tasbo conference november 15, 2012 eis and adm: attendance reporting 3
TRANSCRIPT
TASBO ConferenceNovember 15, 2012
EIS and ADM:Attendance Reporting
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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
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
Timeline
FY 12-13– 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
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
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
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Data Flow
TN Department of Education – Information Services
Top Five Issues
Duplicate enrollment Demographic data Enrollment and withdrawal dates Student schedules Check errors
#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
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#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
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#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
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#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
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#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
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What you can do now
Know your district EIS contact– http://www.state.tn.us/education/eis/
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
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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)
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Contact Information
Elfreda Tyler (Local Finance)– 615-741-8835– [email protected]
Norton McDaniel– 615-532-6217– [email protected]
Maryanne Durski– 615-532-9510– [email protected]
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Questions, Comments and Anecdotes
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