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 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 4/8/2015 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 4/8/2015 29 EIS Data Acknowledgement and Approval Only individuals with Approval Access can acknowledge and approve data. 4/8/2015 30 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 36 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 53 EIS Academic Report Export to Excel 4/8/2015 54 EIS Special Education Report Export to Excel 4/8/2015 55 EIS Vocational Report Export to Excel 4/8/2015 56 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 58 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 62 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. 4/8/2015 64 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