Ohio § 3301.0714

§ 3301.0714.

(A) The department of education and workforce shall adopt rules for a statewide education

management information system.  The rules shall require the department to establish guidelines for the establishment

and maintenance of the system in accordance with this section and the rules adopted

under this section.  The guidelines shall include: (1) Standards identifying and defining the types of data in the system in accordance

with divisions (B) and (C) of this section; (2) Procedures for annually collecting and reporting the data to the department in accordance

with division (D) of this section; (3) Procedures for annually compiling the data in accordance with division (G) of this

section; (4) Procedures for annually reporting the data to the public in accordance with division

(H) of this section; (5) Standards to provide strict safeguards to protect the confidentiality of personally

identifiable student data. (B) The guidelines adopted under this section shall require the data maintained in the

education management information system to include at least the following: (1) Student participation and performance data, for each grade in each school district

as a whole and for each grade in each school building in each school district, that

includes: (a) The numbers of students receiving each category of instructional service offered

by the school district, such as regular education instruction, vocational education

instruction, specialized instruction programs or enrichment instruction that is part

of the educational curriculum, instruction for gifted students, instruction for students

with disabilities, and remedial instruction.  The guidelines shall require instructional services under this division to be divided

into discrete categories if an instructional service is limited to a specific subject,

a specific type of student, or both, such as regular instructional services in mathematics,

remedial reading instructional services, instructional services specifically for students

gifted in mathematics or some other subject area, or instructional services for students

with a specific type of disability.  The categories of instructional services required by the guidelines under this division

shall be the same as the categories of instructional services used in determining

cost units pursuant to division (C)(3) of this section. (b) The numbers of students receiving support or extracurricular services for each of

the support services or extracurricular programs offered by the school district, such

as counseling services, health services, and extracurricular sports and fine arts

programs.  The categories of services required by the guidelines under this division shall

be the same as the categories of services used in determining cost units pursuant

to division (C)(4)(a) of this section. (c) Average student grades in each subject in grades nine through twelve; (d) Academic achievement levels as assessed under sections 3301.0710 , 3301.0711 , and 3301.0712 of the Revised Code ; (e) The number of students designated as having a disabling condition pursuant to division (C)(1) of section 3301.0711 of the Revised Code ; (f) The numbers of students reported to the department pursuant to division (C)(2) of section 3301.0711 of the Revised Code ; (g) Attendance rates and the average daily attendance for the year.  For purposes of this division, a student shall be counted as present for any field

trip that is approved by the school administration. (h) Expulsion rates; (i) Suspension rates; (j) Dropout rates; (k) Rates of retention in grade; (l) For pupils in grades nine through twelve, the average number of carnegie units, as

calculated in accordance with the director's rules; (m) Graduation rates, to be calculated in a manner specified by the department that reflects

the rate at which students who were in the ninth grade three years prior to the current

year complete school and that is consistent with nationally accepted reporting requirements; (n) Results of diagnostic assessments described in division (A)(1) of section 3301.0715 of the Revised Code ; (o) The number of students earning each state diploma seal included in the system prescribed

under division (A) of section 3313.6114 of the Revised Code ; (p) The number of students demonstrating competency for graduation using each option

described in divisions (B)(1)(a) to (d) of section 3313.618 of the Revised Code; (q) The number of students completing each foundational and supporting option as part

of the demonstration of competency for graduation pursuant to division (B)(1)(b) of section 3313.618 of the Revised Code ; (r) The number of students enrolled in all-day kindergarten, as defined in section 3321.05 of the Revised Code . (2) Personnel and classroom enrollment data for each school district, including: (a) The total numbers of licensed employees and nonlicensed employees and the numbers

of full-time equivalent licensed employees and nonlicensed employees providing each

category of instructional service, instructional support service, and administrative

support service used pursuant to division (C)(3) of this section.  The guidelines adopted under this section shall require these categories of data

to be maintained for the school district as a whole and, wherever applicable, for

each grade in the school district as a whole, for each school building as a whole,

and for each grade in each school building. (b) The total number of employees and the number of full-time equivalent employees providing

each category of service used pursuant to divisions (C)(4)(a) and (b) of this section,

and the total numbers of licensed employees and nonlicensed employees and the numbers

of full-time equivalent licensed employees and nonlicensed employees providing each

category used pursuant to division (C)(4)(c) of this section.  The guidelines adopted under this section shall require these categories of data

to be maintained for the school district as a whole and, wherever applicable, for

each grade in the school district as a whole, for each school building as a whole,

and for each grade in each school building. (c) The total number of regular classroom teachers teaching classes of regular education

and the average number of pupils enrolled in each such class, in each of grades kindergarten

through five in the district as a whole and in each school building in the school

district. (d) The number of lead teachers employed by each school district and each school building. (3)(a) Student demographic data for each school district, including information regarding

the gender ratio of the school district's pupils, the racial make-up of the school

district's pupils, the number of English learners in the district, and an appropriate

measure of the number of the school district's pupils who reside in economically disadvantaged

households.  The demographic data shall be collected in a manner to allow correlation with data

collected under division (B)(1) of this section.  Categories for data collected pursuant to division (B)(3) of this section shall

conform, where appropriate, to standard practices of agencies of the federal government. (b) With respect to each student entering kindergarten, whether the student previously

participated in a public preschool program, a private preschool program, or a head

start program, and the number of years the student participated in each of these programs. (4)(a) The core curriculum and instructional materials being used for English language arts

in each of grades pre-kindergarten to five; (b) The reading intervention programs being used in each of grades pre-kindergarten to

twelve. (5) Any data required to be collected pursuant to federal law. (C) The education management information system shall include cost accounting data for

each district as a whole and for each school building in each school district.  The guidelines adopted under this section shall require the cost data for each school

district to be maintained in a system of mutually exclusive cost units and shall require

all of the costs of each school district to be divided among the cost units.  The guidelines shall require the system of mutually exclusive cost units to include

at least the following: (1) Administrative costs for the school district as a whole.  The guidelines shall require the cost units under this division (C)(1) to be designed

so that each of them may be compiled and reported in terms of average expenditure

per pupil in enrolled ADM in the school district, as determined pursuant to section 3317.03 of the Revised Code . (2) Administrative costs for each school building in the school district.  The guidelines shall require the cost units under this division (C)(2) to be designed

so that each of them may be compiled and reported in terms of average expenditure

per full-time equivalent pupil receiving instructional or support services in each

building. (3) Instructional services costs for each category of instructional service provided

directly to students and required by guidelines adopted pursuant to division (B)(1)(a)

of this section.  The guidelines shall require the cost units under division (C)(3) of this section

to be designed so that each of them may be compiled and reported in terms of average

expenditure per pupil receiving the service in the school district as a whole and

average expenditure per pupil receiving the service in each building in the school

district and in terms of a total cost for each category of service and, as a breakdown

of the total cost, a cost for each of the following components: (a) The cost of each instructional services category required by guidelines adopted under

division (B)(1)(a) of this section that is provided directly to students by a classroom

teacher; (b) The cost of the instructional support services, such as services provided by a speech-language

pathologist, classroom aide, multimedia aide, or librarian, provided directly to students

in conjunction with each instructional services category; (c) The cost of the administrative support services related to each instructional services

category, such as the cost of personnel that develop the curriculum for the instructional

services category and the cost of personnel supervising or coordinating the delivery

of the instructional services category. (4) Support or extracurricular services costs for each category of service directly provided

to students and required by guidelines adopted pursuant to division (B)(1)(b) of this

section.  The guidelines shall require the cost units under division (C)(4) of this section

to be designed so that each of them may be compiled and reported in terms of average

expenditure per pupil receiving the service in the school district as a whole and

average expenditure per pupil receiving the service in each building in the school

district and in terms of a total cost for each category of service and, as a breakdown

of the total cost, a cost for each of the following components: (a) The cost of each support or extracurricular services category required by guidelines

adopted under division (B)(1)(b) of this section that is provided directly to students

by a licensed employee, such as services provided by a guidance counselor or any services

provided by a licensed employee under a supplemental contract; (b) The cost of each such services category provided directly to students by a nonlicensed

employee, such as janitorial services, cafeteria services, or services of a sports

trainer; (c) The cost of the administrative services related to each services category in division

(C)(4)(a) or (b) of this section, such as the cost of any licensed or nonlicensed

employees that develop, supervise, coordinate, or otherwise are involved in administering

or aiding the delivery of each services category. (D)(1) The guidelines adopted under this section shall require school districts to collect

information about individual students, staff members, or both in connection with any

data required by division (B) or (C) of this section or other reporting requirements

established in the Revised Code.  The guidelines may also require school districts to report information about individual

staff members in connection with any data required by division (B) or (C) of this

section or other reporting requirements established in the Revised Code.  The guidelines shall not authorize school districts to request social security numbers

of individual students.  The guidelines shall prohibit the reporting under this section of a student's name,

address, and social security number to the department.  The guidelines shall also prohibit the reporting under this section of any personally

identifiable information about any student, except for the purpose of assigning the

data verification code required by division (D)(2) of this section, to any other person

unless such person is employed by the school district or the information technology

center operated under section 3301.075 of the Revised Code and is authorized by the district or technology center to have access to such information

or is employed by an entity with which the department contracts for the scoring or

the development of state assessments.  The guidelines may require school districts to provide the social security numbers

of individual staff members and the county of residence for a student.  Nothing in this section prohibits the department from providing a student's county

of residence to the department of taxation to facilitate the distribution of tax revenue. (2)(a) The guidelines shall provide for each school district or community school to assign

a data verification code that is unique on a statewide basis over time to each student

whose initial Ohio enrollment is in that district or school and to report all required

individual student data for that student utilizing such code.  The guidelines shall also provide for assigning data verification codes to all students

enrolled in districts or community schools on the effective date of the guidelines

established under this section.  The assignment of data verification codes for other entities, as described in division

(D)(2)(d) of this section, the use of those codes, and the reporting and use of associated

individual student data shall be coordinated by the department of education and workforce

in accordance with state and federal law. School districts shall report individual student data to the department through the

information technology centers utilizing the code.  The entities described in division (D)(2)(d) of this section shall report individual

student data to the department in the manner prescribed by the department. (b)(i) Except as provided in sections 3301.941 , 3310.11 , 3310.42 , 3310.63 , 3313.978 , 3317.20 , and 5747.057 of the Revised Code , and in division (D)(2)(b)(ii) of this section, at no time shall the department have

access to information that would enable any data verification code to be matched to

personally identifiable student data. (ii) For the purpose of making per-pupil payments to community schools under section 3317.022 of the Revised Code , the department shall have access to information that would enable any data verification

code to be matched to personally identifiable student data. (c) Each school district and community school shall ensure that the data verification

code is included in the student's records reported to any subsequent school district,

community school, or state institution of higher education, as defined in section 3345.011 of the Revised Code , in which the student enrolls.  Any such subsequent district or school shall utilize the same identifier in its

reporting of data under this section. (d)(i) The director of any state agency that administers a publicly funded program providing

services to children who are younger than compulsory school age, as defined in section 3321.01 of the Revised Code , including the directors of health, job and family services, mental health and addiction

services, children and youth, and developmental disabilities, shall request and receive,

pursuant to sections 3301.0723 and 5180.33 of the Revised Code , a data verification code for a child who is receiving those services. (ii) The director of developmental disabilities, director of health, director of job and

family services, director of children and youth, director of mental health and addiction

services, medicaid director, executive director of the commission on minority health,

executive director of the opportunities for Ohioans with disabilities agency, or director

of education and workforce, on behalf of a program that receives public funds and

provides services to children who are younger than compulsory school age, may request

and receive, pursuant to section 3301.0723 of the Revised Code , a data verification code for a child who is receiving services from the program. (E) The guidelines adopted under this section may require school districts to collect

and report data, information, or reports other than that described in divisions (A),

(B), and (C) of this section for the purpose of complying with other reporting requirements

established in the Revised Code.  The other data, information, or reports may be maintained in the education management

information system but are not required to be compiled as part of the profile formats

required under division (G) of this section or the annual statewide report required

under division (H) of this section. (F) The board of education of each school district shall annually collect and report

to the department, in accordance with the guidelines established by the department,

the data required pursuant to this section.  A school district may collect and report these data notwithstanding section 2151.357 or 3319.321 of the Revised Code . (G) The department shall, in accordance with the procedures it adopts, annually compile

the data reported by each school district pursuant to division (D) of this section.  The department shall design formats for profiling each school district as a whole

and each school building within each district and shall compile the data in accordance

with these formats.  These profile formats shall: (1) Include all of the data gathered under this section in a manner that facilitates

comparison among school districts and among school buildings within each school district; (2) Present the data on academic achievement levels as assessed by the testing of student

achievement maintained pursuant to division (B)(1)(d) of this section. (H)(1) The department shall, in accordance with the procedures it adopts, annually prepare

a statewide report for all school districts and the general public that includes the

profile of each of the school districts developed pursuant to division (G) of this

section.  Copies of the report shall be sent to each school district. (2) The department shall, in accordance with the procedures it adopts, annually prepare

an individual report for each school district and the general public that includes

the profiles of each of the school buildings in that school district developed pursuant

to division (G) of this section. (I) Any data that is collected or maintained pursuant to this section and that identifies

an individual pupil is not a public record for the purposes of section 149.43 of the Revised Code . (J) As used in this section: (1) “ School district ” means any city, local, exempted village, or joint vocational school district and,

in accordance with section 3314.17 of the Revised Code , any community school.  As used in division (L) of this section, “school district” also includes any educational

service center or other educational entity required to submit data using the system

established under this section. (2) “ Cost ” means any expenditure for operating expenses made by a school district excluding

any expenditures for debt retirement except for payments made to any commercial lending

institution for any loan approved pursuant to section 3313.483 of the Revised Code . (K) Any person who removes data from the information system established under this section

for the purpose of releasing it to any person not entitled under law to have access

to such information is subject to section 2913.42 of the Revised Code prohibiting tampering with data. (L)(1) In accordance with division (L)(2) of this section and the rules adopted under division

(L)(10) of this section, the department may sanction any school district that reports

incomplete or inaccurate data, reports data that does not conform to data requirements

and descriptions published by the department, fails to report data in a timely manner,

or otherwise does not make a good faith effort to report data as required by this

section. (2) If the department decides to sanction a school district under this division, the

department shall take the following sequential actions: (a) Notify the district in writing that the department has determined that data has not

been reported as required under this section and require the district to review its

data submission and submit corrected data by a deadline established by the department.  The department also may require the district to develop a corrective action plan,

which shall include provisions for the district to provide mandatory staff training

on data reporting procedures. (b) Withhold up to ten per cent of the total amount of state funds due to the district

for the current fiscal year and, if not previously required under division (L)(2)(a)

of this section, require the district to develop a corrective action plan in accordance

with that division; (c) Withhold an additional amount of up to twenty per cent of the total amount of state

funds due to the district for the current fiscal year; (d) Direct department staff or an outside entity to investigate the district's data reporting

practices and make recommendations for subsequent actions.  The recommendations may include one or more of the following actions: (i) Arrange for an audit of the district's data reporting practices by department staff

or an outside entity; (ii) Conduct a site visit and evaluation of the district; (iii) Withhold an additional amount of up to thirty per cent of the total amount of state

funds due to the district for the current fiscal year; (iv) Continue monitoring the district's data reporting; (v) Assign department staff to supervise the district's data management system; (vi) Conduct an investigation to determine whether to suspend or revoke the license of

any district employee in accordance with division (N) of this section; (vii) If the district is issued a report card under section 3302.03 of the Revised Code , indicate on the report card that the district has been sanctioned for failing to

report data as required by this section; (viii) If the district is issued a report card under section 3302.03 of the Revised Code and incomplete or inaccurate data submitted by the district likely caused the district

to receive a higher performance rating than it deserved under that section, issue

a revised report card for the district; (ix) Any other action designed to correct the district's data reporting problems. (3) Any time the department takes an action against a school district under division

(L)(2) of this section, the department shall make a report of the circumstances that

prompted the action.  The department shall send a copy of the report to the district superintendent or

chief administrator and maintain a copy of the report in its files. (4) If any action taken under division (L)(2) of this section resolves a school district's

data reporting problems to the department's satisfaction, the department shall not

take any further actions described by that division.  If the department withheld funds from the district under that division, the department

may release those funds to the district, except that if the department withheld funding

under division (L)(2)(c) of this section, the department shall not release the funds

withheld under division (L)(2)(b) of this section and, if the department withheld

funding under division (L)(2)(d) of this section, the department shall not release

the funds withheld under division (L)(2)(b) or (c) of this section. (5) Notwithstanding anything in this section to the contrary, the department may use

its own staff or an outside entity to conduct an audit of a school district's data

reporting practices any time the department has reason to believe the district has

not made a good faith effort to report data as required by this section.  If any audit conducted by an outside entity under division (L)(2)(d)(i) or (5) of

this section confirms that a district has not made a good faith effort to report data

as required by this section, the district shall reimburse the department for the full

cost of the audit.  The department may withhold state funds due to the district for this purpose. (6) Prior to issuing a revised report card for a school district under division (L)(2)(d)(viii)

of this section, the department may hold a hearing to provide the district with an

opportunity to demonstrate that it made a good faith effort to report data as required

by this section.  The hearing shall be conducted by a referee appointed by the department.  Based on the information provided in the hearing, the referee shall recommend whether

the department should issue a revised report card for the district.  If the referee affirms the department's contention that the district did not make

a good faith effort to report data as required by this section, the district shall

bear the full cost of conducting the hearing and of issuing any revised report card. (7) If the department determines that any inaccurate data reported under this section

caused a school district to receive excess state funds in any fiscal year, the district

shall reimburse the department an amount equal to the excess funds, in accordance

with a payment schedule determined by the department.  The department may withhold state funds due to the district for this purpose. (8) Any school district that has funds withheld under division (L)(2) of this section

may appeal the withholding in accordance with Chapter 119. of the Revised Code. (9) In all cases of a disagreement between the department and a school district regarding

the appropriateness of an action taken under division (L)(2) of this section, the

burden of proof shall be on the district to demonstrate that it made a good faith

effort to report data as required by this section. (10) The director of education and workforce shall adopt rules under Chapter 119. of the

Revised Code to implement division (L) of this section. (M) No information technology center or school district shall acquire, change, or update

its student administration software package to manage and report data required to

be reported to the department unless it converts to a student software package that

is certified by the department. (N) The state board of education, in accordance with sections 3319.31 and 3319.311 of the Revised Code , may suspend or revoke a license as defined under division (A) of section 3319.31 of the Revised Code that has been issued to any school district employee found to have willfully reported

erroneous, inaccurate, or incomplete data to the education management information

system. (O) No person shall release or maintain any information about any student in violation

of this section.  Whoever violates this division is guilty of a misdemeanor of the fourth degree. (P) If the department cannot compile any of the information required by division (I) of section 3302.03 of the Revised Code based upon the data collected under this section, the department shall develop a

plan and a reasonable timeline for the collection of any data necessary to comply

with that division.