FQSR/ASR Regional Accreditation Officers

Accreditation Oklahoma State Department of Education

Regional Accreditation Officers

• Ryan Pieper Mat Luse

• Shellie Gammill LeGay Riggs

• Mike Teel Don Gray

• Linda Proctor-Moore Kim Hale

• Larry Stogner Kirk Warnick

• Leslie Janis Michael Lemon

The Purpose of the ASR

• The ASR audit results in the majority of your school district’s state funding.

Student Information System

• All district personnel need to understand the importance of entering and maintaining current and accurate data.

• Accuracy is extremely important!

• Garbage in = Garbage Out!

Ownership Wizard

• Make sure there are NO students in conflict with other districts and that all conflicts are resolved with other districts before running your reports.

Prepare to Run Reports

• Verify the calendar in the student information system is correct and make any changes such as snow days.

• Remember to include parent teacher conferences as days taught in the student information calendar.

• Make sure every site is using the same calendar.

• Verify the calendars from any CO-OP students including Special Ed and Alternative Ed programs.

Prepare to Run Reports

• Accuracy is crucial.

• Run ALL four quarters (this means rerun the first quarter).

• Make sure all attendance issues are resolved.

• Make sure all entries have been made.

• No changes should be made to the data in your Student Information System once you begin to run the reports.

Running Reports • Run the Statistical Summary Report (formerly known as the

EG&L Summary Sheet) for each site by quarter, including exception site(s).

• Run the Annual Statistical Summary for each site.

• Run Site Attendance Registers for all quarters by grade.

• Run Site Transportation Reports for all quarters by grade.

• Run Annual Roster for each site by grade–One for full year.

• Check Gains and Losses-compare to previous years/quarters.

• Check birthdates for underage students.

Example

• An elementary site will have five Statistical Summary reports:

• Annual Statistical Summary

• First Quarter Statistical Summary

• Second Quarter Statistical Summary

• Third Quarter Statistical Summary

• Fourth Quarter Statistical Summary

Double Check for Accuracy

• The individual grade attendance registers and transportation reports are your ‘test questions’.

• The totals on the attendance registers and the transportation reports should match the totals on the statistical summary pages. This is your “answer key”.

• If they do not match, find out why and make corrections BEFORE the RAO arrives to complete the audit.

Data Comparison

• It is important to compare membership, attendance and transportation numbers from previous years’ audits.

• Review this year’s information to ensure it is accurate and compare previous year’s Annual Statistical Reports.

ASR

• The WAVE

Exceptions

• Exception Sites are those that have a different calendar or number of days taught.

• Alternative Education

• Co Op Classes

• Virtual Classes

Exceptions

• Separate Calendar is set up by the Home District.

• Serving School-Home District dates/calendar must match.

• Serving School sends attendance to the Home District periodically (every 2 weeks-quarterly).

• Please be sure to fill in the exception note describing the site (sp ed coop, alt ed, etc).

Completed ASR

• Check Again!

• Totals should match BEFORE your RAO arrives to complete the audit.

Reminders

• Verify that the days taught, professional days and days in session information that you entered in the ASR match your district 1080 days to hours worksheet.

• Remember that the days taught on the ASR include your Parent/Teacher Conference Days up to 2 days or 12 hours. If conducted on a day taught, the times cannot over lap with the regular school hours.

Reminders

• Underage Students. • Verify that underage students in Pre-K are on an IEP to

count on ASR. If not on IEP, remove them from count.

• Verify that underage students in kindergarten and first grade were moved to correct grade for ASR purposes.

• Do not move underage students in the student information software. These totals will need to be added and subtracted manually before entering data on the ASR.

Transportation

• Each student should be placed in a category. • Under 1 ½ miles • Over 1 ½ miles • Transfer transported

• Enter the transportation data from the “State Eligible Transportation” column.

• Students who attend the Oklahoma School for the Blind or Oklahoma School for the Deaf can only count on transportation (daily for students that do not reside at the facility and weekly for students residing at the facility).

ASR Organization

• Statistical Summary Reports.

• Student Attendance Registers.

• Student Transportation Reports.

• Student Rosters (may require additional documentation) • Underage students • List of all suspended students • List of all students with 10 or more activity absences • List of students with 10 consecutive unexcused absences • Out of Home Placement (detention or treatment centers, etc.) • ACE part-time students (do not count in the ASR)

Audit Concerns

• All students off roll for a random day that does not match the school calendar.

• Professional days that do not match.

• Irregular patterns.

• All students are added only on the first day and not added and dropped throughout the school year.

• Students are not dropped from roll after ten days of consecutive absences.

• Suspended students are not dropped from roll.

Affidavit

• Principals can delegate assignments, but they can not delegate responsibility. The affidavit is the principal’s assurance that he or she has verified that the data on the reports is current and accurate and the information on the ASR report matches the data on the reports.

Days To Hours Worksheets

• Please provide your RAO with a signed copy of your days to hours worksheet. The days taught should match your ASR/WAVE information. If they do not match, look for an error. These type of errors can cost your district money.

Accreditation Office

• Lynn Jones, Executive Director of Accreditation

• Oklahoma State Department of Education

• 405-521-6638

Questions ?