[DistrictEmisCoordinators] PS Calendars

Thu Feb 12 09:37:55 EST 2026

Good Morning!  I will apologize for the lengthy and detailed email but I wanted to put everything in one place for all of you.

I know that there has been a lot of concern in regards to the PS calendars and hours.....

I want to share a few things that I know and I have found out

ECE Grantees must provide 455 hours of instruction - there is a waiver if you are unable to meet this requirement.  Please let me know if you need this waiver and I can send it to you.
Other Preschools are then required to have 360 hours of instruction - no waiver for this....
ODEW now has a check in place if your PS hours are below 887 ..... this 887 is coming from the 910 hour minimum calendar that the PS students must be on minus the allowable professional development and Parent teacher conference hours

Some districts have noticed that from their calendar display total for their pre-school hours is off a little bit.  You should take this total and multiply it by your percent of time for your pre-school students and this should get you close to the number of hours that your pre-school students are in attendance.  The below statement is from the S Checklist when setting up Pre-school sub-calendars.  The percent of time used should be what the students are actually attending as this will allow the attendance hours to be more accurate.  Remember, pre-school funding is based off of head count so the percent of time has nothing to do with funding.

[cid:image001.png at 01DC9BFA.9648E080]

As you all know we are supposed to report what is.  When your pre-school students are NOT planned to be in session on a day of the week and that day happens to be a snow day; you should be reporting that as a Snow Day on the Master Calendar and reporting calamity hours of 0.00.  While this will change your calendar hours on your calendar display it will not change the actual number of hours that the students were in attendance.

I am not sure if districts keep a running total of their pre-school hours or not but there is a way to find out what your actual hours are.  If you go the Analytics Hub, under EMIS, and then under EMIS Calendar there is a report called Sub-Calendar Hours Analysis (thank you Caryn).  You will run this for your building and then export the report to a CSV.  This report will generate all of your sub-calendars for the building (s) and then you can select your PS calendar (s).  Once you have your pre-school calendars in Column C you will want to use your Find and Select
[cid:image002.png at 01DC9BFA.9648E080]        and then use the Replace [cid:image003.png at 01DC9BFA.9648E080]     when that opens up you will Find What: (the value currently in column C) and Replace with: your pre-school hours that they are in attendance (ex 2.75) and then click the Replace all button.  Please keep in mind that if you have any "different day" like an early dismissal and the students leave an hour early you will need to manually adjust that day to show 1.75 instead of the 2.75.

Once that is done you will want to make sure that only the days that the pre-school is in session for the building are  reported as hours (if your district starts PS students later than the other students you will need to 0 (zero) out the hours for the first couple of days until the ps students start.  In my example the district started school on August 21st but the PS did not start until August 25th so I had to put in 0.00 for the 21st and 22nd.  After the student's last day of school there is a total of hours .... That field will need to be corrected as it was based off of the original value from column C.  All you need to do is delete the information in that cell and then click your AutoSum button

[cid:image004.png at 01DC9BFA.9648E080]     in that box and you will get something that looks like this:  [cid:image005.png at 01DC9BFA.9648E080]    and hit enter

This total should be your actual hours that your pre-school calendar was in attendance for the year.  My example total is 360.25

Just to check; look at your calendar display total - my example is 966 hours and multiple that by your % of time = 36%  the total then is:  347.76  you can see that this is a little off due to the fact of the percent of time using a full week total and if you had extra days off the total would be off.

So for actual hours you will want to use the sub-calendar analysis report.

I have been following tickets at ODEW in regards to Pre-school calendars and what to share the information with you...

One ITC asked if ODEW would confirm the hours and percent of time were calculating correctly and if values in column J or N would be used to determine if the students are below the minimum hour required and here is the reply from ODEW:
[cid:image006.png at 01DC9BFA.9648E080]

There is one more ticket that I am following and if anything that is said pertains to this I will make sure and let you all know.

I also reached out to the Department of Youth and Children and they also verified that they do not oversee the number of hours but the buildings should be keeping track of those.

Please let me know if you have any questions or need help with your sub-calendar analysis report.

Angie

Angie Luttrell, CEP
EMIS Support Specialist
Miami Valley Technology & Communications Group
888 Dayton Street, Suite 102
Yellow Springs, OH  45387
(937) 767-1468 Ext. 3111
FAX:  937-767-1793
[cid:image007.png at 01DC9BFA.9648E080]
Not-for-profit Technology Services for Education and Local Governments

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