attendance conference

Attendance ConferenceAttendance Conference

Murfreesboro Embassy SuitesMurfreesboro Embassy SuitesApril 17, 2014April 17, 2014

The BEP and ADMsThe BEP and ADMs

The BEP and ADMs

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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

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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

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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

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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

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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

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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)

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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%

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ADMs and Positions

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Teachers

Regular

K-3 1,719 20.0 = 86.00

4-6 1,341 25.0 = 54.00

7-9 1,622 25.0 = 64.50

10-12 1,145 22.08 = 52.00

ADMs and Positions

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Special Education

Option 1 533 91 = 6.00

Option 2 555 73 = 7.50

Option 3 285 46 = 6.00

Option 4 130 25 = 5.00

Option 5 162 15 = 11.00

Option 6 0 2 = 0.00

Option 7 79 10 = 8.00

Option 8 40 6 = 6.50

Option 9 0 0 = 0.00

Option 10 12 10 = 1.00

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

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ADMs and Positions

Number of positions generated translate into salary and benefit dollars

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Total All Professional Positions 540.00

System BEP Instructional Salary x 40,447.00 County CDF x 100.00%

Total Salary Allocation $21,841,380

------------> $21,841,380

Combined Social Security & Retirement Rates x 16.69%

Total Social Security & Retirement Allocation $3,645,326

------------> 3,645,326

Total All Professional Positions 540.00

Insurance Premium Amount x 5,299.20

Total Insurance Premium Allocation $2,861,568

------------> 2,861,568

$28,348,274

ADMs and Other Funding

ADMs generate:• Funding dollars – ADMs are multiplied by a Unit Cost for

supplies, equipment, textbooks, travel, etc.

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Textbooks

Total ADM 6,439 x $ 76.75 = 494,215.97

Classroom Materials & Supplies

reg. k-12 + Opt. 7-9 5,915 x $ 74.50 = 440,672.59

Career Technical 524 x $ 157.75 = 82,696.93

Sp. Ed. 1,797 x $ 36.50 = 65,600.86

Instructional Equipment

reg. k-12 + Opt. 7-9 5,915 x $ 64.25 = 380,043.14

Career Technical 524 x $ 99.75 = 52,291.72

Sp. Ed. 1,797 x $ 13.25 = 23,814.01

Classroom-related Travel

reg. k-12 + Opt. 7-9 5,915 x $ 14.00 = 82,810.96

Career Technical 524 x $ 21.50 = 11,270.90

Sp. Ed. 1,797 x $ 17.25 = 31,003.14

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!

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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

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QUESTIONS?

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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

EIS Attendance Funding DataEIS Attendance Funding Data

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

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EIS ATTENDANCE DATAEIS ATTENDANCE DATA

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 PeriodNote: ADM – Average Daily Membership, ADA – Average Daily

Attendance

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

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EIS Attendance Website Location

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EIS Attendance Website Location, continued

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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

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EIS Data Acknowledgement and Approval

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EIS Data Acknowledgement and Approval

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Only individuals with Approval Access can acknowledge and approve data.

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

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STUDENT DATA ISSUESSTUDENT DATA ISSUES

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

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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.

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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

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EIS Attendance Website Location

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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

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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

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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

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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

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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

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EIS RESEARCH QUERIESEIS RESEARCH QUERIES

EIS Research Queries – Where is it located

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EIS Research Queries

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28 Queries Available27 Queries Available

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

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ADM Audit Detail – Contains students with missing record data

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Any students with a “1” in any of these columns is a potential problem that could affect the ADM count and should be checked

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1

Export to Excel

Student Membership List – List of students enrolled

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Narrow search by setting criterion

Export to Excel

Special Education Students – List of special education students enrolled

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Export to Excel

Narrow search by setting criterion

Bus Transportation – List of students enrolled for transportation

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Export to Excel

Narrow search by setting criterion

EIS STANDARD REPORTSEIS STANDARD REPORTS

EIS Standard Reports Location

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23 Reports Available

EIS STANDARD REPORTS Director’s Membership/Attendance

• By District• By School

Special Education Options Membership• By District• By School

Vocational FTEADA/FTEADM • By District• By School

ADT (Transportation)• By District• By School

All reports can be downloaded by period or year end

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EIS Academic Report

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Export to Excel

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EIS Special Education Report

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Export to Excel

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EIS Vocational Report

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Export to Excel

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EIS Search Features

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EIS Search Features Student

• Student Problem Enrollment List – Show students with block approval errors

• Student Standard ADM Search• Retrieve Student Key• Student Lookup

Staff List – Staff Assignments and Licensure Details• Licensure Search• Staff Lookup• Staff List (New License Number)- Educator Licensure Information• Register University/Tech Staff - Retrieve University/Tech Staff ID

School List• School details, calendars, staff list, classes, student list

Class List• Class details, course details, student list, staff list

Course List • Course detail, class list

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What’s NewWhat’s New

Average Daily Transported

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Transportation Report

Beginning in FY2014-15, transportation for year end funding will be downloaded from the EIS Attendance Funding website and not from manual submissions.

Transportation report has been added to the EIS Attendance Funding website for review.

Transportation data is acknowledge and approved separate for from the attendance data. These button are found under the transportation report.

FY2013-14 transportation data can be located on the Attendance Funding website for current year comparisons.

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Transportation Submissions “Pupils transported” are those students who are transported

according to the Regulations Governing Transportation of Pupils, adopted by the State Board of Education. State funding is generated on the basis of average daily transported pupils who live 1.5 or more miles from the nearest school which they attend and who are present any part of the day.

Procedures must be established for determining eligibility as a student bus rider. Documentation must be maintained on file to support this eligibility.

Buses that run multiple routes must be identified with a "suffix," other than “S” through “Z”, to distinguish each route. This will facilitate the reporting of transportation for each route.

Special Education buses must be identified and reported separately. These buses should be identified by the use of a suffix, “S” through “Z” (e.g.- 354S, 5T, spedV). Any bus number ending in S-Z will be considered special equipped and counted as a special education bus.

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Transportation Submissions, Cont’d Isolated students will be identified under bus “ISO”.

• Cases where transportation cannot be furnished to a child because of road conditions or remoteness of the home of the child.

• It must be established to the satisfaction of the local school board that such child lives more than 1-1/2 miles from the nearest daily bus route.

• The Board of Education must approve the child’s eligibility. Adequate documentation must maintained by the LEA.

Students who attend any portion of the school day shall be counted for transportation funding.

If a student rides the same bus both morning and afternoon, then this student is counted as one (1) day present for the AM bus and one (1) day present for the PM bus.

If a student rides only the morning bus, then this student is counted as one (1) day present for the AM bus.

If a student rides only the afternoon bus, then this student is counted as one (1) day present for the PM bus.

If a student rides a different bus in the morning and afternoon, then this student is counted as one (1) day present for the AM bus and one (1) day present for the PM bus. 

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Average Daily Transported (ADT) Calculations

All students are included in ADT calculations with the exception of the following:• Out of state, non-resident student• Pre-Kindergarten

A District’s ADT calculations include students transported by a school bus that is operated by a District and who meet the following criteria:

• All students transported on specially equipped buses regardless of the number of miles transported. Usually special education students.

• Students in instructional grades K-12 who lives 1½ miles or more from school are transported on standard buses.

• No student may earn more than 1.0 ADT. ADT is calculated for the time period the student is reported as riding the bus. ADT is accumulated by bus number and is based on two types of buses: specially equipped and standard. Specially equipped buses are identified by an alpha suffix of S through Z.

ADT = DAYS-PRESENT-TRANSPORTATION * (AM + PM) / REPORT PERIOD DAYSDays-Present-Transportation is any student (identified as a bus rider and qualifying to receive ADT) who attends any portion of the school day.AM has the value .5 for a student riding a morning bus; otherwise the value is zero.PM has the value .5 for a student riding an afternoon bus; otherwise the value is zero.Report-Period-Days is the number of days for which the report is produced. The standard report is for the full school year, which may be 180 instructional days or less.

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Superintendent's Transportation ADT Report - By Period

School Name: District Level

Current as of: 4/4/2014 8:10:01 AM Run Date: 4/4/2014 12:27:42 PM

Bus EnrollmentYTD

Bus EnrollmentFor Period

Bus Enrollment1.5 Mile or Greater

for Period

Attendance for Transportation

Bus # AM PM Total AM PM Total AM PM Total AM PM Total ADT

01 0.00 4.50 4.50 0.00 4.50 4.50 0.00 4.50 4.50 0.00 9.00 9.00 0.45

03 41.50 47.50 89.00 36.50 42.00 78.50 36.50 42.00 78.50 73.00 84.00 157.00 7.85

05 42.00 51.50 93.50 33.00 42.00 75.00 32.50 41.00 73.50 65.00 82.00 147.00 7.35

07 37.00 45.50 82.50 32.00 37.50 69.50 32.00 37.50 69.50 64.00 75.00 139.00 6.95

09 26.50 34.50 61.00 23.50 29.50 53.00 23.50 29.00 52.50 47.00 58.00 105.00 5.25

11 30.00 48.00 78.00 24.00 41.00 65.00 24.00 41.00 65.00 48.00 82.00 130.00 6.50

99 22.50 21.50 44.00 20.50 20.00 40.50 20.50 20.00 40.50 41.00 40.00 81.00 4.05

FAST 2.50 24.00 26.50 2.50 23.00 25.50 2.50 23.00 25.50 5.00 46.00 51.00 2.55

SE 3.00 3.00 6.00 2.50 2.50 5.00 2.50 2.50 5.00 5.00 5.00 10.00 0.50

fast 0.00 1.00 1.00 0.00 1.00 1.00 0.00 1.00 1.00 0.00

Total 205.0 281.0 486.0 174.5 243.0 417.5 174.0 241.5 415.5 348.0 481.0 829.0 41.45

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HELPFUL SUGGESTIONSHELPFUL SUGGESTIONS

What you should do Know District EIS contact

• http://www.state.tn.us/education/eis/ - Click on District Contacts

Check error reports regularly

Be looking at differences between all EIS data on the Attendance website and data from your local student management software reports

Communicate with other departments within system (Special Education, Vocational, Attendance, Transportation)

Training of attendance personnel is critical, especially at the point of data entry– Training Materials – http://www.tn.gov/education/eis/

Share your knowledge and findings with others in/out of your district, including the State

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Contact Information Elfreda Tyler (Local Finance)

• 615-741-8835• Elfreda.Tyler@tn.gov

Norton McDaniel (Technology)• 615-532-6217• Norton.McDaniel@tn.gov

Maryanne Durski• 615-532-9510• Maryanne.Durski@tn.gov

EIS Help Desk• 1-800-495-4154 or 615-532-6215• eis.help@tn.gov

Easy IEP Help Desk– 1-888-212-3162 or 615-253-4027– Easy IEP Message Board- Preferred route for questions– Sheryn.Ordway@tn.gov

Data Quality (Standard Reports & Research Queries)• education.dataquality@tn.gov

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Questions and Comments

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