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Attendance/Enrollment, ADA, Units, Funding Wendy Lee, Public School Finance 208 -332-6840

Attendance/Enrollment, ADA, Units, Funding Wendy Lee, Public School Finance 208 -332-6840 wlee@sde.idaho.gov. SY2013-2014 Statistics. > 3,700 New Students this year that entered Idaho’s public education system >289,000 distinct EDUID’s Non Weighted

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Attendance/Enrollment, ADA, Units, Funding Wendy Lee, Public School Finance 208 -332-6840

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  1. Attendance/Enrollment, ADA, Units, Funding Wendy Lee, Public School Finance 208-332-6840 wlee@sde.idaho.gov

  2. 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 • SY15: 114 Districts 50 Charters = 164: • 1 Charter Closing • 3 New Charter’s • 5 LEA Conversion Charters • Units calculated for the First Reporting Period: • July 15th payment 14,554, last year 14,322 • 232 more Units • Calculated highest paid protection value .28% • Rural School’s losing students due to economy • Bad/Transmitted ISEE Data Provided by the Idaho state department of education

  3. SY2013-2014 Statistics Feb 15May 15July 15 #Protected Districts 25 20 19 #Corrections Received 75 54 % Late Corrections 46% 33% First Reporting Period: First Day of school to first Friday of November (129 unit corrections made after the scheduled December cutoff ) 56 Districts/Charters had 0 corrections, while 106 did. Only 35% are getting in correct data prior to the cutoff. Prior to ISEE we had on average 6 Why do we care, we fix it by July right? Provided by the Idaho state department of education

  4. Payments • This is may only be a true statement for State Apportionment dollars , but it is not guaranteed for prior year corrections and • This is NOT true for the following: • The State’s Education Budget is set using the data received by the Best 28 weeks of prior year, and the current year’s December cutoff data received for first reporting period. Good or bad. • Transportation, Federal Forest Fund, Federal Grants, Differential Pay and Leadership Premiums, Title I Funding, Bond Levy Equalization, Charter School Facilities Maintenance, Remediation, Lottery, District to Agency, Content and Curriculum, ISEE Phase II, Math & Science, Teacher Incentive, IT Staffing, Charter Fee, Ext Reading, Charter Advanced Payment, IDLA, Tuition Equiv, Court Ordered, Professional Development • Dual Credit, 8 in 6, MAPP, IRI Provided by the Idaho state department of education

  5. SY2013-2014 Statistics • February 15th Support Units = 14,512.27 Total District and Charter • 13,393.90 w/o protection 13,431.39 with protection • 28% protection rate and or 37.49 units covered • Cost $3,111,670 weighted • May 15th Support Units = 14,544.89 Total District and Charter • 13,426.53 w/o protection 14,448.27 with protection • 16% protection rate and or 21.74 units covered • Cost $1,804.420 weighted • July 15th Support Units = 14,554.18 total District and Charter • 13,435.55 w/o protection 13,453.73 with protection • 13% protection rate and or 18.18 units covered • Cost $1,508,940 • *Nearly a 42 unit variance from February to July • **$1,602,730 delayed payments • ***Undetermined unrecoverable $ losses Provided by the Idaho state department of education

  6. Content Goes Here Provided by the Idaho state department of education

  7. Payment Timelines 2010-2011 All additional payments were made by first week in January except Remediation which was made first week in March 2011-2012 All additional payments were made by first week in January except Remediation, Math & Science (May), and some Technology dollars 2012-2013 To allow for corrections many payments made after January as late as June and July 2013-2014 To allow for corrections many payments made after January as late as June and July 2014-2015 (Changing this year) All special distribution payments will be made early. *There will be No more late June and July payments Provided by the Idaho state department of education

  8. Special Distribution • Content Goes Here www.sde.idaho.gov/site/finance_tech/14_15 budget.htm Budget Documents are found under Public School Finance/Forms/Budget Provided by the Idaho state department of education

  9. School Finance Budget Forms and Information Provided by the Idaho state department of education

  10. Data Monthly Submission Schedules for SY2014-2015 Provided by the Idaho state department of education

  11. Warning • Corrected Data Uploads received for the first reporting period that are made after the December cutoff date established by School Finance (December 4th) will result in lost and unrecoverable funding for your school.

  12. Data Updates & Black Out Dates (New timelines and Info) • February 15th, May 15th, July 15 • Dates are reserved for payment snapshot data based on the following update dates 12/4, 3/27, 5/29, 6/19 • Can now bring in files during freeze periods • All files will be updated within 2-3 business days after transmission during the freeze period • This means you can continue to upload files and see results, there is no longer a waiting for the time to open up • Units and data will continue to update as if there is no freeze period, but 2-3 business day rules apply and payments will be based on the above correction dates. • Pleaseremember to not call andask why there are different units after the deadline has passed. • After December 4th, limitation apply for corrections to Staffing Provided by the Idaho state department of education

  13. Trying to help….. With errors • Put in errors that result when a kindergarten calendar is used for anything by kindergarten. • This helps to avoid any grades other than kindergarten from reporting • Errors will be identified for students whose grades served in schools that don’t serve those grades - we had duplicate attendance showing up in schools that didn’t serve those grades. • Regular calendars cannot be used for kindergarten students. • 6th grade students cannot be reported in regular and summer Alternative School sessions Provided by the Idaho state department of education

  14. How can we get the most dollars? • #1 Establish a good calendars and schedules • #2 Verify your submitted ISEE data on a timely basis • Run all attendance and enrollment Reports within 2-3 business days after transmission • Identify problems and make corrections immediately and without delay (missing scheduled deadlines cost you money) • Have a designated person assigned, who will review ISEE reports against your student management system data • Have Business Manager, Superintendent, Administrator preview unit reports in advance of deadlines • #3 Identify dual enrolled students and if needed establish tuition agreements • #4 Ensure first reporting period data is correct before • December 4th Provided by the Idaho state department of education

  15. Calendar Setting A “Day of No” attendance is better than a “Bad Day” of attendance. Keep track of which days historically are bad days of attendance and plan your school calendar accordingly • First Reporting Period: Ends the first Friday in November It is the activity from the first day of school to the first Friday in November. First reporting Period units drive salary and benefit apportionment. • End of Year: The Best 28 Weeks of attendance is calculated and it drives the distribution factor. Provided by the Idaho state department of education

  16. Importance of Calendar Setting! • Calendars drive your ADA calculations • If days are not right ADA will not be right • If ADA is not right then units will not be right • Actual reported attendance days have to coincide with calendar attendance days • CAUTION: Changing calendars results in ADA calculation errors! • Calendars are the control record driving your unit calculations • It is difficult to make changes to a calendar once you have established it as valid Provided by the Idaho state department of education

  17. Average Daily Attendance (ADA) • “Average Daily Attendance means the aggregate number of days enrolled students are present, divided by the number of days of school…” I.C. 33-1001 • Note: No student shall generate more than one (1.0) ADA. Provided by the Idaho state department of education

  18. Grade Groupings and Units Kindergarten Elementary (grades 1-6) Secondary (grades 7-12) Alternative Secondary School (grades 7-12) Summer Alternative Secondary (grades 7-12) Juvenile Detention Centers Summer Juvenile Detention Centers (I.C. 33-1002) Set your Calendar schedule and hours by grade group: All calendars should have the same start and end dates assigned by grade grouping. Example: having one first grade school starting a week later than your other first grade schools, negatively affects your ADA, units, and funding. Provided by the Idaho state department of education

  19. Support unit Calculation Table ADA, assigned Divisors, & conversion to Units Provided by the Idaho state department of education

  20. New Guidelines and Rules DR Calendar type: you will only use this calendar for those students identified as homeschool and private school students attending your school on a part time basis.(phSchool = Y) Attendance is submitted in hours. For Alternative school students who are homeschooled and or private schooled, use the Alternative School Calendar and NOT the DR calendar. If other types of students are reported using this calendar, no attendance will be captured at the state. NOTE: A homeschool/private school student who is enrolled in another district/charter and not identified as a homeschool/private school student, should not be by your district identified as one. Kindergarten Calendar types: will only be used for kindergarten students Alternative Calendar type: used for all 7-12 grade students attending Alternative Secondary school programs. Any reported 6th grade student reported on an Alternative Calendar will not report attendance. Summer Alternative Calendar type: used for reporting Summer Alternative school attendance. Any student who at the end of the prior school year was a 6th grader cannot qualify for a Summer Alternative School program. Provided by the Idaho state department of education

  21. New Guidelines and Rules • Regular Calendar type: used to report student attendance in .5 and 1.0 day of attendance. This calendar will be used to report all student attendance except (Kindergarten, Private Homeschooled, Alternative School student attendance) • Dual Enrolled Public School Students: report all dual enrolled public school students using a regular calendar. Non-aggregated daily attendance rules of .5 or 1.0 which equates to 2.5 hours a day = .5 and 4 hours and greater = 1.0 apply. It is beneficial to work out tuition agreements with the other district/charter who the student is dual enrolled with. For credit recovery, please work out payment arrangements with the student’s parent or guardian. • Summer Regular Calendar type: used for reporting Juvenile Detention School summer attendance, and all other summer school attendance reporting: this can include those students who do not qualify for summer alternative school programs. Report in days. Provided by the Idaho state department of education

  22. Homeschool/Private School Students • Regular Home School/Private School Students: • Grade Level = Assign a grade level to the student • phSchool = Y • Report Attendance • Home School/Private School Students taking IDLA Classes: • Grade Level = Assign a grade level to the student • phSchool= Y • Report Attendance • Home School/Private School Special Ed Services only Students: • Grade Level = NG (formerlyknown as Grade level PH) • phSchool = Y • SpecialEd = Y • Do not report attendance • For all other special circumstances regarding Special Ed, Homeschooled/Private Schooled students please contact Wendy Lee 332-6844 for guidance. Provided by the Idaho state department of education

  23. NEW - Senate Bill 1326 (I.C. 33-133): • The legislature added a new section to Idaho Code during the 2014 session. I.C.33-133 mandates all teacher and classroom data shall be published on January 1, 2015 and each subsequent year. • All submissions must accurately reflect correct information with regards to classes, teachers, and teacher roles. Please work with your IT Regional Coordinators to assure student course enrollment records are completed accurately and correlate to the teacher assignment records.  • Every student except EC, PK, NG will need to have Courses/Course Assignments and Teachers tied to that student by EDUID Provided by the Idaho state department of education

  24. Allocated Enrollment • Weighted Enrollment Count • Public School dual enrolled students splits the enrollment count amongst the schools • Determined by Courses, Instructional Time, and Course Instructor • Allocated Enrollment is used for Exceptional Child Unit Calculation • Allocated Enrollment report is available via ISEE reports under Attend/Enroll • Allocated Enrollment will be used for enrollment count by District in coming School Year • Use Allocated Enrollment Reports & Greater than 1 ADA to identify dual enrolled students Provided by the Idaho state department of education

  25. Prior Year Corrections • I.C. 33-1009(5) corrections within the succeeding three (3) year, may be corrected, payment may be made or withheld • New worksheet will be available on-line: https://www.sde.idaho.gov/site/finance_tech/forms.htm • Complete Worksheet and route to me so I am aware of it, and can schedule the payment adjustment. • If corrections received and processed and approved prior to October 1, we will get payment adjustments made in February. • Remember that all prior year corrections will need to be made using use the version of ISEE that was used at the time. • Which is often in problematic • You will need to run your reports and demonstrate why the payment adjustment is required. Provided by the Idaho state department of education

  26. Sign Up Sheet I will be providing direct outreach and personalized assistance to each district/charter and or individual who wishes to know more about the attendance and enrollment reports, and unit calculation reports. I will help guide you on when to run them and how to use them to balance back to your student management system and or detect immediate errors. We will be using your district and charter’s live data from this year’s scheduled September –November uploads. I will schedule appointments with each of you who are interested and will make a personal effort to explain and go over the reports, to broaden your understanding of their use and value, and how they all tie together for funding. I will also be working in concert with SDE Regional Coordinator’s who we can also schedule to be available with you during these calls. Take advantage of this one time offer! I often learn as much from you and will be using this time to get ideas on how to make things better for you in the future. Provided by the Idaho state department of education

  27. Attendance & Enrollment Reports • Unit Calculation Reports • Building Level • District Wide • Best 28 Week • Exceptional Child Unit Approval • Reports that Pull Data from Unit Calculation Reports • Current Year Support Unit Calculation • Prior Year Support Unit Calculation (Protection Qualification Report) • General A&E Reports • Enrollment Report • Enrollment Detail Report • Exit Reason Detail Report • Aggregated Attendance Detail Report • Greater than 1 ADA • Allocated Enrollment Provided by the Idaho state department of education

  28. Net Enrollment Report Provided by the Idaho state department of education

  29. BUILDING REPORT Aggregate Attendance (tie back to reported ISEE Attendance file and compare with Aggregate Attendance Detail by student) Calendar Schedule (ISEE calendar file) Aggregate Attendance/Days in Session = ADA Provided by the Idaho state department of education

  30. Exceptional Child Unit Calculation Allocated Elementary Fall Enrollment minus tuition equivalent students x 6.0% For Elementary ADA is split if greater than 300 Allocated Secondary Fall Enrollment minus tuition equivalent students x 5.5% Aggregate Attendance (tie back to reported ISEE Attendance file and compare with Aggregate Attendance Detail by student) Calendar Schedule (ISEE calendar file) Enrollment is based on First Reporting Period : Using Net Enrollment + any dual enrolled adjustments identified in Allocated Enrollment Reports Provided by the Idaho state department of education

  31. Current Year Support Unit Calculation Worksheet Provided by the Idaho state department of education

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