2023-24 School Year Data Collection Updates
Important updates and reminders for the 2023-24 school year data collection process, including changes in reporting requirements, collection dates, submission instructions, and audit timelines. Ensure correct reporting to avoid implications on student enrollment reports and future data analysis.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
First Period Cumulative ADM 2023-24 Training Data Owner: Amanda Leopard September 14, 2023
Agenda 2023-2024 Updates General Reminders Collection Dates Collection Purpose Submitted Data Demographic Information Instructional Information Attendance Information Student Outcomes Data Submission Who Submits How to Submit Errors Audits Reviewing the Data Additional Help & Contacts Online Resources ODE Data Collection Team Regional ESD Partners & ODE Helpdesk Upcoming Trainings
2023-2024 Updates In response to SB923, the Resident School field will not allow a district ID to be used for students who are attending district or ESD Programs. There are exceptions for a few institution types, including LTCT, Hospitals, JDEP, etc. Reference the SB923 ADM Reporting Guidance and SB923 Reporting FAQ for additional information. Essential Skill requirements remained waived for the 2019-20, 2020-21, 2021-22, 2022-23, and 2023-24 school years.
General Reminders Important General Reminders The Fall Membership snapshot date is the first weekday in October. For 2023-24 that is October 2. If a student is enrolled on October 2, the last day of the First Period Cumulative ADM Reporting Period, the end date should be the first weekday after that. In 2023-24, the reported end date will be October 3, 2023. Failure to report a correct October 2 enrollment date will result in the student not appearing in the Fall Membership Report and can affect the next year s Dropout Reporting. Program Type 13 may only be used as a temporary placeholder and must be replaced with membership information once it is known. Resident County refers to the county where the student's parents or guardians live, or where the student lives in the case of legally emancipated minors or students over 18. It is nota reflection of the district s county. Submit to the correct collection. The 2022-23 Annual Cumulative ADM Exit Adjustment will be open for part of the same time as First Period Cumulative ADM. Audits for First Period CumADM For all districts will be October 26, 2023 through November 3, 2023. Second round audits will go out to districts with new audits, unresolved first round audits, or resolved audits that should be reviewed again.
Collection Dates Reporting Period: July 1, 2023 Oct 2, 2023 Collection Window Open September 21, 2023 October 23, 2023 Collection Closed To All October 24, 2023 October 25, 2023 Audit Review Window (Open to All) October 26, 2023 November 3, 2023 Collection Closed (Opened by request) November 4, 2023 January 19, 2024 Fall Membership Validation Window is November 2, 2023 January 19, 2024 Public release of the 23-24 Student Enrollment Report is in February 2024
Collection Dates Reporting Period: July 1, 2023 Oct 2, 2023 First Period Cumulative ADM includes all students enrolled during the reporting period, July 1, 2023 October 2, 2023 Summer school enrollment is not included. For students enrolled through the end of the reporting period (October 2) their ADM End Date should be October 3.
Collection Purpose Fall Membership Report October 2, 2023 Snapshot Enrollment Public Records Requests The Following Year s Dropout Rates Graduation/Dropout Report 2022-23 Graduation Rates (credential reporting)
Submitted Data Student Demographic Information Instructional Information Grade SSID Program Type Birth Date Resident District/School District Student ID Attending District/School ETC. Attendance Information Student Outcomes Enrolled/End Date Graduation Details Days Present Withdrawal Factors Instructional Hours
Submitted Data Student Demographic Information Student Demographic Information SSID Date of Birth Gender District ID* Partial SSN* Student Name (Legal and Preferred) Resident County Student Group Flags High School Entry Cohort Year Enrolled Grade Code 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
Submitted Data Student Demographic Information Demographic Mismatch Error A Common Student Demographic Information Error Key Demographic Fields District Student ID Birth Date Legal/Preferred Last Name Gender Partial SSN Error Clearing Tips At least 3 of the 5 key demographic fields on the ADM record must match those on the current SSID record. This error tends to occur when a student enrolls in a new district mid-year with different key demographic information than the old district has. Only three of the five key fields are required and generally should be consistent regardless of district (last names, DOB and gender). Partial SSN is often left blank and district student id usually varies by district. If the Legal Last Name field is mismatching, put the SSID Legal Last Name in the Preferred Last Name Field to bypass the error. Legal Last Name and Preferred Last Name are both used in this demographic check. Maintaining accurate reporting for gender is important. Do not change the gender field to match what is in SSID to clear a Demographic Mismatch Error unless the student is currently enrolled with you.
Submitted Data Student Demographic Information Required Student Group Fields and Flags Race/Ethnicity Field Language of Origin Field Economically Disadvantaged Flag District Special Education Program Flag Special Education Flag Indian Education Migrant Education Military Connected Flag Section 504 Flag Talented & Gifted (TAG) Flag Distance Learning Flag
Submitted Data Student Demographic Information Race/Ethnicity Field Hispanic American Indian, Alaskan Native Asian African American White Native Hawaiian/Other Pacific Islander Students who have more than one race flag marked as Y will be reported as multi-racial unless they checked the Hispanic ethnicity flag Additional Guidance: Executive Numbered Memo 011- 2008-09
Submitted Data Student Demographic Information Language of Origin Field There are ~650 available languages to choose from in SSID Language of Origin is reported in Student Enrollment Reports and District and School At-A-Glance Profiles Students who are enrolled and reported as being in an English as a Second Language program (Program Type 2) should not have English as their Language of Origin, unless they are also reported as American Indian/Alaska Native Race. Additional Guidance: Layout: Consolidated Student (SSID) File Format Language of Origin Lookup Table
Submitted Data Student Demographic Information Economically Disadvantaged Flag The Economically Disadvantaged Flag (EconDsvntgFg) indicates a student s participation or eligibility for a Free and Reduced Lunch Program. Mark NO if: Mark YES if: N: The student was not determined to be eligible; or Y: The student was determined to be eligible based on an application for free/reduced lunch, direct certification, or the household income survey (for non-NSLP schools) at any point during the school year; or N: the student was provided with lunch at no charge while their application was reviewed and was determined to be ineligible; or Y: The school offers lunch at no charge to ALL students N: an otherwise non-eligible student participated in a school that offered lunch at no charge to all students and moved to a school that does not
Submitted Data Economically Disadvantaged Flag Flow Chart
Submitted Data Student Demographic Information District Special Education Special Education Flag The Special Education Flag (SpEdFg) indicates a student had Oregon special education eligibility and had an Individualized Education Plan (IEP) at any time during the reporting year in any institution. The Special Education Flag should be marked Yes (Y) if these criteria are met at any point during the reporting year. Program Flag The District Special Education Program Flag (DistSpEdProgFg) indicates that a student was enrolled in a district special education program during the school year and received general education classroom instruction for less than 40% of the time (Federal Placement Codes 32- 41), including non-regular education settings. The District Special Education Program Flag should be marked Yes (Y) if these criteria are met at any point during the reporting year. The Special Education Flag must be Yes (Y) when the District Special Education Flag is Yes (Y).
Submitted Data Student Demographic Information Migrant Education Flag Indian Education Flag The Migrant Education Flag (MigrntEdFg) indicates student participation in a program designed to assure that migratory children receive full and appropriate opportunities to meet the state academic content and student academic achievement standards. The Migrant Education Flag should be marked Yes (Y) if the student had a current Oregon Migrant Education Certificate of Eligibility at any point during the reporting year. The Indian Education Flag (IndianEdFg) indicates student participation in a Title VI program designed to meet the unique educational and culturally related academic needs of American Indians/Alaska Natives. The Indian Education Flag should be marked Yes (Y) if a Title VI Student Eligibility Certification form ED 506 is provided AND the student received services under Title VI at any point during the reporting year.
Submitted Data Student Demographic Information Military Connected Flag Section 504 Flag The Military Connected Flag (MltryCnctFg) indicates that the student has a parent or guardian who was a member of the Armed Forces on active duty or full-time National Guard. The Section 504 Flag (Sect504Fg) indicates a student had Section 504 eligibility, had an Individualized Accommodation Plan or Individualized 504 Plan, and was receiving services as specified by this plan at any time during the reporting year within this attending district. The Military Connected Flag should be marked Yes (Y) if the student has a parent or guardian who was a member of the Armed Forces on active duty or full-time National Guard at any point during the reporting year. A student who is only 504 eligible should not have the Special Education Flag checked. Students who change eligibilities during the year, or have more than one disability with different eligibilities, may need to have both flags checked. A student should not be receiving services under both IDEA and 504 for the same disability at the same time. This Flag is required on all records with an ADM Enroll Date of July 1, 2017 or later. The Section 504 Flag should be marked Yes (Y) if these criteria are met at any point during the reporting year. Additional Guidance
Submitted Data Student Demographic Information Distance Learning Flag Talented and Gifted (TAG) Flag Beginning in the 2021-22 school year, the Distance Learning Flag is required for all Program Type 01 , 04 , 06 , 07 , 10 , and 15 enrolled on or after July 1, 2021. For more information about this flag, please review the Cumulative ADM Distance Learning Flag Guidance and the Distance Learning Flag FAQ. The Talented and Gifted Flag (TAGFg) indicates that the student is identified as Academically Talented or Intellectually Gifted as determined by school district policy. The Talented and Gifted Flag should be marked Yes (Y) if the student has been identified as Academically Talented or Intellectually Gifted. The Talented and Gifted Flag should be marked No (N) if the student has not been identified as Academically Talented o Intellectually Gifted. The distance learning flag is set by calculating the percentage of scheduled instructional hours that are on-site for the last 10 session days (8 session days for schools on a four-day week) of the student s enrollment. Y if less than 50% of the student s scheduled instructional hours are on- site. N if 50% or more of the student s scheduled instructional hours are on- site.
Submitted Data Student Demographic Information High School Entry Cohort Year The High School Entry Cohort Year is the first year in which the student attended a high school anywhere, based on documented enrollment. Additional Guidance The High School Entry Cohort Year is set in SSID and cannot be changed without an appeal form. Complete the High School Entry Year Appeal Template to appeal set cohort entry years. Contact your Regional ESD Partners or Amanda Leopard at 503-947-5674 with High School Entry Year questions.
Submitted Data Student Demographic Information Enrolled Grade Code The Enrolled Grade code indicates the enrolled grade level of the student or a grade level assigned to an ungraded student based on student age. Includes students in grades Kindergarten through 12 and Adult Education. Except as provided in ORS 339.030, all children between the ages of 6 and 18 years who have not completed the 12th grade are required to regularly attend a public full-time school during the entire school term (ORS 339.010). Reports that Use Grade Information Enrollment Reports District & School At-A-Glance Profiles Grade Bands used in Reporting
Submitted Data Student Demographic Information Question Break Reminders: Students who have more than one race flag marked as Y will be reported as multi-racial unless they checked the Hispanic/Latino ethnicity flag. The Military Connected Flag is required on all records with an ADM Enroll Date of July 1, 2017 or later. Beginning in the 2021-22 school year, the Distance Learning Flag is requiredfor all Program Type 01 , 04 , 06 , 07 , 10 , and 15 enrolled on or after July 1, 2021. For more information about this flag, please review the Cumulative ADM Distance Learning Flag Guidance and the Distance Learning Flag FAQ.
Submitted Data Instructional Information Instructional Information Resident School/District & Attending School/District ADM Program Type Tuition Type Code
Submitted Data Instructional Information Resident District/School and Attending District/School Resident District: represents the school district in which the parent or guardian resides. Attending District: the district where the student is receiving instruction. Attending School: the school where the student is receiving instruction. Resident School: represents the school responsible for the education of the student. See SB923 FAQ. Students should be entered on the roll for only one instructional unit at a time. If a student attending two or more schools in the same district, then the student should be reported on the active roll at the institution where they spend the majority of their time. A student attending more than one district should only be reported by the district where the student spends the majority of their time. This case would require the districts to arrange a reimbursement plan. FTE, days present and absent, and/or instructional hours reported should include instruction the student receives from all districts. Residency shifts to the student in the cases of a legally emancipated minor or a student 18 years or age or older.
Submitted Data Instructional Information ADM Program Types Program Type 1 Program Type 2* Program Type 3* Standard English Learner Pregnant and Parenting Program Type 5* Program Types 4, 6 & 7 Program Type 8 Case Management Group Instruction Employed Minors Program Types 11, 12 & 16 Program Type 9 Program Type 10 Expanded Options, College Credit & Post Graduate Scholars Shared Time Tutorial Program Type 13 Program Type 14 Program Type 15 Membership Placeholder Additional Outcomes Half-Day Kindergarten * Weighted Program Type
Submitted Data Instructional Information Program Type 1 Standard Program Type 1 Standard * Most Common ** Required for Grade 7+ Reported with: Session Days Days Present Days Absent Full-Time Equivalency (FTE) Instructional Hours as 0 Tuition Type Code S* End Date Code** Example: In First Period Cumulative ADM, a student has attended since the first day of the year (September 5, 2023) through the last day of First Period (October 2, 2023) in standard instruction, full time, with 20 session days, and 0 absences. ADMProgTypCd ADMEnrlDt ADMEndDt ADMSessDays ADMPrsntDays ADMAbsntDays ADMFTE 01 09/05/2023 10/03/2023 20 20 0 1.0 OAR 581-022-2320
Submitted Data Instructional Information Program Type 2* EL Program Type 3* Pregnant and Parenting Program Type 5* Case Management Program Types 2, 3, and 5 Weighted Program Types (Types that require a non-weighted record) Program Type 2 (English Learner) Program Type 3 (Pregnant and Parenting) Must meet specific requirements to use * Program Type 5 (Case Management) Example: In First Period Cumulative ADM, a student that attended since the first day of the year (September 5, 2023) through the last day of First Period (October 2, 2023) in standard instruction and received English Learner services during the period, full time, 20 session days, and 0 absences. ADMProgTypCd ADMEnrlDt ADMEndDt ADMSessDays Program Types 2 & 3 Reported with: Session Days Days Present Days Absent Full-Time Equivalency (FTE) ADMPrsntDays ADMAbsntDays ADMFTE 01 09/05/2023 10/03/2023 20 20 0 1.0 02 09/05/2023 10/03/2023 20 20 0 1.0 * ADM Related Data by ADM Program Type in the CumADM Manual
Submitted Data Instructional Information Program Types 4, 6 & 7 Group Instruction Program Type 8 Employed Minors Program Type 9 Shared Time Program Type 10 Tutorial Program Types 4, 6, 7, 8, 9, and 10 Instructional Hour Program Types Program Type 4 (Large Group) Program Type 6 (Intermediate Group) Program Type 7 (Small Group) Program Type 8 (Employed Minors) Program Type 9 (Shared Time) Program Type 10 (Tutorial) Reported with: Instructional Hours Required Zero (0) Fields: Session Days Days Present Days Absent Full-Time Equivalency (FTE) Example: In First Period Cumulative ADM, a student that attended since the first day of the year (September 5, 2023) through the last day of the period (October 2, 2023) in Large Group instruction, for 80 hours total. ADMSessDays/ADMPrsntDays/ ADMAbsentDays ADMProgTypCd ADMEnrlDt ADMEndDt ADMInstrctHrs ADMFTE 04 09/05/2023 10/03/2023 0 80 0 Hours of Instruction Reporting Guidance
Submitted Data Instructional Information Program Types 11, 12 & 16 Expanded Options, College Credit & Post Graduate Scholars Program Types 11, 12, and 16 Reported with: Instructional Hours College Credit Program Types Program Type 11 (Expanded Options) See ORS 340 Program Type 12 (Collect Coursework (Other)) Program Type 16 (Post-Graduate Scholars) See Senate Bill 1537 Required Zero (0) Fields: Session Days Days Present Days Absent Full-Time Equivalency (FTE) Example: In First Period Cumulative ADM, a student that attended since the first day of the year (September 5, 2023) through the last day of the period (October 2, 2023) attempted 12 college credit hours and did not participate in the Expanded Options program or Post Graduate Scholars program. ADMSessDays/ADMPrsntDays/ ADMAbsentDays ADMProgTypCd ADMEnrlDt ADMEndDt ADMInstrctHrs ADMFTE 12 09/05/2023 10/03/2023 0 12 0 Hours of Instruction Reporting Guidance
Submitted Data InstructionalInformation Program Type 13 Membership Placeholder Program Type 14 Additional Outcomes Program Type 13 Temporary Placeholder Reported with: Session Days as 0 Days Present as 0 Days Absent as 0 Hours of Instruction as 0 Full-Time Equivalency (FTE) as 0 Tuition Type Code P Program Type 14 Additional Outcomes Reported with: Session Days as 0 Days Present as 0 Days Absent as 0 Hours of Instruction as 0 Full-Time Equivalency (FTE) as 0 Tuition Type Code P Program Type 14 Reporting Guidance
Submitted Data InstructionalInformation Allowed ADM End Date Codes for Program Type 14 Diplomas, Certificates, or Other Credentials: 4A: Met Requirements for and was awarded a High School Diploma. 4C: Completed Non Diploma-Track Program and Received Certificate. 4E: Received high school diploma equivalency certificate. 4F: Met Requirements for a HS Diploma, not yet awarded. 4G: Met Requirements for and was Awarded a HS Diploma, continuing to Post Graduate Scholars program. Transfer Out Codes: 2A: Enrolled in Another District. 2B: Enrolled in Non-Public School or Setting. 2C: Enrolled in another State or Country. 2D: Enrolled in Public Agency. Other: 5C: Enrolled in a Foreign Exchange Program. 6A: Died or Permanently Incapacitated. 6B: Returned After Receiving Completion Credential and Exited Again. Program Type 14 Reporting Guidance
Submitted Data Instructional Information Credentials Credential Awarded Reporting Before July 1, 2022 Use a program type 14 record, if the outcome has not already been reported in the year it occurred. During the 2022-2023 school year (July 1, 2022 - June 30, 2023) Edit the ADM End Date Code for the period of enrollment culminating in the credential during Exit adjustment. If the student was not enrolled during or immediately prior to the award of the credential, use a program type 14 record. Use a program type 14 record in 1st Period Cumulative ADM. On or After July 1, 2023 (summer diploma and/or summer school) On or After July 1, 2023 (awarded during the 2023-2024 school year) Edit the ADM End Date Code for the period of enrollment culminating in the credential in 1st Period Cumulative ADM. If the student was not enrolled during or immediately prior to the award of the credential, use a program type 14 record. Program Type 14 Reporting Guidance
Submitted Data Instructional Information Transfers/Deceased/Other Student s last enrollment with reporting district Documentation Received Reporting Before the July 1, 2022 Any time Use a Program type 14 record. During the 2022-2023 school year Within 30 days of the student s last enrollment Edit the ADM End Date Code for the period of enrollment immediately before the transfer/deceased/other during Exit Adjustment Use a Program type 14 record. During the 2022-2023 school year More than 30 days after the student s last enrollment Prior to October 15, 2023 Student was enrolled through the end of the 2022-2023 school year Student was enrolled through the end of the 2022-2023 school year Edit the ADM End Date Code for the last period of enrollment during Exit Adjustment. Use a program type 14 record in 2nd Period Cumulative ADM. On or after October 15, 2023 Program Type 14 Reporting Guidance
Submitted Data Instructional Information Program Type 15 Half-Day Kindergarten Program Type 15 Half-Time Kindergarten Reported with: Session Days Days Present Days Absent Full-Time Equivalency (FTE) as 1.0 Instructional Hours as 0 Beginning in 2015-16, Kindergarten Students enrolled in a part-time program are given an FTE of 1.0 and reported under ADM Program Type 15. Less than the minimum instructional hours (900 hours) required per OAR 581-022-2320 A half-time student is counted as present for the full day if they attend at any time during the day ODE Finance will adjust Program Type 15 records to permissible percentages Kindergarten students who are enrolled in full-time programs that meet the minimum instructional hour requirements should be reported with Program Type 1.
Submitted Data Instructional Information Tuition Type Codes The Tuition Type Code indicates the tuition type the student is enrolled under during the reporting period. Tuition Type Code S (State Funded) ADM goes to the resident district. Tuition Type Code F (Fully State funded) Funds for the student placement in the program are provided directly to the contractor operating the program by ODE. Fully state funded programs are Oregon Department of Education Long Term Care and Treatment Facilities, Hospital Programs, and the Oregon School for the Deaf. The resident district does not receive state school funds. Tuition Type Code P (Paid Tuition) Tuition for the student is paid from a source other than the state school fund. The resident district does not receive state school funds. Students who are paid tuition are required to be reported in the Cumulative ADM collection.
Submitted Data Instructional Information Question Break Reminders: Program Type 13 records must be replaced with membership information once it is known. Program Types 2, 3, or 5 can only be submitted with a record that is not Program Type 2, 3, 5, or 14.
Submitted Data Attendance Information Attendance Information Enrolled Date End Date Session Days Days Present Days Absent Instructional Hours Full-Time Equivalency (FTE)
Submitted Data Attendance Information Enrolled Date The Enrolled Date should reflect the first day of the student s actual attendance in an institution or program type. Exception: A student with an excused absence of less than ten school days at the beginning of the school year may be counted in membership prior to the first day of attendance, but not prior to the first calendar day of the school year, if the status has been verified by contact with the parent or guardian. If the student does not actually attend during the first ten session days of school, the student s ADM Enrollment date must reflect the student s actual first day of attendance. A student may not be reported with only days absent. The Enrolled Date for a Program Type 14 record should be the date of that outcome that is being reported.
Submitted Data Attendance Information End Date The End Date is the weekday after the student withdrew from the institution or the program type either through early withdrawal, a change of circumstances, or at the end of the period or school year. If the student is still enrolled at the end of the period, the ADM End Date should reflect the first weekday after the end of the period. The date on which the ADM End Date occurs may not be counted as a day present or a day absent. Example: If the student is still present at the end of the First Period Cumulative ADM reporting period (October 2), the student s record should have an End Date of October 3. If the student withdraws prior to the end of the period or prior to the end of the school year, the ADM End Date should reflect the first weekday following their withdrawal. The date on which the ADM End Date occurs may not be counted as a day present or a day absent. Example: The student s last day of enrollment was September 25, 2023. Their End Date would be reported as September 26, 2023.
Submitted Data Attendance Information 10 Day Drop A student whose withdrawal status can be determined within ten school days of their first day of absence shall be marked as a withdrawal on the school day following that determination. A student must be withdrawn from the active roll, and Cumulative ADM collections, on the day following the tenth consecutive full school day of absence (OAR 581-23-0006). Definitions (OAR 581-23-0006) Active Roll: means the list of students enrolled and attending the school or program during the current school year. Inactive Roll: means the list of students enrolled for purposes of credit but not attending the school or program. Includes students attending private alternative or Job Corps programs, students withdrawn after ten consecutive days' absence, and students served on a tutorial basis outside the classroom.
Submitted Data Attendance Information Example of Dropping After 10 Consecutive Absences A student has 10 consecutive school days of absence and must be withdrawn from active membership on the 11th school day of absence. If the student returns on the 11th day, active membership continues and no action needs to be taken. Monday Tuesday Wednesday Thursday Friday 1st Absence Enrolled 2nd Absence Enrolled 3rd Absence Enrolled Present Enrolled Present Enrolled Week 1 4th Absence Enrolled 5th Absence Enrolled 6th Absence Enrolled 7th Absence Enrolled 8th Absence Enrolled Week 2 Withdrawal from Active Roll (ADM End Date) 9th Absence Enrolled 10th Absence Enrolled Not on Active Roll Not on Active Roll Week 3
Submitted Data Attendance Information Example of Absence Notification A student s parents notified the school on Wednesday, the third day of absence, that the student would miss the next three weeks of school. The student must be withdrawn on day following the notification. Monday Tuesday Wednesday Thursday Friday Notification Absent Enrolled Withdrawal from Active Roll (ADM End Date) Absent Enrolled Absent Enrolled Not on Active Roll Week 1
Submitted Data Attendance Information Example of Enrollment at the Beginning of the School Year A student was absent for the first 7 days of school, but the parent had notified the school that the student would be a few days late. The student began attending on the 8th school day. All days, starting from the first day, may be counted as days in active membership. If no parental notification had been received, no days of active membership could be counted until the first day of attendance, regardless of the number of days initially missed. Monday Tuesday Wednesday Thursday Friday Absent * Enrolled Absent Enrolled Absent Enrolled Absent Enrolled Week 1 Absent Enrolled Absent Enrolled Absent Enrolled Present Enrolled Present Enrolled Week 2 * First day of the school year.
Submitted Data Attendance Information Example of Enrollment at the Beginning of the School Year A student s parents notified the school that the student would be absent, but the student was absent for the first 10 days of school, and began attending on the 11th day of school. The first day of active membership is the 11th day of school, despite notification. Monday Tuesday Wednesday Thursday Friday Absent * Not Enrolled Absent Not Enrolled Absent Not Enrolled Week 1 Absent Not Enrolled Absent Not Enrolled Absent Not Enrolled Absent Not Enrolled Absent Not Enrolled Week 2 Absent Not Enrolled Absent Not Enrolled Present Enrolled Week 3 * First day of the school year.
Submitted Data Attendance Information Session Days Session Days signify prescheduled weekdays during which the majority of students within the same school/grade level are scheduled to be present under the guidance and direction of appropriately licensed instructional staff, and there is an expectation that the majority of students within the school/grade level would be in attendance. Session Days should increase for all students, regardless of their enrollment dates, for each Cumulative ADM period that the school and grade has classes. The number of session days should be the same for all students in the same school and grade. Some grades have more or less session days than other grades in the same institution, such as grade 12 students who may end earlier than the rest of a school, or kindergarten students who may start late. The session days should accurately reflect situations like these. Days in which attendance is optional and additional days provided that are outside the bounds of the time scheduled for the majority of students in the school/grade level may not be counted as a day in session. Summer school may not be counted as session days.
Submitted Data Attendance Information Days Present Days Present is the number of days the student was recorded as attending school during the reporting period. Program Types 1, 2, and 3 Full-time students are reported as Days Present in full-day or half-day increments. For a student assigned an FTE of 1.0, they 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. If a 0.5 FTE student attends at any time during the day, the student is counted as present for the full day. Program Type 15 Kindergarten students in half time programs should be reported as whole days present/absent and are counted as present for the entire day if they are present for any portion of that day. Remote instruction is required to take attendance at least once daily, within a 24- hour period set by the district.
Submitted Data Attendance Information Days Present Online Instruction For remote instructional models, schools and districts must take daily attendance. Attendance should be demonstrated in a set 24-hour window that the school establishes and communicates to families prior to the school year. The 24-hour window is not required to be from 12:00 a.m. to 11:59 p.m. Attendance for remote instruction models will be defined to include both participation in class activities and substantive interaction with a licensed or registered teacher during a school day or substantive interactions with educational assistants, paraprofessionals, and TAPP family advocates that support meaningful learning and/or attend to student mental health and well- being. Substantive interactions can be evidenced by any of the following or reasonable equivalents: Active participation in a video class; A meaningful series of two-way communications between student and teacher via chat, text message, communication app or email; A sustained phone call between the teacher or educational assistants/paraprofessionals and the student, or, for younger students, with the parent or guardian of the student.
Submitted Data Attendance Information Days Absent Days Absent is the number of days the student was recorded as absent from school during the reporting period whether excused or unexcused. Beginning in 2019-20, all time spent engaging in school-sponsored extracurricular activities during the official school day (including travel) will be counted as time present in the Cumulative ADM data collection. Executive Numbered Memo 003-2018-19 Absent and Present Reporting in Cumulative ADM
Submitted Data Attendance Information Instructional Hours Instructional Hours is the number of hours of instruction received by a student during the reporting period. Additional Guidance: Hours of Instruction Reporting Cumulative ADM Calculations by Program Type
Submitted Data Attendance Information Full Time Equivalency (FTE) Students participating in more than one-half of the full-day program shall be given a Full Time Equivalency (FTE) of 1.0. Students participating in one-half or less of the full-day program shall be given an FTE of 0.5. FTE for students on block schedules is determined by looking at the student s entire schedule. Program Types 1, 2, and 3 are reported with FTE as either 1.0 or 0.5. Report all kindergarten students in Program Type 15 as 1.0 FTE. ODE will adjust the ADM for these students. Students who are not in a program that offers full-time instruction should be reported with hours of instruction. Hours of Instruction Reporting Guidance
