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Attendance Conference. Murfreesboro Embassy Suites April 17, 2014. The BEP and ADMs. The BEP and ADMs. 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 - PowerPoint PPT Presentation
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Attendance ConferenceAttendance Conference
Murfreesboro Embassy SuitesMurfreesboro Embassy SuitesApril 17, 2014April 17, 2014
The BEP and ADMsThe BEP and ADMs
The BEP and ADMs
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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
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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
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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
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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
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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)
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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 6 – 35%• Month 3 – 17.5% Month 7 – 35%
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ADMs and Positions
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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
ADMs and Positions
13
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
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
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ADMs and Positions
Number of positions generated translate into salary and benefit dollars
15
Total All Professional Positions 540.00
System BEP Instructional Salary x 40,447.00 County CDF x 100.00%
Total Salary Allocation $21,841,380
------------> $21,841,380
Combined Social Security & Retirement Rates x 16.69%
Total Social Security & Retirement Allocation $3,645,326
------------> 3,645,326
Total All Professional Positions 540.00
Insurance Premium Amount x 5,299.20
Total Insurance Premium Allocation $2,861,568
------------> 2,861,568
$28,348,274
ADMs and Other Funding
ADMs generate:• Funding dollars – ADMs are multiplied by a Unit Cost for
supplies, equipment, textbooks, travel, etc.
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Textbooks
Total ADM 6,439 x $ 76.75 = 494,215.97
Classroom Materials & Supplies
reg. k-12 + Opt. 7-9 5,915 x $ 74.50 = 440,672.59
Career Technical 524 x $ 157.75 = 82,696.93
Sp. Ed. 1,797 x $ 36.50 = 65,600.86
Instructional Equipment
reg. k-12 + Opt. 7-9 5,915 x $ 64.25 = 380,043.14
Career Technical 524 x $ 99.75 = 52,291.72
Sp. Ed. 1,797 x $ 13.25 = 23,814.01
Classroom-related Travel
reg. k-12 + Opt. 7-9 5,915 x $ 14.00 = 82,810.96
Career Technical 524 x $ 21.50 = 11,270.90
Sp. Ed. 1,797 x $ 17.25 = 31,003.14
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!
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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
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QUESTIONS?
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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
EIS Attendance Funding DataEIS Attendance Funding Data
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Agenda EIS Attendance Data Student Data Issues EIS Research Queries EIS Attendance Reports EIS Search Features What’s New Helpful Suggestions Questions and Comments
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EIS ATTENDANCE DATAEIS 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 PeriodNote: ADM – Average Daily Membership, ADA – Average Daily
Attendance
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EIS Attendance Website Locationhttps://www.k-12.state.tn.us/Authorize/login.aspx
04/22/2325
EIS Attendance Website Location
04/22/2326
EIS Attendance Website Location, continued
04/22/2327
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
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EIS Data Acknowledgement and Approval
04/22/2329
EIS Data Acknowledgement and Approval
04/22/2330
Only individuals with Approval Access can acknowledge and approve data.
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
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STUDENT DATA ISSUESSTUDENT 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
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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.
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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
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EIS Attendance Website Location
04/22/2336
3704/22/23
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
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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
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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 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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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
04/22/2341
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
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EIS RESEARCH QUERIESEIS RESEARCH QUERIES
EIS Research Queries – Where is it located
04/22/2344
EIS Research Queries
04/22/2345
28 Queries Available27 Queries Available
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
04/22/2346
ADM Audit Detail – Contains students with missing record data
4704/22/23
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
1
Export to Excel
Student Membership List – List of students enrolled
4804/22/23
Narrow search by setting criterion
Export to Excel
Special Education Students – List of special education students enrolled
04/22/2349
Export to Excel
Narrow search by setting criterion
Bus Transportation – List of students enrolled for transportation
04/22/2350
Export to Excel
Narrow search by setting criterion
EIS STANDARD REPORTSEIS STANDARD REPORTS
EIS Standard Reports Location
04/22/2352
23 Reports Available
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
04/22/2353
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EIS Academic Report
04/22/23
Export to Excel
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EIS Special Education Report
04/22/23
Export to Excel
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EIS Vocational Report
04/22/23
Export to Excel
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EIS Search Features
04/22/23
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
04/22/2358
What’s NewWhat’s New
Average Daily Transported
04/22/2360
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.
04/22/2361
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.
04/22/2362
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.
04/22/2363
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 DAYSDays-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.
04/22/2364
65
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 EnrollmentYTD
Bus EnrollmentFor Period
Bus Enrollment1.5 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
04/22/2366
HELPFUL SUGGESTIONSHELPFUL 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
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Contact Information Elfreda Tyler (Local Finance)
• 615-741-8835• [email protected]
Norton McDaniel (Technology)• 615-532-6217• [email protected]
Maryanne Durski• 615-532-9510• [email protected]
EIS Help Desk• 1-800-495-4154 or 615-532-6215• [email protected]
Easy IEP Help Desk– 1-888-212-3162 or 615-253-4027– Easy IEP Message Board- Preferred route for questions– [email protected]
Data Quality (Standard Reports & Research Queries)• [email protected]
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Questions and Comments
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