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Early Childhood Center Data Dictionary
2015-2016
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 Notes
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 $10500.25)
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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.
CHILDREN
Item Notes
Enrollment
How many weeks per year is the core program of your early childhood center (not including vacations or holidays)?
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. How many hours per day is your core
program in operation?
The core program includes both daycare hours and
programmed early childhood hours. It does not include one-on-one tutoring, early drop-off, or extended day.
[Table] Core Program Enrollment Enter 2015-16 information for each grade in your school. Refer to children's ages as of September 2014. Do not double-count.
Number of children enrolled 2015-2016
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.
Tuition and mandatory fees 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. Number of hours per week assumed in
this tuition
Do not include early drop-off and extended care. If there is no majority enrollment pattern, give the average number of hours/week.
Total enrollment in 2015-16 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. 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 2015-2016 space, staffing, and program options?
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.
Retention
[Table] Attrition by Destination 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 2014-2015; others may have
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completed the year but did not re-enroll for 2015-2016. Do not include children who graduated to kindergarten or to a level your center does not provide.
Jewish day school program Include Yeshiva.
Public school program Include integrated classrooms and government-funded preschools.
Children with Special Needs
Does your early childhood center offer services for children with special needs?
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 2015-2016.
Notes You may use the notes section at the bottom of the tab to record other information about your center’s enrollment, capacity, attrition, or special needs services. This information will also appear on your Profile Report.
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Teachers and Staff
TEACHERS AND STAFF
Item Notes
Staffing
[Table] Early Childhood Center Staff Indicate the number of staff on your school's payroll in 2015-2016. “Fulltime” refers to a standard work week (generally 35-40 hours a week). Assign each staff member to one category only. If your school does not have staff in a listed category, enter “0.”
To calculate FTE: Allocate personnel according to the percent of fulltime they spend in each position. Top administrators Include heads of school, principals, education directors,
assistant directors.
Teachers 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.
Educational specialists Include music specialists, art specialists, family educators, coordinators, librarians, curriculum specialists, etc. Support staff Include administrative assistants, maintenance workers,
bookkeepers, secretaries. How many teachers in the table above were
new in 2015-2016?
Do not include teaching aides or assistants.
Total number of staff 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. [Table] Teacher Salary Table Enter the range of annual salaries for teachers in School Year
2015-2016. Indicate both the annual salary and number of hours per week assumed in this salary OR the hourly rate of pay.
Leadership
Who is the top professional in your early childhood center?
[Table] Top Professional Experience Do not double-count any years. Relevant experience includes years working in this position and years working in Jewish and/or secular education.
Notes You may use the notes section at the bottom of the tab to record additional information on your early childhood center’s teachers and staff. This information will also appear on your Profile Report.
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Resources
This tab records information about budget (expenses and revenues) for the current year (FY16 or
School Year 2015-16). 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.).
RESOURCES
Item Notes
Expenses
[Table] School Year 2015-2016 Operating Expenses
List the costs of running your early childhood center in 2015-2016.
Program expenses Include learning materials, supplies, and snacks. If you reported other expenses, do these
include overhead or occupancy costs?
Include rent, mortgage, utilities, maintenance, security, insurance, etc.
Revenue
[Table] School Year 2015-2016 Revenue Sources List the sources of revenue for the early childhood center in 2015-2016.
Tuition and fees collected Include fees for early drop-off, extended day, vacation and summer programs, and all other fees.
Other unrestricted sources 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. Financial Assistance
[Table] Financial Aid and Tuition Discounts to Children
Indicate how much did your early childhood center give in 2015-2016 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.
Total number of individual children receiving financial aid (count each child only once)
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. Did your early childhood center offer incentives
to new families in 2015-2016?
If you answer “yes,” you will be prompted to describe the type and size of these incentives and eligibility requirements. Development
Does your early childhood center have its own endowment or a designated fund from its parent organization?
If you answer “yes,” you will be prompted to enter the value of your endowment designated for early childhood at the end of FY15.
Does your early childhood center have its own annual fundraising campaign?
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.
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Cohen Center for Modern Jewish Studies, Brandeis University 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.
Notes You may use the notes section at the bottom of the tab to record additional information on your early childhood center’s financial resources. This information will also appear on your Profile Report.
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Governance
GOVERNANCE
Item Notes
Does your school have a governing board or committee?
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.
Notes You may use the notes section at the bottom of the tab to record additional information on your early childhood center’s governance. This information will also appear on your Profile Report.
