Attendance Accountability and Membership Michelle Tubbs Assistant Director

Attendance, Accountability and Membership Michelle Tubbs Assistant Director of Data Reporting @Educate. IN

Agenda for Training Attendance, Accountability, Membership Reporting and their Relationships Indiana Department of Education ➔ Understanding Attendance Codes ➔ Understanding & Assigning Accountability ➔ How to report which Virtual Status for Membership ➔ Understanding Impact of Each Data Reported

Understanding the Attendance Codes ➔ In Attendance – student is physically present and in attendance within a school building (brick and mortar) receiving their education ➔ Excused Absence – student is NOT physically present or is NOT receiving their education virtually; student is absent from receiving their education and the absence is deemed Excused by local policy ➔ Unexcused Absence - student is NOT physically present or is NOT receiving their education virtually; student is absent from receiving their education and the absence is deemed Unexcused by local policy Indiana Department of Education

Understanding the Attendance Codes ➔ Exempt – student is not physically present but is participating in one of the activities exempt by statute; this code can be used for a student receiving their education virtually ➔ Suspended – student is serving an Out of School Suspension (OSS); this code can be used for a student receiving their education virtually ➔ Expelled – student is serving an Expulsion; this code can be used for a student receiving their education virtually Indiana Department of Education

Understanding the Attendance Codes ➔ Virtual – Student is NOT physically present within a school building (brick and mortar) receiving their education and instruction virtually (online, distance learning, etc. ) through a virtual school or program for reasons not related to COVID-19. ➔ Virtual due to COVID-19 – Student is NOT physically present within a school building (brick and mortar) receiving their education and instruction virtually (online, distance learning, etc. ) due to any COVID -19 related reason. Indiana Department of Education

Understanding Virtual due to COVID-19 Attendance Virtual due to COVID-19 – possible reasons for use of this code ➔ Parent or Student elects/opts to receive their education virtually due to COVID-19 (doesn’t feel comfortable, doesn’t feel safe, etc. ) ➔ School is shut down (must provide instruction in lieu of in person) due to COVID-19 Mon Tues Wed Thurs Fri Virtual due to COVID-19 Virtual due to COVID-19 Indiana Department of Education

Understanding ‘Virtual due to COVID-19’ Attendance This code can be used for any length of time, including intermittent absences due to COVID-19. ➔ Student becomes exposed or ill and is quarantined due to COVID-19 ➔ School has an altered schedule; student is receiving their education virtually certain days of the week due to COVID-19 Mon Tues Wed Thurs Fri Virtual due to COVID 19 In Attendance Virtual due to COVID 19 Indiana Department of Education

Accountability and COVID-19 ➔ Accountability School ID is the education entity responsible or ‘being held accountable’ for the student enrolled for 162 or more days ➔ Accountability School ID must be configured to educate the grade level of the student; this does not include grade exceptions for student data reporting ➔ Accountability School ID should be the school ID the student would be attending within the district IF the student is receiving their education virtually Indiana Department of Education

Accountability and COVID-19 ➔ Students may be enrolled in a previously established Virtual school for Virtual due to COVID-19 reasons HOWEVER accountability must be assigned back to the ‘home’ school the student would be enrolled if not receiving their education virtually due to COVID-19. ➔ Example: Student would be attending DOE Elementary ID 1111 but due to COVID-19 the student will be receiving their education virtually. The student is enrolled in DOE Virtual school ID 9999 for scheduling and attendance reporting assistance and Accountability is reported with DOE Elementary ID 1111. Indiana Department of Education

Membership and COVID-19 ➔ Students enrolled and receiving instruction virtually more than 50% of the time, including all school days up to and including count date of September 18, 2020, due to any COVID-19 reasons are to be reported with code “C” = COVID-19 Virtual in the Virtual field on DOE-ME/MA/MV. ➔ Based on information known today, students reported as COVID-19 Virtual will continue to generate 100% funding. ➔ Students reported as COVID-19 Virtual will show in the Virtual “NO” counts on the Membership Summary report. Indiana Department of Education

Membership and COVID-19 ➔ Students enrolled and receiving instruction virtually more than 50% of the time, including all school days from January 1, 2021 up to and including count date of February 1, 2021, due to any COVID-19 reasons are to be reported with code “C” = COVID-19 Virtual in the Virtual field on DOE-ME/MA/MV. ➔ Based on information known today, students reported as COVID-19 Virtual will continue to generate 100% funding. ➔ Students reported as COVID-19 Virtual will show in the Virtual “NO” counts on the Membership Summary report. Indiana Department of Education

Membership and COVID-19 Schools will need to determine if a student is receiving more than 50% of their instruction virtually when a hybrid or alternate schedule is in place. Students receiving instruction virtually or in the building on count day with a hybrid or alternate schedule does not automatically qualify the student as Not Virtual or COVID-19 Virtual. Mon Virtual due to COVID-19 Example: Not considered a COVID-19 Virtual Student Indiana Department of Education Tues In Building Wed Thurs Virtual due to COVID-19 Friday Count Date In Building Example: Considered a COVID-19 Virtual Student

Membership and COVID-19 ➔ Students enrolled and receiving instruction virtually more than 50% of the time NOT for any COVID-19 reasons are to be reported as “Y” = Yes in the Virtual field on DOE-ME. ➔ Students reported as Virtual-Yes will generate 85% funding. Indiana Department of Education

Where Attendance, Accountability, Membership Data is Reported 2020 -2021 School Year Reporting ➔ Accountability data will come from the Real Time/Enrollment Mobility reporting in the STN Application Center. ➔ Membership data will come from data reported in the STN Application Center. ➔ Attendance data will come from data reported through the Data Exchange Validation portal. Indiana Department of Education

Data Audits of Attendance, Accountability and Membership data will be conducted by the department to ensure accuracy of the data. ➔ Students reported on Membership as COVID-19 Virtual should have Attendance data reported with Virtual due to COVID-19 ➔ Students reported on Membership as COVID-19 cannot be enrolled in a recognized Virtual School or Program ➔ Students reported on Membership as Virtual last year and reported as Virtual due to COVID-19 will be reviewed ➔ Students with enrollment in a Virtual School reporting Membership and Attendance as Virtual due to COVID must have a “brick and mortar” building ID reported for Accountability Indiana Department of Education

Attendance, Accountability or Membership Memos Reporting Virtual Students on ADM for the 2020 -2021 School Year Memo Guidance for Accurate Tracking of Student Attendance Memo Guidance on School Responsibilities for Adhering to Instructional Time and Student Attendance Requirements Memo Indiana Department of Education

Questions about Attendance, Accountability or Membership? Data Exchange Attendance Reporting Guidance can be found under the Data Layout Tab on the Data Reporting Help Website Help Ticket, Select Category→ Data Exchange: help. doe. in. gov/ Email: dataexchange@doe. in. gov Contact your SIS Vendor Indiana Department of Education