Annual Counts: Understanding the Process and Its Implications

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Contacts and Support

U.S. Department of Education Paul (Sandy) Brown

Program Analyst, Student Achievement and School Accountability Programs (SASA)

Gary RutkinProgram Manager and Group Leader, SASA

NDTAC Funded by USED Provide technical assistance, develop National evaluation model,

and support collaboration

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Annual Count: An Overview

Annual Count data are used by USED to calculate funding allocations for: Title I, Part D, Subpart 1 (State Agency Program) Title I, Part D, Subpart 2 (Local Agency Program) Title I, Part A

The Count procedures for the State Agency (Subpart 1) and Local Agency (Subpart 2) programs are different.

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Annual Count: An Overview

(1) ED distributes Annual Count Survey and ESEA, Title I, Program Guidance, (mid-October)

(2) States select two periods of time for

collecting child counts

SAs (Subpart 1) — select any one day during the calendar yearLEAs (Subpart 2) — select any 30 consecutive days; at least one of these days must be in October

(3) Annual Count Survey is reported by States to ED (January)

(4) ED generates funding tables

(5) Funds announced in April/May and made available to States in July (States & localities have 27 mos. to obligate funds)

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From Counting to Reporting

The Annual Count (aka the Annual Child Count and the October Count) An annual count of children to determine funding for the subsequent fiscal year

Reporting An annual report of children served with Title I, Part D funds submitted via the

Consolidated State Performance Report (CSPR) Students included in the Annual Count are often different students from those that

benefit from the generated funding and get reported in the CSPR The eligibility criteria for being included in the Annual Count are different from the

eligibility criteria for being served and reported under Part D Counts are based on population and caseload data that are months old when the

funds are used to administer programs

Child Count Receive Funding (FY2009)

Administer Programs (SY08-09)

Report on Students Served (SY08-09)

January 2008 ----- May 2008 ----- July 2008 ----- January 2010

Annual Count_________________________________________________________________

Title I, Part D, Subpart 1State Agency Program

7State Agency / Subpart 1 Annual Count: Eligibility

Annual survey forms administered by OESE

Forms are distributed mid-October to State Education Agencies (SEAs) SEAs are responsible for collecting data from eligible State Agencies (SAs) Completed forms are due to USED in January

State Agency Eligibility

Agencies responsible for providing free public education to children and youth who are in N or D institutions, community day programs, or adult correctional institutions

Facility Eligibility

Facilities that serve neglected or delinquent youth Facilities that have an average length of stay of at least 30 days

Student Eligibility

Student 20 years or younger Students that are enrolled in State-funded instruction at least 15 hrs/wk if in an adult

facility or 20 hrs/wk in a juvenile facility or community day program

8State Agency / Subpart 1 Annual Count: Procedure

1. Select a date and conduct count

Each State Agency may select any one day during the current calendar year Each SA may select its own date, but every institution under a particular SA must

use the same date

2. Adjust the count to reflect the length of the school year of the agency or institution

The child count reported by each SA to the SEA should be an adjusted count based on the formula below.

3. Combine SA adjusted counts and submit SEAs are responsible for rolling up SA adjusted counts and completing Section A,

Part II of the child count survey

(single day count) * (length of school year in days)

180 days

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State Agency / Subpart 1 Annual Count: Procedure (cont.)

Impact of the Adjusted Count

(single day count) * (length of school year in days)

180 days

(100 students) * (220 school days)

180 days

(100 students) * (180 school days)

180 days=

=

100

122.2

10State Agency / Subpart 1 Program:Students Counted vs. Students Served

Students Counted Enrolled in a State-supported

regular program of instruction* Institution for youth who are

neglected or delinquent, including juvenile and adult correctional facilities and community day programs

Resident is aged 20 or younger All residents of eligible

institutions under the authority of eligible State Agencies

Students Served Enrolled in a State-supported

regular program of instruction* Institution for youth who are

neglected or delinquent, including juvenile and adult correctional facilities and community day programs

Resident is aged 21 or younger Residents of institutions

selected by State Agencies as those with greatest need

* A regular program of instruction is defined as an educational program that consists of classroom instruction in school subjects such as reading and math. For juvenile facility, the program must provide at least 20 hours of instruction per week; for an adult facility the program must provide at least 15 hours of instruction per week.

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State Agency / Subpart 1 Annual Count: Quiz

Department of Human Services

June 1 July 1 Aug 1 Sept 1

Facility 1 200 200 150 200

Facility 2 100 125 150 200

Department of Corrections

June 1 July 1 Aug 1 Sept 1

Facility 1 750 635 700 650

What is/are the optimal day/days to choose for the count?

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State Agency / Subpart 1 Annual Count: Quiz

Each facility under a State Agency must use the same day for its Subpart 1 count. However, different State Agencies can use different days. September 1st and June 1st maximize the counts for the Dept. of Human Services and Dept. of Corrections, respectively.

Department of Human Services

June 1 July 1 Aug 1 Sept 1

Facility 1 200 200 150 200

Facility 2 100 125 150 200

Department of Corrections

June 1 July 1 Aug 1 Sept 1

Facility 1 750 635 700 650

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Questions?

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Annual Count___________________________________________________________________________

Title I, Part D, Subpart 2Local Agency Program

15Local Agency / Subpart 2 Annual Count: Eligibility

Annual survey forms administered by OESE Forms are distributed mid-October to State Education Agencies (SEAs) SEAs are responsible for collecting data from eligible Local Education Agencies (LEAs) Completed forms are due to USED in January

Local Education Agency Eligibility LEAs with children and youth in locally operated correctional facilities not operated by the State,

including public or private institutions and community day programs

Facility Eligibility Locally operated facilities that meet the definition of an institution for neglected children, an

institution for delinquent children, or an adult correctional institution Facilities need not have a 30 day average length of stay

Student Eligibility Students 5-17 years old Students NOT counted in the State Agency/Subpart 1 Annual Count Students that reside at a live-in institution or facility for at least one day within the 30-day count

window (one day of which must be in October)

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Local Agency / Subpart 2 Annual Count: Procedure

1. Select a 30-day count window and conduct count At least one day in the 30-day window must be in October SEAs can set the 30-day window for all LEAs to use, or elect to allow

LEAs and facilities to select their own windows. LEAs must separately identify count information for the following types of

students: Students who are neglected (to generate Title I, Part A neglect set-aside) Students who are delinquent (to generate Title I, Part D, Subpart 2)

Caseload count of each unique case

2. Combine LEAs’ counts and submit SEAs are responsible for rolling up LEAs counts and completing Section

A, Part I of the Annual Count Survey

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Local Agency / Subpart 2 Annual Count

September

S M T W T F S1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30

October

S M T W T F S

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31

November

S M T W T F S

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30

An LEA’s Subpart 2 count window can start as early as September 2nd or as late as October 31st. The window must be for 30 consecutive days and at least one day of that window must be in October. The SEA may set the window for all LEAs, or it may allow LEAs and facilities to choose their windows independently.

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Local Agency / Subpart 2 Annual Count

Each eligible institution must identify itself as either a facility for N students or D students, but not both, even if it serves both

Refer to an institution’s charter to identify the institution’s purpose The count of students in an institution for neglected youth may include

non-N students The count of students in an institution for delinquent youth may include

non-D Neglected and at-risk programs may receive Subpart 2 services per the

Title I, Part D statute, even though students in those programs are not included in the Annual Count

19Local Agency / Subpart 2 Program:Students Counted vs. Students Served

Students Counted

Youth living in local institutions for delinquent children and adult correctional institutions

Youth that live in the institution for at least one day during the 30-day count period

Youth ages 5 through 17

Students Served

Youth living in local institutions for delinquent children and adult correctional institutions, plus all youth eligible for services under Title I, Parts A and C

Youth identified as “at-risk” Migrants Immigrants Gang Members Pregnant or Parenting…

Youth through the age of 21

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Local Agency / Subpart 2 Annual Count: Quiz – Question 1 of 3

Which of the following date ranges are acceptable for the Subpart 2 annual count?

A. Oct. 1 – Oct. 30

B. Sept. 20 – Oct. 10, Oct. 20 – Nov. 10

C. Oct. 31 – Nov. 29

D. Sept. 1 – Sept. 30

E. Sept. 1 – Oct. 1

A and C are both acceptable. B is not because the count window is not consecutive; D is not because one of the days in the count window does not fall in October; E is not because the count window is more than 30 days.

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Local Agency / Subpart 2 Annual Count: Quiz – Question 2 of 3

Sun Mon Tue Wed Thu Fri Sat

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Joe Joe

Child Count = 3

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Local Agency / Subpart 2 Annual Count: Quiz – Question 3 of 3

Sun Mon Tue Wed Thu Fri Sat

Joe

Kelly

Shawn

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Child Count = 4

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Questions?

All phones are currently muted

To ask a question: Un-mute your phone: *7 Re-mute your phone: *6

You can also ask a question by typing it into the Question and Answer box near the bottom of the Webinar console

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Additional Information

For additional information: Official USED Annual Count Forms USED Annual Count Guidance USED Annual Count Worksheets Annual Count FAQ Today’s PowerPoint Presentation

Visit NDTAC’s Data Corner: http://www.neglected-delinquent.org/nd/data.asp

Contact your NDTAC State Liaison: http://www.neglected-delinquent.org/nd/direct_assistance.asp