Modules
Module 5: Operating Effective Programs

5.5 ODH-Funded Program Requirements

Reporting

All reports to ODH must be timely, complete, accurate, and reasonable. Full detail on reporting requirements for ODH-funded programs can be found in the School-Based Dental Sealant Program Manual.

This section provides information about SPES and about different categories of reporting that ODH requires.

Subgrantee Performance Evaluation System

SPES is the ODH-required electronic submission system for program reports. ODH-funded programs report data directly into this system, which generates ODH reports. ODH provides training to its grantees on the use of SPES and provides its grantees with an electronic file tutorial on completing SPES reports and usernames and passwords to enable them to access the SPES system.

Click here for a list of the data that each ODH-funded program must submit on a quarterly basis through SPES.

Dental sealant programs are asked to report on nine different measures, if applicable:

  • Target grades 2nd
  • Target grades 3rd (if applicable)
  • Target grades 6th
  • Follow-up grades 3rd
  • Follow-up grades 7th
  • Short-term retention
  • Medicaid billing
  • Race and ethnicity
  • Free and Reduced Price Meal program

For all target grade reporting, programs are asked to provide the following data:

  • Hours of sealant placement
  • Students in sealant grade
  • Students in grade with consent
  • Students screened
  • Students who needed sealants
  • Students who received sealants
  • Total number of teeth sealed
  • Students who needed additional oral health care (e.g., restorations)

For all follow-up grade reporting, programs are asked to provide the following data:

  • Hours of sealant placement
  • Students screened previous year
  • Students screened for follow-up
  • Teeth sealed previous year
  • Students who received sealants
  • Newly erupted teeth needing sealants
  • Teeth needing add-on sealants
  • Teeth needing complete reseal
  • Students who needed additional oral health care (e.g., restorations)

For short-term retention, programs are required to report the number of schools checked, the number of students checked, and the short-term retention rate. For Medicaid billing, programs are required to report the number of children receiving sealants who are Medicaid beneficiaries, the dollar amount billed for sealants provided to those children, and the amount collected.

For race and ethnicity, programs must report according to federally determined categories of race and ethnicity (i.e., Hispanic).

After completing data entry for one quarter, programs must submit a performance review report. This report includes a spreadsheet attachment that lists each school visited that quarter and the respective dates on which sealant placement was completed. Program staff can log in any time to see the status of reviews they have submitted, along with any comments from ODH consultants. Programs will be notified of any required revisions and, in those instances, the status of the performance review will be changed back to “draft” for editing. Otherwise, the report is complete.