Oregon Department of Education Annual Cumulative ADM 2023-24 Training Data
Important information regarding the training data for Annual Cumulative ADM 2023-24 owned by Amanda Leopard of the Oregon Department of Education. The content includes guidelines, collection dates, general reminders, collection purposes, and key details related to enrolled date and end date codes.
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Annual Cumulative ADM 2023-24 Training Data Owner: Amanda Leopard May 9, 2024 Oregon Department of Education 1
Agenda General Reminders Collection Dates Collection Purpose Important to Annual Enrollment Date and End Date End Date Codes Session Days Days Present Days Absent Full Time Equivalency (FTE) Additional Help and Contacts Online Resources ODE Data Collection Team Regional ESD Partners & ODE Helpdesk Upcoming Trainings Oregon Department of Education 2
General Reminders If a student is enrolled through the end of the school year, their end date should reflect the weekday following the student s last day of school. Resident County refers to the county where the student's parents or guardians live, or where the student lives in the case of legally emancipated minors or students over 18. It is nota reflection of the district s county. Students may not be reported in two districts during the same period of time. If you receive an overlap error, use the contact information for the other data submitter listed in the error message to work together to ensure appropriate documentation of a transfer is sent or received. The Essential Skill requirements for the Oregon Diploma have remained suspended for the 2023-24 school year. Oregon Department of Education 3
Collection Dates Reporting Period July 1, 2023 June 30, 2024 Collection Window Open May 16, 2024 July 15, 2024 Collection Window Closed to All July 16, 2024 July 17, 2024 Audit Review Window Open to All July 18, 2024 July 26, 2024 Collection Closed (Opened by Request and Second Round Audits) July 29, 2024 May 2, 2025 Oregon Department of Education 4
Collection Purpose State School Fund Final enrollment numbers for funding Graduation and Dropout Reporting 2023-24 Graduation Rates (credential reporting) Additional Validations for 3rd Period CumADM Compared against Third Period Cumulative ADM for Audits Oregon Department of Education 5
Important to Annual Cumulative ADM Enrolled Date End Date End Date Codes Credentials and Diploma Types Session Days Days Present Days Absent Oregon Department of Education 6
Enrolled Date The Enrolled Date should reflect the first day of the student s actual attendance in an institution or program type. Do not confuse this with the day a student registers. The Enrolled Date for a Program Type 14 record should be the date the reported outcome occured. Oregon Department of Education 7
End Date The End Date is the weekday after the student withdrew from the institution or the program type either through early withdrawal, a change of circumstances, or at the end of the period or school year. If the student is still enrolled at the end of the period, the ADM End Date should reflect the first weekday after the end of the period. The date on which the ADM End Date occurs may not be counted as a day present or a day absent. Example: If the student is still enrolled at the end of the school year, June 6, the student s Annual ADM record should have an End Date of June 7. If the student withdraws prior to the end of the period or prior to the end of the school year, the ADM End Date should reflect the first weekday following their withdrawal. The date on which the ADM End Date occurs may not be counted as a day present or a day absent. Example: The student s last day of enrollment was September 21, 2023. Their End Date would be reported as September 22, 2023. Oregon Department of Education 8
End Date Codes ADM End Date Codes are used to indicate the student s status in an institution or program type at the end of the record. All students who are enrolled in grade 7 or higher must have an appropriate ADM End Date Code associated with their enrollment record(s). If the student is also enrolled in an EL program (ADMProgTypCd 2) or is receiving Pregnant and Parenting Services (ADMProgTypCd 3) , the ADM End Date Code on those records should be 00. There are 6 groups of ADM End Date Codes (Additional Guidance is available in the Cumulative ADM End Date Codes document). Expected to Continue (1A-1D) Student Transfers (2A-2D) No Longer Receiving Educational Services (3A-3F) Credentials and Completion (4A-4G) Not Enrolled, Expected to Return (5A-5E) Deceased or Returned after Completion (6A-6B) Oregon Department of Education 9
End Date Codes 1A-1D Expected to Continue Code Name Description Same School and Program Students are in the same school and program 1A Different School within Same District Students are in a different school (or in a different program within a school) within the same district 1B Same District No Particular School Students are in the same district and receiving education services, but not assigned to a particular school 1C Same District School Not Specified Students are in the same resident district but no specific school information was available 1D Oregon Department of Education 10
End Date Codes 2A-2D Student Transfers Code Name Description Enrolled in Another District Students are enrolled in another public, degree-granting school district or public agency in the same state 2A Enrolled in Non-Public School or Setting 2B Students are enrolled in a nonpublic K 12 school or setting in the same state Enrolled in Another State or Country Students are enrolled in a public or nonpublic school in another state or outside the United States 2C Enrolled in Public Agency Students are enrolled in another state public agency other than a school district, in the same state. 2D Appropriate documentation is required to use these codes, for example, records requests, or notification of ESD home school registration. Oregon Department of Education 11
End Date Codes 3A-3F No Longer Receiving Educational Services Code Name Description Withdrew for Personal or Academic Reasons* 3A Students withdrew for personal or academic reasons Students exceeded age requirements, including any religious or cultural age limits recognized by state law or policy 3B Exceeded Age Requirements Removed For Reasons Other Than Health Students were removed from the education system for reasons other than health, and they are not expected to return 3C Enrolled in Adult Education Students enrolled in adult education, or some type of education program that does not lead to a diploma or other credential recognized by the state 3D Not Enrolled Status Unknown Students are not enrolled and their status is unknown (including students dropped from the rolls for excessive truancy) 3E Students who did not re-enroll by October 1 as expected after completing the prior school year. Enrollment Code 3F is only allowed after October 1st. End dates on the Annual ADM record must be May 1 or later and is used for students who completed the school year. Completed Prior School Year and Did not re-enroll as expected 3F * Requires a Withdrawal Factor Code Oregon Department of Education 12
3A Withdrew for Personal or Academic Reasons Withdrawal Factor Codes Code Name Description 00 Not Applicable Not Applicable 11 Pregnant or Student Parent Pregnant or student parent 12 Working > 15 Hrs/Wk Working more than 15 hours per week 19 Attended 3 or More Schools Attended three or more high schools overall (including this one) 35 Frequent Discipline Referrals Frequent discipline referrals 45 Too Far Behind Too far behind in credits to catch up 53 Substance Abuse Substance abuse 64 Peer Pressure Student felt peer pressure to not achieve or to leave school 69 Lack of Parental Support Lack of parental support for education 71 Dysfunctional Home Dysfunctional home (parental substance abuse, parents absent, etc.) 73 Other Factor Other factor designated by this school Oregon Department of Education 13
End Date Codes 4A-4B Credentials and Completions and Diploma Type Codes Code Name Description Met Requirements for and was Awarded a HS Diploma Students completed an approved program of study, met all state or district requirements for a high school diploma, and were awarded a high school diploma. Student does not intend to participate in post-graduate scholars program. 4A* *Diploma Type Code Required Completed Diploma-Track Program and Did Not Meet Requirements for HS Diploma Students completed an approved program of study for high school completion, but did not meet all state or district requirements for a diploma 4B Diploma Type Codes Code Name Description 0 Not Applicable Not Applicable 1 Regular High School Diploma A regular high school diploma that meets all the district and state requirements 2 Modified High School Diploma A modified high school diploma that meets all of the district and state requirements 3 Adult High School Diploma An adult high school diploma issued by a community college 4 Extended High School Diploma An extended high school diploma that meets all of the district and state requirements Oregon Department of Education 14
End Date Codes 4C-4F Credentials and Completions Code Name Description 4C Completed Non Diploma-Track Program and Received Certificate Students completed a program of study that did not address state diploma requirements and received a certificate of achievement or attendance [e.g., special education students in Individualized Educational Programs (IEP) not receiving modified diploma] 4D Completed Vocational Program and Received Certificate Students completed a vocational education program and earned a certificate recognized by the state or district 4E Received HS Diploma Equivalency Certificate (i.e. GED) Students passed an equivalency examination through an approved program, such as the GED; and met other state or district requirements for a high school equivalency certificate or diploma 4F* Met Requirements for a HS Diploma, not yet awarded Students met all state or district requirements for a high school diploma, but were not awarded a diploma and are continuing their enrollment. Must be followed up with a program type 4A or 4G and enrolled less than 4 years. *Diploma Type Code Required Oregon Department of Education 15
End Date Codes 4G Credentials and Completions Code Name Description 4G* Met Requirements for and was Awarded a HS Diploma, Continuing to Post Graduate Scholars Program Students completed an approved program of study, met all state or district requirements for a high school diploma, and were awarded a high school diploma. Students qualified for and intend to participate in a Post Graduate Scholars program. *Diploma Type Code 1 or 2 Required Use End Date Code 4G When: The student has been enrolled in high school for 4 or more years and has satisfied the requirements for a regular high school diploma. Student is expected to participate in post-graduate scholars for the next year. Note: All enrollment occurring after the student meets the qualifications as a post-graduate scholar should be reported using ADM Program Type Code 16 (Post- graduate Scholars). SB 1537 Reporting Policy Guidance Oregon Department of Education 16
Questions? Oregon Department of Education 17
Summer Diplomas (July 1 August 31) Students who were enrolled prior to June 30, 2024 and granted a diploma between July 1, 2024 and August 31, 2024 should be reported with a Program Type 14 in 1st Period Cumulative ADM for 2024-2025 with the actual credential award date. If the award date was on or before August 31, 2024, the student still counts as a 23-24 school year graduate. Students awarded their diploma after the last day of school must be reported with a Program Type Code 14 record and the enrolled date on this record should reflect the date the student earned their diploma. If the student earned the diploma prior to July 1, 2024, you may report them in Annual Cumulative ADM. Oregon Department of Education 18
End Date Codes 5A-5E Not Enrolled, Expected to Return Code Name Description 5A Not Attending for Disciplinary or Other Eligibility Reasons Students are not attending for disciplinary or other eligibility reasons, but are eligible to enroll at a later date 5B Not Receiving Services Due to Long Term Medical Condition Students have a long-term medical condition, or are in drug treatment or a rehabilitative center, that prevents them from receiving services, but are eligible to return to school 5C Enrolled in a Foreign Exchange Program Oregon students are enrolled in a foreign exchange program, and are eligible to return to school in the United States 5D Enrolled in an Early Admission College Program Students are enrolled in an early admission college program but are eligible to return to graduate (such students often re-enroll and graduate on the same day) 5E Withdrawn and Under Compulsory Attendance Age Students are under the age for compulsory school attendance and withdrawn from school (usually for reasons of immaturity), but are eligible to return Oregon Department of Education 19
End Date Codes 6A-6B Deceased or Returned after Completion Code Name Description 6A Died or Permanently Incapacitated Students have died or are permanently incapacitated 6B Returned After Receiving Completion Credential and Exited Again Students have returned to school after receiving a completion credential or after they reached the age until which the state guarantees a free, appropriate public education; and have subsequently exited school 6B Example: Students who continue their enrollment after being reported in ADM as receiving a modified diploma and then exited again without earning a regular diploma. Oregon Department of Education 20
Session Days Session Days signify prescheduled weekdays during which the majority of students within the same school/grade level are scheduled to be present under the guidance and direction of appropriately licensed instructional staff, and there is an expectation that the majority of students within the school/grade level would be in attendance. Session Days should increase for all students, regardless of their enrollment dates, for each Cumulative ADM period that the school and grade has classes. The number of session days should be the same for all students in the same school and grade. Some grades have more or fewer session days than other grades in the same institution, such as grade 12 students who may end earlier than the rest of a school, or kindergarten students who may start late. The session days should accurately reflect situations like these. Days in which attendance is optional and additional days provided that are outside the bounds of the time scheduled for the majority of students in the school/grade level may not be counted as a day in session. Summer school may not be counted as session days. Oregon Department of Education 21
Days Present Days Present is the number of days the student was recorded as attending school during the reporting period. Program Types 1, 2, and 3 Students enrolled in a full-time program are reported with Days Present in full-day or half-day increments. For a student assigned an FTE of 1.0, they must be present for more than half of the morning to be counted as present for the morning, and present for more than half of the afternoon to be counted as present in the afternoon. If a 0.5 FTE student attends at any time during the day, the student is counted as present for the full day. Program Type 15 Kindergarten students in half-time programs should be reported as whole days present/absent and are counted as present for the entire day if they are present for any portion of that day. Oregon Department of Education 22
Days Absent Days Absent is the number of days the student was recorded as absent from school during the reporting period whether excused or unexcused. Beginning in 2019-20, all time spent engaging in school-sponsored extracurricular activities during the official school day (including travel) will be counted as time present in the Cumulative ADM data collection. Executive Numbered Memo 003-2018-19 Oregon Department of Education 23
Full Time Equivalency (FTE) Students participating in more than one-half of the full-day program shall be given a Full Time Equivalency (FTE) of 1.0. Students participating in one-half or less of the full-day program shall be given an FTE of 0.5. FTE for students on block schedules is determined by looking at the student s entire schedule. Program Types 1, 2, and 3 are reported with FTE as either 1.0 or 0.5. Report all kindergarten students in Program Type 15 (Half-Day Kindergarten) as 1.0 FTE. ODE will adjust the ADM for these students. Only use Program Type 15 for KG students in programs that do not meet the minimum number of instructional hours for the year. KG students in full time programs should use Program Type 1. Students who are not in a program that offers full-time instruction should be reported with hours of instruction. Hours of Instruction Reporting Guidance Oregon Department of Education 24
Questions? Oregon Department of Education 25
Online Resources Cumulative ADM Resources Webpage Cumulative ADM Manual Cumulative ADM Audits & Review Manual Cumulative ADM Additional Guidance Documents Cumulative ADM Contacts First Period Cumulative ADM 2023-24 Training (Updates for this year) Data Collection Committee (DCC) Meetings (Zoom Registration) Assessment and Accountability Update (Subscribe) Oregon Department of Education 26
ODE Data Collections Team Amanda Leopard Research Analyst 503-508-6472 amanda.leopard@ode.oregon.gov Robin Stalcup Research Analyst (971) 208-0241 robin.stalcup@ode.oregon.gov Data Collections/Validations: Cumulative ADM Institutions Data Collections/Validations: Fall Membership/ Student Enrollment Class Size IUID Ryan Clark Research Analyst (971) 208-0471 ryan.clark@ode.oregon.gov Paul Skomsvold Research Analyst (971) 208-0296 Paul.Skomsvold@ode.oregon.gov Data Collections/Validations: Class Roster Staff Position Staff FTE/Ethnicity/Retention Staff Assignment 9th Grade On Track Data Collections/Validations: Graduation/Dropout Reporting Regular Attenders 9th Grade On Track Oregon Department of Education 27
Additional Help & Contacts Regional ESD Partners ODE Helpdesk Karen Brown Smith (800) 706-4447 x 3124 karen.brown@imesd.k12.or.us For Technical Help (File Upload Issues, SSID Merges, Application Issues) (503) 947-5715 Peter Campbell (800) 706-4447 x 3203 ODE.Helpdesk@ode.oregon.gov peter.campbell@imesd.k12.or.us Oregon Department of Education 28
Upcoming Trainings Find the Registration Links and Available Documentation on the ODE District Training Page Editing and Checking Assessment Data, Third Period Cumulative ADM, and English Learners for Accountability Reporting 2023-24 Thursday, May 16, 2024 @ 2pm Summer Validations (Student Enrollment, Regular Attenders, and Student Mobility Validations) Thursday, May 23, 2024 @ 2pm Oregon Department of Education 29
twitter.com/ORDeptEd | fb.com/ORDeptEd Thank you! Oregon Department of Education 30
