TASBO Conference November 15, 2012

EIS and ADM: Attendance Reporting 3

Agenda  Why the change to EIS for ADM numbers  Timeline  Flow of Data  Top Five Issues  What you should be doing now  Best Practices from LEA’s  Questions, Comments and Anecdotes 4

Why the change?  FY 11 Audit of Tennessee Department of Education raised several issues: –How was data on Attendance Website verified by TDOE? –Self-reporting of ADM, ADA data by LEA’s –EIS attendance data used in some cases, but not for BEP funding 5

Timeline  FY –EIS data will be used to calculate the first estimated growth payment in January –EIS data will be used to calculate FY14 BEP estimates in April, May and June –EIS data will be sued to calculate final growth payment at June 30, 2013 –EIS data will be used to calculate FY14 Final BEP allocation in July 6

Timeline (continued)  ADM/ADA numbers need to be finalized by June 15, 2013  Use this year to identify and correct issues  Training of attendance personnel is critical, especially at the point of data entry 7

Timeline (continued)  Attendance website will self-populate from EIS  Exceptions –Adult High School –GED Options  Acknowledgement versus Approval –Asking LEA’s to acknowledge the numbers on the Attendance Website each month –Aware that the numbers may not be correct at this point in time –The acknowledgement provides an assurance that the numbers are being looked at –Approval will be at the end of the year 8

Data Flow TN Department of Education – Information Services 9

Top Five Issues  Duplicate enrollment  Demographic data  Enrollment and withdrawal dates  Student schedules  Check errors 10

#1 Duplicate Enrollment  Two schools have overlapping enrollment for the same student where at least one day is an attendance date in both schools  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 11

#2 Demographic Data  Look the student up 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  Enter correct Social Security Number or pin number  Check for prior enrollments and enter the correct ethnicity and race(s) for the student 12

#3 Enrollment and Withdrawal Dates  Enrollment date should be the first day a student was in attendance in your school  Many schools wait 10 days before withdrawing a student  Withdrawal date should be the first day the student was not in attendance at your school 13

#4 Student Schedules  Students are not always fully 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 14

#5 Check 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  Student and/or student records may be rejected due to “fatal errors” – this data will not be included in ADM and ADA  Make corrections to the errors and update EIS 15

What you can do now  Know your district EIS contact –  Be looking at differences between EIS data on the Attendance website and data from your local student management software reports  Communicate with all district stakeholders  Training is critical 16

Best Practices  Share with others and with the State anything you have found to be helpful  We’re in this together – ready to help any way we can! –Technology (Norton and Company) –Local Finance (Maryanne’s team) 17

Contact Information  Elfreda Tyler (Local Finance) –  Norton McDaniel –  Maryanne Durski –

Questions, Comments and Anecdotes 19