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 2021-22 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 in column 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 in column 4.

Aggregate attendance reported in column 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 in column 4.

Schedule A2 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 in column 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.

The amounts calculated for the column titled Possible Aggregate Attendance/Actual Session (See Note 3) are used in the calculation of average daily membership (ADM) as defined in section 3602 (1) of the Education law.

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.

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

Only attendance on religious holidays occurring during the second semester of the 2021-22 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)

Schedule A-4, Part I. Semester 2

Aggregate attendance reported in column 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 in column 4.

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

•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 in column 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.

Schedule A-4, Part II. Average Daily Attendance and Average Daily Membership

(ENTRY 1) 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 Part II, Entry 1.

(ENTRY 1) PROJECTED [0 decimals]

Enter your best estimate of the unweighted average daily attendance during both semesters of 2022-23 school year for 1/2 day kindergarten classes. Use the average daily attendance for 2021-22 reported in A-4 Entry 1 of the actual column as a guide. Note that this is a projection and is 0 decimals.

(ENTRY 2) 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 Part II, Entry 2.

(ENTRY 2) PROJECTED [0 decimals]

Enter your best estimate of the average daily attendance during both semesters of the 2022-23 school year for grades K-3. Use the average daily attendance for 2021-22 reported in A-4 Part II, Entry 2 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

(ENTRY 3) 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 Part II, Entry 3.

(ENTRY 3) PROJECTED [0 decimals]

Enter your best estimate of the average daily attendance during both semesters of the 2022-23 school year for grades 4-6. Use the average daily attendance for 2021-22 reported in A-4 Part II, Entry 3 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

(ENTRY 4) 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 Part II, Entry 4.

(ENTRY 4) PROJECTED [0 decimals]

Enter your best estimate of the average daily attendance during both semesters of the 2022-23 school year for grades 7-12. Use the average daily attendance for 2021-22 reported in A-4 Part II, Entry 4 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

(ENTRY 5) 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 Part II, Entry 5.

(ENTRY 5) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2022-23 school year for 1/2 day kindergarten classes. Use the average daily membership for 2021-22 reported in A-4 Part II, Entry 5 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

(ENTRY 6) 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 Part II, Entry 6.

(ENTRY 6) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2022-23 school year for grades K-3. Use the average daily membership for 2021-22 reported in A-4 Part II, Entry 6 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

(ENTRY 7) 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 Part II, Entry 7.

(ENTRY 7) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2022-23 school year for grades 4-6. Use the average daily membership for 2021-22 reported in A-4 Part II, Entry 7 of the actual column as a guide. Note that this entry is a projection and is 0 decimals.

(ENTRY 8) 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 Part II, Entry 8.

(ENTRY 8) PROJECTED [0 decimals]

Enter your best estimate of the average daily membership during both semesters of the 2022-23 school year for grades 7-12. Use the average daily membership for 2021-22 reported in A-4 Part II, Entry 8 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). 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 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. If grades seven through twelve are housed in the same building, school district officials may excuse the students from any grade level for which an examination is not being offered if their class schedules are disrupted by the Regents examination schedule and if staff are needed to properly administer such examinations. Under no circumstances should the district assume and claim perfect attendance for aid purposes on such days.

Line 3. Days when superintendent's conferences were held are those days related to implementation of the new high learning standards and assessments, general staff orientation, curriculum development, in service education, or parent-teacher conferences may be credited toward the annual instructional requirement. The average scheduled hours for a school day based on the school calendar (e.g., 5 hours for elementary, 5.5 for secondary) shall be considered one superintendents’ conference day, and a district may use up to four such hour amounts in a given school year on days when the regular day schools of the school district may legally be in session. These conference days may not be scheduled for routine school administrative matters such as the grading of assignments, the preparation of pupil assignments, record-keeping, or the preparation of lesson plans. Such superintendents’ conferences authorized pursuant Education Law §3604(8), may be held, if the school district so elects, in the last two weeks of August, subject to collective bargaining requirements pursuant to article fourteen of the Civil Service Law.

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 (7-12) all scheduled vacation days prior to the June Regents and for the elementary grades (K-6) 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, please know that only a one-day difference is allowed between AM K and PM K. 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. An active link to the district's 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. Total days should equal the sum of all days reported on lines 1 through 5. If extraordinary condition day request was disapproved it will not be added to the total, but the requested day(s) will still show on line 4.

Lines 6 & 7. New for the 2020-21 School Year, SED held a Remote Snow Day Pilot option. Please list the total traditional snow days without instruction claimed for your district on line 6; and for snow days where remote instruction was provided, please list that count on line 7.

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

If any group of students in a grade 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 in column 4 of Schedule A-2 (first semester) or Schedule A-4 (second semester). Erase and use again if another grade 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 (Extraordinary Condition Days and State of Emergency Days)

Education Law Section 3604(7) states that the total foundation aid for the base year may be reduced by 1/180th for each day less than the required 180 days that the schools of the district were actually in session. Education Law 3604(7) also states that the Commissioner has the ability to disregard such reduction based on extraordinary conditions or a declared State or Local State of Emergency. See below for specifics.

Extraordinary Conditions Pursuant to §3604(7)(ii)

Section 3604(7)(ii) of the Education Law states that the Commissioner may disregard such reduction, up to five days, if one or more schools of the district were not in session for 180 days because of either 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, a credible threat to student safety as reasonably determined by a lead school official, or the destruction of a school building either in whole or in part. In addition to an extraordinary condition leading to the cancellation of session, districts must make up such canceled days by using any still-available scheduled vacation days (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).

If one or more schools of the district were not in session for 180 days because of an extraordinary condition AND the district was unable to make up the days as specified above, the district should use Schedule A-8 appropriately:

Date (SAMS Sch A-8): Enter the date of the extraordinary condition causing the school closure.

Grade Groupings (SAMS Sch A-8): For each date reported, choose “Yes” or “No” from the drop down to indicate whether or not each grade level was affected.

Reason for Session Closure (SAMS Sch A-8): 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)(ii), 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.

School/Building or Whole District (SAMS Sch A-8): Indicate whether the condition is for a school/building or the entire school district.

District Calendar (SAMS Sch A-8): Provide a valid URL to the district’s final 2021-22 school year calendar published on the district web site.

State of Emergency Closures Pursuant to §3604(7)(i)

Section 3604(7)(i) of the Education Law states that the Commissioner may disregard such reduction for any day or days on which session had been previously scheduled, but the superintendent was required to close the school or schools due to a properly executed declaration of a state or local state of emergency.

Session days canceled by emergency declarations are different than cancellations due to extraordinary conditions (see above). Session days canceled by emergency declaration do not need to exhaust vacation days and are not limited to five days in a school year.

A properly executed state of emergency is one where the chief executive of any county, city, town, or village issued a local state of emergency declaration “in the event of reasonable apprehension of immediate danger thereof, and upon a finding by the chief executive thereof that the public safety is imperiled thereby, such chief executive may proclaim a local state of emergency within any part or all of the territorial limits of such local government” (Executive Law §24(1)). The Governor of the State of New York may also issue a state of emergency for part, or all of, the State. Pursuant to section 1 of Executive Law §24, such declarations may:

•Establish a curfew and the prohibition and control of pedestrian and vehicular traffic, except essential emergency vehicles and personnel.

•Designate specific zones within which the occupancy and use of buildings and the ingress and egress of vehicles and persons may be prohibited or regulated.

•Regulate and close places of amusement and assembly.

•Prohibit and control of the presence of persons on public streets and places.

Only the chief executive of the appropriate municipality may issue a declaration. Only formally issued declarations by the chief executive will be considered eligible for the instructional requirement waiver under this guidance. A formal declaration does not need to explicitly direct the closure of school buildings. A non-exhaustive list of orders that may require closure of school buildings includes the following: emergency declarations that close major arterial roads or infrastructure to non-emergency traffic, prohibit pedestrian traffic, limit gatherings that could impact schools, evacuate certain areas, gather in specific locations, control or limit access to publicly regulated utility services, or shelter-in-place orders. Declarations that do not require school closure may still qualify as extraordinary condition days (see extraordinary condition days above).

If one or more schools of the district were not in session for 180 days because of a properly executed state of emergency as specified above, the district should use Schedule A-8 appropriately:

Date (SAMS Sch A-8): Enter the date of the State of Emergency Closure causing the school closure.

Grade Groupings (SAMS Sch A-8): For each date reported, choose “Yes” or “No” from the drop down to indicate whether or not each grade level was affected.

Reason for Session Closure (SAMS Sch A-8): Select “State or Local State of Emergency Condition Declared” as the reason for the session closure from the drop down box.

School/Building or Whole District (SAMS Sch A-8): Indicate whether the condition is for a school/building or the entire school district.

Required Documentation (Outside of SAMS): Email the following required documents to 180days@nysed.gov.

•A copy of the relevant emergency declaration or executive order (must be submitted as an attachment). See the above clarification and limitations regarding a properly executed and relevant declaration.

•A copy of a letter drafted and signed by District counsel making the determination that the district was required to close a school or schools due to a properly executed declaration of a state or a local state of emergency, for any day(s) on which session was previously scheduled. This letter must provide:

✓The specific declaration of a state or local state of emergency pursuant to article two-B of the Executive Law;

✓A brief description of the portion of the declaration that required closure;

✓The date(s) of session previously scheduled and impacted by the declaration; and

✓A list of impacted buildings and the grade levels they serve.

General Notes Regarding Schedule A-8

-A School Year Model Calendar EXCEL worksheet has been linked to the Schedule 8 form. Please complete this worksheet to count the number of session days in the 2021-22 school year to determine whether submission of the Schedule 8 is necessary.

-Districts must appropriately report the day(s) in SED Monitoring. For questions regarding this please reach out to the Office of Information & Reporting Services at 518-474-7965.

-If, after the review of data reported on Sch A8 and all required documents, State Aid grants the request to disregard the day(s), they will mark the schedule as “Approved” by entering the day(s) in the SAMS NYSED Only Form set “SED Use Form Fields” schedule. The approved days will then display on 2022-23 SAMS Form A Schedule A5 line 4 or 5 respectively, and be counted in line 6 toward meeting the required 180 session days for the 2022-23 school year. If disapproved, State Aid will mark as such and provide a disapproval comment on the Sch A8.

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