Attendance Conference
Murfreesboro Embassy Suites
April 17, 2014
The 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
9
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 3 – 17.5%
Month 6 – 35%
Month 7 – 35%
11
ADMs and Positions
Teachers
Regular
K-3
1,719

20.0
=
86.00
4-6
1,341

25.0
=
54.00
7-9
1,622

25.0
=
64.50
10-12
1,145

22.08
=
52.00
12
ADMs and Positions
Special
Education
Option 1
533

91
=
6.00
Option 2
555

73
=
7.50
Option 3
285

46
=
6.00
Option 4
130

25
=
5.00
Option 5
162

15
=
11.00
Option 6
0

2
=
0.00
Option 7
79

10
=
8.00
Option 8
40

6
=
6.50
Option 9
0

0
=
0.00
Option 10
12

10
=
1.00
13
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
Total All Professional Positions
540.00
System BEP Instructional Salary
County CDF
Total Salary
Allocation
x
x
Combined Social Security & Retirement Rates
Total Social Security & Retirement
Allocation
x
$21,841,380
----------->
$21,841,380
----------->
3,645,326
----------->
2,861,568
16.69%
$3,645,326
Total All Professional Positions
Insurance Premium Amount
Total Insurance Premium
Allocation
40,447.00
100.00%
540.00
x
5,299.20
$2,861,568
$28,348,274
15
ADMs and Other Funding
 ADMs generate:
• Funding dollars – ADMs are multiplied by a Unit Cost for
supplies, equipment, textbooks, travel, etc.
Textbooks
Total ADM
Classroom Materials & Supplies
reg. k-12 + Opt. 7-9
Career Technical
Sp. Ed.
Instructional Equipment
reg. k-12 + Opt. 7-9
Career Technical
Sp. Ed.
Classroom-related Travel
reg. k-12 + Opt. 7-9
Career Technical
Sp. Ed.
6,439
x
$ 76.75
=
494,215.97
5,915
524
1,797
x
x
x
$ 74.50
$ 157.75
$ 36.50
=
=
=
440,672.59
82,696.93
65,600.86
5,915
524
1,797
x
x
x
$ 64.25
$ 99.75
$ 13.25
=
=
=
380,043.14
52,291.72
23,814.01
5,915
524
1,797
x
x
x
$ 14.00
$ 21.50
$ 17.25
=
=
=
82,810.96
11,270.90
31,003.14
16
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
• http://www.comptroller1.state.tn.us/orea/
• See legislative brief
 State Board of Education
• http://www.tn.gov/sbe/bep.html
• BEP Blue Book – up to date data on BEP components
• Recommendations of BEP Review Committee
18
QUESTIONS?
19
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:
1-800-232-5454
Notifications can also be submitted electronically at:
http://www.comptroller.tn.gov/hotline
20
EIS Attendance Funding Data
21
Agenda
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
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




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 DATA
EIS Attendance Data









Academic ADM/ADA
Vocational ADM/ADA
Special Education ADM
5th 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
https://www.k-12.state.tn.us/Authorize/login.aspx
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25
EIS Attendance Website Location
4/8/2015
26
EIS Attendance Website Location, continued
4/8/2015
27
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
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EIS Data Acknowledgement and Approval
Only individuals with Approval
Access can acknowledge and
approve data.
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EIS Attendance Data Timeline
 ADM/ADA period data should be Acknowledged by the 15th of each
month, beginning with 1st period being acknowledged by Oct. 15.
 ADM/ADA year end data should be Approved by June 15.
 FY 13-14
• 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 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
4/8/2015
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4/8/2015
37
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 pullout
 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
4/8/2015
41
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 QUERIES
EIS Research Queries – Where is it located
4/8/2015
44
EIS Research Queries
27 Queries
Available
28 Queries
Available
4/8/2015
45
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
4/8/2015
46
 ADM Audit Detail – Contains students with missing record data
Export to Excel
1
4/8/2015
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
47
 Student Membership List – List of students enrolled
Narrow search by setting
criterion
Export to Excel
4/8/2015
48
 Special Education Students – List of special education students enrolled
Narrow search by setting
criterion
Export to Excel
4/8/2015
49
Bus Transportation – List of students enrolled for transportation
Narrow search by setting
criterion
Export to Excel
4/8/2015
50
EIS STANDARD REPORTS
EIS Standard Reports Location
23 Reports Available
4/8/2015
52
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
4/8/2015
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EIS Academic Report
Export to Excel
4/8/2015
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EIS Special Education Report
Export to Excel
4/8/2015
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EIS Vocational Report
Export to Excel
4/8/2015
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EIS Search Features
4/8/2015
57
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
4/8/2015
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What’s New
Average Daily Transported
4/8/2015
60
Transportation Report
 Beginning in FY2014-15, 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.
 FY2013-14 transportation data can be located on the
Attendance Funding website for current year
comparisons.
4/8/2015
61
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.
4/8/2015
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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.
4/8/2015
63
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.
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Superintendent's Transportation ADT Report - By Period
School Name: District Level
Current as of: 4/4/2014 8:10:01 AM
Run Date: 4/4/2014 12:27:42 PM
Bus Enrollment
YTD
Bus Enrollment
For Period
Bus Enrollment
1.5 Mile or Greater
for Period
Attendance for Transportation
Bus #
AM
PM
Total
AM
PM
Total
AM
PM
Total
AM
PM
Total
ADT
01
0.00
4.50
4.50
0.00
4.50
4.50
0.00
4.50
4.50
0.00
9.00
9.00
0.45
03
41.50
47.50
89.00
36.50
42.00
78.50
36.50
42.00
78.50
73.00
84.00
157.00
7.85
05
42.00
51.50
93.50
33.00
42.00
75.00
32.50
41.00
73.50
65.00
82.00
147.00
7.35
07
37.00
45.50
82.50
32.00
37.50
69.50
32.00
37.50
69.50
64.00
75.00
139.00
6.95
09
26.50
34.50
61.00
23.50
29.50
53.00
23.50
29.00
52.50
47.00
58.00
105.00
5.25
11
30.00
48.00
78.00
24.00
41.00
65.00
24.00
41.00
65.00
48.00
82.00
130.00
6.50
99
22.50
21.50
44.00
20.50
20.00
40.50
20.50
20.00
40.50
41.00
40.00
81.00
4.05
FAST
2.50
24.00
26.50
2.50
23.00
25.50
2.50
23.00
25.50
5.00
46.00
51.00
2.55
SE
3.00
3.00
6.00
2.50
2.50
5.00
2.50
2.50
5.00
5.00
5.00
10.00
0.50
fast
0.00
1.00
1.00
0.00
1.00
1.00
0.00
1.00
1.00
0.00
Total
205.0
281.0
486.0
174.5
243.0
417.5
174.0
241.5
415.5
348.0
481.0
829.0
41.45
65
4/8/2015
66
HELPFUL SUGGESTIONS
What you should do
 Know District EIS contact
• http://www.state.tn.us/education/eis/ - 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 – http://www.tn.gov/education/eis/
 Share your knowledge and findings with others in/out of your
district, including the State
68
Contact Information

Elfreda Tyler (Local Finance)
• 615-741-8835
• Elfreda.Tyler@tn.gov

Norton McDaniel (Technology)
• 615-532-6217
• Norton.McDaniel@tn.gov

Maryanne Durski
• 615-532-9510
• Maryanne.Durski@tn.gov

EIS Help Desk
• 1-800-495-4154 or 615-532-6215
• eis.help@tn.gov

Easy IEP Help Desk
– 1-888-212-3162 or 615-253-4027
– Easy IEP Message Board- Preferred route for questions
– Sheryn.Ordway@tn.gov

Data Quality (Standard Reports & Research Queries)
• education.dataquality@tn.gov
69
Questions and Comments
70