SAAR Submission Process Brad Kennedy Program Consultant II Student Tracking and Data Branch Division of District Support 1 Agenda Overview Preparation Low Attendance Weather Days Submission ID: 771440
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SAAR Submission Process Brad Kennedy, Program Consultant II Student Tracking and Data Branch Division of District Support 1
Agenda Overview Preparation Low Attendance Weather Days SubmissionVerification Process 2
3 Brad Kennedy Overview of SAAR Report
4 Brad Kennedy SAAR Report Submission Steps
5 Brad KennedyThe Superintendent’s Annual Attendance Report (SAAR) provides year-end attendance information used to calculate the school district’s enrollment, membership, average daily membership (ADM), percent of attendance, home hospital ADA and adjusted average daily attendance (AADA) Purpose
6 Brad KennedyThe SAAR is due to KDE by June 30It is strongly encouraged that districts submit and verify their reports as soon as possible after the last student day of the school year Due Date
7 Record Description Record 1 Calendar Record 2 Enrollment/ReenrollmentRecord 3Withdrawals Record 5Ethnic Count (R2 – R3 = R5)Record 7Aggregate AttendanceRecord 9Non-contract/Overage-Underage Attendance Record H Home Hospital Attendance Record L Five Low Attendance Days (Automatically subtracted from base) Record W Ten Low Attendance Weather Days (Up to 10/Chosen by district) SAAR Focus Area Records
SAAR Preparation 8
Non-Traditional Instruction Days Non-Traditional Days LinkRecord N = Non-Traditional Instruction Days (NTI) can be used on a day when school facilities are closed due to a weather or health/safety related issue. A Non-Traditional yearly plan must be approved by KDE, prior to the new school year. NTI days are considered a school day with instruction. No transportation is calculated for N days Path >System Administration> Calendar>Calendar> Days9Brad Kennedy
10 SAAR Page Link Quality Review Process
11 Brad KennedyReview Data Checklist:State Enrollment Overlap ReportEthnicity (Enrollment + Reenrollment) – Withdrawals = Ethnic Count Missing Enrollment End Status Kindergarten Full-Day/Half-Day Indicator Student Schedule Gap Period Schedule Gaps (Include Passing Time) Overlapping T-Codes/Missing T-CodesNon-Resident StudentsNon-Contract StudentsOverage/Underage Suspension/ExpulsionPartial Day StudentsHome Hospital Students Preparing for the SAAR
Record 7 - Aggregate Days Attendance and Absences State Enrollment Overlap Path: Student Information>Reports>State Enrollment OverlapDescription: Enrollment overlaps occur when the begin/end dates of one primary enrollment overlap with that of a second primary enrollment record for the same student. KDE will not process a district SAAR until all overlaps of more than one day are corrected. Action: Correct enrollment overlaps. 12
Record 5 - Ethnic Count Run Records 2 and 3 of SAAR Select extract format of PDF, All Calendars, and date range should be blankEthnic Count R2 (Enrollment + Reenrollment) – R3 (Withdrawals) = R513
Record 3 Withdrawals Missing Enrollment End Status Report Path: KY State Reporting>Edit Reports>Missing Enrollment End Status ReportDescription: Identifies students who have an enrollment with an end date but no associated end statusAction: Add an end status to enrollment 14
15 The appropriate kindergarten code is selected from the dropdown menu: BDK: Full and Half Day Kindergarten FDK: Full Day KindergartenHDK : Half Day Kindergarten Path: System Administration> Calendar>Calendar> Grade LevelsKindergarten Attendance
16 Note: Virtual and Performance-Based courses should no longer create a schedule gap as you should be using a placeholder. If there is no placeholder then a gap will show, this does need to be corrected. Student Schedule Gaps Path: KY State Reporting>KDE Reports>Schedule Gap Report Description: Used to locate student schedule gapsAction: Correct any schedule gaps for any dates shown on this report. Perform this for any withdrawn students as well, since they do affect the attendance reports. Record 7 –Aggregate Days Attendance and Absence
Record 7 – Aggregate Days Attendance and Absence Audit Overlapping T Codes Path: Ad Hoc Reporting>Filter Designer>State PublishedDescription: Student records with overlapping transportation codes need to be corrected. Run this query for each school. Action: Correct any overlapping transportation records. 17
18 Ad hoc to find missing end-dated studentsPath: Adhoc > Filter Designer > State Published > Student Audit End-dated T-Code Record Record 7 –Aggregate Days Attendance and Absence
Record 7 – Aggregate Days Attendance and Absence Audit Missing T-Codes Path: Ad Hoc Reporting>Filter Designer>State PublishedDescription: All students should have a T-Code associated with their school enrollment records. Action: Run the Missing T-Code filter for each school. Assign a transportation code and enter a date segment for students. 19
20 Close Gaps in Period Schedules Path: System Administration> Calendar> Calendar> Periods Tab Passing times are included in the class time Record 7 – Aggregate Days Attendance and Absence
Record 9 -Non-Contract/Overage/Underage Non-Resident Non-Contract StudentsPath: Ad Hoc Reporting>Filter Designer>State Published >Student Audit Non-Resident Non-Contract Description: Student Audit Non-Resident Non-Contract ad hoc identifies students who are non-residents and do not have a contract agreement Action: Verify these students reside outside the district and the districts do not have a contract between themVerify all students who are non-resident/non-contract are on the list21
22 Note: The ‘Resident District’ value should be maintained by the district to indicate the resident district of any student who does not reside in the district. If students on this ad hoc do not reside outside of your district, remove the resident district from their enrollment. Non-Resident Contract Students Path: Ad Hoc Reporting>Filter Designer>State Published >Student Audit Nonresident Contracts Description: The Student Audit Non-Resident Contracts ad hoc identifies students who are non-resident and do have a contract agreementAction: Verify that non-resident students have a contract on file. Record 9 -Non-Contract/Overage/Underage
23 Below is the proper set up for a Non-Contract studentPath: Student Information > General > Attendance Group Tab Record 9 -Non-Contract/Overage/Underage
24 Below is proper set up for a Contract student Path: Student Information > General > Enrollments Record 9 -Non-Contract/Overage/Underage
Record 9 -Non-Contract/Overage/Underage Overage/Underage Path: KY State Reporting>Edit Reports> Overage/Underage ReportDescription: Identifies underage/overage students for further review. Action: Check the list for accuracy of student DOB or that all students with a waiver are correctly identified Run this report for “All Schools, All Calendars”25
26 Brad KennedyAdjusted Average Daily Attendance The state of Kentucky provides funding for 50% (half) of kindergarten ADA, even if a school district chooses full day of kindergarten. This funding adjustment is made after submission of the SAAR to KDE. Kindergarten RetentionIf a student is retained in kindergarten with a grade level of 00 for the first year and 00 for the second year, grade 00 will be adjusted for the second year also. (= ½ SEEK ADA) Adjusted AADA - Kindergarten
27 Brad KennedyUnderage There are two categories for Underage students:Grade 00 students are considered “Underage” for the entire year if their 5th birthday occurs after August 1 st of the reporting year. Grade 01 students are considered “Underage” for the entire year if their 6 th birthday occurs after August 1st of the reporting year. Record 9 Non-Contract/Overage/Underage
28 Brad KennedyNote: This code should not be used for a student under 21 that has not received their diploma. Grade 14 - Special Education Students participating in Alternate Assessment Student must turn 17 years of age on or before October 1st of current school year Must have progressed through a grade 12 assessments State Grade Level 20Post-Secondary Taking adult classesMarked state exclude Scheduled into a calendar marked Exclude Record 9 Non-Contract/Overage/Underage
29 Note: Sometimes this report shows errors when days are shortened, but they are not actually errors. Path: Behavior >Reports>Behavior Attendance Audit Description: The Behavior Attendance Audit Report identifies students who were suspended and have invalid data because: Attendance data was not entered properly to match a behavior resolutionBehavior resolution doesn’t match attendance data for a state coded suspension.Action: The suspension code SSP3 – Out of School Suspension requires the proper state attendance code of S.Suspension Attendance
Expulsion Expulsion Attendance Report Path: KY State Reporting>Edit Reports>Expulsion Attendance ReportDescription: Identifies those students who were expelled Action: State expulsion code SSP2 for Expulsion Not Receiving Services requires that a student have a standard attendance event of Absent / Unexcused for all attendance days from the start date to the end date of the behavior resolution. 30
31 Audit Partial Day Path: Ad Hoc Reporting>Filter Designer>State Published> Student Audit Partial Day Description: Identifies students with a Partial Day attendance group. ( i.e., Students with IEPs whose LRE is partial day.) Action: Ensure that the setup is correct for partial day students. Verify start date, start time and end time match the student’s IEP (as applicable)State Attendance Groups
32 Audit Home Hospital Path: Ad Hoc Reporting>Filter Designer>State Published Description: Identifies students in the HH attendance Action: Ensure that attendance is marked properly Any student eligible for HH must be put in the HH attendance group State Attendance Groups
33 Brad KennedyBase Aggregate Days Present (R7) + Adjustment Aggregate Days Present (R7) + (Last Year’s SAAR AADA * (Sum of Weather Days, NTI days) – Low Attendance Weather (RW), NTI Days, Aggregate Low Attendance Days Present (RL), Aggregate Days Present (R9)) divided by Number of Days Taught minus 5 R7 + R7 adjustment + AADA (W+N) – (W–N-RL-R9) Instructional Days – 5 Calculation of SAAR AADA
Low Attendance Days 34
35 Brad KennedyNote: Five Low Attendance Days are automatically selected by the system. Low Attendance Weather Days (L) are selected by the district. After the quality assurance checks, perform the following: Run District Daily Attendance Report Check to see if any days are less than last year’s AADA Enter appropriate Low Attendance Weather Days (L) – Up to 10 days Low Attendance Days
36 Brad KennedyDistrict Daily Attendance ReportUse the prior year e-mail to view last year’s AADA Without Adjustments Low Attendance Days
37 Brad Kennedy Low Attendance Days
38 Brad KennedyPath: KY State Reporting>SAAR Report>District Daily Attendance Previous Year AADA = 593.5 The District Daily Attendance Report should be used to determine low attendance weather days (L) Low Attendance Days
39 Brad KennedyPath: System Administration > Calendar > Calendar > Days Low Attendance Days
40 After the five (5) lowest attendance days are deducted, a district may request an adjustment for up to ten (10) additional days when district attendance was low due to weather-related conditions if all schools were in session. In the example we chose five. If the district’s request is approved, the aggregate attendance for each day is deducted and replaced with prior year ADA, prior to calculating the district’s ADA. Districts must keep documentation in the central office supporting the weather-related conditions that impacted attendance. Previous Year AADA = 593.5 Low Attendance Days
41 Brad KennedySAAR Report Low Attendance Days
Submission Process 42
43 Brad Kennedy Generate the SAAR – State Format and PDF Archive the PDF in a secure location Submit SAAR through KDE Website Submit SAAR Report HERE SAAR Submission
44 Brad KennedyStepsExtract “State Format” (Fixed width) FormatDate Range - leave the date fields blankReport Selection marked as “All Reports” Enter in last year’s Full SAAR AADA (relative for low attendance weather days) Select “All Calendars” Click Generate Report File name saved as SAARXXX.YY (XXX = District Number, YY= School Year) SAAR011.19Submit file to KDE. SAAR Submission
45 Brad Kennedy Each district’s SAAR State Format file is submitted via the internet on the KDE website at: Submit SAAR here SAAR Submission
46 Brad KennedyNote: Errors must be corrected before submission process is complete. School district personnel may consult KDE SAAR contact person for questions regarding errors. Submitted file goes through error check process Any errors found are listed on this page SAAR Submission
47 Brad Kennedy Once errors are corrected, the submission process is completed via the KDE website Please enter names as they appear in the global E-mail list SAAR Submission
48 Brad Kennedy Once your file is submitted, it is reviewed at KDE Your district will be contacted if KDE finds any discrepancies KDE will send the SAAR Summary back to you for verification Once all districts have sent KDE an official email message verifying their SAAR, the process is complete SAAR Submission
SAAR Verification 49
SAAR Submission After submitting your SAAR Report through the Submission process, you will receive four reportsGo through each report and verify the numbersOnce your district is in agreement with the reports, your superintendent must send a verification e-mail50
51 D1 + D2 = M x (N + O) AADA Summary Attendance Report SAAR Submission
52 Full Day Attendance Adjustment ReportIncludes V/PB, Suspension, Expulsion SAAR Submission
53 Transportation Comparison ReportSAAR Submission
54 Transportation ADA Summary SAAR Submission
SAAR Submission Verification E-mail must be sent by the Superintendent to brad.kennedy@education.ky.govWhen the verification e-mail is sent, the SAAR process is complete.55
56 Brad KennedyKDE is available for questions during the SAAR submission process. Please contact Ronda Devine for information and assistance: (502) 564-5279, ext. 4417 or via email at brad.kennedy@education.ky.gov KDE Contact Information
Appendix 57
Common Error Messages Record 5 Error MessageInvalid ethnicities – The state ethnicity code does not match the federal ethnicity code. In some cases, the system does not automatically change to the current code. Missing or an invalid CO1 end status “No Show” box must be checked Record 7 Error Message Students enrolled in the grade level but all enrollments were end dated before the end of the year Student/students were enrolled part of the year, but not there at the end of the year Students in Virtual/Performance Based Classes (Gap in schedule)Attendance but no enrollment or re-enrollment58
59 If it does not fix the problem, then you will have to put in a ticket with IC. 1. Invalid ethnicities – The state ethnicity code does not match the federal ethnicity code. In some cases, the system does not automatically change to the current code Record 5 Error
60 Change the CO1 status to the appropriate code 2. Missing or an invalid CO1 end status Record 5 Error
61 Use the ad hoc as a search and enter appropriate end statuses. End Status Missing for Many Students Record 5 Error
62 If the start status is an ‘NS No Show,’ be sure and put the proper end status 3. “No Show” Box Must Be Checked Record 5 Error
63 1. No matching Record 5 (Membership for this Record 7 attendance/absenceStudents were enrolled in the grade level but all enrollments were end dated before the end of the yearRecord 7 Error
64 2. Days taught entered without attendance A Record 7 error message may be a warning. If this error message appears and all students in the grade for the error who are in Virtual/Performance Based Classes, the gap in their schedule will cause this to appear Record 7 Error
65 3. No matching record 2 (enrollment) for this Record 7 (attendance/absence) May be caused if there was attendance but no enrollment or re-enrollment. There could be a ‘no show’ and most likely the only enrollment in that grade Record 7 Error
66 4. Error was caused by an EC student in Grade 14 EC student came to school, finished classes before the end of the year, then left, aging out within the time frame Record 7 Error