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REPORTING VIRTUAL STUDENT ON ADM – DOE MEMO

Friday, June 12, 2020  

REPORTING VIRTUAL STUDENT ON ADM – DOE MEMO

To: School Superintendents and Business Officials in Indiana public, choice, and adult schools

From: Indiana Department of Education Date: June 12, 2020

Re: Reporting Virtual Students on ADM for the 2020-2021 School Year

Current Indiana statute requires public schools reporting on Membership-ME (the ADM report) to indicate the status of each student with regard to virtual instruction. Students receiving more than 50% of their instruction virtually should be indicated as a virtual student. Students reported as virtual generate 85% of the foundation formula dollars for the reporting school corporation.

Due to the COVID-19 pandemic, schools are planning an array of virtual options for the 2020-2021 school year. IDOE expects there to be significant variety in the options schools utilize to keep students and staff safe while continuing to deliver strong instructional programs. There is concern that many of the options being considered may shift students past the virtual threshold described above (more than 50% of instruction is virtual). Given the fluid nature of school plans and the many unknowns about the long-term needs for social distancing or additional shutdowns, IDOE is providing guidance about how to report virtual students under these circumstances.

IDOE will be adding a “Virtual due to COVID” option for schools to use in reporting the virtual status of their students in the Fall and Spring ADM counts.  Students who will receive 50% or more of their instructional programming provided through virtual/distance/remote learning due to the contingency planning for COVID will be reported as “Virtual due to COVID”.  The state will fund school corporations for these students at 100% of foundation.  Students who are participating in virtual programs or virtual schools existing prior to the COVID-19 pandemic should still be reported as virtual students and will continue to generate 85% of the foundation funding amount. 

This approach to reporting virtual status encourages accurate reporting of the instructional situation in each school in each semester while leaving in place the statutory expectation that students in virtual programs or schools existing prior to the pandemic will be funded at 85%.

If there are new programs or virtual schools being established to operate for the first time this school year (2020-2021) but not in response to COVID, the funding for students in these programs would remain at the 85% threshold and students would be reported for ADM purposes as virtual students. 

FAQs

 

1. Is this guidance the final word on school funding for the 2020-2021 school year?

Answer: It is not. This guidance is based on the best current information available to IDOE. Conversations with state education policymakers are ongoing.   Amendments to the budget, the statutory funding formula and related statutory language, or to the state funding available for schools is directed by the Indiana General Assembly and/or the State Budget Agency.

2.  Can virtual programs or schools existing prior to the COVID 19 pandemic report students as “Virtual due to COVID”?

Answer: No

3.  What is the threshold for determining the % of a student’s instruction is delivered virtually? Is it based on the instruction status on ADM day, September 18th?

Answer: It is impossible to predict the actual percentage of virtual instruction a student is going to receive in the Fall semester. Therefore, the designation of virtual status should be based on the instructional programming in place at the time of ADM reporting (including all of the school days up to and including count day).  It is important that the virtual data point reflects actual current instructional delivery.

4.  Which schools need to report the status of virtual students? 

Answer: In the past, virtual status was only collected for public school students. There were reasons for this which included the fact that virtual schools were not eligible for choice vouchers.  We believe that the question of virtual status due to COVID is a relevant data point for all Indiana students.  Therefore, the IDOE is now collecting virtual status for all students (public, adult, and voucher recipients).

5.  What is the reporting code for “Virtual due to COVID”?

Answer: For 2020-2021 the virtual status reporting codes are provided in the table below.

Data Collection 2019-2020 2020-2021

Membership Public (ME) Is the student virtual? N = No Y = Yes

Is the student virtual? N = No Y = Yes C = Virtual due to COVID

Membership Voucher (MV) Not reported Is the student virtual? N = No C = Virtual due to COVID

Membership Adult (MA)  Not reported Is the student virtual? N = No C = Virtual due to COVID   

The full memo can be found at the following location:

Guidance on Reporting Virtual Students on Membership (ADM)

Indiana statute requires public schools reporting on Membership-ME (the ADM report) to indicate the status of each student with regard to virtual instruction. Students receiving more than 50 percent of their instruction virtually should be indicated as a virtual student. Students reported as virtual generate 85 percent of the foundation formula dollars for the reporting school corporation. IDOE is adding a new code to all membership-related data collections for the 2020-2021 school year to support the accurate reporting of the COVID-19- related virtual status of all students. This memo provides guidance for reporting virtual students for ADM in light of the COVID-19 pandemic.