Enrollment Reporting for the 2014 – 15 School Year ESD Enrollment Training August 2014 Becky...

Enrollment Reporting for the 2014–15 School Year

ESD Enrollment TrainingAugust 2014

Becky McLeanOSPI - School Apportionment and Financial Services

(360) [email protected]

Agenda 2014–15 Changes and Review of Specific 2013–14 Changes.

– Changes to Running Start and Review of RS in HS Requirements.– Review and Expansion of Exited TBIP.– Review of ALE Enrollment Reporting.– Open Doors [1418] Youth Reengagement changes discussed later. Review of Basic Enrollment Reporting. Review of EDS Enrollment Process, Running/Viewing Edits and

Comments. Details and Questions on Open Doors [1418] Programs

Reporting.

Running Start (RS) Changes With the emergence of RS in high school setting (RS in HS)

classes, changes are required:– To provide consistency on how RS FTE is claimed and

– To ensure that students do not exceed the 1.20 RS FTE and AAFTE limitation.

– Refer to Bulletin No. 028-14 for more information.

Review of Dual Credit Programs.– AP, IB, or Cambridge – class is claimed as a high school class and student awarded

college credit after paying for and passing a test.

– College in the High School – class is claimed as a high school class and student pays fee to college at the beginning of the class.

– Running Start – class is claimed by college, district receives the funding, and at least 93% of funds are sent to college.

Running Start (RS) Changescontinues

FTE formula changes to include a month factor.(# of enrolled credits ÷ 15) x (3 ÷ # of months class is offered)

Examples:– A 5-credit RS in HS class offered over a high school

semester (5 months) = 0.20 FTE or [(5 ÷ 15) x (3 ÷ 5)].

– A 5-credit RS in HS class offered over a school year (10 months) = 0.10 FTE or [(5 ÷ 15) x (3 ÷ 10)].

– A 5-credit RS at the college campus offered over a college quarter (3 months) = 0.33 or [(5 ÷ 15) x (3 ÷ 3)].


RS in HS enrollment must follow the high school calendar. RS in HS enrollment will have a September count.

– To count for September, each student must have a completed RSEVF and a district/college’s MOU must be in place.

– Student must participate on or before the September count day.

College will report their RS enrollment by location on the P223RS form and districts will report the same on the P223:– RS FTE at the college campus.

– RS FTE in the high school setting.

– RS Headcount and RS Only Headcount are not reported separately by location of classes.


AAFTE will be calculated as follows:– Nine month (Oct through June) average FTE (AAFTE) for RS at the

college campus.– Ten month (Sept through June) AAFTE for RS in HS.

Funding is affected based on location of class.

What $’s are generated for a 5-credit non-vocational class?

Location of Class

Class Term

# of Months

Monthly FTE

Class’ AAFTE

$’s Generated Per Term

$’s Generated for Student Who Took A Year of the Specific

Class

College Campus

College Quarter

3 0.33 0.11 $633.14 $1,899.42

High School

HS Semester

5 0.20 0.10 $575.58 1,151.16

High School

HS School Year

10 0.10 0.10 $575.58 $575.58


Additional guidance regarding RS in HS:– A student is either enrolled in a high school class or a RS

class and the class cannot be claimed both by the high school and a college over the length of the class.

– Memorandum of Understanding (agreement between district and college):

• Can provide for recovery of cost to district for hosting the RS in HS class.

• Can provide for payments of stipends to high school teachers. Stipends must be for work done above and beyond the teacher’s contract with school district. This additional work should be outlined in MOU.

• Should be reviewed by district business office.


RS in HS Example #1Five high school classes where each class averages 60 daily minutes including allowable passing time and late start/early releases.Two 5-credit RS in high school setting classes over two HS semesters.

Period Sept Oct Nov Dec Jan Feb Mar Apr May Jun AAFTEHS Class #1 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 HS Class #2 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 HS Class #3 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 HS Class #4 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 HS Class #5 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 RS in HS #6 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20

Total HS FTE 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Total RS FTE 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20

TOTAL 1.20 1.20 1.20 1.20 1.20 1.20 1.20 1.20 1.20 1.20 1.20

1st Semester 2nd Semester


RS in HS Example #2Five high school classes where each class averages 55 daily minutes including allowable passing time and late start/early releases.Two 5-credit RS in high school setting classes over two HS semesters.

Period Sept Oct Nov Dec Jan Feb Mar Apr May Jun AAFTEHS Class #1 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 HS Class #2 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 HS Class #3 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 HS Class #4 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 HS Class #5 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 RS in HS #6 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20


TOTAL 1.10 1.10 1.10 1.10 1.10 1.10 1.10 1.10 1.10 1.10 1.10



RS in HS Example #3Four high school classes where each class averages 55 daily minutes including allowable passing time and late start/early releases.Two 5-credit RS in high school setting classes over two HS semesters.Three 5-credit RS at the college campus classes over three college quarters.

Period Sept Oct Nov Dec Jan Feb Mar Apr May Jun AAFTEHS Class #1 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 HS Class #2 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 HS Class #3 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 HS Class #4 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 0.18 RS in HS #5 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 0.20 RS at the College 0.33 0.33 0.33 0.33 0.33 0.33 0.33 0.33 0.33 0.33


Total 0.92 1.25 1.25 1.25 1.25 1.25 1.25 1.25 1.25 1.25 1.25


Exited TBIP Expansion for 2014–15 School Year and Review

2013 Legislature provided additional support dollars for students who no longer qualify for TBIP funding but require additional instructional support.

Students who have scored a Level 4 grade on either the annual 2013 or 2014 WELPA test would qualify to be counted for Exited TBIP funding.

Funding follows the student.– Students that scored a Level 4 in another district would qualify to be counted in

their new district.– Students that scored a Level 4 but have withdrawn from their district cannot be

counted. Access the EDS Exit L4 Application to track Exited TBIP students.

Refer to following link for additional information: http://www.k12.wa.us/MigrantBilingual/pubdocs/ExitedTBIPStudents.pdf.

Qualifying enrolled students are counted monthly on the P223 in the available Exited TBIP field.

ALE Enrollment Reporting Review No changes for 2014–15 school year. All ALE will be funded at the 2014–15 RS nonvocational rate: $5,755.84. No enhanced funding is generated for ALE enrollment, including HS

Voc, MS Voc, Skill Center, and High Poverty. ALE enrollment reported in two applications.

– P223. Include ALE enrollment in Total K-12 columns, as well as, ALE columns. Do not report ALE enrollment in high poverty schools in Eligible High Poverty columns. Report ALE FTE in HS Voc, MS Voc, and Skill Center classes in both Total Voc, as well

as, ALE Voc fields.– SAFS ALE reporting remains by program and home district.– Total FTE in both applications must match. Headcount may be more in the

SAFS ALE.

Review of Basic Enrollment

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.

Funding Level for 2013–14State Summary Average

Basic Education $5,525 Per AAFTE

Special Education

$5,414 Per Headcount

Enhanced HS CTE

$746 Per AAFTE

Enhanced Skill Center

$1,195 Per AAFTE

TBIP $895 Per Headcount

Exited TBIP $563 Per Headcount

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

Enrolled Student

Resident of district or attending pursuant to:– Choice transfer.– Interdistrict agreement.

Under 21 years old at the start of school year (September 1st).

Enrolled on or before the monthly count date. Participated in a course of study on or before the

monthly count day. Does not meet enrollment exclusions.

WAC 392-121-106 defines enrolled student.

Count DateEnrollment is collected on the monthly count date. A Snapshot. Count date is:

– 4th school day in Sept.

– 1st school day of Oct–June.

– Running Start at the college campus is 1st school day of Oct–June.

– Running Start in the high school setting is 4th school day of Sept and the 1st 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.

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 enroll in a new program/school (i.e. ALE).

– Met high school graduation requirements as of the beginning of the school year (September 1st).

– Paying tuition – F1 Visa.– Claimed by an institution.

WAC 392-121-108 defines enrollment exclusions.

Course of Study Includes: Basic education instruction. Special education. Alternative learning experience (ALE). Youth reengagement program (aka Open Doors [1418]). Running start. Direct-funded technical college.

Ancillary service.

Work based learning.

UW transition.

WAC 392-121-107 defines course of study.

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 prep instructions when additional adult

education state/federal $ is generated or does not earn HS credit.

Extra-curricular activities. College enrollment not earning dual credit at a high

school.

Full-Time Equivalent – FTEFTE is the measurement of student’s enrollment time and is used in district funding. Claiming FTE is based on:Seat-time traditional class – enrolled hours in a classroom.Running Start class – enrolled college credits and number of months.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 – program’s total planned hours of instruction or enrolled college credits.

* A student enrolled in a class cannot be claimed differently each month. For example, claiming a student enrolled in a RS class as a seat-time HS class for some months and then as a college credit RS class for other months.

FTE CalculationsFTE for seat-time traditional class, ALE course, and work based learning is calculated as follow: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

Running Start FTE formula:

(# of enrolled credits ÷ 15) x (3 ÷ # of months class is offered)

WAC 392-121-122 defines FTE for basic ed student.WAC 392-169-025 defines FTE running start enrollment (in process of revision).

Exception to 1.0 FTE LimitationAs 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. Skill Center – up to a combined 1.6 FTE.

– Neither High School nor Skill Center may exceed 1.0 FTE.

WAC 392-121-136 defines limitation on enrollment count.

Available Running Start FTE for High School/Skill Center Students

When a student is enrolled in both high school and skill 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 skill center and claimed for less than a combined 1.0 FTE, the standard 1.20 FTE limitation applies.

Student A

Student B

High School 0.80 0.20 Skill Center 0.80 0.60

Total HS/SC 1.60 0.80 Available Running Start 0.20 0.40

Headcount

A count of enrolled students. Amount of instructional hours or daily attendance is

not considered. Each student = 1. No partial numbers. Used for:

– Special Education funding.– Transitional Bilingual Instructional Program (TBIP) and

Exited TBIP funding.– State Budgeting, Caseload Forecast, School Facilities.

October reporting is critical.

Definition of Types of DistrictsResident District: The district student lives in. For student from a nonhigh district, the serving district. Or where a student has ‘choiced’ into.WAC 392-121-106 defines resident district.WAC chapter 392-137 defines nonresident attendance.

Serving District: The district that provides instruction or service.

Home District: District where student lives regardless of ‘choice’ agreement.

Used for ALE enrollment reporting on the SAFS ALE application.

Choice Transfers & Interdistrict AgreementsOne of these agreements must be in place in order to count a

non-resident student for enrollment: Choice Transfer:

– 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.

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 as a resident

of their resident district.– Basic Education $ flow to the serving district.– Special Education $ flow to the resident district.

Choice Transfers & Interdistrict Agreementscontinues

Effective dates should be stated – beginning and end dates.

Both districts must sign the agreement before the enrollment can be counted.

Bulletin No. 008-14 dated March 25, 2014 provides:– Additional information including rescindment of agreements.– Introduces the new Standard Choice Transfer System

(SCTS). Required for students who enroll full time in out-of-district

online program. Available to be used for all students’ Choice Transfers and

Interdistrict Agreements.

4 Criteria for Special Education Enrolled at school district. As of midnight, August 31of 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.

Revising Enrollment During school year: Districts may make revisions

directly in EDS. After August thru late November: Districts may revise

prior year enrollment in EDS. After late November: 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.

Resources for Enrollment Reporting

Enrollment Reporting Handbook.– Available at http://www.k12.wa.us/safs/INS/ENR/1415/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.– [email protected].

EDS Enrollment Application Process

Enrollment due date review. Hold on making revisions when OSPI is processing enrollment. Wait until email I send to ESDs to begin revisions. Month

Due at ESD

full days b/t

Due at OSPI

full days b/t

Apportion-ment

Posting Date

Sept 16 2 19 1 23Oct 13 2 16 5 24Nov 10 2 14 2 19Dec 11 2 16 4 23Jan 12 2 15 4 23Feb 10 2 13 3 20Mar 12 2 17 4 24Apr 13 2 16 4 23May 12 2 15 4 22June 11 2 16 4 23July 13 2 16 5 24Aug 12 2 17 4 24

Running Edits Run Edits compares current month’s submitted data to prior

month’s “Accepted by OSPI” data. Run Edits are only for P223 and P223H – October through June.

– Does not occur for September P223 and P223H, all P240s, and P223S.

When data is significantly different, an “Edit” occurs. Districts must view the “Edits” and verify if data is correct.

– If incorrect, chance for districts to correct.– If correct, input “Notes” addressing its accuracy.

• Helps ESD and OSPI when they review district’s submitted files.

View of Run Edit Process Screen

View of Run Edit Report

Comment Limitation Comments field is limited to 255 characters. If Comments exceeds this limitation, the following

server error occurs.

Examples of Comments Great comments – explains the specific edit.

– New quarter at college, more participants.– Did not claim CTE in September due to certification issue. – Enrolled more FDK students.– Discovered that grade 3 qualifies for high poverty and made edits to previous

months.– Vocational 9-12 FTE has been reviewed and is correct.

Okay comments – attempts to explain the edit.– Mistake made in September.– New students.– This was the number given.– The report should be correct.– That is the actual count.

Examples of Commentscontinues

Bad comments – does not explain the edit.– I can never get it to submit until I put something here.– . (period)– No edits needed.– Ran twice by mistake.– Clicked on wrong button.– I do not know?

Open Doors [1418] (OD) Youth Reengagement Reporting

Approved programs report their enrollment on the paper P223-1418 form.

Districts include the OD enrollment on the P223/P223S. Students must be:

– Eligible to enroll in an OD program.– Meet the requirements on the monthly count day. New for 2014–15 school

year, “weekly status check” requirement. FTE is calculated based on:

– For below 100 level classes, Program Total Hours of Instruction.– For college classes, college credits.

Rules and more information can be found:– Implementation Guide.– Chapter 392-700 WAC.

Open Doors [1418] (OD) Youth Reengagement Reporting

continues Eligible student is:

– Between 16 and 21 on September 1st.– Is significantly behind in credits or has been recommended

to enroll by specific personnel. – Is not currently enrolled in any high school program,

excluding a skill center or Running Start program.– Has not exceeded the 1.0 AAFTE (counted by a high

school or OD for more than 10 monthly count days).– Has not dropped out or withdrawn on or before count day.– Is not at a state institution on count day.

Enrollment Reporting for the 2014 – 15 School Year ESD Enrollment Training August 2014 Becky...

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