IETA: SY14 Attendance & Enrollment Presentation

1. IETA: SY14Attendance & EnrollmentPresentation

2. IETA PresentationAgenda SY2013-2014 Statistics Attendance and Enrollment Issues Biggest Problem/Trends Little Shop of Horrors Differential Pay Greater than One Enrollment DR Calendar Changes Homeschoolers/Private School Students Common Problems Provided by the Idaho state department of education

3. SY2013-2014 Statistics • > 3,700 New Students this year that entered Idaho’s public education system • >289,000 distinct EDUID’s • Non Weighted • 114 Districts and 48 Charters reporting = 162 • 4 New Charter’s this year • 3-4 New Charter’s for next year • Expecting 20 New Charter’s to be added within the next 5 years • Units calculated for the First Reporting Period: • Estimated February 15th payment 14,512, last year 14,322 • 190 more Units • Calculated highest paid protection value .28% • Rural School’s losing students due to economy • Bad/Transmitted ISEE Data

4. Our Database

5. Attendance & Enrollment Problems 5) Enrollment – Districts copied enrollment records from prior year, and then students did not re-enroll in the district, and students were not exited 4) Calendar Errors 3) > 20 Districts/Charters copied their kindergarten students over from last year to put in first grade and submitted their first graders using a kindergarten calendar (Power School users) 2) 27 districts submitted their summer school data incorrectly Wrong school id’s Wrong calendar & Duplicate calendars Submitted with cumulative upload not in August manifest Included credit recovery and 6th grade students

6. Number One Problem 1) Not Validating your Data

7. ISEE Balancing Reports After each transmitted upload, run the following ISEE reports: Current Year Support Unit Calculation Building Level Net Enrollment Report Enrollment Detail Report Aggregate Attendance Detail Greater than 1 ADA District Wide Best 28 Weeks Prior Year Support Unit Calculation Allocated Enrollment Provided by the Idaho state department of education

8. Who Reviews your ISEE Reports? Say Ahhh…

9. IETA Differential Pay I.C. 33-1004J moneys for differential pay program shall be distributed to school districts requesting grant funds for local excellence in achievement awards Moneys shall be based on districts number of support units as compared to the total number of support units for all such school districts requesting funds Funds shall be distributed no later than February 15th This means your data for the First Reporting Period must have been corrected before December 13th cutoff Provided by the Idaho state department of education

10. Weighted Enrollment • Each district is submitting enrollment records (1 record for each student) • Result is double counting enrollment – inflated counts • Now by EDUID we on a pro-rata basis assigning enrollment values to the district. • Review number of classes in each district • Review class time spent • Assign a percentage of enrollment to your district • For funding: impacts Exceptional Education funding • Report is available for you to run. Will help you identify dual enrolled students immediately after each scheduled submission deadline. We Recommend you do not skip the optional September upload!

11. DR Calendar • SY2012-2013 -Created to accommodate Fractional ADA • SY2012-2013 - Fractional ADA repealed with the Student’s Comes First Laws in mid school year: November • We put something in place last year, but could not distinguish the use and type of students • SY2013-2014 - Use was limited to homeschooled and or private schooled students • SY2013-2014 – non-compliance from many of the districts • Restriction of under 2.5 hours for all non-identified homeschool/private schooled students • SY2014-2015 data elements will be added to identify homeschooled and private schooled students • Non-homeschooled/private schooled students attendance will be completely eliminated

12. Common Problems with Calendars • Common Problems: • Submitting 1-12 using Kindergarten calendars and session types. • Submitting Kindergarten on Regular Calendars • Changing calendars from month to month • Calendar changes each month will be restricted and not allowed to go into production • Example: Calendar ID 123 Calendar Type R gets submitted Sept, Oct, Nov uploads Jan upload it gets changed to A • A DR calendar cannot be used for Alternative Students • An Alternative Calendar can not be used in place of a DR calendar • Use SA calendar for approved Summer Alternative School programs and SR for Summer Detention School Programs

13. Summer School Reporting • All Summer school programs need to be submitted with the following • August Manifest only! Cannot be in a cumulative upload • Unique Calendar ID (ID cannot be used any other time) • Use Your Summer School Numbers • Summer Alternative Calendar Type = SA + report in hours • Summer Detention Calendar Type = SR + report in days • Summer Remediation Calendar Type = SR + report days

14. IETA Summary • After each ISEE monthly upload: • Run Balancing reports and balance back to your system • Clear up any problems immediately and do not wait for the day of the deadline. • Clear up any missing and or duplicate attendance reporting • Make sure before mid December that all of your first reporting period corrections have been and are reflecting in your ISEE reports • Follow instructions to report your Summer School data correctly • Make sure your calendars are not duplicated and or reused, and reflect the correct grade levels • Clear up all errors and warnings Provided by the Idaho state department of education

15. Good Data makes for a Happy Database!

16. 15 minutes It takes 15 minutes once you pull your reports to validate your data. Unrecoverable dollars lost to lack of validation: 1)Legislature basis the states Education Budget on the data received by the December cutoff. Good or bad. 2) Transportation dollars are funded on December cutoff 3) Federal Forest Fund dollars are paid on December cutoff 4) Grant dollars are paid on December cutoff 5) Differential Pay is paid on December cutoff 6) Title I Funding is based on December cutoff 7) ETC. Can your district afford to not spend 15 minutes to verify your data?

17. IETA Attendance and Enrollment Reports Provided by the Idaho state department of education

18. IETA Enrollment Reports Enrollment Detail Reports list by Grade, Student ID, Name & Total by Grade. Provided by the Idaho state department of education

19. IETA Attendance Reports Aggregate Attendance shows individual weekly attendance records and recap totals. Provided by the Idaho state department of education

20. IETA Exceptional Child Reports Preschool numbers are based on Child Count figures K-6 figures are based off of Enrollment Provided by the Idaho state department of education

21. IETA Unit Calculation Reports Provided by the Idaho state department of education

22. IETA Prior Year Support Units (Protection vs. No Protection) Example 2 Not Protected Example 1 Protected Provided by the Idaho state department of education

23. Building Level

24. IETA District Wide Shows all of your weeks aggregate attendance in date order Provided by the Idaho state department of education

25. IETA Best 28 Weeks Report Provided by the Idaho state department of education

26. Greater Than One ADA Report

27. Allocated Enrollment Report (New)