P.O. BOX 2120



March 22, 2002



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



March 31, 2002, Average Daily Membership (ADM)


Due: April 19, 2002


Final entitlements for Basic Aid and related Direct Aid to Public Education accounts for fiscal year 2002 will be based on average daily membership (ADM) as of March 31, 2002. A downloadable Excel template is provided to facilitate the collection of data used to compute ADM. The Excel template is located on the Department of Educations website and can be downloaded from the following address:


Attachment A to this memorandum provides general instructions for accessing and using 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 names.


Attachment B to this memorandum provides specific instructions on reporting the data used to calculate 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.


Attachment C to this memorandum provides the pertinent sections from the 2000-2002 appropriation act, Board of Education regulations, and the Code of Virginia that govern the calculation of ADM. Please read all sections carefully to ensure that data for your division is reported accurately.


In order for the May and June electronic fund transfers (EFT) to reflect school division payments based on final March 31, 2002, 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 19, 2002. A hard copy signed by the division superintendent must also be submitted by that date. In addition, please be aware that the person in your division responsible for completing the fiscal year 2002 Required Local Effort certification report, which will be due to this office on April 26, 2002, should use the March 31, 2002, ADM data in the Required Local Effort calculations. Questions concerning either report may be directed to budget office staff at (804) 225-2025.