Performing Average Daily Membership Audits

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Performing Average Daily Membership Audits

• Scott Douglass Bobby Williams
• Department of Public InstructionFinancial
  Business ServicesInformation Analysis Support
  Section

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Average Daily Membership Audit
Purpose

• To Determine if Reported Student
  Membership is accurate
• To Determine if Reported Student
  Attendance is accurate

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Why Self-Audits?

• Unofficial so you can
• Correct Data if needed
• Get Assistance if needed
• Identify Areas of Concern
• Plan In-service Program
• Increase Knowledge Base

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SIMS Reports

• Report 121 Late Entry/Early Withdrawal Summary
• Report 122 Auditors Homeroom Attendance
• Report 123 Auditors Class Attendance Report
• Report 834 Entry/Withdrawal Summary First day
  to Last
• Report 834 Entry/Withdrawal Summary Second
  day to Last

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Manual Documentation

• Teacher Attendance Sheets
• Entry/Withdraw Log
• Sign In/Out Log
• Other Documents if necessary

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Report 121Late Entry/Early Withdrawal

• Four Major Columns
• Student - HR, Name, Number, Grade
• Enrollment Code, School Month, Month Day
• Withdrawal Code, School Month, Month Day
• Messages - W AFTER ABSENCE

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Uses for the R 121

• Incorrect Re-Entry Code UsageShown as a Empty
  Field Below Student Name R2/R3 Code Assigned
  Incorrectly
• R5 Code Previous W1 in Your School this Year
• R6 Code Previous W2 in Your School this Year
• SASA Page A2

• Message Column
• Withdrawal After ABS
• OK if
• 1. Abs is Code 3
• 2. Abs is Code 1H
• 3. Withdrawal is W3
• 4. W1/R1 Pairing
• SASA Page A4

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Report 122Auditors Homeroom Attendance
Absent First School Day In order to be counted
Enrolled a Student must be Present ½ of the
Instructional Day. ExceptionsHospital/Homebound
Staggered KindergartenTeacher-in-TreatmentMedica
lly Fragile SASA Page 24 25
Absence Totals by Month Year Compare Number of
Absences Indicated for each Student on the R122
with the number of Absences on the Teacher
Attendance Sheets for the Month being Audited.
Make sure the R122 reflects the correct
information
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Report 123Auditors Class Attendance
Absence Totals by Date Range (School Month)
Compared to Teacher Attendance Sheets Compare
Number of Absences Indicated for each Student on
the R123 with the number of Absences on the
Teacher Attendance Sheets for the Month being
Audited. Make sure the R123 reflects the correct
information.
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Report 834Entry/Withdrawal SummaryFrom First
Day of School
Used to Verify the Correct Enrollment Dates
No-Show Students not Enrolled Late-Show
Students Enrolled on first day of Attendance

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Report 834Entry/Withdrawal SummaryFrom Second
Day of School
Used to Verify the Correct Enrollment and
Withdrawal Dates after the First Day of School
Verify that the date entered for W1 and R1 Codes
is the same when a Student changes Homeroom
Grade Level Attendance Category
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Benchmark for Results

• Five Percent or Less of the Total Enrollment
  from the Principal's Monthly Report for the
  School Month being Audited is considered

Passing or Acceptable
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Contact Points

• Charter SchoolsScott Douglass
• [phone]
• sdouglas_at_dpi.state.nc.us

• Traditional LEAsAllen Suggs
• [phone]
• asuggs_at_dpi.state.nc.us

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