Deadlines and Requirements for Timely Missouri MOSIS and Core Data Submissions

Missouri school districts and charter schools operate within a complex regulatory framework that requires the continuous reporting of student, educator, and financial data to the Missouri Department of Elementary and Secondary Education (DESE). The backbone of this reporting infrastructure consists of two primary systems: the Missouri Student Information System (MOSIS) and Core Data. Ensuring the timely submission of this data is not merely an administrative checkbox; it is a critical requirement that directly influences state funding allocations, accreditation statuses, and federal compliance.

To maintain compliance, Local Education Agencies (LEAs) must adhere to a rigorous schedule divided into six distinct reporting cycles throughout the academic year. These cycles—occurring in August, October, December, February, April, and June—each have specific mandates and deadlines.

Essential Calendar for MOSIS and Core Data Submission Cycles

For school administrators and data coordinators, keeping a master calendar of these deadlines is the first step toward successful compliance. While dates may shift slightly based on weekends or official DESE extensions, the standard reporting windows are as follows:

• August Cycle: Due August 15. Primarily focuses on summer school enrollment and attendance.
• October Cycle: Due October 15. The most critical cycle for student counts and educator assignments used in funding formulas.
• December Cycle: Due December 15. Centers on special education (IEP) counts and assessment pre-coding.
• February Cycle: Due February 15. Includes the graduate follow-up files and mid-year student updates.
• April Cycle: Due April 30. Primarily used for Missouri Assessment Program (MAP) data collection and testing logistics.
• June Cycle: Due June 30 (with a final certification grace period often extending to July 15). The end-of-year comprehensive report covering attendance, discipline, and course completion.

Failure to meet these deadlines can result in the withholding of state aid or the late processing of grant applications, such as the Teacher Baseline Salary Grant.

Understanding the Relationship Between MOSIS and Core Data

While often mentioned together, MOSIS and Core Data serve different functions within the DESE portal. Understanding this distinction is vital for troubleshooting errors during the submission process.

MOSIS: Individual Student-Level Data

MOSIS is designed to collect longitudinal, record-level data. Every student in Missouri is assigned a unique MOSIS ID, which tracks their educational journey regardless of which district they attend. When you upload a MOSIS file, you are providing specific details about an individual—their demographic background, their specific course assignments, and their attendance minutes.

Core Data: Aggregate and Administrative Data

Core Data focuses on the district and school level. It consists of integrated screens where administrators enter aggregate information that cannot be easily captured in a flat file. This includes financial reports, facilities information, and district-wide staffing totals.

The Integration Flow

One of the most important technical aspects of the Missouri system is that MOSIS data flows into Core Data. Once a MOSIS file is uploaded and certified, the system automatically populates specific Core Data screens. If the data on a Core Data screen looks incorrect, the solution rarely lies in editing the screen directly; instead, the underlying MOSIS file must be corrected, re-uploaded, and re-certified.

The August Cycle: Wrapping Up Summer Learning

The August submission serves as the bridge between school years. It focuses exclusively on summer school attendance. For many districts, this is a smaller submission, but accuracy is paramount because summer school attendance generates additional Average Daily Attendance (ADA) funding.

Key Files in August

The primary file is the Student Enrollment and Attendance file for summer sessions. Districts must report each student who attended summer school, including their entry and exit dates and the total number of hours attended. A common mistake in August is failing to report students who attended summer school in your district but are residents of another district. Under Missouri law, students may only attend summer school in one district, and the reporting district must ensure the residency codes are accurate to avoid duplicate reporting.

The October Cycle: The Foundation of Funding

If a district could only get one cycle perfect, it would be October. Often called the "Fall Count," the data submitted by October 15 determines the district's official enrollment, which is the primary driver of the Foundation Formula funding.

Educator Core and Salary Grant Compliance

In recent years, the October cycle has taken on even greater significance due to the Teacher Baseline Salary Grant (TBSG). For the 2025-26 school year, the minimum teacher salary is established at $40,000, with a requirement of $46,000 for teachers with a master's degree and at least 10 years of experience.

To qualify for these grants, districts must submit accurate Educator Core and Educator School files in October. These files must include:

1. FTE (Full-Time Equivalent): A precise calculation of the educator's workload.
2. Salary Data: The actual contracted salary, excluding extra duty pay.
3. Position Codes: Ensuring that the "Teacher of Record" is correctly identified.

The Wednesday Count Date

The October cycle relies on the "Last Wednesday in September" as the official count date. Any student enrolled on this specific day must be included in the Student Core file. This snapshot provides the state with a clear picture of student demographics, including Free and Reduced Lunch (FRL) status, which influences compensatory funding.

The December and April Cycles: Assessment and Special Education

These two cycles are unique because they often do not require a manual click of the "Submit" button in the Core Data system. Instead, the focus is on "Certification."

December Special Education (SPED) Reporting

The December 1 count is the federal reporting date for students receiving services under the Individuals with Disabilities Education Act (IDEA). Districts must report every student with an active IEP or Service Plan. Accuracy here is vital for both federal funding and for the pre-coding of the MAP-A (Alternate Assessment).

April MAP Pre-Coding

The April cycle is largely logistical. By submitting the Student Core file by April 30, districts ensure that DESE has the correct information to generate labels and digital logins for the spring testing window. In our experience, districts that delay the April submission often face significant headaches during the testing window, such as missing student records in the assessment portal.

The February Cycle: Tracking Outcomes

The February cycle is unique because it looks backward. While the Student Core file provides a mid-year update, the Student Graduate Follow-Up file tracks the success of the previous year's graduates.

Districts must report whether graduates are "Competitively Employed" (defined as earning at least minimum wage), enrolled in college, or serving in the military. This data is a significant component of the Annual Performance Report (APR) and reflects the district's effectiveness in preparing students for post-secondary life.

The June Cycle: The Final Reckoning

The June submission is the largest and most complex. It covers everything that happened during the regular school year.

Required June Files

• Student Enrollment and Attendance: Capturing the total minutes attended for every student.
• Student Discipline Incident: Reporting all incidents that resulted in out-of-school suspension or other major disciplinary actions.
• Student Course Completion: Detailing the grades and credits earned by every student in every class.
• Student CTSO: Participation in Career and Technical Student Organizations.

The June cycle is where most "State-Level Violations" occur. These are errors that appear when your data conflicts with another district's data—for example, if a student is reported as enrolled in two districts simultaneously. Resolving these requires coordination between MOSIS coordinators in different LEAs.

Step-by-Step Guide to a Successful Submission

Maintaining a timely submission list requires a disciplined workflow. Based on years of handling these systems, the following six-step process is recommended for every cycle.

Step 1: Data Maintenance in the Local SIS

Submission day should not be the first time you look at your data. Your local Student Information System (SIS)—whether it is PowerSchool, Infinite Campus, or Tyler SIS—must be kept current daily. When a student withdraws, they must be exited in the SIS immediately with the correct exit code (e.g., T002 for a transfer to another Missouri district).

Step 2: Exporting and Clearing Local Edits

Most SIS platforms have a built-in "DESE Export" tool. Before uploading to the state, run your local validation reports. These will catch simple errors like missing social security numbers (for adults in special programs) or invalid birthdates.

Step 3: The Trial Upload

Upload your files to the MOSIS Data Collection System in "Trial" mode. The system will process the file and generate a report of Errors and Warnings.

• Errors: These must be fixed. The system will not allow you to certify a file with errors.
• Warnings: These should be reviewed. Sometimes a warning is acceptable (e.g., "Unexpected Student Age for Grade Level" if a student was held back), but they often point to data entry mistakes.

Step 4: File Certification

Once the errors are cleared, you must "Certify" the file in MOSIS. This locks the data and signals to the Core Data system that the information is ready to be pulled into the aggregate screens.

Step 5: Reviewing Core Data Screens

After certifying your MOSIS files, log into the Core Data application. Navigate to the specific screens for that cycle. For example, in the October cycle, check Screen 10 to ensure the FRL counts match your internal records.

Step 6: The Final Submission Button

For the August, October, February, and June cycles, you must go to the cycle’s main page in the Core Data application and click the Submit button. A common pitfall is certifying the MOSIS files but forgetting this final step in Core Data. If you do not see the submit button, ensure your user profile has "Core Data Admin" permissions.

Data Quality and the Annual Performance Report (APR)

The data you submit through MOSIS and Core Data is the sole source of information for the Missouri Comprehensive Data System (MCDS) and the Annual Performance Report. The APR is the tool DESE uses for school district accreditation under MSIP 6 (Missouri School Improvement Program).

Inaccurate reporting can lead to a "Continuous Improvement" status or worse. For instance, if a district fails to correctly code a student who transferred as a "dropout" because they couldn't confirm the new enrollment, the district’s graduation rate will suffer. It is essential to understand the business rules: a student is only a transfer if they actually attend the new district. If they never show up, they must be reported as a dropout.

Educator Reporting and Certification Compliance

A significant portion of the October and June cycles involves reporting educator data. This data is cross-referenced with the DESE certification database. If a district reports a teacher in a classroom for which they are not certified, it will trigger an "Inappropriately Certified" flag.

Teacher of Record Logic

The "Teacher of Record" is defined as the educator with primary responsibility for teaching the content and awarding the grade or credit. For long-term substitutes filling a vacancy, the district must report them as the teacher of record as soon as they take over grading responsibilities. While this may result in an "inappropriately certified" flag if the sub lacks the specific subject certification, it is the only way to accurately reflect the student's learning environment.

Handling Records and Transfers

Data coordinators often struggle with students who move between districts. One of the most common questions is how to handle students who move over the summer.

According to DESE guidelines, students who finish a school year and are expected to return are reported with a "Remained: Advanced" exit code in June. If they move before the first day of the next school year, they should be entered on the first day of school in the old district with the "Remained: Advanced" entry code and immediately transferred out (T002) to the new district on that same day. This ensures there is no gap in the student's educational record.

Best Practices for Data Governance

To ensure timely and accurate submissions, LEAs should implement a formal data governance framework.

1. Designate a MOSIS Coordinator: This individual should be the point of contact for DESE and should subscribe to the DESE listservs. They are responsible for attending the annual spring and fall data conferences.
2. Cross-Departmental Communication: Data reporting is not just an IT task. It requires input from the Special Education Director (for IEP data), the HR Department (for educator salaries), and the Principal (for discipline and attendance).
3. Regular Data Audits: Conduct monthly audits of enrollment and attendance to catch errors long before the June deadline.
4. Security and Privacy: Ensure all staff members handling PII (Personally Identifiable Information) are trained in FERPA compliance. Data files containing student names and IDs should never be sent via unencrypted email.

Summary of Cycle Requirements

Frequently Asked Questions

Why don't I see the "Submit" button for the December or April cycles?

The December and April cycles are designed to capture "snapshot" data for specific purposes like IEP counts and assessment pre-coding. Unlike the other cycles that require a final district-wide submission, these cycles are considered complete once the individual MOSIS files are certified. There is no manual "Submit" button on the Core Data main page for these months.

How do we report a student who leaves the district but we cannot find their new school?

Under DESE rules, if a student stops attending for more than 20 calendar days (15 school days) and you have not received a records request from another district, they must be reported as a "Stop Out" or "Dropout." You should not keep them on your active rolls hoping a request will arrive. If a request arrives later, you can update the record in the next MOSIS cycle.

Can two districts report summer school hours for the same student?

No. Missouri Revised Statute 167.227 states that a pupil shall not attend summer school in more than one district. If a student attempts to do so, only one district will be able to claim the ADA funding. Data coordinators should check for "Duplicate Summer School" errors during the August trial upload.

What should I do if another district has a state-level violation with my data but won't fix it?

If you have contacted the other district's MOSIS coordinator and provided proof of your data's accuracy (such as enrollment forms or records requests) and they still refuse to update their records, you have met your obligation. You cannot force another district to change their data, but you should document your attempts to resolve the conflict in case of a DESE audit.

Are substitutes reported in the October cycle?

If a substitute teacher is the "Teacher of Record" on the September count date—meaning they are the ones responsible for the curriculum and grading for a specific set of students—they must be reported in the October Educator files. They should be coded appropriately to reflect their status, even if it triggers a certification warning.

What is the definition of "Competitively Employed" for graduate follow-up?

For the February cycle, a graduate is considered competitively employed if they are working in an integrated setting and are compensated at or above the state minimum wage. This is a key metric for the transition success of students, particularly those in special education programs.

Does the MAP Spring Pre-code include MAP-A students?

No. The MAP-A (Alternate Assessment) students are typically identified in the December cycle. The April pre-code submission should focus on students taking the standard MAP and EOC (End-of-Course) assessments.

How are home-school students reported?

Home-school students who are not enrolled in the district are generally not reported in MOSIS files. However, for certain Core Data screens, such as Screen 15 in the February cycle, districts may be asked to provide counts of home-schooled students in the area for administrative purposes, though these are not related to lunch counts or ADA funding.

Final Thoughts on Submission Timeliness

The MOSIS and Core Data system is the lifeblood of Missouri’s educational accountability. By maintaining a proactive stance—cleaning data monthly, understanding the specific requirements of each cycle, and meeting the DESE deadlines—districts ensure they receive every dollar of funding they are entitled to while providing a clear and accurate picture of their students' success. Timely submission is not just about avoiding penalties; it is about demonstrating the district's commitment to data-driven excellence and administrative integrity.