School Attendance and Student Accounting Overview

NC DPI Ozella Wiggins Information Analysis and Reporting In compliance with federal laws, N C Public Schools administers all state-operated educational programs, employment activities and admissions without discrimination because of race, religion, national or ethnic origin, color, age, military service, disability, or gender, except where exemption is appropriate and allowed by law. Inquiries or complaints should be directed to: Dr. Rebecca Garland, Chief Academic Officer Office of Curriculum and School Reform Services 6307 Mail Service Center Raleigh, NC 27699-6307 Telephone (919) 807-3761; Fax (919) 807-3767

Discussion Topics 

PMR – Principal’s Monthly Report • Student Accounting Codes



ADM – Average Daily Membership

School Attendance & Student Accounting Manual Reflects general statutes and State Board policies.  Electronic copies can be found on: 

• www.nc-sis.org • www.ncpublicschools.org/fbs Student Accounting  Manuals 

Who’s Entitled to Attend School?

Who’s Entitled to Attend School? 

All children of the State, ages 5 through 20, are entitled to attend public school (G.S. 115C-1).



Tuition is to be free of charge to all children and persons of the State under the age of 21.

Who’s Entitled to Attend School? 

Students who are 5 years old on or before August 31st of the year they are presented for enrollment.



A child who is 4 years old on or before April 16th may be admitted to Kindergarten if the principal of the school finds the child to be gifted based on information submitted by their guardian.

Who is Entitled to Attend School? 

Every homeless child or child of a homeless individual.

** Students who are 21 or older before the beginning the school year that wish to enroll (Tuition may be charged).

Chapter 2 Rules and Regulations of the State Board of Education Governing Compulsory School Attendance and Student Accounting *** This is a very important chapter in the manual***

Lawful Absences      

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Illness or Injury Quarantine Death in the Immediate Family Medical or Dental Appointments Court or Administrative Proceeding Religious Observance Education Opportunity • Approval granted PRIOR to absence Local Board Policy Absence related to Deployment Activities Child Care (student is custodial parent)

Unlawful Absences 

Willful absence with or without parent’s knowledge • Don’t confuse willful absences with routine lawful absences!



Reason for absence other than Lawful

Compulsory Attendance 

Every parent, guardian, or custodian in North Carolina having charge or control of a students between the ages of 7-16 years “shall” cause the student to attend school continuously for a period equal to the time which the public school to which the student is assigned is in session.

Attendance Attendance must be taken each day of the school year!!!  The exception for this is hospital homebound or staggered kindergarten  A student must be present at least one-half the school’s instructional day in order to be counted for the school day. 

Ten Day Rule 

More than ten consecutive days of unlawful absences



On the 11th day no longer counted in ADM, but still counted in Membership as an absence



If withdrawn, the Withdraw is on the school day after last school day the student was present.

Principal’s Monthly Report (PMR)

Enrollment Codes Reporting Errors

PMR - Attendance 

If a student is not present on the first day of school, they are not enrolled unless the absent student is a kindergarten involved in the “Staggered" process.



To be in attendance, a student must be either present in the school one-half the instructional day or attending an off-site authorized school activity.

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Such activities may include field trips, athletic contests, student conventions, musical festivals, or any similar approved activity.

Principal’s Monthly Report (PMR) 

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  

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Report is due at the end of every school month (20 day calendar). Data is transmitted to DPI from LEA/Charter via PowerSchool. Make sure Principal reviews PMR before signing. Signed PMRs are to be kept in office for 5 years. Communicate all changes with DPI. Do not alter official PMR records for absence make up!!!!!!

PMR - Attendance Staggered Kindergarten 



This program is limited to the beginning of the school year. In order for the program to not adversely affect a school’s ADM or attendance rate: • Enroll (E1) all participating Kindergarten students on Day 1. • Students should be counted present on days assigned to be at home.

Enrollment Codes 

Student can have only one (1) Initial Enrollment (E1/E2) per year



Student can only be in Membership (MST1) at one school at a time

PMR – Enrollment Codes 

E1 – Initial Entry – No Previous School Enrollment

**E1 should never decrease, except for cases of data entry error. – Please inform DPI of any errors and corrections. 

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E2 – Initial Entry – Previous Public School Enrollment Outside State (also should never decrease unless data entry error). R1 – Re-entry – Previous Internal W1 R2 – Transfer Entry – Previous NC Public Sch Enrollment in Same LEA

E1 – Initial Entry No Previous Public School Enrollment  Student’s FIRST enrollment in a public school this school year • North Carolina or any other state • May have been enrolled in a non-public school this year • From another country

E2 – Initial Entry Previous Public School Enrollment Outside State 

Student’s FIRST enrollment in a public school in North Carolina this year • Was previously enrolled in a public school in a different state this school year

PMR – Enrollment Codes R3 – Transfer Entry – Previous NC Public Sch Enrollment in Another LEA  R5 – Re-entry – Previous External W1  R6 – Re-entry – Previous W2 

PMR – Withdrawal Codes 

W1 – Transfer Withdrawal • Students withdrew for one of the following reasons: Transferred to another homeroom  Transferred to another grade  Transferred to another attendance category  Transferred to another school or appropriate educational program. 

PMR – Withdrawal Codes 

W2 – Early Leaver Withdrawal – No Plan to Return Current School Year • Student withdrew for one of the following reasons: Prior to compulsory attendance age  Dropped out  Long Term Suspension  Expelled  Transfer to community college or other post-secondary institution prior to graduation or completion of a program of studies 

PMR – Withdrawal Codes W3 – Death Withdrawal  W4 – Early Completer Withdrawal 

• Student completed the current year (formal instruction program) before the end of the school year calendar for one of the following: Graduated mid-year  Completed instructional program and received a diploma or certificate ***This code is not used to show promotion – Example - 8th grade to 9th grade 

PMR –Withdrawal Codes 

W6 – End-of-Year Completer Withdrawal – Non-Returning • Student completed the current school year at the end of the school year calendar and is not expected to return to this school for one of the following: Completed program  Completed highest grade 

Average Daily Membership (ADM)

Average Daily Membership ADM = Allotment Dollars  ADM is a calculation using data from the PMR.  The calculation uses the number of days in the school month and the number of Non-violation (NVIO) Membership days.  Accuracy is very important!!! Check and recheck for PMR before submitting. 

Average Daily Membership (ADM) 

Enrollment is an increasing number which should not decrease after it is reported (unless data entry error).

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Membership days of non-violating students (NVIO) divided by number of days in school month rounded to the nearest whole number for each grade level in the school.

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School’s ADM is the sum of each grade level ADM in the school. Student must have a class schedule that is at least ½ the instructional day to be counted in ADM other students should be enrolled as visiting students.

Days in Month

Membership Days (NVIO)

Grade level ADM

60

/

20

=

3.00

rounded to

3

155

/

20

=

7.75

rounded to

8

153

/

20

=

7.65

rounded to

8

118

/

20

=

5.90

rounded to

6

80

/

20

=

4.00

rounded to

4

60

/

20

=

3.00

rounded to

3

220

/

20

=

11.00

rounded to

11

125

/

20

=

6.25

rounded to

6

236

/

20

=

11.80

rounded to

12

185

/

20

=

9.25

rounded to

9

140

/

20

=

7.00

rounded to

7

160

/

20

=

8.00

rounded to

8

School’s ADM

85

Questions?

Contact Information Ozella Wiggins (919) 807-3721 [email protected]