Early Childhood Center Data Dictionary

Transcription

1 Early Childhood Center Data Dictionary: (06/09/15) 1 Early Childhood Center Data Dictionary The Data Dictionary is designed to help you complete your early childhood center s JData Profile Form (the data entry system). It defines terms and offers hint text to assure that all centers respond to items in the same way, thereby allowing for reliable apples-to-apples comparisons among centers. Outline The Data Dictionary is organized to correspond with the four tabs on your JData Profile Form: 1. Children 2. Teachers and Staff 3. Resources 4. Governance You may also see additional tabs in your JData Profile Form that have been requested by your local Jewish Federation. These tabs are not included in the Data Dictionary at this time. General Data Entry 1. Do not use commas in any numeric field. (E.g., enter 1050; do not enter 1,050.) Commas will automatically appear in your Profile, Longitudinal, and Comparison reports. 2. Round all dollar amounts to the nearest dollar. Do not include decimals, cents, or dollar sign. (E.g., enter 10500; do not enter $ )

2 Early Childhood Center Data Dictionary: (06/09/15) 2 Children This tab includes information on students in your school, infants through age 5. These questions are about your core program. The core program includes both day care hours and programmed early childhood hours. It does not include one-on-one tutoring, early drop-off, extended day, or vacation programs that require a special sign up. If your summer program is a continuation of your school-year program, incorporate the summer numbers into this profile form. Enrollment How many weeks per year is the core program of your early childhood center (not including vacations or holidays)? How many hours per day is your core program in operation? [Table] Core Program Enrollment Number of children enrolled Tuition and mandatory fees Number of hours per week assumed in this tuition Total enrollment in What is your best estimate of the percentage of children enrolled in your core program who are Jewish? Program Capacity What is the total number of children your program could accommodate given space, staffing, and program options? Retention [Table] Attrition by Destination CHILDREN The core program includes both day care hours and programmed early childhood hours. It does not include oneon-one tutoring, early drop-off, extended day, or vacation programs that require a special sign up. If your summer program is a continuation of your school-year program, incorporate the summer numbers into this profile form. The core program includes both daycare hours and programmed early childhood hours. It does not include oneon-one tutoring, early drop-off, or extended day. Enter information for each grade in your school. Refer to children's ages as of September Do not double-count. Fill out according to how you register your children. Do not double-count. If there are no children for a particular age, enter 0. A blank indicates that your school does not offer programming for this age. Record the maximum tuition per child for the core program. Use member rate, if applicable. Include only mandatory fees. Do not include additional fees for early drop-off and extended care or other optional fees. Do not include early drop-off and extended care. If there is no majority enrollment pattern, give the average number of hours/week. This number is calculated automatically based on enrollment numbers entered into the enrollment table. If the total is incorrect, the error is in one or more of the grades in the enrollment table. Make all corrections in the table itself. This number represents program capacity and may be less than physical capacity. Program capacity is the sum of your center s current enrollment and the number of additional children you could accept without adding any new space, staff, or classes. Attrited children are those who were at your center last year and could have returned this year, but did not. Some may have dropped out during ; others may have

3 Early Childhood Center Data Dictionary: (06/09/15) 3 Jewish day school program Public school program Children with Special Needs Does your early childhood center offer services for children with special needs? completed the year but did not re-enroll for Do not include children who graduated to kindergarten or to a level your center does not provide. Include Yeshiva. Include integrated classrooms and government-funded preschools. Special needs are intellectual or developmental disabilities and physical impairments such as ADD/ADHD, Autism/Asperger s, Down Syndrome, visual and/or hearing impairments, or seizures. If none, enter 0. If you answer yes, you will be prompted to enter the total number of children receiving special needs services in record other information about your center s enrollment, capacity, attrition, or special needs services. This information will also appear on your Profile Report.

4 Early Childhood Center Data Dictionary: (06/09/15) 4 Teachers and Staff TEACHERS AND STAFF Staffing [Table] Early Childhood Center Staff Indicate the number of staff on your school's payroll in Fulltime refers to a standard work week (generally hours a week). Assign each staff member to one category only. If your school does not have staff in a listed category, enter 0. Top administrators Teachers Educational specialists Support staff How many teachers in the table above were new in ? Total number of staff [Table] Teacher Salary Table Leadership Who is the top professional in your early childhood center? [Table] Top Professional Experience To calculate FTE: Allocate personnel according to the percent of fulltime they spend in each position. Include heads of school, principals, education directors, assistant directors. Include anyone teaching at least one regularly scheduled class. These may be rabbis, teachers, special needs teachers, and others who teach in your schools. Do not count teaching aides or assistants. Include music specialists, art specialists, family educators, coordinators, librarians, curriculum specialists, etc. Include administrative assistants, maintenance workers, bookkeepers, secretaries. Do not include teaching aides or assistants. This number is calculated automatically based on all rows in the Early Childhood Center Staff table. If the total is incorrect, the error is in one or more of the positions in the enrollment table. Make all corrections in the table itself. Enter the range of annual salaries for teachers in School Year Indicate both the annual salary and number of hours per week assumed in this salary OR the hourly rate of pay. Do not double-count any years. Relevant experience includes years working in this position and years working in Jewish and/or secular education. record additional information on your early childhood center s teachers and staff. This information will also appear on your Profile Report.

5 Early Childhood Center Data Dictionary: (06/09/15) 5 Resources This tab records information about budget (expenses and revenues) for the current year (FY16 or School Year ). NOTE: This tab should be completed by the early childhood center director. It may be helpful to consult with the executive director, comptroller, or business manager at your center s parent organization (synagogue, JCC, day school, etc.). Expenses [Table] School Year Operating Expenses Program expenses If you reported other expenses, do these include overhead or occupancy costs? Revenue [Table] School Year Revenue Sources Tuition and fees collected Other unrestricted sources Financial Assistance [Table] Financial Aid and Tuition Discounts to Children Total number of individual children receiving financial aid (count each child only once) Did your early childhood center offer incentives to new families in ? Development Does your early childhood center have its own endowment or a designated fund from its parent organization? Does your early childhood center have its own annual fundraising campaign? RESOURCES List the costs of running your early childhood center in Include learning materials, supplies, and snacks. Include rent, mortgage, utilities, maintenance, security, insurance, etc. List the sources of revenue for the early childhood center in Include fees for early drop-off, extended day, vacation and summer programs, and all other fees. Gifts or donations, grants, annual fundraising campaign, scholarship fund, corporate sponsorship, event revenue, income from space rental, etc. Include only the amount raised specifically for the early childhood center. Indicate how much did your early childhood center give in in financial aid and other tuition discounts. If none, enter 0. Note: All items in the following table refer to children, not families; count children for each type of aid they received. This item is used to determine percent of children receiving financial aid. The item differs from the total in the above table, which may be double-counting some children. If you answer yes, you will be prompted to describe the type and size of these incentives and eligibility requirements. If you answer yes, you will be prompted to enter the value of your endowment designated for early childhood at the end of FY15. If you answer yes, you will be prompted to enter the year of your most recent annual fundraising campaign ended, the target for the campaign, and the amount raised from the campaign. Annual campaign includes unrestricted and restricted voluntary contributions, gifts, and grants. Include only the net amount raised after expenses, not the gross amount received. Do not include capital, endowment, federation, or government monies. Report only amount raised directly for the center.

6 Early Childhood Center Data Dictionary: (06/09/15) 6 Does your early childhood center have its own capital campaign? If you answer yes, you will be prompted to enter the start and end dates of the capital campaign. record additional information on your early childhood center s financial resources. This information will also appear on your Profile Report.

7 Early Childhood Center Data Dictionary: (06/09/15) 7 Governance Does your school have a governing board or committee? GOVERNANCE If you answer yes, you will be prompted to enter whether the governing board or committee has fiduciary responsibility for the center and how many people are on your center s board or committee. record additional information on your early childhood center s governance. This information will also appear on your Profile Report.