Understanding Limiting for ADM (Average Daily Membership) in AzEDS for State Reporting.

Introduction

In simplified terms, ADM Limiting occurs when a student’s reported Membership Days exceed the state maximum for a reporting period (40 or 100 day). Limiting is the process of reducing the total ADM the student generates to match the 1.0 ADM each student is budgeted by the State of Arizona.

To learn how to calculate and reconcile your Attendance Data in PowerSchool for Arizona see this article How do I calculate and reconcile my Attendance Data in PowerSchool for Arizona?

Calculating the Limiting Factor

To calculate the Limiting Factor, simply divide the maximum Membership Days by reported Membership Days.

LIMITING FACTOR = MAX MEMBERSHIP DAYS / REPORTED MEMBERSHIP DAYS

Some discrepancies between reported and calculated ADM may be explained by ADM limiting. In AZ, limiting occurs under a few different circumstances.

Scenario 1 – Enrolled at multiple LEAs during the same reporting period.

The student has been enrolled at multiple LEAs during the same reporting period. ADM is calculated by 40 or 100 day reporting periods. When this occurs, the state limits ADM proportionally to each LEA based on the amount of time the student was enrolled during that reporting period.

Example: A student starts the school year on 8/8 in their home LEA. After 8 school days,  the family transfers to a different LEA. Both LEAs have the same calendar and the student didn’t miss any school.

The first LEA is calculated for 0.20 ADM on the 40-day reporting period, because 8 days is 20% of 40. The second LEA is calculated at 0.80 ADM, because the 32 days he reported represents 80% of the 40 day reporting period.

On the 100 day report, the first LEA will be calculated for 0.08 ADM, and the second LEA at 0.92 ADM using the same calculations.

Scenario 2 – Enrolled in another program and LEA during a time their current LEA was out of session.

The student enrolled in another program and LEA during a time in which their current LEA was out of session during the same fiscal year. This student appears on the first LEA’s 40 and 100 day reports, as well as the current LEA’s reports. The state calculates both and limits proportionally at 1.0 ADM.

Example: A student attends a part-time summer program at 0.25 FTE from 7/1 to 7/31. There are 25 days in which he participates for two hours, resulting in 0.0625 ADM on the 100 day report. (25 days * 0.25 FTE = 6.25 Membership Days; 6.25 Membership Days / 100 days = 0.0625 ADM)

Then he enrolls full time (1.0 FTE) at his regular LEA for the regular year, which represents 1.0 ADM using the same calculations.

This results in 1.0625 ADM at the state level, which the state limits to 1.0 ADM to be distributed proportionally:

1.00 / 1.0625 = 0.9412, so the state pays for about 94% of the ADM generated by his participation. This partial ADM is distributed to the LEAs accordingly:

1.0 ADM * .9412 = 0.9412  Limited ADM for the regular school LEA
.0625 ADM * .9412 = 0.0588 Limited ADM for the summer program LEA

Scenario 3 – ADM in excess of 1.25 – proportionally redistributed.

(Based on 2009 STATE POLICY DOCUMENT*) The student is participating in or is receiving county or regional services. In a situation like this, ADM in excess of 1.25 FTE between the two LEAs is reduced to 1.25 total and redistributed proportionally to the LEAs.

Example: A student is fully enrolled at an AZ district, generating 1.0 FTE for that district. However, she is also heavily involved in several CTE programs provided by the Joint Technical Educational District (JTED), accounting for 0.33 FTE.

Her total FTE is 1.33, which is then limited to 1.25 FTE by the state. Both the LEA where her high school is as well as the county office will be proportionally limited in the ADM she generates:

1.25 / 1.33 = 0.9398, so the state pays for about 94% of the ADM generated by her participation. This partial ADM is distributed to the LEAs accordingly:

1.0 ADM * .94 = 0.94 Limited ADM for the high school’s LEA
.33 ADM * .94 = 0.31 Limited ADM for the county LEA

According to a May 22, 2019 webinar, “the State caps ADM at 1.0 ADM unless the student is enrolled in the AZTED satellite course, 1.25, or a central satellite course, they can generate up to 1.75 ADM.”

Limiting Example

Below is an example of these calculations applied to a student who participated in summer school, is enrolled full-time at a public high school, and who completed several online courses concurrently.

The total membership days at 3 separate LEAs equals 175, but none qualify to grant more than 1.0 ADM total. Thus, each is proportionally limited by the “limiting factor” of .57 (limiting factor = total maximum membership days / total actual membership days).

To see a report of students whose ADM is limited and to which LEAs ADM is being allocated, see the LMTADM25 report in AzEDS.

Updated on January 12, 2023
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