Attendance Schedules A1 - A8

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Directions For Schedule A-1 (Religious Holidays Semester 1)

Only attendance on religious holidays occurring during the first semester of the 2016-17 school year and duly recognized as such by a resolution of the board of education should be reported on this schedule. Aggregate attendance of each religious holiday listed should be reported on this schedule for all grade levels. Do not list any religious holidays which had no adverse impact on school attendance.

 

Directions For Schedule A-2 (Attendance Semester 1)

Possible aggregate attendance reported on line 1 represents the sum of the total daily membership (number of students on the school register on a given day) for each day of session reported on line 4.

 

Aggregate attendance reported on line 2 represents the sum of the total daily attendance (number of students actually attending school on a given day) for each day of session reported on line 4.

 

Schedule A2 lines 1 and 2 shall include attendance data for:

Resident students in kindergarten through grade 12 (or equivalent ungraded programs), which is the total of the number of enrolled students that could have attended school on all days of session divided by the number of days of session

Non-resident students (in-state and out of state) attending the district full time but not resident students enrolled full time in another district;

Indian students that are residents of any portion of a reservation located wholly or partially in New York State;

Students living on federally owned land or property;

Resident students receiving home or hospital instruction (not home-schooled students), including students receiving instruction through a two-way telephone communication system.

Note:  On Schedule A2, do not include the aggregate attendance days for students enrolled at Tech Valley High School located in Albany, NY, which is jointly operated by Albany BOCES (019000) & Questar III (499000).

Actual session reported on line 4 represents the number of days during the first semester when students were required to attend school and attendance was recorded. Do not include Regents examination days or full-day superintendent's conference days when attendance was not recorded.

 

Line 8:  The amounts reported on this line are used in the calculation of average daily membership (ADM) as defined in section 3602 (1) l of the Education law. In addition to these attendance counts, ADM also includes the FTE enrollment of resident pupils attending charter schools, equivalent attendance of students not on the regular day school register, FTE enrollment of pupils with disabilities in BOCES programs, and the average daily attendance of nonpublic school students in career education, gifted and talented, and special education programs of the public school district as authorized by section 3602-c of the Education Law. These additional components of ADM are reported elsewhere on the Form A attendance forms.

 

Directions For Schedule A-3 (Religious Holidays Semester 2)

Only attendance on religious holidays occurring during the second semester of the 2016-17 school year and duly recognized as such by a resolution of the board of education should be reported on this schedule. Aggregate attendance of each religious holiday listed should be reported on this schedule for all grade levels. Do not list any religious holidays which had no adverse impact on school attendance.

 

Directions For Schedule A-4 (Attendance Semester 2)

Possible aggregate attendance reported on line 1 represents the sum of the total daily membership (number of students on the school register on a given day) for each day of session reported on line 4.

 

Aggregate attendance reported on line 2 represents the sum of the total daily attendance (number of students actually attending school on a given day) for each day of session reported on line 4.

 

Schedule A4 lines 1 and 2 shall include attendance data for:

 

Resident students in kindergarten through grade 12 (or equivalent ungraded programs), which is the total of the number of enrolled students that could have attended school on all days of session divided by the number of days of session;

Non-resident students (in-state and out of state) attending the district full time but not resident students enrolled full time in another district;

Indian students that are residents of any portion of a reservation located wholly or partially in New York State;

Students living on federally owned land or property;

Resident students receiving home or hospital instruction (not home-schooled students), including students receiving instruction through a two-way telephone communication system.

Note:  Do not include the aggregate attendance days for students enrolled at Tech Valley High School located in Albany, NY, which is jointly operated by Albany BOCES (019000) & Questar III (499000).

Actual session reported on line 4 represents the number of days during the second semester when students were required to attend school and attendance was recorded. Do not include Regents examination days or full-day superintendent's conference days when attendance was not recorded.

 

Line 8:  The amounts reported on this line are used in the calculation of average daily membership (ADM) as defined in section 3602 (1) l of the Education law. In addition to these attendance counts, ADM also includes the FTE enrollment of resident pupils attending charter schools, equivalent attendance of students not on the regular day school register, FTE enrollment of pupils with disabilities in BOCES programs, and the average daily attendance of nonpublic school students in career education, gifted and talented, and special education programs of the public school district as authorized by section 3602-c of the Education Law. These additional components of ADM are reported elsewhere on the Form A attendance forms.

 

Note:  For aid purposes ADM also includes the FTE enrollment of resident pupils attending charter schools, equivalent attendance of students not on the regular day school register, FTE enrollment of pupils with disabilities in BOCES programs, and the average daily attendance of nonpublic school students in career education, gifted and talented, and special education programs of the public school district as authorized by section 3602-c of the Education Law. These additional components of ADM are reported elsewhere on the Form A attendance forms.

 

(ENTRY 12) ACTUAL [2 decimals]

(See schedules A-1 through A-4. When data are entered on Schedules A-1 through A-4 the Average Daily Attendance (ADA) is calculated when saved and moved to A-4 Entry 12.

 

(ENTRY 12) PROJECTED [0 decimals]

Enter your best estimate of the unweighted average daily attendance during both semesters of 2017-18 school year for 1/2 day kindergarten classes. Use the average daily attendance for 2016-17 reported in A-4 Entry 12 of the actual column as a guide. Note that this is a projection and is 0 decimals.

 

(ENTRY 13) ACTUAL [2 decimals]

(See Schedules A-1 through A-4). When data are entered on Schedules A-1 through A-4, the Average Daily Attendance (ADA) is calculated when saved and moved to A-4 Entry 13.

 

(ENTRY 13) PROJECTED [0 decimals]

Enter your best estimate of the average daily attendance during both semesters of the 2017-18 school year for grades K-3. Use the average daily attendance for 2016-17 reported in A-4 Entry 13 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

 

(ENTRY 14) ACTUAL [2 decimals]

See Schedules A-1 through A-4). When data are entered on Schedules A-1 through A-4, the Average Daily Attendance (ADA) is calculated when saved and moved to A-4 Entry 14.

 

(ENTRY 14) PROJECTED [0 decimals]

Enter your best estimate of the average daily attendance during both semesters of the 2017-18 school year for grades 4-6. Use the average daily attendance for 2016-17 reported in A-4 Entry 14 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

 

(ENTRY 15) ACTUAL [2 decimals]

See Schedules A-1 through A-4). When data are entered on Schedules A-1 through A-4, the Average Daily Attendance (ADA) is calculated when saved and moved to A-4 Entry 15.

 

(ENTRY 15) PROJECTED [0 decimals]

Enter your best estimate of the average daily attendance during both semesters of the 2017-18 school year for grades 7-12. Use the average daily attendance for 2016-17 reported in A-4 Entry 15 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

 

(ENTRY 16) ACTUAL [2 decimals]

See Schedules A-1 through A-4). When data are entered on Schedules A-1 through A-4, the Average Daily Membership (ADM) is calculated when saved and moved to A-4 Entry 16.

 

(ENTRY 16) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2017-18 school year for 1/2 day kindergarten classes. Use the average daily membership for 2016-17 reported in A-4 Entry 16 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

 

(ENTRY 17) ACTUAL [2 decimals]

(See Schedules A-1 through A-4). When data are entered on Schedules A-1 through A-4, the Average Daily Membership (ADM) is calculated when saved and moved to A-4 Entry 17.

 

(ENTRY 17) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2017-18 school year for grades K-3. Use the average daily membership for 2016-17 reported in A-4 Entry 16 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

 

(ENTRY 18) ACTUAL [2 decimals]

(See Schedules A-1 through A-4). When data are entered on Schedules A-1 through A-4, the Average Daily Membership (ADM) is calculated when saved and moved to A-4 Entry 18.

 

(ENTRY 18) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2017-18 school year for grades 4-6. Use the average daily membership for 2016-17 reported in A-4 Entry 16 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

 

(ENTRY 19) ACTUAL [2 decimals]

(See Schedules A-1 through A-4). When data are entered on Schedules A-1 through A-4, the Average Daily Membership (ADM) is calculated when saved and moved to A-4 Entry 19.

 

(ENTRY 19) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2017-18 school year for grades 7-12. Use the average daily membership for 2016-17 reported in A-4 Entry 16 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

 

Directions For Schedule A-5 (Days of Session Matrix)

The Days of Session Matrix is the basis for determining that a minimum of 180 days of session was provided in all schools and grade levels as required by Education Law 3604(7). Use the "enter grade" column only if a group of students in a grade grouping fails to have 180 days of total session (line 6), but all other students in the grade grouping do have 180 days of session. If the "enter grade" column is used, you must complete and send a "Session Deviation Worksheet," Form SA-129D, to the State Education Department, State Aid Office, in order to calculate a short session deduction for the students failing to have 180 days. Enter the requested data by grade grouping as follows:

 

Line 1.  Days when attendance was recorded are those days when students came to school, attendance was taken and a full day of instruction was scheduled or a half day of instruction was scheduled and a half day superintendent's conference was held. The sum of  Lines 4 from Schedule A2 and A4 for each grade group should be the same as the number reported in Line 1 of Schedule A5.

 

Line 2.  Days when Regents and/or Basic Competency examinations were administered are those days when such examinations were being administered at the secondary level and attendance was not taken nor instruction scheduled. This entry generally applies only to grades 9-12, but may in certain instances apply to lower grade levels when grade 9-12 students are housed in the same school facility and such lower grades and class schedules for all such grades are disrupted by the examinations since staff are required to properly administer the examinations. Under no circumstances should the district assume and claim perfect attendance for aid purposes on such days. A maximum of 4 Regents Days may be claimed for semester 1 and a maximum of 9 Regents Days may be claimed for semester 2. These days include the rating day.

 

Line 3.  Days when superintendent's conferences were held are those days used for general staff orientation, curriculum development, in-service education or parent-teacher conferences. All districts may claim up to 3 superintendent's days for each grade level, and, if at least two of the days are related to implementing higher learning standards and assessments, a total of 4 days may be claimed. In such cases district may also use one or more of the four superintendent's conference days in units of not less than one hour each. Such hours may be used before, during or after regularly scheduled daily hours of pupil instruction. If used before or after regularly scheduled daily hours of pupil instruction, a total of five hours of such staff development activities may be counted as one superintendent's conference day.

 

Line 4.  Extraordinary condition days are those days, up to five, on which school was not in session because of extraordinarily adverse weather conditions, impairment of heating  facilities, insufficiency of water supply, shortage of fuel, lack of electricity, natural gas leakage, unacceptable levels of chemical substances, or the destruction of a school building either in whole or in part, and for which the Commissioner determines that the school district cannot make up such missed days of instruction by using for the secondary grades all scheduled vacation days prior to the June Regents and for the elementary grades all scheduled vacation days prior to the last day of the June Regents. Commissioner' written approval is required. Special exceptions may be allowed for half day kindergarten classes as indicated at the bottom of the schedule. Pursuant to Education Law Section 3604(7), requests for an excusal of extraordinary conditions days must be submitted to State Aid for approval. Instructions and the form for filing a request for excusal of session days for grades other than half day kindergarten can be found on Form A, Schedule A-8 in SAMS. A link to a valid school calendar for the school year requested is required to be submitted. Once approval has been granted by the Department, the State Aid Office will enter the approved extraordinary condition days into SAMS.

 

Line 5.  Excused days for half day kindergarten classes due to teacher workshops or parent teacher conferences are those days when a half day conference disrupts the normal schedule of either the AM or PM kindergarten classes, but other grade levels are in attendance for the half of the day not devoted to the conference. There may be no more than 1 day difference claimed between a.m. and p.m. sessions.

 

Line 6.  Total days should equal the sum of all days reported on lines 1 through 5.

 

Directions for Schedule A-6 (Decimal Days of Actual Session Worksheet)

If any group of students in a grade grouping (AM K, PM K, K-3, 4-6, 7-8, or 9-12) has a different number of days of session than the rest of the grade grouping but satisfies the 180 day minimum session requirement, use this worksheet to calculate the appropriate decimal days of actual session for the entire grade grouping and enter the result as the actual session for the entire grade grouping on line 4 of Schedule A-2 (first semester) or Schedule A-4 (second semester). Erase and use again if another grade grouping also includes such a deviation group. This schedule is for district use only and does not get submitted via SAMS to SED.

 

Directions For Schedule A-7 (Enrollment - CHS Districts Only)

This schedule should be completed only by the central high school districts of Valley Stream, Sewanhaka and Bellmore-Merrick.

 

Directions for Schedule A-8

Complete 2017-18 SAMS Form A Schedule 8 to request the State Aid Office to disregard the required reduction of 2017-18 State Aid if one or more schools of the district were in session for less than 180 days in the 2016-17 school year due to extraordinary conditions.

 

General Aid must be reduced by 1/180th of Foundation Aid for each day one or more schools of the district were in session less than 180 days. Regents Exam Days, Regents Rating Day and up to four Superintendent’s Conference Days count toward the required 180 days.

 

Pursuant to Section 3604 (7) of the Education Law, the commissioner may disregard such reduction, up to five days, if one or more schools of the district were not in session for one hundred eighty days because of extraordinarily adverse weather conditions, impairment of heating facilities, insufficiency of water supply, shortage of fuel, lack of electricity, natural gas leakage, unacceptable levels of chemical substances, or the destruction of a school building either in whole or in part, and if, further, the district could not make up the days by using for the secondary grades all scheduled vacation days which occur prior to the first scheduled regents examination day in June, and for the elementary grades all scheduled vacation days which occur prior to the last scheduled regents examination day in June.

 

1.Date:  Enter the date of the extraordinary condition causing the school closure.

2.Grade Groupings:  For each date reported, place an "X" in the appropriate "Grade Grouping" column(s).

3.Reason for Session Closure:  Select the reason for the session closure from the drop down box.  It must be one of the reasons allowed pursuant to Education Law section 3604 (7), which are, extraordinarily adverse weather conditions, impairment of heating facilities, insufficiency of water supply, shortage of fuel, lack of electricity, natural gas leakage, unacceptable levels of chemical substances, or destruction of a school building in whole or in part.

4.School / Building or Whole District:  Indicate whether the condition is for a school / building or the entire school district.

5.Provide a valid URL to the final district’s final 2016-17 school year calendar published on the district web site.

Note:  A Days of Session EXCEL worksheet has been linked to the Schedule 8 form.  Please complete the Days of Session worksheet to count the number of session days in the 2016-17 school year and to determine whether submission of the Schedule 8 is necessary.

If after review of the request/claim data reported on Schedule A8 by State Aid, the request to disregard the days is granted, State Aid will mark the schedule as "Approved".  If approved, State Aid staff will enter the days in the 2017-18 SAMS NYSED Only Form Set "SED Use Form Fields" schedule.  The approved days will then display on 2017-18 SAMS Form A Schedule A5 line 4 and be counted toward meeting the required 180 session days for the 2016-17 school year.  If disapproved, State Aid will mark as such and provide a disapproval comment on the Schedule A8.

 

 

 

 

 

 

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