What Data Elements are included in the Average Daily Membership (ADM) file for Vermont State Reporting (SLDS)?

Introduction

The Average Daily Membership (ADM) file contains basic information about students in your school/district. This article is intended to guide you through the data elements captured in the Average Daily Membership file, in order to locate the information in PowerSchool.

Data Elements

The following are the data elements contained in the 6_PS_ADM file (defined later in this article).

• ADMINID
• ENRORGID
• PERMNUMBER
• FUNDSOURCE
• ADMTDIST
• ADMTYP
• ADMFPSTAT
• ADMHOURS
• ADMBEG
• HS_ACTIVTDISTID
• HS_ACTIVADM
• SY

Refer to the AOE’s Knowledge Base for additional information.

Navigating to Students

From the Start Page > Use the last name or Local ID to search for the student.

Once the student has been selected > select Demographics (Information)

Only the fields required for State Reporting are noted in red boxes.

Note: In the instructions below, the State Data Elements are listed in Parentheses with the PowerSchool field name preceding the State Field name. i.e. School Year (SY)

The PermNumber will likely have been added when the student was enrolled. However, here is where the PermNumber can be added within the Demographics screen.

• State Student Number (PERMNUMBER)
  • This number can be obtained via the Match Collection process in the state system EdFusion.

Navigating to State/Province – VT

The following data elements can be found by selecting the State/Province – VT > under Information > AOE ADM Data tab.

AOE ADM Data Tab

Use the Edit without Adding to History button. The below screen will open.

• Funding Source (FUNDSOURCE)
  • Select the applicable Funding Source. For FALL ADM reporting – Only students with a Funding Source of 01 or 02 will count towards Average Daily Membership (ADM) for your district.
    • AOE’s Knowledge Base for Funding Source.

• Town District Residence (ADMTDIST)
  • Select the Town District Residence where the student lives. Typically, this will be within your school district boundaries.
    • High School of Choice
      • For High School of Choice students, select the district where the student lives.
        • School of Choice (State definition) – A student from elsewhere goes through the formal school choice process as dictated by the State of Vermont during the proper time frame and is awarded school to your school district for the next school year and years following.

• Number of Hours Expected in School (ADMHOURS)
  • If the student is part-time, enter the number of hours expected in school. If full-time leave blank.
  • If the student is enrolled for fewer than the hours outlined below, by grade level, they are part-time.
    • EE, PK, K,  10 hrs/wk
    • Grades 1-2,   20 hrs/wk
    • Grades 3-12,   27.5 hrs/wk
  • Refer to AOE’s Enrollment Q&A for more information.

• ADM Type (ADMTYP)
  • Select the applicable ADM Student Type.
    • (R) Resident Student
    • (S) State Placed Student

• ADM Start Date (Average Daily Membership) (ADMBEGIN)
  • Enter the date the student began classes in the district. This must be the same date as the student began classes or after, never before.

The following two fields should only be used if the student is Home Study AND taking extra or co-curricular activities (no academic classes).

• Home Study Town District of Residence (HS_ACTIVTDISTID)
  • If the student is Home Study AND taking extra co-curricular activities, enter the town district of residence.
    • Refer to District Residences list supplied by the AOE.
      • Under General Organization – click the “Download Current Org Codes” link, open the file, and select the Town District of Residence in which the student lives.

• Home Study Activity ADM (HS_ACTIVADM)
  • Note: If a student is taking any academic classes at the school, they do not receive extra or co-curricular ADM.
    • Enter the sum of home study activity ADM (Average Daily Membership)
      • State Definition: If a student is “Home study taking extra- or co-curricular activities only”. The student will receive .03 for each activity they participate in. Example: Student participated in basketball during the winter and football in the spring. They receive .03 for each activity, enter .06.

• Finally, navigate to Transfer Info > Under Vermont State Information > Admission Status > select “Home Study student participating in Extra- or Co-Curricular activities only (05)”.

Note: If the student is Home Study and taking academic classes do not enter values in the above two fields. Leave blank.

However, if the student IS taking academic class(es) there is one last step.

Navigate to Transfer Info > Under Vermont State Information > Admission Status > select Home Study taking Academic Classes (04).

Full Part Time Status

To navigate to the Full/Part Time status > click on Transfer Info. * Pay close attention to the instructions under Full/Part Time Status below.

• Full/Part Time Status (ADMFPSTAT)
  • If the FT/PT status changes for a student, the student should be exited as of their last day under that FTE and reenrolled the first day they began their new FTE.
    • If this process is not followed, errors for state reporting will occur.

The remaining data elements are created during the beginning of year set-up and auto populated in the 6_PS_ADM file.

• Supervisory Union ID (ADMINID)
  • The AOE assigned ID to the Supervisory Union or District.
• Enrolling Org (ENRORGID)
  • The school where the student is attending.
• School Year (SY)
  • The school year for which data is being submitted.