saar guidelines - kentucky department of education ... guidelines ronda devine, education consultant...

SAAR Guidelines

Ronda Devine, Education ConsultantOffice of Finance and Operations

Division of District Support

2017-18 Mid-Year Training

Agenda Overview Adjustments

● Quality Review and Assurance Checklist

Low Attendance Days Submission

● Common Errors

Reports

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Overview of SAAR Report

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Purpose

The Superintendent’s Annual Attendance Report (SAAR) provides year-end attendance information used to calculate the school district’s enrollment, membership, average daily membership (ADM), percent of attendance, home and hospital ADA and adjusted average daily attendance (AADA).

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Due Date

The SAAR is due to KDE by June 30● It is strongly encouraged that districts submit

and verify their reports as soon as possible after the last student day of the school year.

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Presentation Notes

If you have an extended calendar due to a school program such as Job Corp or KECSAC, send me an e-mail and let me know when you plan on submitting your SAAR.

SAAR Guidance Documentation

https://education.ky.gov/districts/enrol/Pages/Superintendent's-Annual-Attendance-Report-(SAAR).aspx

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Presentation Notes

You can find the SAAR page on the KDE Website. Type in “SAAR” in the search engine at the top right of the page and it will pull up information in regards to SAAR.

https://education.ky.gov/districts/enrol/Pages/Superintendent's-Annual-Attendance-Report-(SAAR).aspx

Focus AreaThe SAAR includes the following information for the entire school year’s aggregate days attendances and absences:

● Race and Gender count

● Adjustments for less than full-time attendance (Partial Day)

● Nonresident/Non-contract

● Overage and Underage

● Virtual/Performance Based Proficient

● Eligible suspensions and eligible expulsions

● Low attendance days

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Presentation Notes

Up to 10 (ten) low attendance days due to weather Up to 10 (ten) days, KDE Approved Non-Traditional Instruction (NTI) Five (5) lowest attendance days. All information is reported by school, grade level, and by transportation code

SAAR Adjustments

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Non-Traditional Instruction Days (NTI)

Record N = Non-Traditional Instruction Days (NTI) can be used on a day when school facilities are closed due to a weather or health/safety related issue. A Non-Traditional yearly plan must be approved by KDE, prior to the new school year. NTI days are considered a school day with instruction.

Mark the event NTI.

No transportation iscalculated for N days.

Path>System Administration>

Calendar>Calendar> Days

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Presentation Notes

When a district has an NTI Day, be sure and mark the day as NTI and not Teacher Equivalency until approval by KDE. Mark it NTI from the start. If the Office of Innovation denies any of a district’s NTI days, those days will need to be changed to a different appropriate day code.

Non-Traditional Instruction Days (NTI)

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SAAR Report Record N

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N Days

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Presentation Notes

The SAAR Report used to subtract NTI Days out of Record 7 and then added in last year’s ADA. This year, the report looks different. Instead of coming in on Record 7 and then taken out on Record N, they show as zero and last year’s AADA will be used for each NTI Day when SEEK is calculated at KDE. On the SAAR Report, zeroes will show on Record N with the NTI Days listed at the bottom of the report.

Adjusted AADA - Kindergarten

Adjusted Average Daily Attendance ● The state of Kentucky provides funding for 50% (half) of

kindergarten ADA, even if a school district chooses full day of kindergarten. This funding adjustment is made after submission of the SAAR to KDE.

Kindergarten Retention● If a student is retained in kindergarten with a grade

level of 00 for the first year and 00 for the second year, grade 00 will be adjusted for the second year also. (= ½ SEEK ADA)

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Kindergarten Attendance Path: System Administration> Calendar>Calendar> Grade Levels

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The appropriate kindergarten code is selected from the dropdown menu:

BDK: Full and Half Day Kindergarten

FDK: Full Day Kindergarten

HDK: Half Day Kindergarten

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Record 9 -Non-Contract/Overage/Underage

Underage There are two categories for Underage students:

Grade 00 students are considered “Underage” for the entire year if their 5th birthday occurs after August 1st of the reporting year.

Grade 01 students are considered “Underage” for the entire year if their 6th birthday occurs after August 1st of the reporting year.

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Presentation Notes

An underage student will not receive funding for the entire year unless they qualify for a waiver and the Waiver checkbox is marked on the Enrollment tab under State Reporting Fields. The Overage/Underage Report can be used to verify that students are correctly marked for the waiver.

Calculation of SAAR AADA

Base Aggregate Days Present (R7) + Adjustment Aggregate Days Present (R7) + (Last Year’s SAAR AADA * (Sum of Weather Days, NTI days) – Low Attendance Weather (RW), NTI Days, Aggregate Low Attendance Days Present (RL), Aggregate Days Present (R9)) divided by Number of Days Taught minus 5

R7 + R7 adjustment + AADA (W+N) – (W–N-RL-R9)Instructional Days – 5

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SAAR Report Submission Steps

Quality Review - Prepare all Year

Enter Low Attendance Days

Generate SAAR Report

Submit SAAR to KDE

Verify SAAR with KDE16

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Preparing for the SAAR Quality Review and Assurance Checklist

State Enrollment Overlap Report Ethnicity/Missing Enrollment End Status Kindergarten Full-Day/Half-Day Indicator ADA/ADM Report – Full Year Student Schedule Gap Overlapping T-Codes/Missing T-Codes Period Schedule Gaps Non-Resident Students Overage/Underage Suspension/Expulsion Partial Day Students Home Hospital Students

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Presentation Notes

Preparation for the SAAR should be done throughout the year.

Low Attendance Days

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Entering Low Attendance Days

After the quality assurance checks, perform the following:Run District Daily Attendance Report

Check to see if any days are less than last year’s AADA

Enter appropriate L DaysClaiming up to 10 Weather Days is not mandatory

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SAAR District Daily Attendance

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Prior Year AADA Without Adjustments

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District Daily Attendance Report

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Five Low Attendance Days

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District Attendance - L DaysPath: System Administration > Calendar > Calendar > Days

This only needs to be done on 1 calendar per district.

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Presentation Notes

Add a low weather day to the calendar

District Daily Attendance ReportPrevious Year AADA = 1,148.50

After the five (5) lowest attendance days are deducted, a district may request an adjustment for up to ten (10) additional days when district attendance was low due to weather-related conditions if all schools were in session.

If the district’s request is approved, the aggregate attendance for each day is deducted and replaced with prior year ADA, prior to calculating the district’s ADA.

Districts must keep documentation in the central office supporting the weather-related conditions that impacted attendance.

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Presentation Notes

The district average daily attendance on these dates must be lower than the prior year average daily attendance (ADA) for the adjustment to be approved.

District Daily Attendance Report

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Presentation Notes

You will also note that NTI Days are found in between the two reports as well. The five low attendance days are listed in the red box. These days are automatically chosen.

Submission of SAAR to KDE

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SAAR Submission

Generate the SAAR – State Format and PDF Archive the PDF in a secure location Submit SAAR through KDE Website

http://opsupport.education.ky.gov/saar/

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Creating the SAAR State Format Fixed WidthSteps

1. Extract “State Format” (Fixed width) Format

2. Date Range - leave the date fields blank

3. Report Selection marked as “All Reports”

4. Enter in last year’s Full SAAR AADA (relative for low attendance weather days)

5. Select “All Calendars”

6. Click Generate Report

7. File name saved as SAARXXX.YY (XXX = District Number, YY= School Year) SAAR011.18

8. Submit file to KDE

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Presentation Notes

Note: The same process as listed above should also be completed to generate the SAAR PDF for verification purposes. The SAAR PDF should be generated immediately following the SAAR State Format report. If the SAAR PDF is completed at a later time, the information on the two reports may not match. Select the Extract Format as PDF with no other changes and generate the reports. Save these reports in the event they are needed for comparison purposes.

Submission of the SAAR to KDE Each district’s SAAR State Format file is submitted via the internet

on the KDE website at: http://opsupport.education.ky.gov/saar/

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Submission of the SAAR to KDE The file is submitted and goes through an error check

process. Any errors found are listed on this page.

Note: Errors must be corrected before the submission process is complete. School district personnel may consult with the KDE SAAR contact person for questions regarding errors.

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Common Error MessagesRecord 5 Error Message Invalid Ethnicities – The state ethnicity code does not match the federal ethnicity code

Missing or an Invalid CO1 end status

Missing End Status for one or more students

“No Show” box must be checked

Record 7 Error Message Students enrolled in the grade level but all enrollments were end dated before the end of

the year

Student/students were enrolled part of the year, but not there at the end of the year

Students in Virtual/Performance Based Classes (Gap in schedule)

Attendance but no enrollment or re-enrollment

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Record 5 Error Invalid ethnicities – The state ethnicity code does not match the

federal ethnicity code. In some cases, the system does not automatically change to the current code.

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If it does not fix the problem, then you will have to put in a ticket with IC.

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Presentation Notes

Follow the path: Census > People > Demographics

Record 5 Error Missing or an invalid CO1 end status

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Change the CO1 status to the appropriate code

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Presentation Notes

In the example, the error message tells the school number where the error exists, and the student grade. Follow with an ad hoc in the school where the error is occurring. Change the C01 status to the appropriate code.

Record 5 Error

End Status Missing for Many Students

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Use the ad hoc as a search and enter appropriate end statuses.

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Presentation Notes

In this example, there are end statuses missing from many students across different grades and schools.

Record 5 Error

“No Show” Box Must Be Checked

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If the start status is an ‘NS No Show,’ be sure and put the proper end status

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Record 7 Error

No matching Record 5 (Membership for this Record 7 attendance/absence● Students were enrolled in the grade level but all enrollments were end

dated before the end of the year

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Presentation Notes

The error may be caused due to a student/students were enrolled part of the year, but not there at the end of the year. This could be a student/students that went to a day treatment or alternative school then weren’t there at the end of the year. However, it would be an error if an incorrect end date caused all students to be accidentally end dated prior to the end of the year.

Record 7 Error

Days taught entered without attendance ● A Record 7 error message may be a warning. If this error

message appears and all students in the grade for the error are in Virtual/Performance Based Classes, the gap in their schedule will cause this to appear

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Record 7 Error

No matching record 2 (enrollment) for this Record 7 (attendance/absence)● This may be caused by a no show enrollment. It could be that

the start status is incorrect or that the no show does not have the proper end date and/or the checkbox is not checked

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Record 7 Error

Error was caused by an EC student in Grade 14 ● EC student came to school, finished classes before the end of the year, then

left, aging out within the time frame

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Submission of the SAAR to KDE

Once errors are corrected, the submission process is completed via the KDE website

Please enter names as they appear in the global E-mail list

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Submission of the SAAR to KDE

Once your file is submitted it is reviewed at KDE.◦ Your district will be contacted if KDE finds any discrepancies.

KDE will send the SAAR Summary back to you for verification.◦ Once all districts have sent KDE an official email message verifying their SAAR,

the process is complete.

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Presentation Notes

Any revisions to the SAAR need to go through Ronda Devine. Call her prior to submitting the revised SAAR.

SAAR Reports

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D1 + D2 = M x (N + O)

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Presentation Notes

A1 Kindergarten Aggregate Days Present A21-12 Aggregate Days Present C1K - five low attendance days, W days, NTI days, non-contract, overage/underage, V/PB, suspensions, expulsions C21-12 five low attendance days, W days, NTI days, non-contract, overage/underage, V/PB, suspensions, expulsions D1Number of low weather days plus non-traditional days x last year's full AADA D2Number of low weather days plus non-traditional days times last year's full AADA E1A1 - C1 (subtract C1 as a positive number) E2A2 - C2 (subtract C2 as a positive number) F1D1 + E1 divided (L-5) Substituted Days + K Adjusted/Number of Days Reported - 5 F2D2 + E2 divided (L-5) Substituted Days + K Adjusted/Number of Days Reported - 5 F3Full AADA 1-12 plus 1/2 Full Kindergarten GAggregate Days Present + Base Aggregate Days Absent / number of days taught HDistrict total of all E1's, E2's, and E3's I District total count of Ethnic Count (Record 2 – Record 3 = Record 5) JAggregate Days Present / (Aggregate Days Present) + (Aggregate Days Absent) KAggregate Days Home & Hospital / Number of Days Taught LTotal Number of Days Taught

SAAR Reports

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Includes V/PB, Suspension, Expulsion

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SAAR Reports

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NT Not Transported T1 Twice Daily > Mile T2 Twice Daily < Mile T3 Once Daily > Mile T4 Once Daily < Mile T5 Special Transport

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SAAR Reports

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Previous Year Total T1 T2 T5 NTPercentage Change T1% T2 % T5% NT%

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Presentation Notes

Possible update to this report will include the previous year total for each T Code and the percentage change for each. We are currently working on this and will try to have it updated prior to SAAR. We are hoping this will make it easier for districts to see where there may be discrepancies, giving opportunity to review and update the codes prior to verification.

SAAR Detail Reports

Detail Reports

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SAAR Detail ReportsRV Detail

Students appear on the RV Detail report when they meet the criteria for Record V (Virtual/Performance). The detail report provides a list of students who are proficient.

RS Detail

Students appear on the RS Detail report when they meet the criteria for Record S (Suspension Aggregate Attendance). The detail report provides a student-level summary of attendance data using the same criteria and calculation as the primary record, Record S.

RX Detail

Students appear on the RX Detail report when they meet the criteria for Record X (Expulsion Aggregate Attendance). The detail report provides a student-level summary of attendance data using the same criteria and calculation as the primary record, Record X.

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Presentation Notes

Record V = Virtual: Virtual Proficient Aggregate Attendance Days’ attendance for students who receive a proficient (pass) grade are populated on this record. Record S = Suspension: Eligible (10 day) Out of School Suspension Aggregate Absent Days (SSP3) attendance for students who have been suspended appear on this record (up to 10 days per student). Record X = Expulsion: ‘District Eligible Expelled Aggregate Absent Days’ (SSP1 + SSP2) attendance for students who have been expelled appear on this record, up to 175 of eligible expulsion days per student

KDE Contact Information

KDE is available for questions during the SAAR submission process.

Please contact Ronda Devine for information and assistance: 502-564-5279, ext. 4444 or via email at [email protected]

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mailto:[email protected]

saar guidelines - kentucky department of education ... guidelines ronda devine, education consultant...

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