DUPLICATE ENROLLMENT WEBSITE
AND AUDIT PROCEDURES FOR CYCLE 6 - DEADLINE TO RESPOND IS MONDAY, MAY 17, 2021
The
Arkansas Department of Education (ADE) Duplicate Enrollment Audit website is
open as of Monday, May 3, 2021, for resolving enrollment issues with school
submitted Cycle 6 data. The website allows schools to review students
listed as simultaneously enrolled in another school and respond to questions
that confirm to the Arkansas Department of Education (ADE) that corrections
have been entered in the APSCN Student Management System. The
instructions are attached to this memo.
Again,
the data upload for Cycle 6 has been completed and the website can now be
accessed at https://adedata.arkansas.gov/.
The deadline to enter the
corrections and respond is Monday, May 17, 2021. Please read
the rest of this memo before accessing and entering any data on the website.
Anyone
in the school with a current TRIAND ID, password, and access rights has
the ability to login to the website and respond. However, it would be
beneficial to designate only one person to
enter data on the website. If you are unable to view the school's data,
your access rights may have been changed. If this occurs, call Angel
Peugh, Data Quality and Management, at 501-682-5191 or email
ade.triand@ade.arkansas.gov.
IMPORTANT
NOTES:
1.
Once the designated school representative logs onto the website, the school's
students simultaneously enrolled in another school will appear in a
list. If there are no students simultaneously enrolled in
another school, there will be no data to review and there is no need to
enter data or respond to the audit.
2.
PLEASE USE THE "OTHER CORRECTIVE ACTION TAKEN" COMMENT BOX TO
ADD ANY ADDITIONAL EXPLANATION OF THE DUPLICATION AND/OR CORRECTION
THAT COULD AID THE ADE IN UNDERSTANDING AND RESOLVING THE ISSUE.
3. If
a correction is made to the Duplicate Enrollment Audit website, the same
correction MUST be made in the APSCN (eSchoolPlus) software. It
will also be necessary to resubmit one or more cycle reports if a correction is
entered in APSCN that affects a prior quarter Average Daily Membership (ADM)
count. If you need assistance with this, please contact the APSCN Student
Help Desk at 800-435-7989.
4.
IMPORTANT: Make certain to enter an email address so you can be contacted
if more information is needed. Always include the school
name in the subject line when sending emails.
5.
The ADE will export the data from the website, review the
information submitted, and contact only those whose submitted data
does not resolve the conflicting enrollment information. You
should print copies of the completed audit form for your records.
6.
The 10-day Rule: 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 cases when
a student is absent for ten (10) consecutive days and is unaccounted for or
cannot be contacted. The student should NOT be dropped if the student is
absent due to illness and will be returning to class. If notification is
later received of the student's enrollment in another school the
withdrawal date should be changed to match (or the day before) the enrollment
date in the new school. Otherwise, if a student is absent (and
unaccounted for) for ten (10) consecutive days, the withdrawal date should be
the eleventh day of absence. HOWEVER, the ten (10) day rule is different
for 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.
7.
If the student attended the school during the semester but later transfers
to another school, the student drop date should be the day after the last day
attended, and cannot be after the date the student enrolls in the new
school. The date of withdrawal in the previous school must be equal to or
before the date of enrollment in the new school. Withdrawal dates do not
count in the calculation of Average Daily Membership (ADM).
8.
Per Ark. Code Ann. § 6-80-107, Arkansas schools are required to use the
electronic transcript system. The ADE provides this system through TRIAND
and it automatically sends an email to the former school indicating the date
the student enrolled in the new school. This serves as official
notification; and therefore, the withdrawal date in the previous school must be
equal to, or before, the enrollment date in the new school.
9.
To alleviate the duplicate enrollment issue involving twins, the twin flag
within TRIAND MUST be set to "True".