2008-09 Average Daily Attendance (ADA) Reporting – Due June 19, 2009

ADMINISTRATIVE LETTER: 51
POLICY CODE: JHBB

TO: Superintendents of Schools
FROM: Susan A. Gendron, Commissioner
DATE: June 4, 2009
RE: 2008-09 Average Daily Attendance (ADA) Reporting – Due June 19, 2009

Each school administrative unit is required to complete and submit the web-based Average Daily Attendance Reporting form for each school in their unit. Submission of this information will provide the necessary student membership and attendance data for the current school year (2008-09) in order to meet State and federal reporting requirements.

This information is required for State and federal reporting for the following reasons:

The No Child Left Behind Act (NCLB) requires states to identify schools not making Adequate Yearly Progress (AYP) based on academic and non-academic measures. Maine uses attendance rates as its non-academic measure for determining the AYP status for elementary and middle schools.
Other State and federal requirements govern the collection of secondary attendance data.
This data is used in the calculation of federal funds for school units in Maine.

The ADA form is now accessed through the Infinite Campus system. While the access mechanism has changed, the form is exactly the same as in previous years.

https://maine.infinitecampus.org

To access the web form, you will need to use the same superintendent login ID used for the School Approval Digital Signature.

Once you have logged into Infinite Campus, click on the Average Daily Attendance Form under ME State Reporting. This will take you to the ADA application. Once you are inside the ADA application, if your school administrative unit has multiple schools, there will be a link for each school. If you have a combined elementary/secondary school, you will have two separate forms to complete; one form for the elementary portion of the school and one form for the secondary portion – there will be separate links for the elementary portion and the secondary portion.

Instructions for the completing the attendance data:

Elementary/Middle Schools (grades PK-8):

The elementary/middle school report(s) collect attendance data for several NCLB-defined subgroup classes, including gender, ethnicity, special education (students with an IEP) status, economically disadvantaged status (free & reduced lunch), limited English proficiency status, and migrant student status. For each of these fields, please indicate the following in the white boxes:

Aggregate Attendance – This is the aggregate number of pupils “attending”, or present each day.
Example: The aggregate attendance would be the sum of the daily attendance totals. This is not to be confused as an average. The number we are looking for is an aggregate total. This is obtained by summing the daily attendance totals for each day throughout the school year.

Aggregate Membership – This is the aggregate number of pupils “belonging”, whether present or absent each day.
Example: Assuming your total student population equals 100 students and you never had any students enroll after the first day of school, the aggregate membership would be the sum of the potential daily attendance or in this case 175 days multiplied by 100 students for a total Aggregate Membership of 17,500.

Number of instructional days – please indicate the number of instructional days for this school – no less than the State minimum is 175 days unless the Commissioner granted a waiver.

Once the data in the white boxes has been completed, please click on the “Submit Form” button. After your submission is completed, the following information is automatically generated:

Aggregate daily attendance rate
Aggregate attendance for the entire school
Aggregate membership for the entire school.

Note: For schools not using a computerized student information system, the information being requested can be found on the Elementary/Secondary School Register, Page 10, Lines 11 and 12 located at www.maine.gov/education/forms/misteam/supplies/admsupply.htm .

We appreciate your quick response to this request. The DUE DATE is JUNE 19, 2009.

If you have questions, please contact:

Rick Bergeron - (207) 624-6799 - Enrollment Questions – richard.bergeron@maine.gov
Rachelle Tome - (207) 624-6705 - NCLB Subgroup Questions and AYP Status Questions – rachelle.tome@maine.gov