ADE Director's Communication Memo Form


Memo Number : FIN-10-025

Date Created : 10/15/2009

Attention:

Superintendents
Co-op Directors
other: Cycle Coordinators

Type of Memo: Regulatory
Response Required: No
   
Section:   Fiscal and Administrative Services - William J. Goff, Assistant Commissioner
Subject:
Duplicate Enrollments

Regulatory Authority:
Ark, Code Ann. 6-18-213 and 6-80-107

Contact Person:
Julie Kreth

Phone Number:
501-682-5059

E-mail:
julie.kreth@arkansas.gov

In October 2009 an email will be sent to the district's cycle coordinator containing a report detailing students enrolled in the school district while concurrently enrolled in another district. As of September 4, 2009, there were 3,828 duplicate enrollments statewide. There are very few legitimate reasons for a student to be enrolled in more than one district at the same time.

If a student does not attend any days during a semester, the student should be dropped as of the first day of the semester and attendance for such students should be cleared. If the student did attend the district that semester but later transferred, the student should have been dropped as of the day the student enrolls in the new district. The date of withdrawal in the previous district must equal the date of enrollment in the new district. Withdrawal dates do not count in the calculation of Average Daily Membership (ADM).

Sometimes students leave a school district without notice and do not enroll in another Arkansas school district. Ark. Code Ann. 6-18-213(f)(1) states that any student absent from daily attendance for more than ten (10) consecutive school days shall be dismissed or dropped from the attendance records of the school, school district, or open-enrollment charter school. This is for the cases when a student is absent for ten (10) consecutive days and is unaccounted for. If the student is absent due to illness and will be returning, the student should not be dropped. If the district later receives notification of the student's enrollment in another district, the withdrawal date should be changed to match the enrollment date in the new district. Otherwise, if a student is absent (and unaccounted for) for ten (10) consecutive days, the withdrawal date should be the eleventh day of absence.

The ten (10) day rule is different at the beginning of a semester. If a student is absent and unaccounted for the first ten days of a semester, the withdrawal date must be the first day of the semester.

Per Ark. Code Ann. 6-80-107, Arkansas schools are required to use the electronic transcript system. This system is provided by ADE through Triand and will generate an email to the former district the day a student enrolls in the new district. This serves as official notification; and therefore, the withdrawal date in the previous district must equal the enrollment date in the new district. To alleviate the duplicate enrollment issue involving twins, the twin flag within Triand should be set to "True".

If a correction must be made within StudentPlus to an enrollment date or a withdrawal date, it may also be necessary to re-submit one or more cycle reports in order to correct quarterly Average Daily Membership (ADM) numbers. For example, if during February a September withdrawal date is entered for a student, it will be necessary to re-submit cycle 3 before cycle 5 is submitted.



Attachments:
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