IETA: SY14 Attendance & Enrollment Presentation

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA SY Statistics Attendance and Enrollment Issues Biggest Problem/Trends Little Shop of Horrors Differential Pay Greater than One Enrollment DR Calendar Changes Homeschoolers/Private School Students Common Problems Presentation Agenda

SY Statistics > 3,700 New Students this year that entered Idaho’s public education system >289,000 distinct EDUID’s Non Weighted 114 Districts and 48 Charters reporting = New Charter’s this year 3-4 New Charter’s for next year Expecting 20 New Charter’s to be added within the next 5 years Units calculated for the First Reporting Period: Estimated February 15 th payment 14,512, last year 14, more Units Calculated highest paid protection value.28% Rural School’s losing students due to economy Bad/Transmitted ISEE Data

Our Database

Attendance & Enrollment Problems 5) Enrollment – Districts copied enrollment records from prior year, and then students did not re-enroll in the district, and students were not exited 4) Calendar Errors 3) > 20 Districts/Charters copied their kindergarten students over from last year to put in first grade and submitted their first graders using a kindergarten calendar (Power School users) 2) 27 districts submitted their summer school data incorrectly Wrong school id’s Wrong calendar & Duplicate calendars Submitted with cumulative upload not in August manifest Included credit recovery and 6 th grade students

Number One Problem 1) Not Validating your Data

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION ISEE Balancing Reports After each transmitted upload, run the following ISEE reports: Current Year Support Unit Calculation Building Level Net Enrollment Report Enrollment Detail Report Aggregate Attendance Detail Greater than 1 ADA District Wide Best 28 Weeks Prior Year Support Unit Calculation Allocated Enrollment

Who Reviews your ISEE Reports? Say Ahhh…

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA I.C J moneys for differential pay program shall be distributed to school districts requesting grant funds for local excellence in achievement awards Moneys shall be based on districts number of support units as compared to the total number of support units for all such school districts requesting funds Funds shall be distributed no later than February 15th This means your data for the First Reporting Period must have been corrected before December 13 th cutoff Differential Pay

Weighted Enrollment Each district is submitting enrollment records (1 record for each student) Result is double counting enrollment – inflated counts Now by EDUID we on a pro-rata basis assigning enrollment values to the district. Review number of classes in each district Review class time spent Assign a percentage of enrollment to your district For funding: impacts Exceptional Education funding Report is available for you to run. Will help you identify dual enrolled students immediately after each scheduled submission deadline. We Recommend you do not skip the optional September upload!

DR Calendar SY Created to accommodate Fractional ADA SY Fractional ADA repealed with the Student’s Comes First Laws in mid school year: November We put something in place last year, but could not distinguish the use and type of students SY Use was limited to homeschooled and or private schooled students SY – non-compliance from many of the districts Restriction of under 2.5 hours for all non-identified homeschool/private schooled students SY data elements will be added to identify homeschooled and private schooled students Non-homeschooled/private schooled students attendance will be completely eliminated

Common Problems with Calendars Common Problems: Submitting 1-12 using Kindergarten calendars and session types. Submitting Kindergarten on Regular Calendars Changing calendars from month to month Calendar changes each month will be restricted and not allowed to go into production Example: Calendar ID 123 Calendar Type R gets submitted Sept, Oct, Nov uploads Jan upload it gets changed to A A DR calendar cannot be used for Alternative Students An Alternative Calendar can not be used in place of a DR calendar Use SA calendar for approved Summer Alternative School programs and SR for Summer Detention School Programs

Summer School Reporting All Summer school programs need to be submitted with the following August Manifest only! Cannot be in a cumulative upload Unique Calendar ID (ID cannot be used any other time) Use Your Summer School Numbers Summer Alternative Calendar Type = SA + report in hours Summer Detention Calendar Type = SR + report in days Summer Remediation Calendar Type = SR + report days

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Summary After each ISEE monthly upload: Run Balancing reports and balance back to your system Clear up any problems immediately and do not wait for the day of the deadline. Clear up any missing and or duplicate attendance reporting Make sure before mid December that all of your first reporting period corrections have been and are reflecting in your ISEE reports Follow instructions to report your Summer School data correctly Make sure your calendars are not duplicated and or reused, and reflect the correct grade levels Clear up all errors and warnings

Good Data makes for a Happy Database!

15 minutes It takes 15 minutes once you pull your reports to validate your data. Unrecoverable dollars lost to lack of validation: 1)Legislature basis the states Education Budget on the data received by the December cutoff. Good or bad. 2) Transportation dollars are funded on December cutoff 3) Federal Forest Fund dollars are paid on December cutoff 4) Grant dollars are paid on December cutoff 5) Differential Pay is paid on December cutoff 6) Title I Funding is based on December cutoff 7) ETC. Can your district afford to not spend 15 minutes to verify your data?

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Attendance and Enrollment Reports

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Enrollment Reports Enrollment Detail Reports list by Grade, Student ID, Name & Total by Grade.

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Attendance Reports Aggregate Attendance shows individual weekly attendance records and recap totals.

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Exceptional Child Reports Preschool numbers are based on Child Count figures K-6 figures are based off of Enrollment

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Unit Calculation Reports

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Prior Year Support Units (Protection vs. No Protection) Example 1 Protected Example 2 Not Protected

Building Level

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA District Wide Shows all of your weeks aggregate attendance in date order

PROVIDED BY THE IDAHO STATE DEPARTMENT OF EDUCATION IETA Best 28 Weeks Report

Greater Than One ADA Report

Allocated Enrollment Report (New)