Overview
The Attendance Enrollment page records a student's entry/exit from attendance programs and ADA-eligibility status during the current school year. Accurate ADA eligibility reporting is required for Texas State Reporting (ADA-ELIGIBILITY-CODE E787) in Submission 1 (Fall) and attendance accounting. See the TEA Student Attendance Accounting Handbook section 3.2.1. ADA-eligibility status indicates the student's ability to generate ADA funding.
A student's ADA eligibility may need to change if the number of hours served per day changes. A student who is not in membership (served at least two hours per day) should be coded as 0 effective on the date of the change. Examples:
- Transition from transfer student to living in district, or vice-versa
- Transition from half-day PK to full-day PK, or vice-versa
- Transition to/from virtual learning (due to Crisis, etc.)
- Transition to/from Flexible Attendance
- Enroll/unenroll at TSD, TSBVI, and TJJD
To change a student's ADA Eligibility, the student must have:
- A record for entering the original ADA eligibility status, and
- A record for leaving the original ADA eligibility status, including Reason = 440, and
- A record for entering the new ADA eligibility status
The changes are reflected on Attendance Enrollment page, but the status change can be initiated on the Demographics page. Or, you can mass update ADA Eligibility from Mass Update Attendance Enrollment. Instructions for both are included below.
Security ↑
Table | Permission | Description |
|---|---|---|
| Student Data (STU) | Read Insert Update Delete Mass Update | View page Add new record Update records Delete records Mass update records |
| Attendance Data (ATT) | Read Insert Update Delete Mass Update | View page Add new record Update records Delete records Mass update records |
| Enrollment History (ENR) | Read Insert Update Delete Mass Update | View page Add new record Update records Delete records Mass update records |
Configurations ↑
Update Code Table - STU.SP and STU.NSP need C059 values.
Tables ↑
| Table | Field | Description |
| Student Data (STU) | Program (SP) | ADA Eligibility |
| Student Data (STU) | NxtPrg (NSP) | Next Year ADA Eligibility |
| Attendance Data (ATT) | Program (PR) | ADA Eligibility |
| Attendance Data (ATT) | Ent/Lv (CD) | Indicates whether the date is for entering or exiting an ADA Eligibility status |
| Attendance Data (ATT) | Date (DT) | The date on when the student entered or exited an ADA Eligibility status |
| Attendance Data (ATT) | Reason (RS) | The reason the student exited the ADA Eligibility; ATT.RS updates ENR.ER, and vice versa |
| Enrollment History (ENR) | Program (PR) | ADA Eligibility |
| Enrollment History (ENR) | Reason (ER) | The reason the student exited the ADA Eligibility; ENR.ER updates ATT.RS, and vice versa |
Steps ↑
Update for an Individual Student
Navigate to Student Data > Demographics.
- In the ADA Elig field, select the new ADA Elig code.
- You are prompted to confirm that you wish to update the next program, which refers to Next Year ADA Eligibility. Click OK to continue.
- Click Save.
- The Next Elig Code is also updated with the new ADA Elig code.
- Click Update Attendance.
- The Attendance Change Form opens. The fields are automatically populated with expected data but certain fields can be updated as needed.
- Leave Date - The date on which the change is made
- Enter Date - The next school date
- Leave Reason - For an ADA Status change should be 440 (i.e., Program or Grade Change)
- Click OK.
- Navigate to Student Data > Attendance Enrollment.
- Confirm that three rows exist related to this status change.
- A record for entering the original ADA eligibility status (Ent/Lv = E)
- A record for leaving the original ADA eligibility status, including Reason = 440 (Ent/Lv = L)
- A record for entering the new ADA eligibility status (Ent/Lv = E)
Update for a Group of Students
Navigate to Attendance Accounting > Mass Update Attendance Enrollment.
- Under Student Selection, use one of the options to select a particular group of students. See Mass Update Attendance Enrollment.
- Click Add to List. The selected students are listed below Filters and Options.
- You can click View Enrollment to view the student's existing Attendance Enrollment records.
- You can click View Enrollment to view the student's existing Attendance Enrollment records.
- Click the Delete icon to remove any students from the list whom you do not wish to update.
- Under Mass Update Options:
- Special Program - Select the new ADA Eligibility status for the selected students.
- Leave Date - The current date is selected by default. Ensure this is the date on which the change is made.
- Leave Reason - For an ADA Status change, select 440-Program or Grade Change.
- Enter Date - Ensure this is the next school date after the Leave Date.
- Click Mass Update Attendance Enrollment.
- You are prompted to confirm that you wish to update the records. Click OK.
- A message is displayed indicating that the long-running process has been scheduled and you will be notified by email once the process is complete.
NOTE: The ADA Elig field on Demographics should align with the dates on Attendance Enrollment. If not, the message "ADA Eligibility does not match current enrollment record" is displayed on Demographics, and this issues must be resolved.