Second Period Cumulative ADM 17-18

Second Period Cumulative ADM 17-18
Data Owner: Elyse Bean 12/7/2017

Agenda Collection Purpose (Sld. 3) Collection Dates (Sld. 4)
Submitting the Data (Sld. 6) Demographic Information (Sld. 8) Instructional Information (Sld. 11) Attendance Information (Sld. 26) Student Outcomes (Sld. 36) Who Submits (Sld. 40) How to Submit (Sld. 57) Errors & Audits (Sld. 60) Reviewing the Data (Sld. 68) Contacts & Additional Help (Sld. 75)

Collection Purpose State School Fund Estimates Data Requests
Validation for 1st Period ADM & Fall Membership Report

Collection Dates Reporting Period: July 1, 2017 – Dec. 31, 2017
Collection Window Open December 14, 2017 – January 12, 2018 Collection Closed To All January 13, 2018– January 17, 2018 Audit Review Window (Open to All) January 18, 2018– January 26, 2018 Collection Closed (Opened by request) January 27, 2018– May 15, 2018 Fall Membership Validation Window is November 9, 2017 – January 26, 2018 *Audits affecting Fall Membership must be changed by January 26*

Collection Dates Reporting Period: July 1, 2017 – Dec 31, 2017
Second Period ADM includes all students enrolled during the reporting period, July 1, 2017 – December 31, 2017 All records from 1718 First Period should be included in Second Period, including Program Type 14 records Summer school enrollment is NOT included

Submitting The Data

Submitting the Data Examples Only Student Demographic Info Gender
Race/Ethnicity Instructional Information Grade Program Type Resident School/District Attending School/District Attendance Information Enrolled/End Date Days Present Instructional Hours Student Outcomes Graduation Details Withdrawal Factors A complete list of the data collected can be found online at the district webpage.

Submitting The Data Student Demographic Information

Submitting the Data Student Demographic Information
SSID Student Name (Legal and Preferred*) Date of Birth Gender Resident county Student Group Flags District ID* & Partial SSN* High School Entry Cohort year Phone Number* The student’s attending school/district is responsible for submitting the data. Submitted students include those attending charter schools within the district, students attending on an inter-district transfer, tuition agreement, and students with paid tuition. *Optional

Submitting the Data Student Demographic Information
Student Group Fields and Flags: Race/Ethnicity Language of Origin Economically Disadvantaged Migrant Education TAG (multiple) Indian Education Section 504 Military Connected Flag Special Education District Special Education 1718 1st Period Cumulative ADM Training

Submitting the Data Instructional Information

Submitting the Data Instructional Information
Resident School/District & Attending School/District ADM Program Type Enrolled Grade Tuition Type Code

Resident District/School & Attending District/School Entered on the roll of only ONE instructional unit at a time (OAR ) If attending in more than one district, the student shall be on the active roll of the institution in which 50% or more of the student’s time is scheduled. Students (including special education students) enrolled in charter schools are reported as residents of the district in which they are attending*. The charter school district is responsible for all educational services. The attending district and school must report where the student is receiving the majority of their instruction *State Sponsored Charter Schools should use ODE, 2336 for the Resident District ADM Manual Page 18-19

ADM Program Types: Code Name 01 Standard 02 ESL 03 Pregnant and Parenting 04 Large Group 05 Case Management 06 Intermediate 07 Small Group 08 Employed Minors 09 Shared Time Code Name 10 Tutorial 11 Expanded Options 12 College Coursework (Other) 13 Student enrolled, but membership data not available 14 Student not enrolled, but received credential or other outcome 15 Half-Time Kindergarten 16 Post Graduate Scholars ADM Manual Page 118

Program Types 01 (Standard) Use Days Present and Days Absent (Not instructional hours) Reported as FTE Full-time kindergarten programs are reported with Program Type Code 1 School or program must offer the minimum required instructional hours (OAR ) 02 (ESL) Report as Days Present/Absent and FTE. This program type also requires a regular attendance record ADM Manual Pages and 94, 118

Program Type 03 03 (Pregnant & Parenting) Report as Days Present/Absent and FTE This program type also requires a regular attendance record Both male and female students are eligible ORS ADM Manual Pages 62-66, and 118

Program Type 03 Answers to all questions must be “Yes,” to qualify for this weighted Program Type: Is the student pregnant and/or is the student parenting his/her child? Does the student’s pregnancy or his/her responsibilities as a parent to his/her child require special accommodations for him/her to participate in the regularly provided school program, and are those accommodations being provided by the district? Does the student have an individualized written plan for services which identifies the specific services, their providers, and funding resources as they relate to the student’s pregnancy or parenting of his/her child? Is the student needing IEP accommodations for pregnancy and/or parenting and not being claimed in the Special Education Child Count at the same time? Is the student eligible and being claimed in the ADM collection for his/her regular education during the time period that the student is being claimed for Pregnant and Parenting weighted funding? ORS ADM Manual Pages and 118

Program Type 05 Case Management Report as instructional hours Time spent by an instructor working on behalf of a student to obtain other education or social services Hours must be verifiable and permission to count them must be specifically authorized May constitute up to 10% of equivalent ADM if specifically authorized by contract with the resident school district This program type also requires a regular attendance record FTE, Days Present, Days Absent, and Session Days = 00. ADM Manual Pages and 95, 118

04: Large Group Classes ≥ 16 Students 06: Intermediate Group Classes between 6-15 Students 07: Small Group Classes between 2-5 Students 08: Employed Minors - District supervised and part of student’s instructional program and educational goals 09: Shared Time Homeschooled (or private school) supplementing home or private instruction (50% or less of instruction) 10: Tutorial 1 student to 1 appropriately licensed staff member up to a maximum of 5 hours instruction per week Additional Guidance on Hours of Instructional Reporting ADM Manual Pages and 95, 118 OAR (6)(e) and OAR (7)(G)

Program Types 11 - Expanded Options Expanded Options ORS 340 12 - College Coursework (Other) Use this program type to report students taking college coursework on a college campus or through college distance learning options to earn high school credit toward graduation while earning college credit. Reported using quarter credit hours (36 credit hours per year maximum) Definition in ADM Manual pg. 81 FTE, Days Present, Days Absent, and Session days = 0 Report all district paid college coursework, even if the student has 1.0 ADM under another program type (in this case, the Tuition Type Code for program type 11 or 12 should be P). ADM is capped at 1.0 Hours of Instructional Reporting Reporting College Coursework training (April 20, 2016) ADM Manual Pages 66-67, & 118

Program Type 16 16 - Post Graduate Scholars Student is participating in up to 1 year of college coursework through the Post Graduate Scholars program after completing diploma requirements and four years of high school enrollment Reported using quarter credit hours (36 credit hours per year maximum) Definition in ADM Manual pg. 81 FTE, Days Present, Days Absent, and Session days = 0 May not overlap with any other program type code by more than one day Not eligible for any weighted funding Program Type 16 ADM calculation for will be multiplied by 0.85 Hours of Instructional Reporting Senate Bill 1537 ADM Manual Pages 66-67, & 118

Program Type 13 Placeholder for missing information in 1st, 2nd, and 3rd Period ADM collections Program Type 13 records should be replaced with membership data as soon as you have it Missing Info During Collection: Report as Program Type 13 Acquire Missing Info: Open collection, change program type 13 into appropriate record ADM Manual Pages 83 & 96

Program Type 14 Report any additional outcomes (credentials, transfer out, etc.) that were not previously reported or were reported in earlier collections this year. Any Program Type 14 records entered in 1st Period also need to be reported in 2nd, 3rd, an Annual ADM for 17-18 A credential could include a GED or other certification other than a regular high school diploma. Transfer and deceased codes are also allowed under this program type. Reported with Session Days, Days Present, Days Absent, FTE, and Hours of Instruction as 0 Tuition Type Code = P, no funding received for these records ADM Manual Pages 96 & 118 Program Type 14 Reporting Guidance

Program Type 15 15 (Half-Time Kindergarten) Half-time Kindergarten refers to any Kindergarten program not meeting the minimum instructional hours per OAR At least 450 instructional hours for Half-Time Kindergarten programs At least 900 instructional hours for Full-Time Kindergarten programs If a Half-Time Kindergarten student attends at any time during the day, the student is counted as present for the full day Reported as 1.0 FTE Note: Students enrolled in full-day Kindergarten programs, even if they are only attending part day, should be submitted using Program Type 01 ADM Manual Pages 64-68, 96, 118

Important for Second Period ADM
Question Break Important for Second Period ADM All records from 1st Period should be included in 2nd Period ADM, including Program Type 14 records Demographic Information & Instructional Information

Submitting the Data Attendance Information

Submitting the Data Attendance Information
Enrolled Date End Date Days Present/Days Absent or Instructional Hours Session Days FTE

ADM Enrolled Date/ADM End Date Any student who enrolled and withdrew in the reporting period (July 1 – Dec 31) will be reported with an ADM Enrolled Date showing the actual date the student began attending school and an ADM End Date that is one weekday after the last day the student was enrolled. This includes students who withdrew and did not re-enroll within this reporting period. Report each time a student changes a program type, FTE, grade level, school, or withdraws and then re-enrolls as a separate record with a new enrolled and end date. Enrollment/withdrawal dates must be on a weekday. ADM Manual Pages 62-64

10 Day Rule Once a student has enrolled in your school and has begun attending classes, that student is in active membership in your school and is listed on the active roll. You may claim students on the active roll for reimbursement through the State School Fund. A student will stay on the active roll until he or she withdraws, and must be placed on the inactive roll on the school day following the withdrawal. If you know a student will be absent for more than 10 consecutive days, you must withdraw that student from active membership on the weekday following that determination. In any other case, if a student has been absent for 10 consecutive full school days, you must withdraw that student on the 11th consecutive weekday of absence and place that student on the inactive roll. ADM Manual Page 74

10 Day Rule Note that the 10-day rule pertains specifically to what you may report as enrollment and claim funding for. Districts are encouraged to create withdrawal and re-enrollment policies that are minimally burdensome to students and do not discourage re-enrollment for students who have been dropped due to excessive absence. Districts may keep students on the inactive roll at the district’s discretion, even when the students have been removed from the active roll under the 10-day rule. Keeping students on the inactive roll may be a way to facilitate easier re-enrollment, as well as to preserve student access to district systems as appropriate during long absences for known reasons, such as hospitalizations.

ADM End Date examples Example ADM End Date Enrolled through December 29, 2017 1/01/2018 Withdrew anytime between July 1 and December 31 1st weekday following last day of enrollment Student has not attended school since Dec. 1st (you haven’t been notified) 12/18/2017

Session Days Scheduled days of instruction during which students are under the guidance and direction of a teacher and are receiving instruction consistent with OAR Do not include snow days or any other days on which attendance was optional or not required for all students in the grade level Counted as whole numbers. Usually the same for every student in a school/grade level. If a scheduled day of instruction is not required for the majority of students in that grade/school, it would not be counted as a session day. Increase with each collection period. ADM Manual Pages 64, 79, & 99

Days Present/Days Absent The Days Present and the Days Absent indicated in the record should not exceed the number of weekdays or session days between the ADM Enrollment Date and the ADM End Date in the record for ADM Program Type Codes 01, 02, 03, or 15. Absent = Any day absent, whether excused or not excused ADM Manual Pages 65-66

Days Present/Days Absent Students who are reported as 1.0 FTE must be present for more than half of the morning to be counted as present for the morning, and present for more than half of the afternoon to be counted as present in the afternoon. Students who are reported as .5 FTE or Program Type 15, must be reported as either present or absent for any given day. If a 0.5 FTE or Program Type 15 student attends at any time during the day, the student is counted as present for the full day. Absent = Any day absent, whether excused or not excused ADM Manual Page 68

Full Time Equivalency (FTE) Students who are scheduled to participate in more than one-half of a full-time program are given an FTE of Those students who are scheduled to participate in one-half or less of the full-day program are given an FTE of 0.5. Report all kindergarten students in Program Type 15 (Half-Time Kindergarten Program) as 1.0 FTE. ODE will adjust the ADM for these students. Students who are not in a program that offers full-time instruction and meets the minimum required instructional hours should be reported with hours of instruction. Hours of Instruction Additional Guidance ADM Manual Pages 68

Submitting the Data Student Outcomes

Submitting the Data Student Outcomes
ADM End Date Code Diploma Type Essential Skills Withdrawal Factor

Submitting the Data Student Outcomes
ADM End Date Code (Reason) Use 1A for students who are expected to continue in the same school and district. Students in grade 7 and above require an ADM End Date Code Program Types 2 and 3 must use 00 as the End Date Code ADM Manual Pages 36, 41-44

Important for Second Period ADM
Question break Important for Second Period ADM Ensure that: All enrolled students are included That attending/resident institutions are accurately reported Accurately report students’ end date codes Attendance Information & Student Outcomes

Submitting the Data Who Submits

Submitting the Data Who Submits
The district/school where the student is receiving instruction is responsible for submitting data to ODE. Data to ODE Attending School Attending District Attending School’s/ District’s SIS Provider If you do not know who submits for this, contact ODE or your Regional ESD Partners to find out who has submitted in the past and to ensure the correct institution is submitting the data.

Resident vs. Attending Resident District Resident School Attending District Attending School Resident: Generally, students between the ages of 4 and 18 are considered resident, for school funding purposes, in the school district in which their parents, guardians, or persons in parental relationship to them reside. Attending: The district/school where the student is RECEIVING instruction. ADM Manual Pages 18-19

ADM Manual Pages 107 Other Residency Definitions Resident District Resident School Legally Emancipated Individuals: Legally emancipated individuals are considered resident, for the purpose of school funding, in the school district in which the student resides unless the student circumstance is covered under another special circumstance. Students age 18-20: Students who are age 18 to 20 are considered resident, for the purpose of school funding, in the school district in which the student resides unless the student circumstance is covered under another special circumstance. Residency for school purposes is an essential concept in the student accounting system. Accurate reporting of the Resident District, Resident School and Resident County is important. As residency determines which school district is responsible for the education of an individual and also is the basis on which the State School Fund, the Common School Fund, and the County School Fund are distributed to local districts. It is important, therefore, that the residency of each student be legally determined by each district to assure proper distribution of these funds.

Standard Example Student attends regular public school within the boundaries of where his/her parent(s)/guardian(s) reside. Resident District Resident School Attending District Attending School District in which the student’s parent(s)/ guardian(s) reside School in which the student’s parent(s)/ District in which the student actually attends School in which the student actually attends, or where the student receives the majority of his/her instruction, if he/she attends more than one school

Charter Schools Students enrolled in charter schools outside their parental resident district will be considered residents of the district in which the charter school is located. Resident District Resident School Attending District Attending School District in which the charter school is located* Charter School Charter school in which the student actually attends * State Sponsored Charter Schools should use ODE, 2336 for the District ADM Manual Page 109

Public Alternative Programs Alternative Program Students are not students attending a public charter school or students attending a traditional school more than half time. Alternative Students are those students identified by the district and placed in a district approved alternative education program consistent with OAR These students will be reported at the institution providing the educational decision-making for the student. Reported as any other Oregon public school student (standard submission). ADM Manual Pages 101 & 109

ODE Registered Private Alternative Schools Placed by parent: Not reported in ADM collection Placed by resident district: Reported using standard resident district reporting Placed by courts: Resident district becomes the School District within whose boundaries the school is located Enrolled in a charter school: Charter schools may not contract with ODE Registered Private Schools to provide education ADM Manual Page 109

ODE Registered Private School Example Student placed into an ODE Registered Private Alternative School by the school district. Resident District Resident School Attending District Attending School District in which the student’s parent(s)/ guardian(s) reside* School in which the student’s parent(s)/ District making the education decisions for the student Private Alternative School ID * See previous slide for exceptions NOTE: The institution must be registered with ODE as a private alternative school before students can be sent there. Use the Institution Lookup Tool to search for ODE Registered Private Alternative Schools Contact Bob Salazar for questions about ODE Registered Private Alternative schools

ESD-Run Program Student only attending an ESD-run program, and no other institutions, shall be reported as follows: Resident District Resident School Attending District Attending School ESD ID ESD’s Program ID ESD-run programs may be housed in a location that offers grades other than the student’s grade of enrollment. For example, an elementary student may attend an ESD-run program that is located in a high school building. Neither the student’s grade level nor the grades offered in the building need to be changed under these circumstances. The student is enrolled in an ESD-run program and would be reported with the ESD’s program ID not the building ID. ADM Manual Page 71

Inter-district Transfers Under Inter-District transfers, the student is considered resident in the attending district despite physically residing in another district. Please note that Inter-District Transfer Agreements do not include contracts between districts that involve an exchange of funding in return for services provided to a student. Under an inter-district transfer agreement (ORS and OAR ) the attending district will report the student in their ADM collection using their attending district ID in the resident district ID field. All ADM funds will be distributed to the attending district, which by virtue of the agreement is also the legal resident district. ADM Manual Page 76 &

Tuition Agreements If a student is attending school on a tuition agreement, the attending district must report the student. The attending district would report the student’s home district ID in the Resident District/School fields. The student’s resident district would not report the student in ADM. Resident District Resident School Attending District Attending School District in which the student’s parent(s)/ guardian(s) reside School in which the student’s parent(s)/ District in which the student actually attends School in which the student actually attends ADM Manual Page 110

Supplemental Instruction Students attending an Oregon public school and receiving supplemental education at another Oregon public school shall be reported where the student is receiving more than 50% of his/her instruction. The institution providing the supplemental instruction may enter into a tuition agreement with the attending school/district, charge the student for this education, or provide the education without receiving reimbursement. All such arrangements should be made in advance, and the supplemental education should not be reported separately but should be included as part of the student’s complete record. Example: A student is attending an online charter school for the majority of his/her instruction but attending the local high school for a pottery class. *Note: If the student’s instruction is split evenly between institutions, both institutions need to work together to decide who will report the student* ADM Manual Page 75

Shared Time (Program Type 9) ESD Registered Home School Students or Private School Students at a school within the parent’s resident district/school. Students may only be claimed for up to a calculated ADM amount of 0.5 FTE. Resident District Resident School Attending District Attending School District in which the student’s parent(s)/ guardian(s) reside School in which the student’s parent(s)/ District in which the student actually attends School in which the student actually attends Note: If a student is taking an online class from a school outside of their parent’s resident district/school, the resident information would be reported using the attending district and attending school of the online class ADM Manual Page 108

LTCT Oregon students enrolled in ODE approved Oregon Long-Term Care and Treatment Centers (LTCT) are considered resident for the purposes of school funding in the ODE LTCT District (Institution ID 3559). Resident District Resident School Attending District Attending School Tuition Type LTCT 3559 LTCT Contracting District/ESD LTCT Attending School F LTCT Reporting in ADM ADM Manual Page 110

Hospital Programs Starting st Period ADM, Oregon students attending ODE Hospital Programs are considered resident for the purposes of accountability and school funding in the ODE Hospital Program District (Institution ID 5401). Resident District Resident School Attending District Attending School Tuition Type ODE Hospital Program District 5401 Hospital Program Contracting District/ESD Hospital Program Attending School F Hospital Program Reporting in ADM ADM Manual Page 110

Important for 2nd Period
Question Break Important for 2nd Period Institution providing the instruction for the student is responsible for submitting the data in ADM. The Resident District is used for funding purposes and accountability. Know who the resident institution is for each student. Who Submits

Submitting the Data How

Submitting the Data How
District Site Consolidated Collections SSID (Updates if Necessary) Second Period Cumulative ADM Web Submission File Upload Consolidated Student Collections User Guide

Submitting the Data How
New SSIDs –For new students, be sure they do not already have an SSID before assigning a new one. Search for partial last names Search for similar dates of birth or leave blank Select All Students Error Management Check These Menus

Errors & Audits

Errors and Audits Errors
Records in the error queue will NOT be part of the data collection until the error has been corrected. Errors are generated by specific rules in the application and will appear in your Review Errors Menu. Errors are always wrong and must be corrected. After you have submitted the data, ODE’s system processes the record. Those records without errors are entered into the collection. Error Examples: Student already reported for the same time period in another school or district ADM Enrolled Date is later than the ADM End Date Required data fields are left blank Student demographic information does not match what is listed in the SSID record

Errors and Audits Error Management

Errors and Audits Audits
Data that are reported and pass the collection validation rules (system generated error checks) may still have questionable information. After the collection reporting period closes, ODE runs a series of audits to check the data quality. ODE will reopen the data collection to all districts in order for the audits to be confirmed or fixed. Audits are designed to find problems, but are not perfect. Sometimes the audit is the result of inaccurate data but sometimes the record flagged is actually correct. Data submitters should check their files for accuracy regardless of whether an audit is received or not. Audit Examples: Very high total ADM for the student. High proportion of days absent relative to the reported number of days present. Student included in the Special Education Child Count for this year, but not reported as Special Education on this ADM record Audits/Review Manual

Errors and Audits First Round Audits
After the collection window closes on January 12th, ODE runs audits on the submitted data. These audits will then be loaded into the application and can be found under the Error Management Window. 1st Round Audits available January 18th after 1:00pm

If your data are incorrect fix them. Click on the green check mark to view more details about the audit. If the error is with the 2nd Period ADM record, you can fix it here. **IMPORTANT: Audits that impact Fall Membership must be changed no later than January 26. Be sure to check these audits first.**

If your data are correct and you do not need to make changes, select the correct audit and click on the “Confirm” button. Confirming the audit will create a record at ODE with your name attached, certifying that you have considered the audit and that the record is accurate as submitted. Data that are confirmed during the Audit Review period may be removed from subsequent audits.

Errors and Audits Second Round Audits First Round Audits
Second round audits are run to catch new audits generated by information changed during the first audit review window, records that have been confirmed but still appear incorrect, and audits that have not been corrected or confirmed during the first audit review window. If you have second round audits, they will not appear in the consolidated collection application, but are sent to you directly in an Excel spreadsheet from your Regional ESD partner. First Round Audits January 18– January 26 Open to everyone You may not be contacted directly if you have audits. Please log into the collection to check for audits Second Round Audits After January 26 Opened initially to those with audits. Then, opened by request. You will be contacted if you have these audits.

Reviewing the Data Production Download

Reviewing the Data Production Download
Internal Download Shows student level data that you submitted. External Download Shows student level data for students who are residents of your district but are attending elsewhere. Remember to save your download to a secure location.

Reviewing the Data Production Download
The production download contains the data that have been submitted to the collection. It will not show records that have unresolved errors in the error queue or records that are still being processed. Always request a production download when you are done submitting your data and fixing your errors. Then, check your data, comparing what you should have submitted to what ODE has received. When collection is open: When collection is closed:

Reviewing the Data Examples
1. Are all of your students showing in the production download? 2. Are the correct race/ethnicity flags reported?

3. Is the enrollment correct—e.g., Program Type codes, Dates, ADM End Date Code, Days Present/Absent, Instructional Hours, FTE, Tuition Type 4. Are all grade levels reported?

5. Are all schools/institutions reported? 6. Does the Calculated ADM Amount appear correct?

Important for Second Period
Question Break Important for Second Period Pull a Production Download after you have fixed your errors and after you have fixed/confirmed your audits. Pull both an Internal and External Production Download Use your download to check your data against what you submitted. Save your Production Download in a secure location Reviewing the Data

Contacts & Additional Help

Contacts & Additional Help Contacts
Regional ESD Partners Karen Brown Smith x 3124 Peter Campbell x 3203 Ronda Thornburg x 3140

Contacts & Additional Help Contacts
ODE Data Reporting Elyse Bean ADM Data Owner Isabella Jacoby Accountability & Reporting Data Collection Lead Technical Help (File upload issues, SSID Merges, Security Administrator Info) ODE Helpdesk

Contacts & Additional Help Trainings & Online Resources
ODE Video Trainings 2nd Period Cumulative ADM (this training) 1718 1st Period Cumulative ADM 1st Period Cumulative ADM for New Submitters (Sept. 22, 2015) SSID Training (near the top of the web page) Online Resources District Site Cumulative ADM Resources Webpage Cumulative ADM Manual Dropout Rates in Oregon High Schools Cohort Graduation Rate Webpage Student Enrollment Reports

Contacts & Additional Help Upcoming Trainings
Staff Position: New Submitter’s Training December 14, 2017

Thank you!

Second Period Cumulative ADM 17-18

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