Attendance Conference

1. Attendance Conference Murfreesboro Embassy SuitesApril 17, 2014

2. The BEP and ADMs

3. The BEP and ADMs

4. ADMs – Why All the Talk? • ADMs used to determine state funding for education • How much are we talking about? • $4,078,157,000 in FY15 budgeted for the BEP • Approximately 80% of total Department of Education Budget – 100% state funds

5. BEP – Basic Education Program • Provides funding to 135 school systems, the ASD and DCS in FY 14 • Will increase to 141 school systems in FY 15 • Designed to provide funding for a basic education program • Does not fund everything schools systems need or want • Requires contribution from the local funding body • Looks at 45 components of a basic education program

6. BEP Components (45) • Instructional • Regular Education • Vocational Education • Special Education • Elementary & Secondary Guidance • Elementary Art, Music and Physical Education • Elementary & Secondary Librarians • ELL Instructors and Translators • Principals • Elementary and Secondary Assistant Principals • System-wide Supervisors (Regular, Special & Vocational Education) • Special Education Assessment Personnel • Social Workers & Psychologists • Staff Benefits & Insurance

7. BEP Components • Classroom • K-12 At-risk Class Size Reduction • Duty-free Lunch • Textbooks • Classroom Materials & Supplies • Instructional Equipment • Classroom Related Travel • Vocational Center Transportation • Technology • Nurses • Assistants (Instructional, Special Education & Library) • Staff Benefits & Insurance • Substitute Teachers • Alternative Schools • Exit Exams

8. BEP Components • Non-classroom • Superintendent • System Secretarial Support • Technology Coordinators • School Secretaries • Maintenance & Operations • Custodians • Non-instructional Equipment • Pupil Transportation • Staff Benefits & Insurance • Capital Outlay

10. How Does the BEP Work? • Two Separate Parts: • Funding – Determines total amount from formula • Equalization – Determines how much state and local system are each responsible for • Based on local ability to pay (fiscal capacity)

11. Determining Need - ADMs • ADMs (average daily membership) drive the Formula – funded on prior year’s ADMs. • ADMs generate: • Positions – teachers, supervisors, assistants • Funding dollars – ADMs are multiplied by a Unit Cost for supplies, equipment, textbooks, travel, capital outlay, etc. • Funding months and weighting • Month 2 – 12.5% Month 6 – 35% • Month 3 – 17.5% Month 7 – 35%

12. ADMs and Positions

13. ADMs and Positions

14. Determining Need - ADMs • Fifth month ADMs are pulled by individual school • Used to determine the number of school-based positions that are funded by the BEP formula such as • Principals • Assistant principals • Librarians • School secretaries

15. ADMs and Positions • Number of positions generated translate into salary and benefit dollars

16. ADMs and Other Funding • ADMs generate: • Funding dollars – ADMs are multiplied by a Unit Cost for supplies, equipment, textbooks, travel, etc.

17. Summary • ADMs are the most critical input to the BEP formula • Absolutely need to be correct • Impact on average to LEAs - $4,180 per ADM • The work you do in your systems is SO important – and we appreciate all that you do for your schools! • THANK YOU!

18. For further information . . . • Tennessee Basic Education Program: An Analysis • http://www.comptroller1.state.tn.us/orea/ • See legislative brief • State Board of Education • http://www.tn.gov/sbe/bep.html • BEP Blue Book – up to date data on BEP components • Recommendations of BEP Review Committee

19. QUESTIONS?

20. FRAUD, WASTE or ABUSE Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government. NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline: 1-800-232-5454 Notifications can also be submitted electronically at: http://www.comptroller.tn.gov/hotline

21. EIS Attendance Funding Data

22. Agenda • EIS Attendance Data • Student Data Issues • EIS Research Queries • EIS Attendance Reports • EIS Search Features • What’s New • Helpful Suggestions • Questions and Comments

23. EIS ATTENDANCE DATA

24. EIS Attendance Data • Academic ADM/ADA • Vocational ADM/ADA • Special Education ADM • 5th month ADM by School • Adult High School ADM/ADA • GED+2 ADM/ADA • Year End ADM by School • Year End ADM/ADA • Average Daily Transportation by Period Note: ADM – Average Daily Membership, ADA – Average Daily Attendance

25. EIS Attendance Website Locationhttps://www.k-12.state.tn.us/Authorize/login.aspx

26. EIS Attendance Website Location

27. EIS Attendance Website Location, continued

28. EIS Attendance Data • Attendance website will self-populate from EIS • Exceptions • Adult High School • GED • Website is updated Monday – Friday • Acknowledgement versus Approval on Attendance Website • Acknowledging Data • The acknowledgement provides an assurance that the data is being reviewed • Aware that the numbers may not be correct and systems are working to correct errors • Data is not locked in. Revisions can still be made. • Approving Data • Data will be locked in and considered final • No more editing of the data

29. EIS Data Acknowledgement and Approval

30. EIS Data Acknowledgement and Approval Only individuals with Approval Access can acknowledge and approve data.

31. EIS Attendance Data Timeline • ADM/ADA period data should be Acknowledged by the 15th of each month, beginning with 1st period being acknowledged by Oct. 15. • ADM/ADA year end data should be Approved by June 15. • FY 13-14 • EIS data was used to calculate the first estimated growth payment in January • EIS data will be used to calculate FY15 BEP estimates in April, May and June • EIS data will be used to calculate final growth payment at June 30, 2014 • EIS data will be used to calculate FY15 Final BEP allocation in July • EIS data will be used to provide data for 2014 Report Card and 2014 Annual Statistical Report • EIS data will be used to provide data for the 2014 National Center Education Statistic (NCES) Report

32. STUDENT DATA ISSUES

33. Student Data Issues • Duplicate enrollment • Demographic data • Enrollment and withdrawal dates • Student schedules • Incorrect PIN, SSN, State IDs • Submitting Special Ed option data before uploading enrollment data in EIS • IEP begin and end date • Incorrect Bus information • Other EIS Errors

34. Duplicate Enrollment • Two schools have overlapping enrollment for the same student where at least one day is an attendance date in both schools • Students cannot be active in two schools on the same instructional day. • Enrollment date should be the first day the student attended classes • Withdraw the student from the school where he/she is no longer enrolled • Withdrawal date should be the first day the student did not attend classes • No show students should be enrolled and withdrawn on the first attendance day. 34

35. Demographic Data • Use “Student Lookup” in EIS to see if there were prior enrollments in Tennessee • Enter the student’s name as it appears on their birth certificate or on the legal document changing the student’s name • Check for prior enrollments and enter the correct ethnicity and race(s) for the student 35

36. EIS Attendance Website Location

38. Enrollment and Withdrawal Dates • Enrollment date should be the first day a student was in attendance at your school • Withdrawal date should be the first day the student was not in attendance at your school • Many schools wait 10 days before withdrawing a student, but when you do withdraw a student use the first day the student was not in attendance 38

39. Incorrect PIN, SSN, State ID • Transposing Numbers • PIN number incorrectly structured • 9 + three digit school district number + 00,001-99,999 • SSN in PIN field or vise versa • Identification data is missing 39

40. Student Schedules • Students class schedules are missing • Students are not always fully scheduled • Student does not have a traditional class scheduled. • One traditional class must be scheduled. • Pull-out classes are not always designated as pull-out • Classes designated as a pull-out do not count towards ADM or ADA • Lunch cannot be included as part of a class in grades 9 through 12 40

41. Special Education Data • Special Ed extracts uploaded before student record • Must be loaded in sequence (see transmission schedule on EIS website) • IEP begin and end dates

42. Other EIS Errors • Check errors in EIS on a regular basis • Student errors • Staff errors • Class errors • Calendar errors • “Block approval” errors will prevent a student from being included in ADM and ADA (severity code 92) • Student and/or student records may be rejected due to “fatal errors” – this data will not be included in ADM and ADA (severity codes 80,90,91) • Make corrections to the errors and update EIS 42

43. EIS RESEARCH QUERIES

44. EIS Research Queries – Where is it located

45. EIS Research Queries 27 Queries Available 28 Queries Available

46. Student Data Queries • ADM Audit Detail – List of students with missing record data • Student Membership List – List of students enrolled • Special Education Students – List of special education students enrolled • Bus Transportation – List of students enrolled for transportation

47. ADM Audit Detail – Contains students with missing record data Export to Excel 1 Any students with a “1” in any of these columns is a potential problem that could affect the ADM count and should be checked 1

48. Student Membership List – List of students enrolled Narrow search by setting criterion Export to Excel

49. Special Education Students – List of special education students enrolled Narrow search by setting criterion Export to Excel

50. Bus Transportation – List of students enrolled for transportation Narrow search by setting criterion Export to Excel