FTE Refresher Training FTE Refresher Training SessionSession

Leon County SchoolsLeon County SchoolsSeptember 12th, 2011

AgendaAgenda

Leon County SchoolsFTE Refresher Training Session

September 12thElementary 9-11

Secondary Special Sites 1-3

Introductions Art Odeneal◦ Naomi Coughlin◦ Kristin Marschka

FTE Overview Jeff Torgesen FTE Week Jeff Torgesen FTE Procedures Jeff Torgesen FTE Amendments Jeff Torgesen ESOL Carol Allen ESE Bruce Harrison Hospital Homebound Bruce Harrison OJT Jeff Torgesen Dual Enrollment Jeff Torgesen Teacher Certification Kathy Culpepper Virtual School Jessica Lowe Home School Jessica Lowe Drop Ins

◦ (Private school Home school) Art Odeneal Class Size Jeff Torgesen Genesis and FTE Jeff Torgesen

FTE FTE OverviewOverview

FTE-Full Time EquivalentFTE-Full Time Equivalent

Input into Florida Education Finance Program (FEFP)

FEFP includes FTE, DCD, program weights, and other adjustments

Funded is calculated during 4 survey periods. A regular school year is funded through the October and February survey period. DJJ programs receive funding through June and July as does transportation.

Student for full time funding purposes =*5 hours per day (300 minutes)*1500 minutes per week (25 hours)*180 days a year (except DJJ)*.5 un-weighted FTE per semester

Anything over 25 hours per week is discarded—see FTE Student Detail Report.

DJJ students are funded at 250 instructional days maximum.

FTE Programs and GroupsFTE Programs and Groups

10 FEFP ProgramsBasic: 101 (K-3); 102

(4-8); 103 (9-12)ESE Basic: 111 (K-3);

112 (4-8); 113 (9-12)*ESOL: 130 (K-12)*Career: 300*ESE Levels 4 & 5:

*254; 255

2 FEFP Program GroupsGroup 1: BasicGroup 2: ESOL ,

Career, & 254/255

*Group 2 programs are capped at the appropriated funding for the program. If a district has a total over the cap, it will be funded at 1.0 and not at the program weight.

2012-2013 Program Weights2012-2013 Program Weights

Basic &Basic ESE (*K-3=1.117; 4-8=1.00; 9-12=1.020)254=3.524255=5.044ESOL=1.161 ) Career=.999Weighted FTE = the FTE times the cost

factor (weight) *Includes PK ESE not at 254 or 255/VPK, School Readiness, and

Private Pay PK are not funded through FTE.

FTE WeekFTE Week

FTE Eligibility during FTE FTE Eligibility during FTE WeekWeek

Must be in membership during 1 of the 5 days during FTE week, AND ESOL

Must have attended schools during 1 of the 11 days during the FTE attendance window (either during FTE week or 1 of the 6 days prior to FTE week)/based on attendance reported by teachers

Must have certified teacher ESOL Must have valid course

codes

Friday is date certain for all FTE, and the student’s course schedule on Friday of FTE week is captured for funding.

The school of enrollment on date certain claims the FTE.

2012-13 Survey Week Dates

Survey 1-July 9-13, 2012Survey 2-Oct. 8-12, 2012Survey 3-Feb. 11-15, 2013Survey 4-June 17-21, 2013

Withdrawal DatesWithdrawal Dates

Date of Withdrawal is the next school day following the students last day of membership

If a student’s last day is Friday before FTE week his/her withdrawal date would be Monday of FTE week. We would not claim FTE on the student.

Who Gets the FTE?Who Gets the FTE?

Student at LCS School A on Tuesday of FTE week but at LCS School B on Wednesday of FTE week.

Student at LCS School on Tuesday of FTE week but at private school on Wednesday of FTE week.

Student at LCS School on Tuesday of FTE week but in another Florida district on Wednesday of FTE week.

Student at LCS on Tuesday of FTE week but out of state on Wednesday of FTE week.

FTE FTE ProceduresProcedures

FTE Procedures to Be Ready for FTE Procedures to Be Ready for FTE WeekFTE Week

Use FTE ChecklistUse FTE diagnostic

reports to ensure that Genesis is accurate:*FTE Class Lists checked by teachers*ESE subsystem report checked by school *Detailed FTE Report checked by school. ESOL

*Check mismatch report to verify accuracy of ESE scheduling*Be sure to make changes needed before and during FTE week

Reviewing FTE ReportsReviewing FTE Reports

Look at all reports a minimum of 3 times during and after FTE week:*Monday of FTE week to ensure that any edits were correct*Monday after FTE week *Monday after clean up week

FTE files are frozen as of Friday of clean up week

FTE amendments are needed to make changes after clean up week.

ESOL

Check for 11-day attendance criteria on Monday of clean-up week to have time to make needed changes.

Beginning date in student course record must be before or on date certain of FTE week for students to be eligible.

The principal must sign, date, and keep the FTE Totals page of the FTE Detailed Student report for potential audit purposes.

FTE AmendmentsFTE Amendments

FTE AmendmentsFTE Amendments

Required only for changes occurring after Friday of clean up week

Deadlines for amendments to state (we must receive them 1 week earlier):

Survey 1-9/30/12Survey 2-3/31/13Survey 3-7/31/13Survey 4-8/31/13

Amendments must be completed in Genesis:

1. Print screen with ESOL incorrect student schedule.

2. Make corrections & save.3. Print corrected schedule.4. Clearly define changes on

amendment form.5. Send copies of 1, 3, & 4 to

FTE office 1 work week prior to state deadline.

Important FTE ReportsImportant FTE Reports

Genesis FTE ReportsFTE Detailed Student ReportFTE Class ListsESE Subsystem Audit Report (not yet

available in Genesis)Course Status Report (SCH002)Totals Page of FTE Detailed Student

Report

Other Important Points to Other Important Points to RememberRemember

ESOL ESOL 487-7840487-7840

Weighted Funding-- 130 Code of LY enrolled in

(a) Intensive reading, language arts, English, and English through ESOL.

(b) Math, science, social studies, and computer literacy using ESOL strategies. only if -- Teachers are certified in the subject area and are working on, or have completed, ESOL training requirements.

May not claim weighted funding for elective courses--music, PE, art, foreign language, etc.--even if teachers are ESOL certified or endorsed.

Only teachers teaching language arts or reading to ELLs who are not ESOL certified or endorsed must be reported as “out of field for ESOL.” Board must approve and letters must be sent to parents of “LY” students-- prior to

October FTE Survey.

Students coded LY must be revaluated at the end of the first 3 years to see if they qualify for extended ESOL instruction and weighted funding.

They must be revaluated each year thereafter…

Weighted funding can only be claimed for 6 total years even if student still needs services. 7th- year ESOL students must be coded by schools in basic program.

Calculating Calculating ESOLESOL Minutes Minutes

Code ESOL 130 for the amount of time student is being taught courses eligible for ESOL-weighted funding,

Code Basic for remaining courses.

ESE coding will override ESOL funding.

Steps for correctly coding fundable

ESOL courses:

--Print latest DOE listing of 130 eligible courses.

--Print each “LY” student’s course schedule.

--Identify eligible courses taught by eligible teachers.

ESEESE

Must check to ensure that ESE students are coded correctly according to IEP and are served correctly according to IEP

ESE students will not be claimed for ESE funding until data is entered in Genesis

Check ESE subsystem report to correct inaccuracies

Check to ensure that teachers hold correct certification

ESEESE

A Matrix of Services must be completed for all ESE students.

A Matrix is completed after the IEP meeting has been held and IEP has been completed.

A copy of the Matrix must be placed in each student’s ESE folder at the school with the IEP that it represents.

A copy of the Matrix and IEP must be turned in to the ESE office for scanning.

For audit purposes, the school maintains the OFFCIAL COPY of the IEP and Matrix.

ESEESE

Students receiving services from Hospital/Homebound during the period of time covered by the funding surveys should only be claimed by cost center 9004 (school of instruction).

The school of enrollment should flag their courses as non-FTE generating while the student is being served by hospital homebound.

On the Job TrainingOn the Job Training

To receive FTE funding, time cards must be completed by students and kept on site by the school for audit purposes.

Dual EnrollmentDual Enrollment

K-12 school of enrollment codes the courses taken at universities or community colleges.

TIS has the course code needed for the classes taken.

To ensure that the K-12 school has attendance records for these students, the students are required to have the professors sign a form provided by the K-12 school daily. The form must be submitted to and kept by the K-12 school for audit purposes.

Teacher CertificationTeacher Certification

For teachers teaching out of field, the following must be completed before FTE week:

1.School Board approval ESOL

2.Notice to parents-(Keep in audit file.)

This must be done each year and each semester that the teacher is out of field.

Reading/language arts teachers are reported “out of field for ESOL” each year they teach an “LY” student--until they hold ESOL certification or the ESOL Endorsement.

Questions regarding certification should be directed to the Human Resources Dept.

Virtual Instruction Program◦ School Number: 7001◦ ONLY a full time program◦ Grade levels served: K-12◦ Vendors: Florida Virtual School Full Time/Connections Academy, K12 Incorporated◦ Enrollment: 19

Leon County Virtual School (franchise of FLVS)◦ School Number: 7004◦ Full and Part time program◦ Local teachers, local support staff◦ Enrollment:

FT: 38, PT: 661◦ Part time students must be alt schooled to 7004. There must be a virtual school

placeholder on the student’s schedule even if it is the 7th period day for 9-12 students.

Leon County Digital Academy◦ School Number(s): Full Time 7023, Part Time 7006◦ Local teachers, local support staff◦ Enrollment:

FT: 8, PT: 86◦ Part time students must be alt schooled to 7006. There must be a virtual school

placeholder on the student’s schedule even if it is the 7th period day for 9-12 students.

Virtual School in Leon CountyVirtual School in Leon County

Genesis holding place – 9998Enrollment Process:

◦ DO NOT withdraw a student until you have confirmed with the home school office that the parent has submitted their Letter of Intent and their Home School Registration Form

Alt School Process:◦ Contact Carol Allen – confirm enrollment & immunization

clearance◦ Email Genesis Support– request alt school from 9998 to

your school number _____Withdrawal Process:

◦ The parent MUST send a Letter of Termination to the Home School office to enroll in traditional public school.

◦ Call or email Carol Allen (allenc@leonschools.net or (850) 487-7840)

Home SchoolHome School

Drop-Ins/Study HallDrop-Ins/Study Hall

Home school students and students from private schools can enroll in LCS. The LCS should enroll that student for the requested courses. This would be one of the few times a student would not earn the full .5 FTE for a semester.

Study Hall earns no FTE.

Class SizeClass Size

Class size reports will be available Monday, Wednesday and Friday morning.

Even if you have met class size you must still check reports.

Coteachers must have Scheduling method “C”

Making a new class?Check the room!

Genesis and FTEGenesis and FTE

Mark students ineligible in Genesis

Gifted non-participating

Mark courses ineligible

QUESTIONS?Please email additional questions to Marschkak@leonschools.net