1. 1 School Year 2006–07 Accounting and Budgeting Committee Video Teleconference Kim Thompson OSPI - School Apportionment and Financial Services kthompson@ospi.wednet.edu 360-725-6306

2. 2 Agenda  Enrollment changes for 2006–07.  Count date.  Changing enrollment  Enrollment records retention.  Alternative Learning Experience (ALE) WAC.

3. 3 Apportionment Systems Re-host Project  To be done in 2 parts, using $1.9 million from the 05–07 budget.  1 st part: to be completed by mid-Sept 2006, will “transform” the code from COBOL to C# and move it to new servers in a web- based environment.  2nd part: to be completed by summer 2007, will make other enhancements and changes to the new system.  WSIPC and the ESDs are already involved; we will assemble user-groups for input in the process at appropriate points.  We will perform parallel testing during 2006–07, but details are not final.  The P-223 will continue to be independent of CSRS.  We will keep you informed through the ESD enrollment contacts. Changes for 2006–07

4. 4 Count Dates WAC 392-121-119  The 4th school day of September – even if you start school in August – even if you are an institution.  The 1st school day of October through May.  Running start count dates are the 1st school day of October through June.  A count day may be determined by an individual school or grade start date.  Students are counted as of the count date. It is a snapshot.

5. 5 Revising Enrollment WAC 392-117-045  During the school year a district may make changes directly on their system.  After the August reporting date, a district may submit changes to their ESD until November; after that, on paper to OSPI subject to the next 2 points.  Enrollment may be changed until the audit exit meeting with SAO. Once audit starts, the auditor must be provided copies of any revisions.  After exit meeting, districts can only report revisions as part of the audit resolution process.

6. 6 Retention of Records – pg. 36  The Secretary of State’s Division of Archives and Records Management establishes the standards for retaining school district enrollment records.  See their Web site at: http://www.secstate.wa.gov/archives/gs.aspx for further information.

7. 7 Retention of Records – pg. 36 School districts must maintain the following documentation (page #s from Sec of State):  Attendance record, individual student that supports enrollment report – Page S-9.  Classroom attendance source documentation – Page S-10.  Daily period attendance input – Page S-10.  All reports supporting state funding (i.e., enrollment – Page S-32.

8. 8 Retention of Records – pg. 36  Signed 1251 reports that include each month’s electronic P-223, P-223S, and P-240 basic education enrollment submission.  Signed 1251H reports that include each month’s electronic P-223 bilingual enrollment submission.  Signed 1735 reports showing each month’s electronic P- 223H special education enrollment submission.  Records for work based learning students that document actual hours of work experience used to calculate FTE enrollment and/or vocational education enhancement funding FTE.

9. 9 Retention of Records – pg. 36  Records of the actual annual hours of ancillary services provided to part-time, private school, and home-based students and reported on Form P-240.  Supporting documentation of monthly enrollment counts must be sufficient to substantiate compliance with enrollment reporting rules and instructions.  Documentation must support that the student was enrolled and had attended within the last 20 consecutive school days (Oct – May counts) and within the first 4 days of September.  Documentation of enrollments must support the Headcount/FTE reported by the district including but not limited to:

10. 10 Retention of Records – pg. 36  Rosters identifying individual students counted for each type of enrollment (both headcount and FTE where applicable).  Enrollment and withdrawal reports identifying student, grade, and date.  Student schedules by month, quarter, or semester necessary to support student’s claimed FTE.  District calculation of FTE for individual schools or programs.  Supporting documentation of year-end enrollment counts reported on Forms P-213 (nonhigh enrollment) and E-525 (home and/or hospital enrollment) must be sufficient to substantiate compliance with enrollment reporting rules and instructions.

11. 11 Retention of Records – pg. 36 According to WAC 392-121-182 (9), records for alternative learning experience students must include:  School board policy for alternative learning experience.  Annual reports to the school district board of directors.  Annual reports to OSPI.  Written student learning plans with an estimated number of hours per week.  Documentation of weekly contact time between student and certificated instructor.  Documentation of evaluations, assessments, and monthly progress reviews for each student.  Student enrollment detail substantiating full-time equivalent enrollment reported to the state, including estimated hours of participation in educational activities, and any actual documentation of hours of learning for those students failing to make satisfactory progress.  Signed parent enrollment disclosure documents.

12. 12 ALE Requirements Section By Section Section 1—Introduction/Definitions  The rule provides an alternative method of determining full-time equivalent enrollment for learning experiences that are: – For students enrolled per WAC 392-121-106. Students may enroll part-time. – Supervised, monitored, assessed, and evaluated by school staff, which explicitly means CIS or contractor. – Provided per a written ALE plan for each student. – Provided in whole or part, outside the regular classroom setting, including digitally via the internet or other electronic means.

13. 13 ALE Requirements Section By Section Section 2—School Board Policy  Adopt and annually review policy for each ALE program  Written student learning plan (WSLP) for each student  Identification of staffing ratio – identified and approved by the board in a public meeting  Teacher oversight of student performance  Weekly contact requirements – “direct personal contact”  Monthly review of student progress  Designation of responsible staff  Annual reporting  ‘Reimbursement’ policy

14. 14 ALE Requirements Section By Section Section 3—Implementation Standards  Shall be accessible to all, including those with disabilities  Responsibility for essential learning resources— Instructional materials approval  Work-based learning  Contracting for ALE  Disclosure of enrollment status – prior to enrollment  Verification of student work  Accreditation

15. 15 ALE Requirements Section By Section Section 4—Written Student Learning Plan  Each student must have a written plan.  Teacher (CIS) holds responsibility and accountability for plan and for student learning.  Must include: – Beginning and ending dates – Estimate of average hours per week to accomplish plan – Description of weekly contact – Description of learning requirements – Identification of instructional materials – Description of timelines and methods for evaluating student progress – Identify EALRs/district academic goals; specification of whether experience meets graduation requirements.

16. 16 ALE Requirements Section By Section Section 5—Enrollment Reporting  Based on monthly progress reviews.  If student progress is satisfactory, report estimated average weekly hours identified in plan on the count date.  If progress is not satisfactory, in subsequent month student must log hours.  If progress in subsequent month is not satisfactory, report actual hours from log.  Usual enrollment exclusions apply (i.e.: 20 day absences)  Program must document district of physical residence for nonresident students; must also establish procedures for coordinating student counting for state funding.

17. 17 ALE Requirements Section By Section Section 6—Accountability for Student Performance  Monthly progress review by certificated teacher.  Review must involve direct personal contact.  Teacher must document whether or not student is making satisfactory progress.  If student is not progressing, must establish intervention plan.  If student continues to struggle, must change learning plan.  Annual assessments for all ALE students.

18. 18 ALE Requirements Section By Section Section 7—Program Evaluation  Requires periodic evaluation to measure effectiveness of student learning and achievement.  Continuous improvement model.  Requirement may be implemented via school improvement planning efforts. Section 8—Annual Reporting to OSPI  Types of programs and course offerings.  Student headcount and FTE.  Ratio of FTE student to FTE CIS.  ALE provided via contract.  The first annual report was due 6/30/06.

19. 19 ALE Requirements Section By Section Section 9—Documentation  Must maintain records for audit (minimum 3 years): – Board policy – Annual reports to school board and to OSPI – Written Student Learning Plans – Student progress reviews, evaluations and assessments – Student enrollment detail substantiating FTE reported to state for basic education funding