• STN 

• Student Demographic Information

• Student Address

• Student Characteristics of Foster, Military

• EL Proficiency Level & Instrument Used

• US Initial School Entry Date

Refer to the Data Exchange Student Reporting document for detailed instructions on providing student records.

Student School Associations Record:

• A Student School Associations (enrollment) record must exist in order to append a Student Program Associations-Curricular Material Reimbursement and School Food Services record

• Refer to the Data Exchange Enrollment Reporting document for detailed instructions on providing student school associations (enrollment) records including:

  • reporting correct entry dates

  • reporting correct exit dates

• Report Primary School as “True” or “False” accurately (see this guide for how to do so)

  • Identifying the primary school accurately will assist with conflicts; two schools reporting “True” will create a conflict.

• Report Grade Level

• A Student Parent Associations record must be provided when a student is reported with a Curricular Material Reimbursement program record.

• Report the student unique identifier (STN)

• Report the parent Id (internal parent Id created by the school) 

  • NOTE: Parent Id is interchangeable with Guardian; Guardian qualifies as reporting with Parent Id

  • the parent Id is not tracked by IDOE when a student is mobile between schools

  • the parent Id does not have to ‘match’ or ‘travel’ with the student 

• Report the parent’s First Name and Last Name

• Report Lives With as ‘True’ or ‘False’ to identify if the student lives with a parent or guardian

• Student Parent Association only requires one Parent (guardian) record to be provided

• Schools may provide more than one record but only one record is required

IMPORTANT NOTE: Students must have an active School Food Services program in either School Food Services Free Lunch or School Food Services Reduced Price Meals to also provide a Curricular Material Reimbursement program record. (refer to Pupil Enrollment reporting document for providing School Food Service program records)

• Report (one record per school year) accurate Student Program Associations for Curricular Material Reimbursement when a student is eligible for:

  • Curricular Material Reimbursement

  • Students reported with an active school association (enrollment) record where the school is identified as primary ‘true’ on October 1st AND the Curricular Material Reimbursement program will be included in the Curricular Materials Assistance certification summary.

  • Students reported with an inactive school association (enrollment) record AND the Curricular Material Reimbursement program on October 1st will not be included in the Curricular Materials Assistance certification summary. 

• Report an accurate begin date when the student is eligible for Curricular Materials Assistance.

• Report an accurate exit date when the student exits or withdraws from the school or End of Year. Exit code will be 99 (no longer qualifies) or End of Year (EOY).

Step 2: Complete the JotForm

The submission window for the JotForm will open on Census day and close one month later. During the time specified (usually October) by the Office of School Finance, school corporations, charter schools, and accredited nonpublic schools will complete a JotForm.

Here is a sample of what one looks like:

• Grade level student counts are not reported via JotForm.

• When entering amounts, the preparer may input dollars and cents.

• Report the cost of providing curricular materials to eligible students at your accredited nonpublic school or all students at a school corporation or charter school.

• If you have no costs to report, you must submit at least one zero in any field.

  • If none of the fields have a zero in it, upon submission, the preparer will receive an error message. 

• You must complete the application in one sitting.

• The claim form must be completed in full during the time frame (usually October) specified by the Office of School Finance.

• You may edit the claim form later.

  • Use the link in the confirmation email to access the claim form.

  • Enter any updates and click save again.

  • If you update the claim form, both the superintendent and preparer must sign the revised claim form.