1. Kansas Department of Education
Counting KIDS 2016
Kansas Department of Education

2. New for FY17 Count Day moves back to September 20
Virtual School Count Reminders
4 Year Old At Risk qualification changes

3. Attendance Rules for 2016-17 Traditional Schools
Enrolled and Attending September 20
If Student is absent on September 20, must attend one day prior AND one day following on or before October 4.
If school is not open on September 20, 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 19
Day 2-On or after September 20 but on or before October 4
If the count day moves for the traditional school, the Alternative and Virtual days move to coincide with it.
Adults 19 and over are audited based upon credits completed (Will be audited in based on credits)

4. Traditional and Alternative Attendance Documentation
Preference is for electronic documentation
Preference is for submitted documentation to KSDE electronically, via the Auditor File Exchange (demonstrated on another slide).
Please see the list of preferred reports from your student information system, available on the Fiscal Auditing website.
Alternative Attendance
Enrollment form
Transcript Analysis
Graduation Plan
Courses Enrolled in
Logs to show time on site
Alternative Schools that operate in another school district MUST have written permission from the superintendent of that district to be claimed as part of your count.

5. Virtual Attendance Documentation – Full and Part time, 18 and under
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
Virtual Schools that operate in another school district MUST have written permission from the superintendent of that district to be claimed as part of your count.

6. Virtual Documentation – 19 and older
This is not based upon attendance or enrollment, rather, it is confirmed based upon the credits earned.
This covers students in , and will be audited in
District must provide transcripts and supporting documentation that the student claimed for funding received passing credit toward a program of study.

7. Minutes Enrolled Rules
Traditional
Count
Time in class (regardless of full time or part time status)
Passing periods, not to exceed 10 minutes, between classes
Mid-morning and/or mid-afternoon recess, not more than 15 minutes.
Do not count
Lunchtime and one passing period either before OR after lunch
Recess that is immediately preceding or following lunch
Breaks
Virtual (18 and under) and Alternative
Find longest day attended on or before September 19, limited to 360.
Find longest day attended on or after September 20 but on or before October 4, limited to 360
Find the average by adding A and B together and dividing by 2. These are the allowable minutes.

8. Week of Count Day
Many times when counting 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 19 – 23.
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.

9. Minutes Enrolled 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)

10. 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 documented minutes receiving SPED services
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

11. 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 the same 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.

12. 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
Districts are required to provide college attendance documentation at time of audit.

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

14. 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

15. 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)

16. Juvenile Detention Centers and Psychiatric Residential Treatment Facility
Students who are attending a JDC/PRTF on September 20 are not eligible to be counted for enrollment in their home district.
JDC/PRTFs have three count days, funded on the highest of the three.
September 20
November 21
April 20
PRTFs have the option to count students in the regular enrollment on September 20. Once determined, this will NOT be changed after enrollment is submitted.
Enrollment Handbook – Page 14

17. 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 and Reduced 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 (***NEW*** Can have an IEP, but will only receive a max of 0.5 FTE)

18. Some Other Things
Based on Legislation under the Block Grant Formula, the military Second Count is still eliminated.
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

19. No weightings
Due to the Block Grant Legislation, there is no longer 4 year old at risk funding, At-Risk Weighting, Career and Tech Ed Weighting, Bilingual Weighting, Transportation Weighting.
Districts MUST be mindful that program elements have not changed and are required to be in place and maintained. KSDE is still collecting counts.
Documentation
While KSDE will not audit these weightings, these programs remain in effect and documentation must be properly maintained.
Demonstration: Where to find sample documents

20. New Facilities Eligibility for new facilities Documentation
Must have at least 25% LOB
New facility must have been paid for from bonds authorized prior to July 1, 2014 and you must provide supporting documentation.
Must have been financed out of Capital Improvement Funds Only.
Reported on Superintendent’s Organization Report (SO66)
Documentation
Use the tools available on the Fiscal Auditing Website
Demonstration: Documenting New Facilities

21. Virtual Funding For students 18 and under,
Determine the number of pupils enrolled in virtual school on a full-time basis (360 minutes) and multiply the total number of such pupils by $5,000. (Kindergarten students enrolled full-time for 180 minutes will receive $2,500)
Determine the full-time equivalent enrollment of pupils enrolled in virtual school on a part-time basis (less than 360 minutes) and multiply the total full-time equivalent enrollment of such pupils by $1,700.
For students 19 and over,
The district will receive $933 per credit hour earned between July 1, 2015 – June 30, 2016 (up to 6 total credits per student).

22. The e-Audit Initiative
Use tools available on the website
Upload data via the Auditor File Exchange
Granting auditors authenticated, remote access (VPN) to your student information system.
Do not Personally Identifiable Information (PII) to KSDE.
No student information
No teacher information (especially SSNs)
Demonstration: Auditor File Exchange

23. Fiscal Auditing on the Web
scalAuditing.aspx
Audit Guides
Calculators
Guidelines
Forms and Documents (to support claims)
Laurel Murdie
Sheryl Bieker
Kim Burd