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Enrollment Reporting for 2011–12 School Year Becky McLean OSPI School Apportionment and Financial Services.

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Presentation on theme: "Enrollment Reporting for 2011–12 School Year Becky McLean OSPI School Apportionment and Financial Services."— Presentation transcript:

1 Enrollment Reporting for 2011–12 School Year Becky McLean OSPI School Apportionment and Financial Services

2 Agenda  Changes for 2011–12.  Running Start 1.20 FTE Limitation.  Changes to ALE Programs and Reporting.  K–3 High Poverty School Enrollment Reporting.  Running Start Program in the High School Model.  Review of Basic Enrollment.  Vocabulary.  Enrollment Rules.  Misc Enrollment Topics.  Questions and Answers.

3 Running Start 1.20 FTE Limitation Summary of Change  HB 1087 caps the claimable Running Start FTE.  Beginning September 1, 2011:  A Running Start student is limited to a 1.20 combined high school and college FTE.  Neither high school or college can exceed 1.00 FTE.  FTE that exceeds 1.20 will be subject to tuition charges by the college.  For detail guidance, see Bulletin No. 047-11 dated July 26, 2011, Attachment A and B.

4 Running Start 1.20 FTE Limitation Implementation  New Running Start Enrollment Verification Form should be completed by:  Student/Parents  High School  College  Outlines the new funding limits.  Ensures that all parties understand the possibility of incurring tuition costs.

5 Student to complete. High School Counselor and Running Start Advisor to complete with student. Student and parents complete.

6 Running Start 1.20 FTE Limitation Implementation  High schools and colleges must work together to ensure FTE is not exceeded.  For Fall 2011, students’ schedules must be re-evaluated to determine if high school/college combined FTE exceeds 1.20.  Change students’ schedules, or  Notify student/parents that tuition is due to college.  For future college quarters/high school semesters:  Implementing with college and high school on different schedules.

7 Running Start 1.20 FTE Limitation Reconciling Monthly Bills  Reconcile the college bill with their monthly P-223RS.  Running Start enrollment based on ‘count’ date enrollment.  Rules require that 93% of apportionment generated from the P-223RS be forwarded to college.  You are not required to pay colleges for enrollment not reported on the P-223RS.

8 Changes to ALE Programs In 2010-11, two WAC different revisions were made. FIRST Revision  Last Fall, a workgroup of ALE stackholders met to revise/update ALE rules (WAC 392-121-182).  Public hearing was held on April 26, 2011.  New WAC was adopted shortly thereafter with effective date of September 1, 2011.

9 Changes to ALE Programs SECOND Revision  Last Spring, Legislature passed HB2065 which requires:  10% to 20% reduction in ALE funding.  Offer substantially similar experiences for ALE and standard school students.  Emergency rules were submitted – changing WAC to align with HB2065.  Public hearing held on August 17, 2011.  Permanent ALE rules filed on August 22, 2011.

10 Changes when Counting ALE FTE  For students not making satisfactory progress:  No longer requires reporting actual hours.  Requires intervention plan be in place within 5 days.  Students counted for more than 0.80 FTE must be reported for state/federal requirements - AYP.  Districts must report zero for students claimed for more than a 0.80 FTE and not taking state assessments.

11 Changes when Counting ALE FTE  First Count Day:  Written Student Learning Plan (WSLP) must:  Be completed prior to or on one of the first 4 school days with start date one of the first 4 school days.  Student must participate on one of the first 4 school days.  FTE is based on average weekly hours in WSLP.  Rest of year, monthly count based on:  Count FTE based on average weekly hours in WSLP.  If progress is unsatisfactory, intervention plan within 5 days of evaluation. If intervention plan is not in place within 5 days, remove student’s FTE from P-223.

12 ALE Funding Reduction  HB2065 requires funding reduction of 10% to 20% for ALE programs.  Leaves implementation up to OSPI.  10% reduction to ALE students that:  Met face-to-face with teacher for average one hour a week each month.  See subsection 8 of WAC for reduced contact time for students enrolled part-time.  For students whose WSLP contains only online courses that offer synchronous digital contact.  All other ALE students will receive 20% reduction.

13 ALE Reporting SAFS ALE Enrollment Reporting Changes to Program Management Screen:  District must answer question if program intends to meet face-to-face requirement or offer only online synchronous digital contact class.  Five program types will be narrowed to three:  Contract Base, Digital/Online, Parent Partnership.

14 ALE Reporting SAFS ALE Enrollment Reporting  ALE monthly reporting screen changes:  Existing two columns will be used to collect enrollment that meets minimum contact: Headcount and FTE.  Two columns added for enrollment that does not meet minimum contact: Headcount and FTE.  Districts that intend to meet face-to-face requirement will be able to input data in all columns.  Districts that do not intend to meet minimum contact time will be limited to inputting in columns that does not meet minimum contact.

15 ALE Reporting SAFS ALE Enrollment Reporting  Continue to report Headcount and FTE by:  Program  Grade  Home District  Due date continues to be last school day of month.

16 ALE Reporting P223 & P223-S Enrollment Reporting  P223 will have four columns added.  Two columns for ALE enrollment that meets minimum contact time – Headcount and FTE.  Two columns for ALE enrollment that does not meet contact time – Headcount and FTE.  P223 will have boxes to report ALE program that generates vocational funding:  Skills Center, Secondary CTE, Middle School CTE.  P223-S will see similar changes.  New report -1251-ALE.

17 ALE Reporting P223 Enrollment Reporting Monthly Reporting:  Report all enrollment including ALE in K-12 column of P- 223 and submit to ESD by deadline (p 10 of handbook).  At end of month, review enrollment reported at the beginning of month and revise;  Was intervention plan needed and in place in time,  No – remove from district total enrollment reported in K-12 column.  Yes - continue…

18 ALE Reporting P223 Enrollment Reporting  Does the program intend to meet face-to-face contact requirement,  No – report ALE enrollment in the ‘NOT MET’ columns.  Yes - continue…  Did the student meet the face-to-face contact requirement,  No – report ALE enrollment in the ‘NOT MET’ columns.  Yes – report ALE enrollment in the ‘MET’ columns.  Submit revised P223 by next month’s enrollment deadline.  Oct BEA K–12 enrollment reported on Oct P223: due Oct 11 th.  Oct ALE enrollment reported on revised Oct P223: due Nov10 th.

19 ALE Reporting ALE Funding Reduction  District should report 100% of their ALE enrollment.  Do not report 90% or 80% of enrollment.  OSPI will take reduction based on 100% of reported enrollment.  For Sept–Dec apportionment, reduction will based on average reported ALE enrollment for 2010–11 SY – 90% for all.  Starting Jan, apportionment will be based on actual enrollment. BEA based on Average of Sept–Jan. ALE reduction based on Average of Sept–Dec.

20 Other ALE Changes  ALE activities or experience must be substantially similar to those offered to students in seat-time based classes.  Prohibition to directly reimburse students or parents for ALE activities/experience.  See http://digitallearning.k12.wa.us/ale/http://digitallearning.k12.wa.us/ale/  Annotated ALE rules – Walk-through of each section.  Common questions.  Sample documents  ALE program training schedule.

21 K-3 High Poverty School Enrollment  HB1087 provides enhanced funding for K – 3 grades for schools that are identified as High Poverty.  For a list of schools, go to:  Eligible Schools for K-3 Poverty Class Size Excel file at http://www.k12.wa.us/SAFS/11budprp.asp http://www.k12.wa.us/SAFS/11budprp.asp  Methodology used to determine list of schools:  Used October 2010 CEDARS enrollment as of May 2, 2011.  K–6 Prototypical Free & Reduced Lunch program enrollment exceeded 50% of school’s total enrollment.  Schools had K–3 enrollment.  Does not receive Small School or Remote and Necessary funding.

22 K-3 High Poverty School Enrollment  Proposed WAC rule:  High Poverty will use previous methodology.  Preliminary list will be based on March 31 st extract and posted in April.  Secondary list will be based on July 31 st extract and posted in August.  Final list will be based on final extract taken on Sept 30 th and posted in October.  After Sept 30 th, the list of eligible high poverty schools will not change.

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24 Running Start Program In the High School Model  Currently many high schools are offering Running Start programs at their schools.  Legislative intent – to encourage dual credit programs for high school students.  Memorandum No 044-11M provides detail guidance to frequently asked questions with RCW/WAC references.

25 Running Start Program In the High School Model Role of the Teacher  Running Start teacher is an employee of college during Running Start instruction.  Running Start teacher is supervised by college during Running Start instruction.  Running Start teacher cannot receive compensation from school district and college for the same work.  Critical to consider district and college policies, as well as, collective bargaining agreements.

26 Running Start Program In the High School Model Additional issues:  Location of Running Start class can be at a high school.  Classes can be limited to high school students only.  Fee waivers must be made available.  93% of apportionment generated from Running Start enrollment must be sent to college.  District can charge facilities use fee.  Running Start students are subject to college policies, to include grades and behavior policies.

27 Enrollment - Why is it important?  Monthly enrollment drives school funding.  Classification of students 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.

28 Funding Level for 2010–11 State Summary Average Basic Education$5,092Per FTE Special Education$4,955*Per headcount Vocational – Enhancement $863*Per FTE Skills Center – Enhancement $1,359*Per FTE Bilingual$886*Per headcount Ancillary Services$5.66Per hour Institutional$12,316Avg. Per FTE * State Average for 2009-10 School Year

29 Basic Enrollment Vocabulary  Enrolled Student.  Enrollment Exclusions.  Course of Study.  Count Date.  Full-Time Equivalent – FTE.  Exception to 1.0 FTE Limitation.  Headcount – HC.  Resident & Serving District.  Choice & Interdistrict Agreements.  4 Criteria for Special Education.

30 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 new term – one of the first 4 school days or  For current term – on or prior to the count date.  Does not meet enrollment exclusions.  WAC 392-121-106 defines enrolled student.

31 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.  Dropped out or transferred.  Expelled or long-term suspended.  Met high school graduation requirements as of the beginning of the school year.  Paying tuition – F 1 Visa.  Claimed by an institution.  WAC 392-121-108 defines enrollment exclusions.

32 Course of Study Includes:  Basic education instruction.  Special education.  Alternative learning experience (ALE) – WAC 392-121-182.  Contractor – WAC 392-121-188.  Ancillary service – WAC 392-121-107(1)(e).  Work based learning – WAC 392-121-124.  Running start – WAC 392-169.  UW transition.  Direct-funded tech college – WAC 392-121-124.  WAC 392-121-107 defines course of study.

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

34 Count Date Enrollment is collected on Count Date.  A Snapshot.  Count date is:  4 th school day in Sept.  1 st school day of Oct–May.  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.

35 Full-Time Equivalent - FTE  Term used to measure a student’s enrolled time.  1.0 FTE is defined as:  Gr 4–12 – 5 hrs/day or 25 hrs/wk  Gr 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 for180 days  WAC 392-121-122 defines full-time equivalent student.

36 Exception to 1.0 FTE Limitation As a general rule, students limited to 1.0 FTE & 1.0 AAFTE. Exceptions:  Running Start – up to a combined 1.2 FTE.  Neither High School nor Running Start may exceed 1.0 FTE.  Skills Center – up to a combined 1.6 FTE.  Neither High School nor Skills Center may exceed 1.0 FTE.  Running Start/High School/Skills Center – up to a combined 1.8 FTE.  WAC 392-121-136 defines limitation on enrollment count.

37 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 and Caseload Forecast Council.  October reporting is critical.

38 Resident & Serving District 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.

39 Choice & 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 009-09 dated March 3, 2009.

40 Choice & 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 Ed $ flow to the serving district.  Special Ed $ flow to the resident district.  Effective date should be stated.  Both districts must sign the agreement before the enrollment can be counted.

41 4 Criteria for Special Ed  Enrolled at school district.  As of midnight, August 31of prior year:  Birth to 2 – served pursuant to an individualized family service plan (IFSP) per Part C – WA ITEIP requirement.  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.

42 Enrollment Forms  P-223 – Basic Education.  P-223H – Special Education.  P-223S– Nonstandard School Year.  P-240– Ancillary Services.  P-213– Nonhigh Attendance.  E-525– Home/Hospital.  E-672– Institutional Education.

43 P-223 Basic Enrollment  Used to report the following enrollment types:  Basic Ed – FTE and Headcount.  K–3 High Poverty – FTE and Headcount.  ALE – FTE and Headcount / Minimum Contact Met or Not.  Running Start – FTE and Headcount.  Bilingual – Headcount.  Secondary Vocational – FTE.  Middle School Vocational – FTE.  Skills Center – FTE.  Completed by serving district.  Separate form for each resident/serving relationship.

44 P-223H Special Education Enrollment  Prepared by serving district.  Separate line for each resident district.  Complete monthly – Sept–May.  Used for Oct–May funding.  Sept information is important.  Report Headcount.  Report students by age category.  Age 0–2.  Age 3–5 (PreK).  Age K–21.

45 P-223S Nonstandard School Year Enrollment  Complete for:  Summer School programs.  Ninth month of a non-standard school year.  Limited to1.0 full AAFTE:  Limited to students not claimed for 1.0 full AAFTE.  Enrollment in private, home-based, and out-of- state schools must be considered in AAFTE calculation.  Exception – Summer Skills Centers:  Students enrolled in High School & Skills Center may be counted for up to a total 1.6 FTE.  Neither High School nor Skills Center may exceed 1.0 FTE.  Annual report – not monthly.

46 P-240 Ancillary Services Enrollment  Report ancillary services only.  Regular scheduled part-time attendance should be reported on P-223.  File as needed – monthly or annually.  Report actual hours of contact time.  For monthly reporting, activate a P-240 for the month.  Create an ‘In Progress’ file and enter zero.  Do not submit.  File will be available the following month to input actual data.

47 P-213 Nonhigh Enrollment  Annual report of high school enrollment of students from nonhigh districts.  No apportionment funding is generated.  Nonhigh enrollment:  In Nov and Mar, used to generate nonhigh billing report that limits amount that high school districts may charge nonhigh districts for local levy $$$.  In Sept, used to calculate district levy authority.

48 E-525 Home and Hospital Report  Annual report to OSPI.  Report students who are:  Being served at home or hospital.  Expected to be gone:  Minimum 4 weeks.  Maximum 18 weeks.  Generates per wk/per student:  $55/hospital.  $60/home.  Student may be claimed on P-223 for Basic Ed up to two consecutive monthly count dates.  Reference: WAC 392-122-140 & 392-172-218.

49 E-672 Institutional Education Program Enrollment  Reports enrollment in juvenile institutions.  Done monthly – Sept thru July.  Schools must coordinate with institutions to ensure that a student is not reported twice. P-223 and E-672.  When school’s and institution’s count dates are the same and student may have been at both, institution has priority.

50 Misc Enrollment Topics  Revising Enrollment.  Running Edits.  Important EDS Enrollment Tips.  SAFS vs. CEDARS Reporting.  Resources for Enrollment Reporting Questions.

51 Revising Enrollment  During school year: Districts may make revisions directly in EDS.  After Aug thru late Nov: Districts may revise prior year enrollment thru 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.  WAC 392-117-045 outlines steps for revising enrollment.

52 Running Edits ALWAYS before submitting EDS files:  Run and check your edits.  Run your reports.  Check your data against your reports. EDS Edits:  Edits do not check FTE numbers.  Zero-to-blank edits – run corresponding report and check data.  Edits check source month to the last previously ‘Accepted by OSPI’ record.

53 Important EDS Enrollment Tips  Use the Go Back button within EDS rather than the back arrow in the browser.  Hitting the ‘Print Friendly’ button in the P223 input screen can create stacked files.  Memory Exception Error - Submit your P223/P223H early!

54 SAFS vs. CEDARS Reporting SAFS – School Apportionment and Financial Services  Enrollment reporting for school funding.  EDS application – P223, P223S, P223H, P240. CEDARS –Comprehensive Education Data and Research Systems  Questions for CEDARS:  800-725-4311 or 360-725-6371  CustomerSupport@k 1 2.wa.us

55 Resources for Enrollment Reporting Questions  Enrollment Reporting Handbook.  http://www.k12.wa.us/safs/INS/ENR/1112/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

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