Murfreesboro Embassy SuitesSeptember 9 - 11, 2015

Elfreda Tyler, Director of Funding Data

Attendance Conference

ATTENDANCE FUNDING EIS DATA

Attendance Data Timeline

• FY16 Average Daily Membership (ADM)/Average Daily Attendance (ADA) data will be used to:

– Calculate the first estimated growth payment in January, 2016 and final growth payment at June 30, 2016.

– Calculate FY17 Basic Education Program (BEP) estimates in April 2016, May 2016 and June 2016, and final allocation in July, 2016.

– Calculate Weighted Full Time Equivalent Average Daily Attendance (WFTEADA) for local funding splits in February 2016.

– Provide data for 2016 Report Card and 2016 Annual Statistical Report

– Provide data for the 2016 National Center Education Statistic (NCES) Report

Attendance Funding Data

• EIS Attendance Funding website is populated from EIS and is updated Monday – Friday.

• Exceptions (Manual Input to EIS Attendance Funding website)– Adult High School– GED

• Acknowledgement vs Approval on EIS Attendance Funding website– Acknowledging Data

• ADM/ADA period data should be Acknowledged by the 15th of each month, beginning with 1st period being acknowledged by Oct. 15.

• The acknowledgement provides assurance that the data is being reviewed.

• Data is not locked in. Revisions can still be made.

– Approving Data• Data will be locked in and considered final.

• No further revisions made to data will be updated on website.

• ADM/ADA year end data should be Approved by June 15.

BEP Funded ADMs

• ADMs drive the BEP funding formula.

• ADMs generate funding for:– Positions – teachers, supervisors, assistants.

– Supplies, equipment, textbooks, travel, capital outlay, etc.

• Funding periods and weights (used to represent yearend ADMs)– Month 2 – 12.5% Month 6 – 35%

– Month 3 – 17.5% Month 7 – 35%

• Fifth month ADMs are pulled by individual school– Used to determine the number of school-based positions that are funded in

the BEP formula.• Principals

• Assistant principals

• Librarians

• School secretaries

EIS Queries and Reports

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.

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.

Student Transportation

Transportation Data

• Transportation data is submitted in 3 reports.

– Student Information – Located on the EIS Attendance Funding website, Average Daily Transportation (ADT) report.

– Bus Information – Located in EIS Data Reports, Buses query. – Transportation Personnel Information - Located in EIS Data Reports,

Transportation Employees query.

• Transportation reports are acknowledged and approved separate from the attendance data. The button is found on the ADT report on the Attendance Funding website.

– Period data is Acknowledged

– Yearend data is Approved

•Any District that submits any one of the three reports must Acknowledge and Approve their transportation report.

Average Daily Transportation (ADT) report• ADT report is located on the EIS Attendance Funding website (

https://www.k12.state.tn.us/attdfundeis/AttdFund.asp).

• Data is derived from the student transportation report (Extract 45) that are uploaded into EIS.

• ADTs will self-populate from EIS every Monday – Friday.

• Funded ADT data will be downloaded from the EIS Attendance Funding website.

ADT report, cont’d

• EIS Extract 45 (Student Transportation)– Completed by all districts who have students enrolled for transportation,

regardless of who provides the transportation. The student’s record will reflect the assigned bus number for both A.M. and P.M. transportation and the estimated miles transported (miles lived from zoned school).

– The ADT report Captures:• Students that are enrolled for transportation, meet the mileage requirement, and who are present any

part of the day.

– Includes all students transported on standard buses that are in grades K-12 who live 1½ miles or more from zoned school.

– All students transported on specially equipped buses regardless of the grade or the number of miles transported. Usually special education students.

– Present for transportation includes EIS attendance codes (EIS manual Appendix F)

» P – Present for Attendance

» T – Excused Absence, but Present for Transportation

» X – Unexcused Absence , but Present for Transportation

• All students who meet the above criteria are included in ADT calculation with the exception of the following:

– Out of state, non-resident student

– Pre-Kindergarten (unless special equipped bus rider)

• Isolated students will be identified under bus “ISO”. This will be an aggregate number.

– Includes cases where transportation cannot be furnished to a child due to road conditions or remoteness of the area. The student must live more than 1½ miles from the nearest bus route.

District Bus Report

• Bus report is located in EIS Data Reports/Queries (https://doe1.tn.gov/EISReporting/Main.aspx).

• Data is derived from the bus information report (Extract 15) that is uploaded into EIS.

• Data reports are updated Monday – Friday.

• School bus information is acknowledged and approved when the transportation report on the attendance funding website is acknowledge / approved.

• Funded bus information will be downloaded from EIS.

District Bus Report, cont’d

• EIS Extract 15 (District Bus)– Completed by all districts who provide student transportation.

– List of buses available to transport students. • Includes all buses (spare, activity, special education, and regular) used to transport students,

regardless of ownership.

• Includes buses used to transport students for other districts.

• All buses in which students are enrolled for transportation to or from school should appear on this report and reconcile with the Average Daily Transportation by Period report on the EIS Attendance Funding website, otherwise the ADTs will not be included for funding.

• Regular buses that run multiple routes can be identified with a capital suffix other than “S” through “Z” to distinguish each route. Use capital letters only. The routes can be combined for reporting purposes.

• Special Equipped buses must be identified and reported separately. These buses should be identified by the use of a capital letter suffix of “S” through “Z”. Use capital letters only. Any bus number ending in “S-Z” will be considered special equipped and counted as a special education bus.

District Bus Report. cont’d

• EIS Extract 15 (District Bus)– Captures detailed bus information.

• Bus Number- Numeric, alpha-numeric• Specially Equipped – Is bus equipped with special equipment?• Daily One Way A.M. Miles – Used in the BEP funding calculation.

– total one-way miles travelled from wherever bus is parked in A.M. to the last school drop-off in the A.M.

– If a bus is used for multiple routes, report bus once. Extract should reflect bus number with total miles travelled for all routes.

– Total number of isolated students will be identified under bus # “ISO” to capture mileage.

• Bus Type (Type A, B, C, D) – http://state.tn.us/sos/rules/0520/0520-01/0520-01-05.20130729.pdf

• Year Began Operations – School year the bus first became operational by the district. • Inspected – Is bus inspection current?• Private – Is bus owned by someone other than district?• Wheel Chair lift – Is bus equipped with wheel chair lift?• Commercial Advertisement – Does bus contain commercial advertisement of any kind on its

interior or exterior?• Occupant Restraints – Does bus contain restraints for all occupants?• Two Way Communication – Is bus equipped with two way communication?• Type of Fuel – Gas, Diesel, CNG• GPS System – Is bus equipped with a GPS system?• Air Conditioned – Is bus equipped with air condition?

District Bus Report, cont’d

• EIS Extract 15 (District Bus)– Captures bus incident information.

• Total Number of Accidents

‒ Personal Injury Accidents – Number of accident that involve injury to a student(s).

‒ Property Damage Accidents – Number of accidents involving damage to bus or other real or personal property.

• Number of Personal Injuries

‒ Treated and Released – Number of students treated and released for their injuries.

‒ Hospitalized Overnight or Longer – Number of individuals requiring hospitalization.

‒ Fatalities on/off Board – Number of deaths on/off the bus.

Note: Number of Personal Injuries may or may not equal number of Personal Injury Accidents. It depends on how many students, if any, where injured during the incident.

Transportation Employees Report

• Employees report is located in EIS Data Reports/Queries (https://doe1.tn.gov/EISReporting/Main.aspx).

• Data is derived from the bus personnel report (Extract 16) that is uploaded into EIS.

• Data reports are updated Monday – Friday.

• Transportation employee information is acknowledged and approved when the transportation report on the EIS Attendance Funding website is acknowledge / approved.

Transportation Employees Report, cont’d

• EIS Extract 16– Completed by all districts who provide student transportation.

– Captures transportation employee information• Includes all personnel, employed and contracted, responsible for transporting

students to or from school for any district.– Regular Drivers – number of individuals that are designated as daily bus drivers to

transport students to and from school (regular, special education, and contracted drivers).

– Substitute Drivers - number of individuals that are designated as substitute drivers to transport students to and from school (regular, special education, and contracted drivers)

– Bus Assistants – Number of bus assistants that have been assigned to regular or special education buses.

• Employed Bus Drivers with CDL – Number of regular and substitute drivers that are employed by the district.

• Contracted Bus Drivers with CDL - Number of regular and substitute drivers that are contracted by the district.

• Full Time Mechanics – Number of full time mechanics employed by district.

Transportation Employees Report, cont’d • EIS Extract 16– Bus Garage and Maintenance – Does district own and operate a

school bus garage and perform bus maintenance?

– Mechanics Maintenance on non-bus Vehicles – Does the bus garage mechanics perform maintenance on non-school bus vehicles?

EIS Transportation Reports

Bus Report

Bus Number Bus EnrollmentBus Enrollment 1.5

Miles or Greater

Attendance for

TransportationADT SE ADT Total Bus Miles

4 1 1 22 1.08

45S 21.5 21.5 401.5 20.07

45R 26 26 505 25.23

50V 88 88 1,754.50 87.68

55 110.5 110.5 2,161.00 108.02

65E 252.5 252.5 5,031.50 251.53

ISO 5 5 90 4.5

Would not be considered in

ADT calculation

Mileage comes

from District

Buses report, if

possible

ADT Report

Dist #

District

Name

Regular

Drivers

Substitute

Drivers

District

Employed Bus

Drivers w/ CDL

Contracted Bus

Drivers w/ CDL

Bus

Assistants

(Non-Driver)

Bus

Garage

& Maint.

Mechanics

non-bus

Vehicles

Full Time

Mechanics

999 State 6 5 11 0 2 Y N 4

Note: Regular and Substitute drivers should equal Employed and Contracted Bus Drivers w/ CDL

Employee Report

Dist #District

Name

Bus

No.

Specially

Equipped

Daily

One

Way

Miles

Bus

Type

Year Began

Operation

Inspected Private Wheel

Chair

Lift

Comm.

Advert.

Total No.

Accidents

Personal

Injury

Accidents

Treated &

Released

Hopitalized

Overnight

Fatalaties

on Board

Fatalaties

off Board

Property

Damage

Accidents

Occupant

Restraints

Two-

Way

Comm.

Audio/

Video

Surv.

Type of

Fuel

GPS

System

Air

Cond.

999 State 4 N 33 A 2008 Y Y N N 0 0 0 0 0 0 0 N Y Y DIESEL N N

999 State 45 Y 100 A 2013 Y Y Y N 5 4 6 1 0 0 1 N Y Y DIESEL N Y

999 State 50V N 50 A 2013 Y Y Y N 1 0 0 0 0 0 1 Y Y Y GAS N Y

999 State ISO 60

2. Total Number of Accidents should equal Personal Injury and Property Damage accidents.

3. Personal Injury Accidents may or may not equal to the sum of Treated & Released, Hospitalized Overnight, and Fatalities On and Off Board.

Depends on how many pupils, if any, were injured in each accident.

Note: 1. This report should include all buses listed on the EIS Attendance Funding website.

Transportation Data

• Notes:

– Attendance and Transportation departments must work together and communicate to insure accurate data is being reported.

– Adhere to reporting deadlines, especially the approval deadline, otherwise the districts BEP funding may be affected.

– Reconcile and review the reports, monthly.

– Keep me updated on any reporting problems.

– Assign one individual that will serve as a liaison that will research and answer any reconciliation questions. Please send me the name and contact information on this individual.

Contact Information

• Elfreda Tyler (EIS Attendance Funding Website)– (615) 741-8835– Elfreda.Tyler@tn.gov

• Norton McDaniel (EIS)– (615) 532-6217– Norton.McDaniel@tn.gov

• EIS Help Desk (EIS)– (800) 495-4154 or (615) 532-6215– eis.help@tn.gov

• Easy IEP Help Desk (Special Education)– (888) 212-3162 or (615) 253-4027– Easy IEP Message Board- Preferred route for questions– Sheryn.Ordway@tn.gov

• Data Quality & Integrity (Policy and Procedure)– education.dataquality@tn.gov