each school district is set annually by the Ohio Department of Education and is paid by the parents or the school district where the parents reside.

FY2025 Tuition Dates*

Dates Period 1 Period 2
Enrollment Dates 07/01 – 12/31/2024 01/01 – 06/30/2025
Deadline to create new tuition applications
and 30-day timer begins		 01/15/2025 07/15/2025
Deadline to update existing tuition application 07/16/2025 07/16/2025
Deadline to update parental and court order information on tuition applications 02/16/2025** 08/16/2025
Deadline to place flag or escalation on tuition applications 08/29/2025 08/29/2025

*All dates are subject to change. For the latest information, see the EMIS Data Collection Calendar and EMIS Data Appeals Calendar.
**2/16/2025 or 30-days after an update to an existing tuition application.


TUITION RATES 
The tuition rate for each city, exempted village and local school district can be viewed by selecting the link above.
 

Per DIEM

Revised Code 3313.64 permits school districts to receive payment on a per diem basis for the cost of educating students, both with and without disabilities, who reside in a home that is not a foster home, not a home maintained by the Ohio Department of Youth Services and not a detention facility where the student receives educational services at the home. The Per Diem program is a tool used by the educating public school district providing the education to bill for a nonresidential pupil housed in the residential facility.

Dates Period 1 Period 2
Enrollment Dates 07/01 – 12/31/2024 01/01 - 06/30/2025
Application opens 01/15/2025 06/16/2025
Deadline to submit per diem tuition applications 02/28/2025 07/25/2025
Deadline to place flag or escalation on per diem tuition applications 03/28/2025 08/29/2025

*All dates are subject to change.

District of Residence Change (DRC)

Districts requesting the Department re-determine parental residency based on a court order that identifies the district as responsible for the cost of a student’s education may submit a request using the ​District of Residence (DRC) Form. Find more information on District of Residence Change. 

Mobile Units Funds

Funds are available for the repair and/or relocation or replacement of Auxiliary Service mobile units upon demonstration of need and approval from the Department of Education.

Last Modified: 11/22/2024 10:19:21 AM