These are my notes from a presentation by Mike Mays of the Oklahoma State Department of Education on April 6, 2011, in Oklahoma City about “Guidelines for Oklahoma ASR: Annual Statistical Report.” This was shared as part of the First Year Superintendents’ Conference sponsored by the Oklahoma State Department of Education. MY THOUGHTS ARE IN ALL CAPS.

Annual Statistical Report Audit
– this results in a large portion of your school district’s state funding
– accuracy is very important!

In past you had to have at least 175 instructional days taught
– HB 1864 started with hours calendar, you could have 170 days

You can have up to five professional development days, you cannot have more

MY COMMENT: WHAT A SIGNIFICANT STATEMENT THAT IS….

Check each of your site calendars, and make sure these all match:
– days taught
– professional development days
– parent/teacher conference days
– days missed for weather
– total days

If any sites don’t match, you need to complete an exception report
– exception sites are those that have a different calendar or number of days taught
– emergences: fire, tornado
– alternative education
– Co Op classes

MY COMMENT: ENTIRELY TEXT-BASED PRESENTATIONS 100% DEVOID OF ALL GRAPHICS / IMAGES LIKE THIS ALWAYS REMIND ME OF PRESENTATION ZEN / PECHA KUCHA IDEAS

Site exceptsions
– separate calendar is setup by home school
– serving school-home school dates/calendar must match
– serving school sends attendance to the home school periodically (every 2 weeks / quarterly)

Annual Statistical Report Audit
– statement of membership form should match what you have in your own computerized attendance system

Prepare to run reports only ONCE: lots of attention to detail is critical / important
– make sure attendance issues are resolved (students can’t be registered as attending at more than one school at a time)
– make sure all entries have been made
– make no changes once you begin to run your reports!

EG&L (entry gain/loss) summary sheets for each quarter for each site are now called “Summary of Membership, Attendance and Transportation”
– do a report each quarter for each site
– do an annual summary report
– make sure your four quarterly reports add up to your end of year report
– be sure to stop and correct the report of the summaries don’t match!

Run attendance registers by quarter and by grade
– check for errors, like entries in which a student is shown as absent before they have been entered into your school system
– students cannot be coded as “E1” (subscript “1”) until a student is physically there
– sometimes there are issues here with ‘rollover attendance’

Run transportation registers by quarter and by grade
– check totals against EG&L quarterly summaries
– to maximize transportation: make certain students are placed back on transportation after suspension and if moving to another site in the district

Run 1 annual roster for each site by grade
– used to check gains and losses
– used to check birthdates for underage students
– remember to ID and ‘move’ underage students in those grades prior to entering data in the WAVE

Remember to run reports ALL on the same day, run for ALL sites including site exceptions

Pair attendance with transportation
– for each grade, by quarter: pair attendance with transportation
– example: Middle school notebook, 6th grade attendance followed by 6th grade transportation, then 7th grade attendance followed by 7th grade transportation, arranged by quarter

Annual Statistical Report Audit
– list of suspensions
– list of students with 10 consecutive absences
– documentation of out of home placement students

Enter data on the WAVE
– enter data from summary in notebook
– proofread carefully, noting columns and sequence
– ‘buddy proofread’
– confirm ony after checking numbers and ‘sense’

Be sure principals sign site affidavit that goes with attendance registers
– this certifies that what they submit is true to the best of their knowledge

ONLY ONE PERSON IN THIS ROOM OF 60 NEW SUPERINTENDENTS IS ON THE OLD CALENDAR, EVERYONE ELSE HAS SWITCHED TO THE HOURS CALENDAR

Days to Hours Worksheet is interactive, includes parent/teacher conference hours
– If you have more than 2 parent/teacher conferences, it won’t let you enter those

Even if you instructional day is 7 hours, you just get credit for 6 hour parent/teacher conference day

Don’t include hours for your parent/teacher conferences as part of your instructional hours
– don’t double count those days, that is a common error

If you’ve added time because of snow/ice days, you have to complete an additional line on the report

1050 instructional hours are required to maintain state aid!
– total hours must meet or exceed 1080
– there is no room for error with this

old schoolphoto © 2009 Vita | more info (via: Wylio)
MY COMMENT: THIS IS A DRY SESSION BUT THIS IS THE PRIMARY WAY WE PAY SCHOOLS TODAY: BASED ON HOW MANY KIDS WERE IN SCHOOL WARMING SEATS. I AM WONDERING WHERE WE HAVE STATES NOT PAYING SCHOOLS BASED ON SEAT TIME? IS ANYONE INNOVATING OUT OF THIS SEAT TIME MODEL OF SCHOOL FINANCE? INQUIRING MINDS WANT TO KNOW. 🙂

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