1. State Aid Documents (Due in the State Aid Section):
• First Quarter Statistical Report—Due ten (10) after the end of the first nine weeks
• Annual Statistical Report—Due ten (10) days after the close of school
Phone Number and E-mail: (405) 521-3460; <[email protected]>
2. Financial Accounting Documents (Due in Financial Accounting Section/OCAS):
• Revenue and Expenditures Reports—Due September 1
Phone Number and E-mail: (405) 521-2517; <[email protected]>
3. School Personnel Records Documents (Due in the School Personnel Records Section):
Initial Certified and Support Personnel Reports—Due October 1 School Administrator Salary and Fringe Benefit Report—Due October 1 (Pulled from the Certified Personnel Report)
School District Approved Salary Schedule—Due November 14 Final Certified and Support Personnel Reports—Due February 1 Resident Teacher/Mentor Teacher Report—Due May 1
Certified Substitute Teachers Report—Due June 15
End-of-Year Certified and Support Personnel Reports—Due June 15 Superintendent’s Contract—Due 15 days after signing
Phone Number and E-mail: (405) 521-3369; <[email protected]>
Financial Accounting/OCAS Section:
1. When can I begin processing "Trial Data"?
Generally, sometime in March. Check with the Financial Accounting Section before attempting to process trial data.
2. How many times may I submit my Oklahoma Cost Accounting System (OCAS) data?
Trial data can be submitted up until June 30. From July 1 to September 1, the data may be submitted as many times as needed to get a clear and accurate report of your district's financial records.
3. If I find an error after receiving my final reports, can I resubmit my data?
Yes, data may be submitted as many times as necessary until the September 1 deadline.
4. If there is an error in the general fund, can I resubmit the general fund data only or must I resubmit all funds?
All funds must be resubmitted.
5. If there are only revenue errors, but not expenditure errors, must I resubmit both reports?
No, only the report with the errors would need to be resubmitted.
6. Where can I find the OCAS manual?
To find the OCAS manual, go to the State Department of Education’s Home page <http://sde.state.ok.us> to find a link.
School Personnel Records Section:
1. When are the personnel reports due to School Personnel Records?
Personnel reports and other School Personnel information are due back to the State Department of Education (SDE) on or about October 1 and February 1 of each school year. The End-of-Year Certified and Support Personnel Reports as well as the Certified Substitute Teacher Report are now due on June 15 of each year. The due date has been extended by two weeks to allow school districts to close out their end-of-year data.
2. Do the reports have the same names now that they are on the Web?
Basically, yes. The reports are still known as the Certified Personnel Report, Support Personnel Report, and so on. However, in the past, each report had a name that identified when it was due. These names were Preliminary (Pre-print), Final, and Supplemental. Now these reports are called the Initial, Final, and End-of-Year, respectively. One of the most important issues to note is the October data is now “final” data and should reflect the school district’s accurate data. The Final and End-of-Year reports reflect additions, deletions, and changes that have occurred since the Initial reports were certified to the SDE.
3. Do I have to do anything to the Web-based report if I do not have changes?
Yes, when the reports are “opened” and made available so you can make any necessary changes you must CERTIFY both the Certified and Support reports back to the SDE even if you did not have any changes. This lets us know that all the information previously reported is correct and up-to-date. You will be “certifying”
both reports to the SDE three times each school year: October, February, and June.
4. Other than the Certified and Support Personnel Reports, what other reports are available online? School Personnel Records has available the approved School District’s Salary Schedule and the Certified Substitute Teacher Report. The Resident Teacher Report is also available for the Mentor Teacher Stipend. The Administrator’s Salary and Fringe Benefit Report, along with the Multisite and Cooperative Teacher reports are now pulled from the submitted Certified Personnel Report. Other offices at the SDE also have reports available online. Please check with those offices for further information.
5. How do I print a copy of my report? (You must have "Adobe Acrobat Reader" downloaded on your computer before you can print reports.)
You can print various reports by selecting “Print Reports.”
6. Do we still need to accomplish the Multisite and Cooperative Reports?
When you work your reports using the Web-based reporting system you will be prompted by the computer to complete information for these reports. They are no longer separate reports, but are accomplished at the same time you are completing the Certified Personnel Report.
7. When I logged on, I was required to change my password before I could access my reports. Why is this?
This is done to comply with computer and Internet safety/safeguard policies. You will be asked to change your password every six months unless it was changed earlier in the year.
8. I have always used the portion of a teacher’s medical allowance that we pay on his/her behalf to meet the state minimum salary. Can I still do this?
No, per 70 O. S. § 18-114. The only benefit that can now be used to meet the state minimum salary will be
“retirement.”
State Aid Section:
1. Where do I find the Annual Statistical Report (ASR) or the First Quarter Statistical Report (FQSR) online?
The ASR/FQSR is accessed via The Wave’s Reporting Site: <https://thewave.sde.state.ok.us>. Once you log in, select the Reporting tab and then select FQSR/ASR. Scroll to the bottom of the instructions and select Access Report. You will be able to see only the data for your access level (site or district) given to you by either your Logon Administrator and/or your District Wave Security Administrator (DWSA).
2. How is the ASR/FQSR certified?
Enter the required site data and when it is correct, have the site data “principal certified.” When all sites for your district have been principal certified, the superintendent must certify the district report. Your Regional Accreditation Officer (RAO) will review the certified data, and if necessary, ask district staff to make corrections. In order to make corrections, the report must be decertified either by your RAO or by State Aid staff, if necessary. Once corrections have been made, the site principal will recertify the site data, and the superintendent will recertify the district report.
3. How is the High Year determined for the state aid allocation?
The ASR collects end-of-year data for high year consideration for the initial state aid allocation in July each year. The FQSR collects first nine-week data for consideration as the high year for the midyear state aid adjustment in December each year.
The initial allocation considers end-of-year data for the previous two fiscal years. The midyear allocation considers end-of-year data for the previous two fiscal years and the first nine-week data of the current year. In both cases, a high year is chosen in order to generate the state aid allocation.
4. How can I print a blank report to be used as a worksheet for either the ASR or FQSR?
On The Wave’s Home page, you can select the Resources tab to find a blank ASR/FQSR to be used as only a worksheet, the Site Affidavit form, and other related ASR/FQSR instructions.
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