Attendance Conference Murfreesboro Embassy Suites April 23, 2015

ATTENDANCE FUNDING EIS DATA

Attendance Funding EIS 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 (ADT) by Period Note: ADM – Average Daily Membership, ADA – Average Daily Attendance

Attendance Funding Website Location 1/12/2019

Attendance Funding Website Location, continued 1/12/2019

Attendance Funding Data Attendance website will self-populate from EIS Exceptions (Manual Input) Adult High School GED Website is updated Monday – Friday Acknowledgement versus Approval on Attendance Funding EIS website Acknowledging Data ADM/ADA period data should be Acknowledged by the 15th of each month, beginning with 1st period being acknowledged by Oct. 15. The acknowledgement provides an assurance that the data is being reviewed 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 ADM/ADA year end data should be Approved by June 15.

Data Acknowledgement and Approval 1/12/2019

Data Acknowledgement and Approval Only individuals with Approval Access can acknowledge and approve data. 1/12/2019

Attendance Data Timeline FY15 ADM/ADA Data will be used to: Calculate the first estimated growth payment in January, 2015 Calculate FY16 Basic Education Program (BEP) estimates in April, May and June Calculate final growth payment at June 30, 2015 Calculate WFTEADA for local funding splits Calculate FY16 Final BEP allocation in July Provide data for 2015 Report Card and 2015 Annual Statistical Report Provide data for the 2015 National Center Education Statistic (NCES) Report

BEP Funded ADMs ADMs drive the BEP funding formula ADMs generate funding for: Positions – teachers, supervisors, assistants 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% 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

EIS ERRORS & RESEARCH QUERIES

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 12

EIS Error Location 1/12/2019

EIS Error Reports

EIS Research Queries 1/12/2019

EIS Research Queries 1/12/2019 27 Queries Available

Student Data Queries ADM Audit Detail – List of students with missing record data (Code 1) Student Membership List – List of students enrolled Special Education Students – List of special education students enrolled Bus Transportation – List of students enrolled for transportation 1/12/2019

EIS STANDARD REPORTS Director’s Membership/Attendance By district By school Special Education Options Membership Vocational FTEADA/FTEADM ADT (Transportation) All reports can be downloaded by period or year end 1/12/2019

What’s New

Average Daily Transported 1/12/2019

Average Daily Transportation (ADT) Report Beginning in FY15, funded transportation data will be downloaded from the EIS Attendance Funding website and not from manual submissions. Transportation data is acknowledged and approved separate from the attendance data. These button are found under the transportation report. 1/12/2019

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 (ADT) pupils who are enrolled for transportation, live 1.5 or more miles from their zoned school, 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 can be identified with a capital suffix other than “S” through “Z” to distinguish each route (e.g.- 5A, 5B, 5C). This will facilitate the reporting of transportation for each route. Use capital letters only. Special Education buses must be identified and reported separately. These buses should be identified by the use of a capital letter suffix of “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. 1/12/2019

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 in accordance with TCA §49-6- 2104. Adequate documentation must be 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, the student will be counted as .5 day present for the AM bus and .5 day present for the PM bus, averaging 1 day present for that bus. If a student rides only the morning bus, the student will be counted as .5 day present for the AM bus, averaging .5 day present for the day on that bus. If a student rides only the afternoon bus, the student will be counted as .5 day present for the PM bus, averaging .5 day present for the day on that bus. If a student rides a different bus in the morning and afternoon, the student will be counted as .5 day present for the AM bus and .5 day present for the PM bus.  1/12/2019

ADT Enrollment All students who meet criteria are included in ADT calculations with the exception of the following: Out of state, non-resident student Pre-Kindergarten (unless special equipped bus rider) A district’s ADT calculations include students transported by a school bus that is operated or contracted by a district and who meet the following criteria: All students transported on specially equipped buses regardless of the grade or the number of miles transported. Usually special education students. All students transported on standard buses that are in grades K-12 who lives 1½ miles or more from school. No student may earn more than 1.0 ADT. ADT is calculated for the time period the student is enrolled as a bus rider. ADTs are accumulated by bus number. 1/12/2019

ADT Calculation ADT = DAYS_PRESENT_TRANSPORTATION * (AM + PM) / REPORT_ PERIOD_DAYS Days_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, if stockpiling. 1/12/2019

District Bus Information Extract 15 Captures detailed bus information that was originally collected on Annual Transportation report. Lists of buses available to transport students. This includes spare buses or activity buses. All buses in which students are enrolled for transportation to or from school should appear on this report and reconcile with the Average Daily Transportation by Period report on the Attendance Funding EIS website. Mileage information for buses will be used in BEP funding calculation. Bus mileage represents total one-way miles travelled from wherever bus is parked in AM to the last school drop-off in the AM. If a bus is used for multiple routes, report bus once. (e.g. bus #105 run 3 routes: 105A, 105B, and 105C. Extract should reflect bus #105 with total miles travelled for all routes). Total number of isolated students will be identified under bus # “ISO” to capture mileage. Bus information is located under EIS Data Reports, “Buses” query.

District Buses (Data Reports) District Name Bus Number Specially Equipped Daily Miles Bus Type Year Began Operation Inspected Private Wheel Chair Lift Commercial Advertise-ment Number of Accidents Involved Occupant Restraints Two-Way Commun-ication Audio/Video Surveillance Type of Fuel GPS System Air Conditioning 999 State 04 N 33 A 2008 Y DIESEL 45 100 2013 2 50V 50 1 ISO   60 Average Daily Transportation by Period (Attendance Funding EIS Website) District : State 999 Bus Enrollment Bus Enrollment 1.5 Miles or Greater Attendance for Transportation ADT SE ADT Total Bus Miles 1.00 22.00 1.08 Mileage comes from District Buses report, if possible 45S 21.50 401.50 20.07 45R 26.00 505.00 25.23 88.00 1,754.50 87.68 Would not be considered in ADT calculation 55 110.50 2,161.00 108.02 65E 252.50 5,031.50 251.53 5.00 90.00 4.50

Notifications can also be submitted electronically at: 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: (800) 232-5454 Notifications can also be submitted electronically at: http://www.comptroller.tn.gov/hotline

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 (800) 495-4154 or (615) 532-6215 eis.help@tn.gov Easy IEP Help Desk (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 29