Counting KIDS 2014 Michael C. Murphy Kansas Department of Education

New for FY15 Count Day Moves to September 22 Alternative School Count Days Changed Virtual School Attendance Documentation Changed FTE Agreements (New rule) ESL Count Days Changed At-Risk Eligibility Non-proficient at-risk Weighting (No longer available) Community Eligible Schools (August 31 Application) New Facilities Qualifications CTE Incentive Program

CTE Incentive Districts received $1,000 for each student who were submitted to KSDE - CTE 1.Graduated from High School 2.Obtained an industry-recognized credential prior to graduation or by December 31 following graduation. Be prepared to show documentation of items 1 and 2 above.

Count Day Moves to Monday 9/22 September 20, 2014 falls on a Saturday. By state statute ( ) …in any year in which September 20 is not a day on which school is maintained, it shall mean the first day after September 20 on which school is maintained. September 20, 2015 falls on a Sunday. Count day in FY16 will be September 21.

Counting -Two Step Process Step 1 - Attendance Rule Step 2 - Calculate Minutes Enrolled

Attendance Rules for Traditional Schools Enrolled and Attending September 22 If Student is absent on September 22, must attend one day prior AND one day following on or before October 6. If school is not open on September 22, count day moves to next day school is in session Alternative and Virtual Schools Must be in attendance two days Day 1-On or before September 21 Day 2-On or after September 22 but on or before October 6 If traditional day moves, Alternative and Virtual days move.

Virtual Attendance On-line Documented by computer system showing when student was connected to the online curriculum. Off-line Documented with Academic Activity Log Signed by student or parent if student under 18 years old Must be signed by November 1 On-site Documented with sign in/sign out sheets showing when student was in attendance in the classroom Auditors reserve the right to verify virtual attendance on other days Minutes enrolled can be from any single method above or a combination Enrollment Handbook – Page 9

Minutes Enrolled Count Time in class Passing periods, not to exceed 10 minutes, between classes Mid-morning and/or mid-afternoon recess, not more than 15 minutes. Do not count Lunch Passing period from lunch to class Recess that is immediately preceding or following lunch Breaks (or passing periods of more than 10 minutes.

Minutes Enrolled - Traditional Based on student schedule (Enrollment Handbook – Page 3) Everyday the same

Minutes Enrolled - Traditional Based on student schedule(Enrollment Handbook – Page 4) Simple Block (Blue day – White Day)

Minutes Enrolled - Traditional Based on student schedule(Enrollment Handbook – Page 4) Modified Block (Use 5 days in week including count day)

Week of Count Day Many times when counting up minutes you will see the term “Week of Count Day” Normally this would mean Monday through Friday of the calendar week that includes the count day. For this year that would be September 22 – 26. If your school is not open all five days of the “Week of Count Day” we will use the days you are open plus the first day(s) of the following week.

Minutes Enrolled – Part-time Count minutes in class plus passing period if passing from class to class. More examples see Enrollment Handbook Page 5

Minutes Enrolled –Alternative & Virtual A.Find longest day attended on or before September 21, limited to 360. B.Find longest day attended on or after September 22 but on or before October 6, limited to 360 Do the math (A + B) / 2 = Minutes Enrolled = 576 / 2 = 288

Minutes Enrolled Used to calculate funding FTE Minutes Enrolled / 360 = FTE All FTEs rounded to one decimal place, not to exceed 1.0 Students attending less than 18 minutes are not counted Exceptions: Special Education (All are full time, except virtual) Concurrently Enrolled (Minutes Enrolled / 300)

Things are not always this easy Situations that get in the way of an easy life.

Special Education / Virtual Special Education Students who are also enrolled and attending another district’s virtual school. District providing SPED services Loss of automatic 1.0 FTE FTE computed using actual minutes enrolled District providing virtual services Limited to minutes remaining Check KIDS report “Students in Multiple Schools” District agreements to share FTE MUST be signed by both Superintendents Enrollment Handbook –Page 11 & 12

Special Education / Virtual SPED student served 60 minutes a day District correctly submits 60 minutes with IEP = 1.0 FTE Auditor will reduce FTE to.2 FTE Virtual student eligible for 360 minutes District submits 360 minutes = 1.0 FTE Auditor will reduce to 300 minutes =.8 FTE If SPED student receives less than 18 minutes a day. District correctly submits 15 minutes with IEP = 1.0 FTE Auditor will make exception taking student and all weightings away. District providing SPED can bill district providing Virtual for SPED services to student.

Concurrently Enrolled High School students also attending a post secondary institution (Technical School, Community College, State College) Includes classes taught by the college at the High School Changes FTE calculation to Minutes Enrolled / 300 Enrollment Handbook – Page 13

Age Requirements Pre-school Special Education 3 year olds Must be 3 years old on or before the count day Pre-school 4 year olds Must be 4 year old on or before August 31 4 Year Old At-Risk Must be 4 years old on or before August 31 (NOT 3 or 5) Kindergarten Must be 5 years old on or before August 31 First Grade Must be 6 years old on or before August 31

Age Requirement Exceptions Kindergarten Student who while a resident of another state, had legally enrolled and attended Kindergarten in said other state, shall be eligible to attend Kindergarten in Kansas, regardless of age. First Grade Student who while a resident of another state, had legally enrolled and attended First Grade, or had completed Kindergarten in said other state, shall be eligible to attend First Grade.

Homebound Licensed Teacher must provide service Document date and subjects provided to student Minutes Enrolled = computed as if student were in attendance in person at school, based on student schedule. Do not be surprised if student is part-time, not all classes can be provided in homebound situation. If Homebound student has IEP, need only document special education services provided. Enrollment Handbook – Page 12

Student attends 2 buildings Count in building student attends the most If other “school” is virtual, need to determine minutes at both locations If more than 50% virtual, student must be counted as a virtual student. KIDS Data Element D17 used to identify virtual. Enrollment Handbook – Page 11 & 12

Kansas Academy of Math & Science (KAMS) To Correctly Enter into KIDS D2, Accountability School = High School # D15, Funding School = District Office # D16, Attendance School = 9100 (Fort Hays State) D24, Minutes Enrolled = 300 D25, Concurrent Enrollment = 3 (State University) KAMS students do not generate any weightings.

Juvenile Detention Centers Students who are attending a JDC on September 22 are not eligible to be counted for enrollment in their home district. JDCs have three count days, funded on the highest of the three. September 22 November 20 April 20 JDC kids receive no weightings, however are funded at 2X normal BSAPP. Enrollment Handbook – Page 14

Psychiatric Residential Treatment Facility Students who are attending a PRTF on September 22 are not eligible to be counted for enrollment in their home district. PRTFs have the option of counting students as regular students on September 22, or using the JDC three count days, funded on the highest of the three. September 22 November 20 April 20 If Counted as regular – receive weightings If Counted as JDC – no weightings, however double funded. Enrollment Handbook – Page 14

Military 2 nd Count Military Dependents, who were not included on September 22 Count, but enrolled and attending February 20 To qualify, district must have 25 FTE or 1% of 9/22 enrollment. Submit to KIDS on MILT Collection (Open Feb. 20 – Mar. 10) Attendance window is February 1 – March 4 All weightings available except virtual Enrollment Handbook – Page 12

4 Year Old At-Risk Must be 4 years old on or before August 31. Not 3 or 5. Must have 1 qualifying criteria Poverty (Free Lunch) Single Parent (Custodial Parent unmarried first day of school) DCF referral Teen Parent (One parent was a teen when child was born.) Parent – No Diploma (One parent lacking diploma or GED) Migrant Limited English (ELL) – Student must qualify and be provided services Developmentally or academically delayed (Does not have IEP)

Some Other Things Students who are not residents of Kansas Virtual – Not Counted Traditional or Alternative - Counted Foreign Exchange Students Must attend the equivalent of one semester or two quarters Need to document 558 hours of instruction Enrollment Handbook – Pages 14 & 15

Break Time After Break we will answer any questions you might have from the first section on enrollment and then we will discuss all the weightings, including… Adjusted Enrollment At-Risk High Density At-Risk Vocational (CTE) Bilingual (ESOL) New Facilities Transportation Virtual And more

Adjusted Enrollment A.Current Year Enrollment (Not including virtual or 4 year old At-Risk) B.Prior Year Enrollment (Not including virtual or 4 year old At- Risk) C.Three Year Average, using A, B and 2 nd Prior Year Enrollment (Not including virtual or 4 year old At-Risk) Use highest of A, B or C plus current year 4 year old At-Risk

At-Risk Students who qualify for Free Lunch under the National School Lunch Program (NSLP) EXCEPT Students who were 20 years old or older ON September 20, 2014 Part-time Students in grades 1-12 & Non-Graded Virtual Students Community Eligible Schools District has 450 At-Risk count. Weighting = 450 X.456 = 205.2

Community Eligible Schools A program of the NSLP that gives every student in a building a free lunch. Application for Community Eligible Status closed August 31. For At-risk purposes, the students in a Community Eligible School must still qualify for free on their own, through either Direct Certification or the use of a State At-Risk Application D0265 – Goddard D0308 – Hutchinson D0501 – Topeka D0608 – Keystone/NE Kansas Service Center

At-Risk - Verification NSLP requires verification of 3% of Income Eligibility Forms. Be prepared to supply to auditor the results of the verification process that must be completed by November 15 Changes to eligibility are, for at-risk purposes only, retro-active to September 22. State at-risk applications are a separate pool of applications that must also have 3% verifications completed by Nov. 15 Failure to verify 3% of either pool, will result in 3% of at-risk count removed.

High Density At-Risk ((Free Percentage -.35) X.7) X At-Risk Count Free Percentage = At-Risk Count / Adjusted Enrollment In the past, changing a student from full-time to part-time would have no effect here, NOW it does by reducing the At- Risk Count

Full Time Made Part-Time District has 450 at-risk students out of their 1046 total enrollment making the High Density At-Risk factor.0561 (450 / 1046 = =.0802 X.7) High Density Weighting (450 X.0561 = 25.2) One student, qualifying for free, changed from 1.0 to.8 FTE District enrollment drops to (-.2) At-Risk count drops to 449 (449 X.456 = 204.7)(-.5) High density weighting 449 / = =.0793 X.7 = X.0555 = 24.9 (-.3) Losing.2 really is -1.0

Vocational (CTE) Funding based on minutes in an “approved for funding” Pathway class. Does NOT include CTE classes provided by Technical College or Community College Period 1 = 52 minutes Period 1 & 3 = 103 minutes

Vocational (CTE) Period 1 = 45 minutes Periods 1 & 3 = 90 minutes Period 1 = 50 minutes Periods 1 & 3 = 100 minutes

Vocational (CTE) Seminar Seminar = A period in the regular schedule where students can get help from any teacher for any class. Average Minutes per Day / # of classes in full schedule 45 / 7 = 6.4 = 6 Count # of students in all CTE funded classes X Seminar minutes Reported on Principal’s Building Report

Vocational (CTE) Checking your work Create spreadsheet with all CTE funded classes If Principal’s Building Report does not show 1905, you need to find out why.

Bilingual (ESOL) Two Parts Student must qualify for service Teacher must be qualified to provide service Student Qualify Home Language Survey (required for new students only) Building Leadership Team or Student Intervention Team may also recommend a student for testing Test (See Page 21 of Enrollment Handbook for list of approved tests. If test show limited in any domain, student is eligible for service

Bilingual (ESOL) Teacher Qualifications On or before count day the teacher must have Kansas ESOL endorsement Kansas ESOL waiver Kansas ESOL provisional license Kansas restricted license (having passed the ESOL Praxis) ESOL Plan of Study Classes must have started prior to count day Must be making annual progress Must complete within 5 years (3 years if started after 9/20/13) Passed Praxis and applied to KSDE for endorsement See page 22 of Enrollment Handbook for more information

Bilingual (ESOL) ESOL Para time Para must be supervised by qualified ESOL Teacher Must record “Frequent and Productive” meetings At least once per week, to review Lesson Plans Instructional Strategies Evaluation Techniques Weekly Student Progress/Challenges Enrollment Handbook – Page

Bilingual (ESOL) Minutes Student attending a regular class Minutes based on bell schedule Block schedule, use average minutes per day Student receives pull out services Minutes for the week including count day divided by five. Be careful, when teacher and para are working with student together, para time is not countable. Students in grades 1-12 and Non-graded limited to 360 minutes Students in pre-school and Kindergarten limited to 180 minutes.

New Facilities Eligibility for new facilities Must have at least 25% LOB New facility must have been paid for from bonds authorized prior to July 1, Possible that buildings or additions used for new facilities in FY14 will not qualify in FY15 Reported on Superintendent’s Organization Report (SO66) Enrollment Handbook – Pages 18-20

New Facilities New School Building

New Facilities New Addition (Room by Room Totals) All classes every day  Block Schedule

Transportation Any student for whom transportation is provided at district expense regardless of distance should be counted by the district. Report two items in KIDS Transportation Miles Transportation FTE

Transportation Miles Distance measured from front door of house to front door of school using the most direct route. Do not round up (2.46 miles would be reported as 2.4) Document any road closures that are in place on the count day.

Transportation FTE Student riding a regular route bus round trip (home to school to home) = 1.0 Student who rides one way =.5 Ex. Student rides regular route bus in AM, Special Ed. bus in PM Student who rides a special ed. funded bus both ways = 0 Special Ed. transportation funded separately Private school students also enrolled in the public school = limited to their enrollment FTE

Transportation Students transported 2.5 miles or more, additional requirements Address Where student lives, not where picked up/dropped off Do NOT report PO Box City Zip Required of all students

Transportation (Non-Resident) Generally, districts are not allowed to cross into another district to pick up students without the permission of the other district, however state statute allows in one case Student lives in District A, attends school in District B, if distance from home to school they would attend in District A is 2.5 miles or more, District B may submit an Application for Out of District Attendance and Transportation. This rule does not apply if either District has territory in Johnson, Sedgwick, Shawnee or Wyandotte counties. Districts transporting out of district students receive NO transportation weighting

Virtual Weighting Enrollment FTE X 1.05 Enrolled in an Advanced Placement Class =.08 Available for both Fall and Spring semester (MILT Collection) Does resident district offer the AP Class? Yes – Not eligible for weighting No 1. Is resident district enrollment less than 260.0? 2. Is resident district less than 200 square miles? Both YES, not eligible for AP funding Non-Proficient weighting no longer available.

Fiscal Auditing on the Web Audit Guides Calculators Guidelines Sample Forms Contacting Mike Murphy