1. Enrollment Reporting for the 2013 – 14 School Year ESD Enrollment Training August 2013 Becky McLean OSPI - School Apportionment and Financial Services (360) 725-6306 becky.mclean@k12.wa.us

2. Agenda  Changes for 2013  14. – ALE Enrollment Reporting. – Reporting Special Ed Two-Year-Olds Who Turn Three During the School Year. – Exited Transitional Bilingual Instructional Program (TBIP) Students. – Expansion of Full-Day Kindergarten Program. – Open Doors [1418] Drop Out Reengagement.  Review of Basic Enrollment Reporting.

3. ALE Enrollment Reporting  Differential funding eliminated. – No longer required to report enrollment by “Meeting” or “Not Meeting” minimum contact time. – All ALE enrollment will be funded at $5,296.73/FTE. The same funding for Grades Kindergarten through 12th. This includes Vocational and Skills Center enrollment.  Reporting enrollment if intervention plan is not in place within 5 school days. –Old instruction: remove enrollment from the previous P223. –New instruction: do not count on the next P223.

4. ALE Enrollment Reporting continues  ESSB 5946: Program types eliminated and new course types created. –Old program types: contract based, parent partnership, digital online. –New course types: Remote - courses not online but with less than 20% in-person instructional contact time. Site-based – courses not online with at least 20% in-person instructional contact time. Online. –Program types removed from existing programs in SAFS ALE. New programs will not need to select a program type. –Programs will report percentage of course types offered annually on the Year End ALE report.

5. ALE Enrollment Reporting continues  ALE Reporting on P223 returns. –Why? Allows districts to run “edits.” Gives ESDs opportunity to review. Ensures timely reporting. –New columns added to report Headcount and FTE in K-12 fields. –New fields added to report Grade 7-8 Vocational, Grade 9-12 Vocational, and Skills Center’s ALE enrollment. –Data will be added to the 1251 and 1251H reports.

6. ALE Enrollment Reporting continues  SAFS ALE reporting continues. – ALE enrollment reported by: Program. Home district. – Due date the same as P223. – FTE should match P223. – Headcount could vary.

7. ALE Enrollment Reporting continues

8. Reporting Special Ed Two-Year-Olds Who Turn Three During the School Year  For 2013–14, Special Ed students are reported in the age category based on their age on each monthly count day. – Preschool Special Ed Students who are 2 on September 1 st but turn 3 during the school year, must begin to be reported in the 3–5 category on the next P223H after their birthday.  Change will allow Department of Early Learning to accurately track the revenue and expenditures relating to early intervention services.

9. Exited Transitional Bilingual Instructional Program (TBIP) Students  For 2013–14, new funding available for students that have exited a TBIP program in the prior school year.  2012–13 eligible TBIP students that scored a Level 4 grade on the WELPA test given in Spring 2013, should be counted monthly in the new P223 field.  For 2014–15 school year, funding will be provided to students that exited in the last two school years.

10. Exited Transitional Bilingual Instructional Program (TBIP) Students continues  Count eligible students: –That transferred from a different district. –Whose parents had previously waived TBIP services.  Do not count students: –That have withdrawn prior to the monthly count day. –That were English Language Learners (ELL) who scored a level 4 at a private school participating in Title III. –That were Exited Native American students who were eligible for Title III funding but not TBIP.  Refer to recently issued Bulletin # 038-13 for additional guidance.

11. Expansion of Full-Day Kindergarten Program  2013 Legislature authorized adding new schools approved to receive state full-day kindergarten funding.  Percentage of kindergarten students increased from 22% to 43.75%.  Added 269 new schools for 2013–14 school year.  Qualifying schools based school’s FRPL percentage as reported on Oct 1, 2012, CEDARS as of May 17.  List of newly eligible schools can be found at: http://www.k12.wa.us/SAFS/default.asp  Eligible schools can report their kindergarten students for more than a 0.50 FTE.

12. Open Doors [1418] Youth Reengagement  Programs created as a result of the passage of HB 1418 in June 2010.  Program and reporting district must be approved by OSPI to operate a program.  Eligible students are: –Between 16 and 21 years of age as of September 1 st. –Have not met the high school graduation requirement of the district. –Significantly behind in credit.  Programs funded with the Running Start rate – non- vocational and vocational.

13. Open Doors [1418] Youth Reengagement continues  Rules for calculating FTE is significantly different. –For agency or district run program - Program Total Hours of Instruction. –For college run program – enrolled college credits.  For 2013–14, the enrollment reported by the program on the P223-1418 form should be entered on the reporting district’s P223.  Rules and more information can be found: –Chapter 392-700 WAC. –Soon to be released Implementation Guide. When available, it will be posted to: www.k12.wa.us/gate/supportingstudents/

14. View of 2013 –14 EDS P223 Screen

15. Review of Basic Enrollment Reporting Why is Enrollment Reporting Important?  Monthly enrollment drives school funding.  Classification of reported enrollment can alter district’s funding.  Mistakes in reporting can result in audit findings.  Data used for forecasting future enrollment and the state’s funding obligations.  High profile area with the public and Legislature.

16. Funding Level for 2012–13 State Summary Average

17. Basic Enrollment Terms  Enrolled Student.  Enrollment Exclusions.  Course of Study.  Count Date.  Full-Time Equivalent – FTE.  Exception to 1.0 FTE Limitation.  Headcount.  Resident and Serving District.  Choice and Interdistrict Agreements.  4 Criteria for Special Education.

18. Enrolled Student  Resident of district or attending pursuant to: – Interdistrict agreement. – Choice agreement.  Under 21 years old at the start of school year.  Enrolled on or before count date.  Participated in a course of study: – For September – one of the first 4 school days. – For remaining months – on or prior to the count date.  Does not meet enrollment exclusions.  WAC 392-121-106 defines enrolled student.

19. Enrollment Exclusions  A student shall not be counted as an enrolled student if any of the following are met: – Consecutively absent for > 20 school days. Allowance exists for students that give notice before absence and return to school. – Dropped out or transferred. – Expelled or long-term suspended. Allowance made for long-term suspended student who enrolls in a new program/school (i.e., ALE). – Met high school graduation requirements as of the beginning of the school year. – Paying tuition – F1 Visa. – Claimed by an institution.  WAC 392-121-108 defines enrollment exclusions.

20. Course of Study Includes  Basic education instruction.  Special education.  Alternative learning experience (ALE).  Education provided by a contractor.  Ancillary service.  Work based learning.  Running start.  UW transition.  Direct-funded technical college.  WAC 392-121-107 defines course of study.

21. Course of Study Does Not Include  Home based instruction – “Intent to Home School.”  Private school instruction.  Adult education – over 21 years old.  Out-of-state residents.  GED instructions when additional adult education state/federal $ is generated or does not earn HS credit.  Extra-curricular activities.  College enrollment not earning HS credit.

22. Count Date Enrollment is collected on the monthly Count Date.  Count date is a snapshot.  Count date is: – 4 th school day in Sept. – 1 st school day of Oct–June. – Running Start is 1 st school day of Oct–June.  Count date can be determined by an individual school or grade start date.  WAC 392-121-119 defines enrollment count dates.

23. Full-Time Equivalent - FTE  Term used to measure a student’s enrolled time.  1.0 FTE is defined as: – Grades 4–12 – 5 hrs/day or 25 hrs/wk – Grades 1–3 – 4 hrs/day or 20 hrs/wk – Full-Day K – 4 hrs/day or 20 hrs/wk  0.5 FTE for Half-Day Kindergarten: – Half-Day K –2 hrs/day or 10 hrs/wk for 180 days  WAC 392-121-122 defines full-time equivalent student.

24. Method for Claiming FTE Claiming FTE is based on:  Seat-time traditional class – enrolled hours in a classroom.  Running Start class – enrolled college credits.  ALE course – estimated hours of learning in written student learning plan.  Work based learning – actual hours in a work based learning program.  Open Doors [1418] program – based on program type, total planned hours of instruction or enrolled college credits.

25. Exception to 1.0 FTE Limitation As a general rule, students limited to 1.0 FTE and 1.0 AAFTE. Exceptions:  Running Start – up to a combined 1.2 FTE. – Neither High School nor Running Start may exceed 1.0 FTE. – Refer to Bulletin # 032-13 for additional guidance.  Skills Center – up to a combined 1.6 FTE. – Neither High School nor Skills Center may exceed 1.0 FTE.  WAC 392-121-136 defines limitation on enrollment count.

26. Available Running Start FTE for High School/Skills Center Students  When a student is enrolled in both High School and Skills Center and claimed for more than a 1.0 FTE, the available Running Start enrollment is limited to 0.20 FTE.  When a student is enrolled in both High School and Skills Center and claimed for less than a combined 1.0 FTE, the standard 1.20 FTE limitation applies.

27. Headcount  A count of enrolled students.  Hours of course work or daily attendance is not considered.  Each student = 1– No partial numbers.  Used for: – Special Education funding. – Bilingual funding. – State Budgeting, Caseload Forecast, School Facilities.  October reporting is critical.

28. Definition of Types of Districts Resident District:  The district student lives in.  Or where a student has ‘choiced’ into.  WAC 392-121-106 defines resident district. Serving District:  The district that provides instruction or service. Home District:  District where student lives regardless of ‘choice’ agreement. Used for ALE enrollment reporting.

29. Choice and Interdistrict Agreements One of these agreements must be in place in order to count a non-resident student for enrollment:  Choice Agreement: – Student released 100% by resident district. – Resident district releases financial liability for student. – Serving district is responsible for all services. – Student is reported on P223/P223H as resident of ‘Choice’ district.  Bulletin No. 009-09 dated March 3, 2009. Look for an updated bulletin this Fall.  OSPI developing a universal choice form required for online courses. But available for all districts.

30. Choice and Interdistrict Agreements continues  Interdistrict Agreement: – For students that attend another district part-time. – Responsibility for student remains with the resident district. – Serving district reports partial FTE on P223/P223H and student as a resident of their resident district. – Basic Education $ flow to the serving district. – Special Education $ flow to the resident district.  Effective dates should be stated – beginning and end dates.  Both districts must sign the agreement before the enrollment can be counted.

31. 4 Criteria for Special Ed  Enrolled at school district.  As of midnight, August 31 of prior year: – Birth to 2 – served pursuant to an individualized family service plan (IFSP) per IDEA Part C – Washington Early Support for Infants and Toddlers (ESIT) requirements. – Ages 3 to 21 – IEP is current and in effect.  Evaluation is current, and  Currently receiving special education or related services as defined under WAC 392-172A- 01175 and 01155.

32. Revising Enrollment  During school year: Districts may make revisions directly in EDS.  After Aug thru late Nov: Districts may revise prior year enrollment in EDS.  After late Nov: Prior year revisions made on paper to OSPI. Note status of that year’s audit.  During audit: Districts must notify auditor of revisions.  After auditor’s exit meeting: Districts cannot revise their enrollment.

33. Resources for Enrollment Reporting  Enrollment Reporting Handbook. – http://www.k12.wa.us/safs/INS/ENR/1314/eh.asp.  ESD enrollment contact.  Rules regarding enrollment. – http://apps.leg.wa.gov/wac/. – WAC 392-121-106 through 188.  Becky McLean, OSPI – (360) 725-6306. – becky.mclean@k12.wa.us.