DATA & REPORTS - STUDENT ACCOUNTING

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PUPIL ACCOUNTING

Pupil accounting data are among the most useful sources of information available to state and local administrators and to the public in general. This information provides the core of the data used in evaluation, planning, allocation of funds, and measurement of compliance with Federal and State regulations. The basic pupil accounting form used in North Carolina is the Principal's Monthly Report (PMR). There are nine reporting periods of twenty school days each. Average Daily Membership (ADM), Average Daily Attendance (ADA), Membership Last Day (MLD) and Initial Enrollment (E1 + E2) are derived from this report.

Average Daily Membership: The total number of school days within a given term - usually a school month or school year - that a student's name is on the current roll of a class, regardless of his/her being present or absent, is the "number of days in membership" for that student. The sum of the "number of days in membership" for all students divided by the number of school days in the term yields ADM. The final average daily membership is the total days in membership for all students over the school year divided by the number of days school was in session. Average daily membership is a more accurate count of the number of students in school than enrollment. For more information on Average Daily Membership (ADM), please refer to the School Attendance and Student Accounting manual.

Average Daily Attendance: Attendance is the presence of a student on days when school is in session. A student is counted as present only when he/she is actually at school, present at another activity sponsored by the school as part of the school's program, or personally supervised by a member of the staff. The total number of days of attendance for all students divided by the total number of school days in a given period gives the average daily attendance (ADA).

Membership Last Day: Membership Last Day refers to the number of students remaining in membership as of the last day of the school month or academic year.

Initial Enrollment: The term initial enrollment represents the number of pupils registered in the state's public schools. Once a pupil is initially counted in the enrollment figure, he/ she remains in that count throughout the school year. Students transferring to the North Carolina public school system from another state or from non-public schools are added to initial enrollment. Initial enrollment is not reduced by transfers, withdrawals, deaths, or midyear graduations. The end of the year initial enrollment thus shows a higher count than the actual number of students in school. Final initial enrollment, therefore, should not be compared to first month initial enrollment.

PRINCIPAL'S MONTHLY REPORT (PMR)

The Principal's Monthly Report (PMR) contains enrollment, membership, and attendance information. This data is transferred to NCDPI at the end of each school month for nine months. Included with the second month PMR is a revised Month 1 including any changes to Month 1 that occurred during second school month. The PMR data is the source data for calculating Average Daily Membership, Average Daily Attendance, Initial Enrollment, and Membership Last Day. No student specific data is collected. The data will be posted online once all LEAs and Charter Schools have submitted their PMR for the month.
If you have any questions about this report, please contact Ozella Wiggins, Student Accounting Consultant at 919.807.3757.

Key to PMR Codes (pdf, 12kb)

AVERAGE DAILY MEMBERSHIP (ADM)

Average Daily Membership and Membership Last Day by LEA (ADM & MLD)
This report contains both ADM and MLD by month for the school year indicated. There are three worksheets tabs located in the lower left corner. "Your LEA" will give you LEA specific data when an LEA Number is entered. The ADM tab contains all LEA Average Daily Membership data in spreadsheet format. The MLD tab contains all LEA Membership Last Day data in spreadsheet format.

Average Daily Membership and Membership Last Day by School (ADM & MLD)
This report contains both ADM and MLD by School for the school month indicated. There are three worksheets tabs located in the lower left corner. The NOTES tab contains general information. The ADM tab contains Average Daily Membership data arranged by LEA Number in spreadsheet format. The MLD tab contains Membership Last Day data arranged by LEA Number in spreadsheet format.

Average Daily Attendance & Average Daily Membership Ratios (ADA:ADM)
Three year historical attendance and membership data generated from the student accounting data sent to DPI by the LEAs. This will be helpful in assessing the status of attendance in your school system.
(xls, 1.31mb)  POSTED 08/02/12

Best 1 of 2 Average Daily Membership (ADM)
In order to assist you with your budgeting and planning process, we have prepared the "School Best 1 of 2 ADM" report by school for your LEA. This report shows the higher ADM of the first or second school month, for each grade level in each school, and sums the results by grade level across the LEA.
This method of calculating Best 1 of 2 is not the same as the method used for the State allotment formulas and therefore, should not be compared to those figures that will be provided with your state planning allotments. This information is provided to help you create your LEA's internal budget only.
If you have any questions about this report, please contact Ozella Wiggins, Student Accounting Consultant at 919.807.3757.

• Memo and the Best 1 of 2 Report
  (pdf, 22kb)  POSTED 01/17/13
• Best 1 of 2 Report
  (xls, 613kb)  POSTED 01/17/13

GRADE, RACE, SEX

HIGH SCHOOL GRADUATES

Graduate Data Verification System (GDVS)
The Graduate Data Verification System (GDVS) utilizes NC WISE as the authoritative source of data for identifying high school graduates and associated data. The GDVS compiles this information as required by or used in: Federal and State policies, Cohort Graduation Rates, Career Technical Education, and the North Carolina School Statistical Profile. The list of graduates' names is preserved in the State Archives and occasionally has become the only existing record of an individual's graduation.

The following tutorials are provided to assist the LEAs and schools with meeting the submission deadline of June 14, 2013. Questions: check the FAQ (see Step 8) to see if your question has been answered.

• Step 1 Review: NC WISE and the GDVS Connection
  (pdf, 381kb)
• Step 2 Generate specified reports identified in Step 1
• Step 3 Review: Introducing The Graduate Data Verification System
  (pdf, 66kb)
• Step 4 Review: Obtain a valid NCID
  (pdf, 56kb)
• Step 5 Review: Processing Phases - Start / End Dates
  (pdf, 15kb)
• Step 6 Review: GDVS User Manual
  (pdf, 1.29mb)
• Step 7 Access The Graduate Data Verification System
• Step 8 Check the FAQ
  (pdf, 83kb)

Archived Data - Numbers of Graduates
Reported by race and sex, including summer school. This data is now captured in the Statistical Profile Online.

UNIFORM EDUCATION REPORTING SYSTEM (UERS)

Data Transfer Schedule

NOTE :: Various file formats are used on this page that may require download. If larger than 1mb, it will take longer to download. For instructions or more information, please visit our download page.