Attendance ConferenceAttendance Conference Murfreesboro Embassy Suites April 17, 2014

The BEP and ADMsThe BEP and ADMs

The BEP and ADMs 3

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 4

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 5

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 6

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 7

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 8

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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) 10

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% 11

ADMs and Positions 12 Teachers Regular K-31,719  20.0= ,341  25.0= ,622  25.0= ,145  22.08=52.00

ADMs and Positions 13 Special Education Option 1533  91=6.00 Option 2555  73=7.50 Option 3285  46=6.00 Option 4130  25=5.00 Option 5162  15=11.00 Option 60  2=0.00 Option 779  10=8.00 Option 840  6=6.50 Option 90  0=0.00 Option 1012  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 14

ADMs and Positions  Number of positions generated translate into salary and benefit dollars 15 Total All Professional Positions System BEP Instructional Salaryx 40, County CDFx100.00% Total Salary Allocation$21,841, >$21,841,380 Combined Social Security & Retirement Ratesx16.69% Total Social Security & Retirement Allocation$3,645, >3,645,326 Total All Professional Positions Insurance Premium Amountx 5, Total Insurance Premium Allocation$2,861, >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. 16 Textbooks Total ADM6,439x $ 76.75=494, Classroom Materials & Supplies reg. k-12 + Opt. 7-95,915x $ 74.50=440, Career Technical524x $ =82, Sp. Ed.1,797x $ 36.50=65, Instructional Equipment reg. k-12 + Opt. 7-95,915x $ 64.25=380, Career Technical524x $ 99.75=52, Sp. Ed.1,797x $ 13.25=23, Classroom-related Travel reg. k-12 + Opt. 7-95,915x $ 14.00=82, Career Technical524x $ 21.50=11, Sp. Ed.1,797x $ 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! 17

For further information...  Tennessee Basic Education Program: An Analysis See legislative brief  State Board of Education BEP Blue Book – up to date data on BEP components Recommendations of BEP Review Committee 18

19 QUESTIONS?

20 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: Notifications can also be submitted electronically at:

EIS Attendance Funding DataEIS Attendance Funding Data 21

Agenda  EIS Attendance Data  Student Data Issues  EIS Research Queries  EIS Attendance Reports  EIS Search Features  What’s New  Helpful Suggestions  Questions and Comments 22

EIS ATTENDANCE DATAEIS ATTENDANCE DATA

EIS Attendance Data  Academic ADM/ADA  Vocational ADM/ADA  Special Education ADM  5 th 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 Period Note: ADM – Average Daily Membership, ADA – Average Daily Attendance 24

EIS Attendance Website Location 5/19/

EIS Attendance Website Location 5/19/

EIS Attendance Website Location, continued 5/19/

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 28

EIS Data Acknowledgement and Approval 5/19/

EIS Data Acknowledgement and Approval 5/19/ Only individuals with Approval Access can acknowledge and approve data.

EIS Attendance Data Timeline  ADM/ADA period data should be Acknowledged by the 15 th of each month, beginning with 1 st period being acknowledged by Oct. 15.  ADM/ADA year end data should be Approved by June 15.  FY 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 31

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 33

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. 34

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 35

EIS Attendance Website Location 5/19/

37 5/19/2015

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 38

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 39

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 40

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 5/19/

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 42

EIS RESEARCH QUERIESEIS RESEARCH QUERIES

EIS Research Queries – Where is it located 5/19/

EIS Research Queries 5/19/ Queries Available 27 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 5/19/

 ADM Audit Detail – Contains students with missing record data 47 5/19/2015 Any students with a “1” in any of these columns is a potential problem that could affect the ADM count and should be checked 1 1 Export to Excel

 Student Membership List – List of students enrolled 48 5/19/2015 Narrow search by setting criterion Export to Excel

 Special Education Students – List of special education students enrolled 5/19/ Export to Excel Narrow search by setting criterion

Bus Transportation – List of students enrolled for transportation 5/19/ Export to Excel Narrow search by setting criterion

EIS STANDARD REPORTSEIS STANDARD REPORTS

EIS Standard Reports Location 5/19/ 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 5/19/

54 EIS Academic Report 5/19/2015 Export to Excel

55 EIS Special Education Report 5/19/2015 Export to Excel

56 EIS Vocational Report 5/19/2015 Export to Excel

57 EIS Search Features 5/19/2015

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 5/19/

What’s NewWhat’s New

Average Daily Transported 5/19/

Transportation Report  Beginning in FY , 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.  FY transportation data can be located on the Attendance Funding website for current year comparisons. 5/19/

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. 5/19/

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. 5/19/

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 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. 5/19/

65 Superintendent's Transportation ADT Report - By Period School Name: District Level Current as of: 4/4/2014 8:10:01 AMRun Date: 4/4/ :27:42 PM Bus Enrollment YTD Bus Enrollment For Period Bus Enrollment 1.5 Mile or Greater for Period Attendance for Transportation Bus #AMPMTotalAMPMTotalAMPMTotalAMPMTotalADT FAST SE fast Total

5/19/

HELPFUL SUGGESTIONSHELPFUL SUGGESTIONS

What you should do  Know District EIS contact - 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 –  Share your knowledge and findings with others in/out of your district, including the State 68

Contact Information  Elfreda Tyler (Local Finance)  Norton McDaniel (Technology)  Maryanne Durski  EIS Help Desk or  Easy IEP Help Desk – or – Easy IEP Message Board- Preferred route for questions –  Data Quality (Standard Reports & Research Queries) 69

Questions and Comments 70