There are times when Districts are assessing the School Calendar; looking to find if adding or removing the Winter Break weeks will maximize ADA for P2 reporting.  This article contains information on how to evaluate the calendar and Attendance so that an educated decision may be made.


Click the following link to jump to special instructions for the 2019-20 school year and the change in the P2 and Annual date.  This is related to the unique setting for the COVID-19 Coronavirus closures and the change of the P2 and Annual Dates.


Note:  Before taking any steps, the District Auditor and/or CDE should be consulted for Ed.Code


The Calendar here still has the Winter Break weeks.  This also shows that the last full month BEFORE April 15 is Month 8 ending March 20.  

  • In this scenario the thought is to assess the removal of one or two weeks of the Winter Break to possibly allow a better ADA for P2 and Annual Reporting.


Be sure to run the Monthly Attendance Summary through the month containing any weeks to be assessed.


Use the Daily Apportionment by Month Report and select the Include Week Averages option:


  • Now look at the Month Averages of the Months currently included in the P2 (through the last full month before 4/15/2020)
  • Then view the week(s) being considered to include.
    Please note:  The screen shot below was modified to include only Month End numbers for months 1-8


For the data shown above, Week 33 at 92.56% nor Week 34 at 92.28% would not increase the P2 numbers if they were included. In this case it would not be beneficial to change the calendar (taking out one or two weeks at Winter Break) 



After assessing your data
If you find that it would be beneficial to remove or add Winter Break weeks to change the P2 and Annual numbers, you should create a ticket to the Support Team at Aeries to have them assist you with the process for changing the Calendar and re-run the reports. PLEASE do not change anything on your own without instruction.



For the 2019-2020 school year and the change in the P2 and Annual Date

  • Both are set to the last full month before February 29, 2020

Because of COVID-19 and the closures of schools, the CDE has answered some FAQs here.

Two important pieces for this article are Items 6 and 9 

  


Note:  For this example, Month 7 ends 2/21/2020 and the first week of Month 8 ends 2/28/2020

 

Be sure to run the Monthly Attendance Summary through the month containing any weeks to be assessed.


Use the Daily Apportionment by Month Report and select the Include Week Averages option:

 

  • Now look at the Month Averages of the Months currently included in the P2 (through the last full month before 4/15/2020)
  • Then view the week(s) being considered to include.

Please note:  The screen shot below was modified to include only Month End numbers for months 1-6

For the data shown above, Week 29 at 93.86% would increase the P2 numbers if it were included.

In this case it would not be beneficial to change the calendar (taking out one week at Winter Break) 



After assessing your data
If you find that it would be beneficial to remove or add Winder Break weeks to change the P2 and Annual numbers, you should create a ticket to the Support Team at Aeries to have them assist you with the process for changing the Calendar and re-run the reports.  PLEASE do not change anything on your own without instruction.