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Oregon Department of Education Third Period Cumulative ADM 2023-24 Training Data Overview

This document provides essential information regarding the collection dates, purpose, student group fields, enrollment details, and important reminders for reporting the Third Period Cumulative ADM for the 2023-24 school year in Oregon. It covers key data elements like race/ethnicity, language of origin, economically disadvantaged flags, special education flags, and more. Ensure accurate reporting to reflect student demographics and program participation correctly.

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Oregon Department of Education Third Period Cumulative ADM 2023-24 Training Data Overview

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  1. Third Period Cumulative ADM 2023-24 Training Data Owner: Amanda Leopard April 18, 2024 Oregon Department of Education 1

  2. Agenda • General Reminders • Collection Dates • Collection Purpose • Important to Third Period • Student Group Fields and Flags • Enrollment Dates and End Dates • Session Days • Days Present • Days Absent • Additional Help and Contacts • Online Resources • ODE Data Collection Team • Regional ESD Partners & ODE Helpdesk • Upcoming Trainings Oregon Department of Education 2

  3. General Reminders • If a student is enrolled on May 1, the first weekday in May and the last day of the Third Period Cumulative ADM Reporting Period, the end date should be the first weekday after that. In 2023-24, the end date will be May 2, 2024. Failure to report a correct end date will result in the student not appearing in the Spring Membership Snapshot and may affect the data reported in the School and District At-A-Glance Profiles. • Program Type 13 may only be used as a temporary placeholder and must be replaced with membership information once it is known. • Resident County refers to the county where the student's parents or guardians live, or where the student lives in the case of legally emancipated minors or students over 18. It is not a reflection of the district’s county. • Submit to the correct collection. Annual Cumulative ADM will be open for part of the same time as Third Period Cumulative ADM. Oregon Department of Education 3

  4. Collection Dates Reporting Period July 1, 2023 – May 1, 2024 Collection Window Open April 25, 2024 – May 31, 2024 Collection Window Closed to All June 1, 2024 – June 5, 2024 Audit Review Window Open to All June 6, 2024 – June 14, 2024 Collection Closed (Opened by Request and Second Round Audits) June 15, 2024 – August 23, 2024 Student Enrollment Validation Window is June 6, 2024 – August 23, 2024 Oregon Department of Education 4

  5. Collection Purpose • Spring Membership • May 1, 2024 Snapshot Enrollment • Public Records Requests • School and District At-A-Glance Profiles • Calculations for 9th Grade on Track and Regular Attenders • Validation for Second Period Cumulative ADM Oregon Department of Education 5

  6. Submitted Data - Required Demographic Info • Race/Ethnicity Field • Language of Origin Field • Economically Disadvantaged Flag • District Special Education Program Flag • Special Education Flag • Indian Education • Migrant Education • Military Connected Flag • Section 504 Flag • Talented & Gifted (TAG) Flag • Distance Learning Flag Oregon Department of Education 6

  7. Race/Ethnicity Flags • Hispanic • American Indian, Alaskan Native • Asian • African American • White • Native Hawaiian/Other Pacific Islander Students who have more than one race flag marked as “Y” will be reported as multi-racial unless they checked the Hispanic ethnicity flag. • Additional Guidance: • Executive Numbered Memo 011- 2008-09 Oregon Department of Education 7

  8. Language of Origin There are 649 available languages to choose from in SSID • Language of Origin is reported in Student Enrollment Reports and District and School At-A-Glance Profiles Students who are enrolled and reported as being in an “English as a Second Language” program (Program Type 2) should not have English as their Language of Origin, unless they are also reported as American Indian/Alaska Native Race. • Additional Guidance: • Layout: Consolidated Student (SSID) File Format Oregon Department of Education 8

  9. Economically Disadvantaged Flag The Economically Disadvantaged Flag (EconDsvntgFg) indicates a student’s participation in or eligibility for a Free and Reduced Lunch Program. Mark NO if: Mark YES if: • N: The student was not determined to be eligible; or • N: the student was provided with lunch at no charge while their application was reviewed and was determined to be ineligible; or • N: an otherwise non-eligible student participated in a school that offered lunch at no charge to all students and moved to a school that does not • Y: The student was determined to be eligible based on an application for free/reduced lunch, direct certification, or the household income survey (for non- NSLP schools) at any point during the school year; or • Y: The school offers lunch at no charge to ALL students Oregon Department of Education 9

  10. Economically Disadvantaged Flag Infographic Oregon Department of Education 10

  11. Special Education Flags District Special Education Program Flag Special Education Flag The District Special Education Program Flag (DistSpEdProgFg) indicates that a student was enrolled in a district special education program during the school year and received general education classroom instruction for less than 40% of the time (Federal Placement Codes 32-41), including non- regular education settings. • The District Special Education Program Flag should be marked Yes (Y) if these criteria are met at any point during the reporting year. The Special Education Flag (SpEdFg) indicates a student had Oregon special education eligibility and had an Individualized Education Plan (IEP) at any time during the reporting year in any institution. • The Special Education Flag should be marked Yes (Y) if these criteria are met at any point during the reporting year. The Special Education Flag must be Yes (Y) when the District Special Education Flag is Yes (Y). Oregon Department of Education 11

  12. Indian and Migrant Education Flags Indian Education Flag Migrant Education Flag The Indian Education Flag (IndianEdFg) indicates student participation in a Title VI program designed to meet the unique educational and culturally related academic needs of American Indians/Alaska Natives. • The Indian Education Flag should be marked Yes (Y) if a Title VI Student Eligibility Certification form ED 506 is provided AND the student received services under Title VI at any point during the reporting year. The Migrant Education Flag (MigrntEdFg) indicates student participation in a program designed to assure that migratory children receive full and appropriate opportunities to meet the state academic content and student academic achievement standards. • The Migrant Education Flag should be marked Yes (Y) if the student had a current Oregon Migrant Education Certificate of Eligibility at any point during the reporting year. Oregon Department of Education 12

  13. Military and Section 504 Flags Military Connected Flag Section 504 Flag The Military Connected Flag (MltryCnctFg) indicates that the student has a parent or guardian who was a member of the Armed Forces on active duty or full-time National Guard. • The Military Connected Flag should be marked Yes (Y) if the student has a parent or guardian who was a member of the Armed Forces on active duty or full-time National Guard at any point during the reporting year. • This Flag is required on all records with an ADM Enroll Date of July 1, 2017 or later. • Additional Guidance The Section 504 Flag (Sect504Fg) indicates a student had Section 504 eligibility, had an Individualized Accommodation Plan or Individualized 504 Plan, and was receiving services as specified by this plan at any time during the reporting year within this attending district. • A student who is only 504 eligible should not have the Special Education Flag checked. Students who change eligibilities during the year, or have more than one disability with different eligibilities, may need to have both flags checked. • A student should not be receiving services under both IDEA and 504 for the same disability at the same time. • The Section 504 Flag should be marked Yes (Y) if these criteria are met at any point during the reporting year. Oregon Department of Education 13

  14. Talent and Gifted and Distance Learning Flags Distance Learning Flag Talented and Gifted (TAG) Flag Beginning in the 2021-22 school year, the Distance Learning Flag is required for all Program Type ‘01’, ‘04’, ‘06’, ‘07’, ‘10’, and ‘15’ enrolled on or after July 1, 2021. For more information about this flag, please review the Distance Learning Flag FAQ. The Talented and Gifted Flag (TAGFg) indicates that the student is identified as Academically Talented or Intellectually Gifted as determined by school district policy. • The Talented and Gifted Flag should be marked Yes (Y) if the student has been identified as Academically Talented or Intellectually Gifted. • The Talented and Gifted Flag should be marked No (N) if the student has not been identified as Academically Talented or Intellectually Gifted. The distance learning flag is set by calculating the percentage of scheduled instructional hours that are on-site for the last 10 session days (8 session days for schools on a four-day week) of the student’s enrollment. • ‘Y’ if less than 50% of the student’s scheduled instructional hours are on-site. • ‘N’ if 50% or more of the student’s scheduled instructional hours are on-site. Oregon Department of Education 14

  15. Questions? Oregon Department of Education 15

  16. Attendance Information • Enrolled Date • End Date • Session Days • Days Present • Days Absent Oregon Department of Education 16

  17. Enrolled Date The Enrolled Date should reflect the first day of the student’s actual attendance in an institution or program type. • Exception: A student with an excused absence of less than ten school days at the beginning of the school year may be counted in membership prior to the first day of attendance, but not prior to the first calendar day of the school year, if the status has been verified by contact with the parent or guardian. If the student does not actually attend during the first ten session days of school, the student’s ADM Enrollment date must reflect the student’s actual first day of attendance. A student may not be reported with only days absent. The Enrolled Date for a Program Type 14 record should be the date of the outcome being reported. Oregon Department of Education 17

  18. End Date The End Date is the weekday after the student withdrew from the institution or the program type either through early withdrawal, a change of circumstances, or at the end of the period or school year. • If the student is still enrolled at the end of the period, the ADM End Date should reflect the first weekday after the end of the period. The date on which the ADM End Date occurs may not be counted as a day present or a day absent. • Example: If the student is still enrolled at the end of the Third Period Cumulative ADM reporting period (May 1), the student’s record in Cumulative ADM should have an End Date of May 2. • If the student withdraws prior to the end of the period or prior to the end of the school year, the ADM End Date should reflect the first weekday following their withdrawal. The date on which the ADM End Date occurs may not be counted as a day present or a day absent. • Example: The student’s last day of enrollment was September 27, 2023. Their End Date would be reported as September 28, 2023. Oregon Department of Education 18

  19. Session Days Session Days signify prescheduled weekdays during which the majority of students within the same school/grade level are scheduled to be present under the guidance and direction of appropriately licensed instructional staff, and there is an expectation that the majority of students within the school/grade level would be in attendance. • Session Days should increase for all students, regardless of their enrollment dates, for each Cumulative ADM period that the school and grade has classes. • The number of session days should be the same for all students in the same school and grade. • Some grades have more or fewer session days than other grades in the same institution, such as grade 12 students who may end earlier than the rest of a school, or kindergarten students who may start late. The session days should accurately reflect situations like these. • Days in which attendance is optional and additional days provided that are outside the bounds of the time scheduled for the majority of students in the school/grade level may not be counted as a day in session. • Summer school may not be counted as session days. Oregon Department of Education 19

  20. Days Present Days Present is the number of days the student was recorded as attending school during the reporting period. • Program Types 1, 2, and 3 • Students enrolled in a full-time program are reported with Days Present in full-day or half-day increments. • For a student assigned an FTE of 1.0, they must be present for more than half of the morning to be counted as present for the morning, and present for more than half of the afternoon to be counted as present in the afternoon. • If a 0.5 FTE student attends at any time during the day, the student is counted as present for the full day. • Program Type 15 • Kindergarten students in half-time programs should be reported as whole days present/absent and are counted as present for the entire day if they are present for any portion of that day. Oregon Department of Education 20

  21. Days Absent Days Absent is the number of days the student was recorded as absent from school during the reporting period whether excused or unexcused. • Beginning in 2019-20, all time spent engaging in school-sponsored extracurricular activities during the official school day (including travel) will be counted as time present in the Cumulative ADM data collection. • Executive Numbered Memo 003-2018-19 Oregon Department of Education 21

  22. Questions? Oregon Department of Education 22

  23. Online Resources • Cumulative ADM Resources Webpage • Cumulative ADM Manual • Cumulative ADM Audits & Review Manual • Cumulative ADM Additional Guidance Documents • Cumulative ADM Contacts • First Period Cumulative ADM 2023-24 Training (Updates for this year) • Data Collection Committee (DCC) Meetings (Zoom Registration) • Assessment and Accountability Update (Subscribe) Oregon Department of Education 23

  24. ODE Data Collections Team Amanda Leopard Research Analyst 503-508-6472 amanda.leopard@ode.oregon.gov Robin Stalcup Research Analyst (971) 208-0241 robin.stalcup@ode.oregon.gov Data Collections/Validations: • Cumulative ADM • Institutions Data Collections/Validations: • Fall Membership/ Student Enrollment • Class Size • IUID Ryan Clark Research Analyst (971) 208-0471 ryan.clark@ode.oregon.gov Paul Skomsvold Research Analyst (971) 208-0296 Paul.Skomsvold@ode.oregon.gov Data Collections/Validations: • Class Roster • Staff Position • Staff FTE/Ethnicity/Retention • Staff Assignment • 9thGrade On Track Data Collections/Validations: • Graduation/Dropout Reporting • Regular Attenders • 9thGrade On Track Oregon Department of Education 24

  25. Additional Help & Contacts Regional ESD Partners ODE Helpdesk Karen Brown Smith (800) 706-4447 x 3124 karen.brown@imesd.k12.or.us For Technical Help (File Upload Issues, SSID Merges, Application Issues) (503) 947-5715 Peter Campbell (800) 706-4447 x 3203 ODE.Helpdesk@ode.oregon.gov peter.campbell@imesd.k12.or.us Oregon Department of Education 25

  26. twitter.com/ORDeptEd | fb.com/ORDeptEd Thank you! Oregon Department of Education 26

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