P.O. BOX 2120

March 16, 2001

TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: March 31, 2001, Average Daily Membership (ADM)

Final entitlements for Basic Aid and related Direct Aid accounts for fiscal year 2001 will be based on average daily membership (ADM) as of March 31, 2001. To facilitate the collection of data used to compute ADM, a downloadable Excel template was created for your use. The Excel template is located on the Department of Educationís website and can be downloaded from the following address:

Attachment A to this memorandum provides general instructions for accessing and working with the Excel template. Please note that in order to minimize duplicate or erroneous file submissions, the department has implemented an automatic file-naming process that includes date and time identifiers in the names of files that are to be returned to the department via e-mail. Please read the instructions provided in Attachment A carefully as the department will only accept Excel files that have the proper file name.

Attachment A also provides special downloading instructions for divisions that use Internet Explorer. Divisions using Internet Explorer have been experiencing some difficulty downloading some of the department's Excel files. The problem is not associated with the Excel files, but with the procedures required to download the files using Internet Explorer. If you use Internet Explorer, please read these instructions carefully.

Attachment B to this memorandum provides specific instructions on reporting data that is used in the calculation of Average Daily Membership (ADM) and should be read thoroughly before preparing the report. Please be aware that appropriate supporting documentation must be maintained for each portion of the report in the event a subsequent ADM audit or review is needed.

Before completing the Excel template, please review Sections 22.1-1 through 22.1-5, 22.1-101.1, 22.1-199, 22.1-215, 22.1-218, 22.1-253.13:1 (H), 22.1-254, and 22.1-254.1, Code of Virginia, as amended. Attachment C to this memorandum provides all the sections of the Code of Virginia that are referenced in this memorandum. Also, please review all instructions provided in the Excel template prior to completing the report.

In order for the May and June EFT transfers to reflect school division payments based on final ADM, it is important that all school divisions complete the Excel template and return it via e-mail to the department no later than April 13, 2001. Questions concerning this report may be directed to budget office staff at (804) 225-2025.