Oregon Cumulative ADM Student File Report: Overview, Data Preparation, and Reporting Guidelines

Oregon Cumulative ADM Student File

Overview

The Oregon Cumulative ADM Student File report produces student-level Average Daily Membership (ADM) records required by the Oregon Department of Education (ODE). The report gathers enrollment, attendance, demographic, program participation, graduation, and instructional hours information for students enrolled during the selected reporting period.

The report evaluates both current enrollments and historical reenrollment records that overlap the reporting date range. Depending on student participation in instructional or special programs, multiple report records may be generated for a single student.

Purpose

Districts use this report to:

• Submit student-level ADM information to ODE.

• Verify enrollment and withdrawal reporting.

• Validate attendance and membership calculations.

• Report program participation and instructional hours.

• Report graduation, diploma, and essential skills information.

Support staff can use this guide to troubleshoot students who are missing from the report, reporting incorrect attendance values, or generating unexpected ADM program records.

Report Parameters

Start Date

The Start Date identifies the beginning of the reporting period.

The report only includes enrollments that overlap the selected date range. If a student's enrollment began before the Start Date, the report uses the Start Date as the ADM Enrollment Date for reporting purposes.

Verification

Verify that the Start Date matches the reporting window required by ODE.

End Date

The Report End Date represents the ADM End Date used for reporting.

According to Oregon reporting requirements, the ADM End Date is typically the first weekday after the student's final day of enrollment.

Example

If the final day of the reporting period is:

10/01/2026

then the ADM End Date should be:

10/02/2026

The report uses the ADM End Date when determining:

• Enrollment inclusion

• ADM End Date reporting

• ADM End Date Code reporting

• Session Day calculations

• Attendance calculations

Important

The ADM End Date itself is not counted in:

• Session Days

• Days Present

• Days Absent

As a result, the Report End Date should reflect the actual ADM End Date defined by Oregon reporting requirements.

When the ADM End Date is entered correctly, attendance and session day calculations include the student's final day of membership while excluding the ADM End Date itself. [OREGON CUM...ENT FILE 2 | Word]

Validation

When reviewing attendance totals:

• Verify the Report End Date entered when generating the report.

• Verify that the date represents the student's ADM End Date.

• Confirm that the ADM End Date is the weekday following the student's final day of enrollment, when applicable.

• Verify that attendance from the final day of membership is included in the report output.

District Tip

For reporting periods that end on a student's last day of enrollment, the Report End Date should normally be the next weekday because that date represents the student's ADM End Date under Oregon reporting rules.

Students to Include

The report can be run for:

• The current student selection

• All students within the selected school

When a current student selection is used, only students within that selection are evaluated.

Entry and Exit Code Filters

Optional Entry Code and Exit Code filters may be used to limit which enrollments are included.

If filters are specified, only enrollments matching the selected criteria are reported.

Depending on report configuration, filters may be evaluated using either:

• AND logic

• OR logic

Verification

If a student expected on the report is missing, verify:

• Student Entry Code

• Student Exit Code

• Report filter settings

Student Record Selection

Current Student Enrollments

A student enrollment record is included when:

• Entry Date is before the report End Date.

• Exit Date occurs after the report Start Date.

• The student is enrolled in the selected school.

• State reporting exclusions are not enabled.

Reenrollment Records

The report also evaluates historical reenrollment records.

A reenrollment record is included when:

• Reenrollment Entry Date is before the report End Date.

• Reenrollment Exit Date occurs after the report Start Date.

• State reporting exclusions are not enabled.

Every qualifying reenrollment period is reported separately.

Excluded Enrollments

The report excludes records when either of the following is enabled:

State Exclude Enrollment

Enabled on:

State/Province - OR > Enrollment

State Exclude from Reporting

Enabled on:

Student Information

Troubleshooting

If a student does not appear in the report, these exclusion fields should be reviewed first.

Enrollment Reporting Logic

ADM Enrollment Date

The ADM Enrollment Date reported in the file is the later of:

• Student Enrollment Entry Date

• Report Start Date

This prevents enrollment dates from being reported before the requested reporting period.

Example

ADM End Date

The ADM End Date reported in the file is the earlier of:

• Student Exit Date

• Report End Date

This prevents enrollment dates from extending beyond the reporting period.

Example

ADM End Date Code

Continuing Students

If a student's Exit Date is on or after the report End Date, the report outputs:

ADM End Date Code = 1A

This behavior aligns with Oregon ADM reporting requirements.

Example

Students Who Exited During the Reporting Period

If the student exited before the report End Date, the report uses:

1. Oregon ADM End Date Code Override, when provided.

2. Student Exit Code, when no override exists.

Troubleshooting

If a district expects a graduation code such as 4A but the report outputs 1A, compare:

• Student Exit Date

• Report End Date

If the Exit Date is on or after the report End Date, 1A is expected.

Attendance Calculations

Overview

The report calculates present and absent days using the district's attendance conversion method.

Two attendance calculation methods are supported.

Method 1: ADA/ADM Attendance Conversion

Attendance values are calculated using ADM attendance conversion data.

This method summarizes attendance earned and attendance lost for the reporting period.

Method 2: Day-Part Attendance Conversion

Attendance values are calculated using day-part attendance records.

This method supports both:

• Period-based attendance conversion

• Time-based attendance conversion

Attendance values are converted using the attendance conversion tables configured for the school.

Present Days

Present Days represent attendance earned during the reporting period.

The report:

• Reviews attendance dates within the student's enrollment period.

• Applies attendance conversion rules.

• Sums all earned attendance values.

Absent Days

Absent Days are calculated as:

Potential Attendance minus Earned Attendance

The reported value represents attendance lost during the reporting period.

Track Calendar Support

Schools using multi-track calendars are supported.

The report only counts attendance and session days assigned to the student's track.

Supported track values include:

• A

• B

• C

• D

• E

• F

Troubleshooting

If attendance appears too high or too low, verify the student's track assignment.

Session Days

Session Days represent the total number of instructional days available during the reporting period.

The report counts calendar days that:

• Are marked In Session.

• Fall within the school term.

• Occur within the reporting period.

For track schools, session days are based on the student's assigned track.

Verification

Compare reported session days to:

Start Page > School Setup > Calendar

ADM Program Records

Primary ADM Record

Every qualifying enrollment generates a primary ADM record.

Most students report using Program Type 01.

Additional Program Records

Additional records are created when a student participates in specific special programs.

ESL Program

Students participating in ESL may generate:

Program Type 02

PNP Program

Students participating in PNP may generate:

Program Type 03

These supplemental records are reported in addition to the student's primary ADM record.

ADM Program Type Codes

Program Type 01

Standard ADM enrollment record.

This record reports:

• Session days

• Attendance

• FTE

Program Type 15

Reported for:

Half-Day Kindergarten students

The Half-Day Kindergarten flag must be enabled on the student's Oregon Cumulative ADM record.

Program Type Override

If an ADM Program Type Override exists, the override value is reported instead of the default program type.

Verification

Review:

Oregon State Information > Cumulative ADM

Instructional Hours Reporting

Instructional hours are reported separately from the primary ADM record.

The report may generate instructional hour records for the following categories.

Important

Instructional Hour records do not report:

• Session Days

• Present Days

• Absent Days

These fields remain blank by design.

FTE Reporting

FTE is derived from the student's Membership Share value and is reported on enrollment-based ADM records.

Reporting Rules

How FTE Is Determined

The report stores the student's Membership Share value from the enrollment record and uses that value when reporting standard ADM and supplemental program records. As a result, ESL (Program Type 02) and PNP (Program Type 03) records typically report the same FTE value as the student's primary ADM record.

Instructional-hour records (Program Types 04-12) are generated separately and always report an FTE value of 0.

Example

In this example, the student generates four report rows. The standard ADM, ESL, and PNP records report the student's Membership Share value, while the instructional-hour record reports 0.

Troubleshooting

If FTE appears incorrect:

• Verify the student's Membership Share value.

• Verify the ADM Program Type being reported.

• Determine whether the row is an enrollment-based record (01, 02, 03, 15) or an instructional-hour record (04-12).

• Review enrollment dates and any generated supplemental program records.

Tuition Type

The Tuition Type Code is obtained from the Oregon Cumulative ADM extension.

If no value is entered, the report defaults to:

S

Verification

Review the student's Oregon Cumulative ADM page.

Full Academic Year Indicators

Full Academic Year School Flag

Indicates whether the student was enrolled for at least half of the available instructional days at the reporting school.

Reported values:

• Y = Yes

• N = No

Full Academic Year District Flag

Indicates whether the student was enrolled for at least half of the available instructional days within the district.

Reported values:

• Y = Yes

• N = No

Essential Skills Reporting

The report includes Oregon Essential Skills information for:

• Reading

• Writing

• Speaking

• Mathematics

For each area, the report may include:

• Essential Skills Status Code

• Essential Skills Completion Date

Dates are reported in MMDDYYYY format.

Verification

Review Oregon graduation and essential skills records for the student.

Biliteracy/Multiliteracy Seal

The report outputs the Biliteracy/Multiliteracy Seal value when entered.

For certain graduating students, the report automatically reports a default value when a seal value is not entered.

Verification

Review:

• ADM End Date Code

• Diploma Type

• Biliteracy/Multiliteracy Seal field

Military Connected Indicator

The report outputs:

• Y = Military Connected

• N = Not Military Connected

This value is derived from the Oregon state reporting extension.

Data Verification Checklist

Before submitting the file, districts should verify:

Enrollment

• Entry Dates

• Exit Dates

• Entry Codes

• Exit Codes

Attendance

• Session Days

• Present Days

• Absent Days

• Attendance Conversions

Membership

• Membership Share

• FTE Values

Programs

• ESL Participation

• PNP Participation

• Program Type Overrides

• Instructional Hours

Graduation

• ADM End Date Codes

• Diploma Types

• Essential Skills

• Biliteracy Seal

Troubleshooting Common Issues

Student Missing From Report

Verify:

• Enrollment overlaps the reporting period.

• Student is enrolled in the selected school.

• State reporting exclusions are not enabled.

• Entry and exit code filters are not excluding the enrollment.

Student Reports 1A Instead of Graduation Code

Verify:

• Student Exit Date

• Report End Date

If Exit Date is on or after the report End Date, the report intentionally outputs 1A.

Attendance Does Not Match Expectations

Verify:

• Attendance conversion method.

• Attendance conversion tables.

• Student track assignment.

• Attendance records exist for the reporting period.

Session Days Appear Incorrect

Verify:

• School calendar setup.

• In Session day settings.

• Track assignments.

• Report date range.

Incorrect Program Type

Verify:

• ADM Program Type Override.

• Half-Day Kindergarten flag.

• ESL program participation.

• PNP program participation.

• Instructional hours configuration.