How to do FTE

Always make sure you have the latest release of STUREC© installed. If not sure, at the STUREC© Main menu press Alt-V and observe the "Build Date" at the bottom of the screen. Compare this to the build date on the Update page. If you need an update, see Installing an Update.

Because counting FTE is a process not an event, it is difficult to make an itemized list of steps to be performed, but let's give it a try anyway by grouping some steps.

Preliminary Steps

Group Two Steps

This "Worksheet" will list your students along with their date of birth, age as of September 1st, Enrollment codes, Funding Code and Grid Code. Then it will list each class, the date enrolled in that class, the calculated FTE value for that class, the Actual FTE value (if you have already audited) and a six week pictorial view of attendance and at the end of the line something called a Fail Code. This fail code should be referenced to the list at the end of the report which will give you the reason why the student may or may not be able to counted in that particular class.

Group Three Steps

The color change of the values in the Actual FTE column indicates that a "human" made the decision, and not the STUREC© Automatic mode.

When you are finished with this student, you screen may look something like this.
Please note that if the total FTE value for all of a student's classes should add up to over one, STUREC© will automatically cap the value at 1.00 in the next step.  All you need do is press the Enter to get the next name and continue the process. 

Now, obviously you cannot finish the process completely until after all of the attendance for the thirty days following the count date has been entered.  Some folks choose to have STUREC© do the audit process in Automatic mode during the 30 days after count date then sit down and do a final Manual audit.

Group Four Steps

This operation will create a special file that will be used to print the various styles of final reports that you may need. When the operation is finished, in addition it will produce the DS-4061-A summary. This is the beast the boss wants yesterday. This summary report has two pages, the first page reports FTE values and the second page reports Headcount.Headcount is NOT required, but some auditors donít know this.

Important note: Each time after you perform the Group Three steps of auditing (or editing) student FTE values, you must re-do these Group Four steps. It is this process that takes the changes you may have made in the Group Three steps and makes them available for the Group Five steps - printing.

Group Five Steps

Then you will be asked a series of questions about what stuff to include in the report, answer as needed. then you will see this list of options.

These "Bedsheet" reports are what its all about. The only one you really need is the 1. All Alpha, the rest of the options are just to make your life a little easier. 

Now you may want to check out some of the Auxiliary reports.

This is where you will find the IM-4203 Summary report needed only for Pupils and is no longer required. Try the other reports. You can't hurt anything and you will find some of these report helpful.

When it is time for your ISD auditor to visit and do their "desk audit", you will find this menu handy.

For Pupils you will want to run options 1 through 6, and for Participants do the same, but skip number 2. It is not required for adults. Take this pile of paper into a quiet room with the auditor, bring in a cup of coffee and say "Call me if you need me." and leave the room. The auditor will have everything they need to do their job, and make your life easier.

Final Audit Loop steps

This sequence of steps may be performed as many times as necessary, but always in this order.


Note: Remember that after you make any changes or adjustment through number 1. Audit Student Worksheet, you must perform number 4. Create Bedsheet Print File again to pick up the changes.

The next step, at least the first time through the process, should be option 6. Check for Duplicate Names to make sure that you don't accidentally have any duplicate names in your files that could come back to embarrass you later.

Note: This is the wide bedsheet report. All of the reports for Pupils will print on standard 8-1/2" x 11" paper in normal portrait mode. The reports for  Participants are designed to be printed in landscape mode on standard 8-1/2" x 11"paper. There are two ways to accomplish this .

  1. If you wish, you may setup your laser printer to accept Legal length paper in Landscape mode. If you do this, don't forget to set the printer lines per page to between 40 and 45. (Do this thru Menu: Define Printers.
  2. You may temporarily select the "L" Landscape printer long enough to print the Participant bedsheet reports.  To do this, make sure you have any menu on screen and press Ctrl-K. This will bring up the currently selected printer and you will be asked if you want to Change printer or Modify. Press "C" to change printer then select "L" when prompted.

Don't for get to change back to your normal (Portrait) printer when finished with the bedsheets. The bedsheet for Participants is the only report in STUREC© requiring landscape mode.

Sorry, but MicroData Systems cannot help you setup your laser printer for this.

Auxiliary Reports

The FTEREC Sub-System menu option 9. Auxiliary Reports offers a number of useful reports helpful in analyzing your overall count.

1. No-Count Students - will print all students who were enrolled but did not count for any FTE value in the selected enrollment period.

2. Counters with w/NC count classes - will print all students who were enrolled and counted for FTE in one or more classes, but not all classes.

3. X-Reference Periods - will print a report cross referencing actual FTE values for students enrolled in more than one period.

4. Residence District - will print an alpha listing of students within each residence district with subtotals after each district break.

5. Worthless Quickie - will count all possible classes for all enrollment categories for the selected Funding source and selected period. These are Un-Audited figures and are Not Correct! Do not rely on these figures...

6. Headcount Crosscheck - looks like the DS-4061 A except it counts heads instead of FTE values.

7. Attendance Analyzer - will give you listings of the following:

8. IM-4023 Summary - will examine only students enrolled as Alternative and funded as Pupil, counting Gender and Ethnic group for Total Headcount, not-counted for FTE, counted for FTE with value and totals.

9. Combine Print Files - for the brave of heart. This will allow you to combine multiple enrollment periods into one master printfile. You will identify duplicates so that FTE values can be adjust between and among periods and capped at 1. This is only significant for Pupil funded students and is probably only important if multiple enrollment periods share the same count date.

Local Audit Checklist

Option 10. Local Audit Checklist found on the FTEREC Sub-System menu is primarily a guide to help you get all the reports an auditor may request to see. It contains two important reports that cannot be obtained elsewhere.  More on preparing for local ISD audit.

1. Overall Alpha Listing - will print an overall alpha listing of all the students in your selection criteria whom you have claimed for Membership of Participation. This is a simplified version of the standard bedsheet report.

6. Class Worksheets - will print class FTE worksheets showing student name, enrollment category, funding and grid code along with actual FTE value. This is similar to the student worksheet, but on a classwise orientation.

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