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Membership

Office of School Finance

October 2025

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Agenda

Purpose
Count dates
Residency
Membership
Exclusions/Conflicts
Virtual Indicator
Key takeaways
Resources and contacts

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Purpose

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Purpose

Membership is intended to capture a snapshot of the count of kindergarten through grade 12 students who are enrolled and expected to be in attendance at the school corporation or charter school on the count day.

Historically, membership counts have been taken two times per year, once in the fall and once in the spring

The Indiana General Assembly determines if one or both counts are used to determine Basic Grant funding

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Purpose

Membership is used to calculate the Basic Grant portion of Tuition Support

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Count Dates

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Count Dates

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Count Dates

A count of students enrolled and expected to be in attendance on count day.

Enrolled means the student is:

Registered with a school corporation or charter school to attend educational programs offered by or through the school corporation or charter school; AND
Attending these educational programs or receiving educational services

Attending means the student is:

Present physically or virtually with the expectation of continued services in the education programs for which the student is registered

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Count Date Virtual vs Non-Virtual

Fall attendance

IDOE reviews attendance for each student from the first day of school until the October count date, October 1.

Spring attendance

IDOE reviews the attendance for each student from the first day after the October count date (October 2) until the spring count date, February 2.

IDOE takes into consideration whether a student transferred to the school corporation during the date range above

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Residency

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Indiana Residency Requirements

Schools must enroll ALL children presented for attendance.

If a student moves to a different school corporation, officials MUST verify residency.

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Indiana Residency Requirements

Governing body annually adopts a policy concerning items needed to verify residency�
Maintain proof of Indiana residency and annual verification the address has not changed as applicable�
Student MUST have consistent attendance prior to the membership count date.

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Examples- proof of residency

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Proof of residency- other types

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Exceptions to Residency Requirements

Foreign Exchange Students (excluding an F1 Visa student)�
Student of active Military family member (official military order of deployment or pending transfer)

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Enrollment Friendly Reminders

Children cannot be denied enrollment for the following reasons:

Lack of a birth certificate
Showing up late at the beginning of the semester
Not having rental receipts mortgage document, driver’s license or other forms of identification
Not having an individualized education program (IEP)
Not being a citizen of the country or the state
Not having a stable residence
Moving
Lack of immunizations

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Just a friendly reminder about enrollment. Children cannot be denied enrollment for the following reasons; because they lack a birth certificate, because they show up late at the beginning of the semester or after Count Day, because the parent does not have a Rental receipt, mortgage document, driver's license, or other form of identification, because they do not have an individualized education plan program or an IEP, because they are not a citizen of this country, because they do not have a stable residence, because they are in the midst of moving and lastly students should not be denied enrollment due to lack of immunizations. If you have any questions on whether or not a student can be denied enrollment I strongly encourage you to reach out to State attendance officer for assistance.

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Right to Attend Process

State Board of Education is the final arbiter of the right to attend school and the determination of legal settlement

Parent of ANY child denied the right to attend should be advised of the right to appeal. (Students age 18 and older have the right to request a hearing instead of their parents)

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Membership (ADM) Types

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Membership (ADM) Types

Resident Enrollment (Traditional and charter schools)
Transfers Out (Traditional)
Cash Transfers (Traditional)
State Obligations (Traditional)
Placements In (Traditional)
Dual Enrollment (Traditional and charter schools)

10. Choice Scholarship (non-public Choice schools)

20. Adult Education (adult charter schools under IC 20-24-7-13.5)

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Type 1 Resident Enrollment

Which students are Resident Enrollment?

A student with legal settlement in the school corporation and who is enrolled in and attending the same school corporation
Foreign exchange students (does not include F1 Visa students)
Homeless students

Reporting considerations

Student must be reported with a school number that belongs to the reporting school corporation
Instructional days/minutes are left blank

Information for charter schools

Most students will be enrolled and attending as resident enrollments
Must report the correct corporation of legal settlement

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Let’s discuss each of the ADM types in more detail.

ADM type 1 is resident enrollment. Students are resident enrollment if they have legal settlement in the school corporation and are enrolled and attending the same school corporation. As mentioned previously, these are the majority of students. Foreign exchange students are also considered Resident enrollments. Note, this does not include F-1 Visa students. Homeless students because they technically do not have a corporation of legal settlement are also considered resident enrollment. Resident Enrollment students must be reported with a school number that belongs to the reporting School Corporation. Also instructional days and minutes should be left blank for these students

ADM type 1 resident enrollment is the ADM type that is used most commonly in charter schools. Charter Schools must remember to report the correct Corporation of legal settlement for all of their students. The Corporation of Legal settlement is the traditional public school corporation where the student lives.

A quick word about corporation of legal settlement. Please make sure that the corporation of legal settlement and address are correct for all students. We will be doing spot checks on these data this fall. Schools can easily look at these data in the membership roster reports in the data exchange validation portal

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Type 2 Transfer Out

Which students are Transfer Out?

A student with legal settlement in the school corporation but who is enrolled in and attending a different school corporation for one of the following reasons:

Agreement between the corporation of legal settlement and the educating/servicing school corporation
Better accommodation agreement between the corporation of legal settlement and the student’s parents
Better accommodation by the State Board of Education

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ADM type 2 transfer outs are students with legal settlement in the school corporation but who are enrolled in and attending a different School Corporation for one of the following reasons. There is an agreement between the corporation of legal settlement and the educating or servicing School Corporation, this is usually done for a better accommodation for the students educational needs and can be, but doesn’t have to be, a special education or vocational education cooperative. Another reason for a transfer out could be due to a better accommodation agreement between the student's parents and the corporation of legal settlement. This usually falls under Indiana code 20-26-11-5. Lastly, the State Board of Education can also determine that there is a better accommodation in a different School Corporation and that student would be considered a transfer out.

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Type 3 Cash Transfer

Which students are Cash Transfer?

A student with legal settlement in another school corporation but is enrolled and attending the reporting school corporation based on a parent agreement�

Reporting Consideration

Student must be reported with the school number where he/she is being educated as well as the corporation of legal settlement

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Type 4 State Obligations

Which students are State Obligations?

A student is placed in an institution operated by the division of disability, aging and rehabilitative services, or division of mental health and addiction that is located in the school corporation
A student of a state employee living on state property�

Reporting Considerations

Student is included in the membership count of the educating corporation

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Type 5 Placements In

Which students are Placements In?

A student is enrolled and attending school in the corporation as a result of one of the following non-educational reasons:

Placement by a parent/guardian in a state licensed private or public health care facility, childcare facility or foster home located within the facility.
Placement in a health care facility with a physician recommendation for not less than 14 consecutive days or a total of 20 calendar days
Placement is necessary for the student’s physical or emotional health and well-being

Reporting Considerations

Exception: A student placed for non-educational reasons without a COLS outside of the reporting school corporation are reported as a resident attender

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Type 6 Dual Enrolled

Which students are Dual Enrolled?

A student is enrolled and attending your school corporation and a non-public school(including a homeschool):

Student must be receiving less than 50% instruction from the school corporation or charter school.
Other school cannot be another public school

Reporting Considerations

Must input Instructional days and minutes
If two public schools attempt to submit the student for membership, it will create a conflict

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Exclusions/

Conflicts

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Membership (ADM) Exclusions

DO NOT REPORT:

Dual enrolled students who are attending two school corporations or a school corporation and a charter school
Overlapping enrollment/exit dates
Students over the age of 22 on count day
Students under the age of 5 on October 1

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Membership

DO NOT REPORT:

Out of state students
Student only enrolled for special education or title programs
Students only enrolled for special education evaluation purposes
Students enrolled in the Indiana School for the Visually Impaired or the Indiana School for the Deaf
Students finishing graduation requirements before October 1
Mid-Year graduates (February Count)
Foreign exchange student with an F-1 Visa
Expelled general education students

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Conflicts

Schools should review process for recording enrollments and exiting student to ensure accuracy

Schools should review conflict messages early and often�
Communication with the school(s) with which you are in conflict is essential�
Unresolved conflicts may petition the State Board of Education and provide evidence

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Grade 4

Grade 4 students who have a 2024-2025 enrollment record at ANY school, must have either:

A passing IREAD score�
An 'approved' Entry Grade Level Reason (GCE) provided on the Student's School Association (enrollment) record

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Virtual Indicator

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New virtual service descriptor

Beginning in with 2025-2026 school year, if membership reporting for a student is program type “Virtual Education”, a service descriptor must be selected to indicate the description of the service. Choices include:

For example, if an LEA employee monitors a virtual class instructed by a contracted 3rd party, the virtual service descriptor will be “LEA and 3rd Party Educator”.

3rd Party Educator

Student educated 100% by 3rd party educator.

LEA Educator

Student educated 100% by LEA educator.

LEA and 3rd Party Educator

Student educated utilizing both LEA and 3rd party educator.

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New virtual service descriptor

The attendance of students receiving their 50% or more of their education in a virtual education school or program should also reflect at least 50% virtual attendance. These students must also have a Virtual Education Program Association Record.

Begin Date of virtual service is:

The first school calendar date of the school or program OR
The student’s first enrollment date in the school or program

End Date of virtual service is:

The last school calendar date of the school or program OR
The date the service ends or changes

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Certification

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Fall Certification

October 1

Submit/Check/Clean Data

Validations run nightly. Schools should be submitting data, checking validations, and reviewing data on a regular basis

October 7

Check & Clean Data

Validations do not run nightly. Schools can and should be reviewing data for accuracy and completeness.

October 10

Certify Data

Two (2) Sign-offs are required.

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Spring Certification

February 3

Submit/Check/Clean Data

Validations run nightly. Schools should be submitting data, checking validations, and reviewing data on a regular basis

February 10

Check & Clean Data

Validations do not run nightly. Schools can and should be reviewing data for accuracy and completeness.

February 13

Certify Data

Two (2) Sign-offs are required.

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Reviewing Data

Do the counts make sense?

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Reviewing Data

Do the counts make sense?

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To get to the certification summary for Membership, first, click the Certify button at the top of the data exchange validation portal, Then click either October 2025 for Fall membership, or February 2026 for Spring membership. This will bring up all the datasets being certified during the selected cycle. Although this presentation is focused on membership, please review ALL the data sets every cycle. Click membership on the left side of the screen and you will see a screen similar to the slide. It breaks counts down by school within the corporation. Please pay particular attention to the virtual columns, and the totals. Clicking the Certified Roster, provides a list of students. This list indicates whether the student is excluded or Certified. This list can be exported to excel to make sorting and comparing to locally created lists easier. This list can also be quickly checked for errors in addresses or corporation of legal settlements. Some common errors with addresses are spelling the city name incorrectly, putting the wrong state, or zip code.

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Key Points

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KeY Points

Students must be enrolled and expected to be in attendance to be considered for membership.
Data Exchange is the SOLE source for certified membership counts.
Attendance drives whether a student is considered virtual or nonvirtual for Membership purposes.
Fall Count Day is October 1, 2025; Spring Count Day is February 2, 2026
Schools need to work out conflicts amongst themselves.

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Resources

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Resources

Moodle Finance
Dr. Jenner’s Weekly newsletter
Knowledge Hub

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