Enrollment Reporting Updates · Enrollment Reporting Updates WASBP ABC/Small Schools Meeting October 26, 2016 Becky McLean Supervisor, Enrollment and Categorical Funding OSPI –School

Enrollment Reporting Updates

WASBP ABC/Small Schools MeetingOctober 26, 2016

Becky McLeanSupervisor, Enrollment and Categorical Funding

OSPI – School Apportionment and Financial Services360-725-6306 — [email protected]

Agenda

Changes for the 2016-17 School Year.• School Level NEW Enrollment Reporting.• Claiming Long Term Suspended and Expelled Students.• College in the High School Rules.• State Funded Full-Day Kindergarten (FDK) Expansion.• Annual P-240 (Ancillary Services).• Open Doors Changes.• K-3 Class Size Reporting.

Review of Specific Enrollment Topics.• For 2017-18 School Year, Changes to FTE Calculation.• Exited TBIP.

Basics of Enrollment Reporting.

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION

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Changes for the 2016-17 School Year


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School Level NEW Enrollment Reporting School Level NEW enrollment reporting began September 2016.

Updated guidance and instruction for the NEW Enrollment application is posted here: http://www.k12.wa.us/safs/INS/ENR/1617/User_Guide_School_Level_Reporting.docx.

In the NEW Enrollment, all enrollment except Open Doors HC and FTE and Ancillary Services will be collected at the school level.• Total K-12 HC and FTE.

• ALE HC and FTE.

• K-3 High Poverty HC and FTE.

• Running Start HC and FTE.

• TBIP and Exited TBIP HC.

• Special Ed HC.


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http://www.k12.wa.us/safs/INS/ENR/1617/User_Guide_School_Level_Reporting.docx

School Level NEW Enrollment Reportingcontinues

Expected Timeline

Beginning with the September count and until all issues with the NEW Enrollment application are addressed, enrollment must be reported in both the OLD Enrollment, as well as, the NEW Enrollment.

Once OSPI determines the NEW Enrollment data quality is good, the OLD Enrollment application will be eliminated for the 2016-17 school year. The NEW Enrollment application will become the sole enrollment reporting application and will be used for funding.

OLD Enrollment will remain available in EDS for revising 2015-16 or earlier enrollment.


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New OLD/NEW Enrollment Comparison Tool

Comparison tool available on the SAFS main site or here: http://k12.wa.us/SAFS/INS/ENR/1617/Enrollment%20Comparison%20Tool.xlsx.

Compares the OLD and NEW files that are in “Accepted by OSPI” status.


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http://k12.wa.us/SAFS/INS/ENR/1617/Enrollment Comparison Tool.xlsx


Available Schools Districts will have access to their schools listed in the EDS Education

Directory. Notify Becky McLean ([email protected]) of any request for

changes to the available schools – removals and additions. There is no requirement to report enrollment at each district school.


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mailto:[email protected]


Rules for Reporting Headcount All Headcount is reported at the school level, except Open Doors.

No student’s headcount is reported more than once at any district in the following fields.• Total K-12 HC is reported where the student is marked as “IsPrimary” in CEDARS. See

element C10 in the CEDARS Data Manual. • TBIP and Exited TBIP HC is reported where the student is marked as “IsPrimary”.• Running Start HC and Running Start Only HC is reported where the student is marked

as “IsPrimary”.• Special Ed HC K-21 HC is reported where the student is marked as “IsPrimary”.• Special Ed Birth-2 HC and Age 3-5 HC is reported at the school that the district

determines.• High Poverty (HP) HC, ALE HC, and Remote and Necessary (R&N) HC is reported at

the school that the HP, ALE, or R&N FTE is reported. Note that no student is reported in these fields more than once if enrolled in two HP, ALE, or R&N schools.


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Rules for Reporting FTE A student’s FTE is reported at the school where the student attends. Running Start FTE is reported at the student’s “IsPrimary” school. However, remember that no student can exceed the FTE limitation

pursuant to WAC 392-121-136. • No student can be counted for more than a 1.0 FTE on any count day except: o When enrolled in both a high school and Running Start. The combined FTE cannot

exceed 1.20. o When enrolled in both a high school and skill center. The combined FTE cannot exceed

1.60.

• Students enrolled in more than one school in a district must have their FTE adjusted to ensure that they are not claimed for more than a 1.0 FTE.


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Inputting Enrollment Data There are three methods to input enrollment data.

1. Manual Input.2. Upload a TXT file through the EDS WEB Tool.3. Upload through an FTP Process.

Refer to the User Guide for instructions on each method. New uploads using Method #2 or #3 can be imported which will overwrite the

previous reported data. Files can be “updated” using Method #1 to change previously reported data.


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Checking Enrollment Data Accuracy When submitting files, districts run their Validations and Edits. About Validations• Validations make sure that the current month’s enrollment numbers

pass the enrollment reporting rules. • Validations are run on the P223 and P223S. No Validations on the

P223H and P240.• Examples of Validations:

o For each grade, Total K-12 FTE cannot exceed Total K-12 HC for any district.o For each grade and at any school, ALE FTE cannot exceed the Total K-12 FTE.o A district not approved to report Skill Center or Open Doors enrollment cannot

report such enrollment.o Running Start enrollment cannot be reported for September.


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Checking Enrollment Data Accuracy About Edits – Still Being Built• Edits compare the current file against the prior month’s “Accepted by OSPI”

file and warns when the data has significantly changed. • Edits are run on the P223 and P223H for every month except September, July,

and August. • Edits are comparing district total enrollment – not enrollment per school.• The following tests occurs when Edits are run:

o First Test checks the number difference between months. If the difference is more or less than 5 for the P223 and 3 for the P223H, then proceed to Second Test. If not, no Edit occurs.

o Second Test checks to see if the number difference is more or less than 10%. If so, an Edit occurs. If not, no Edit occurs.

• When Edits occur, the data must be checked and either corrected or a comment submitted detailing why the data is correct.


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Data Extracts Districts can run their data extract – creating an Excel spreadsheet of the

enrollment reported. Extracts can be run:

• For a specific month or the entire school year.• For the data that is “Accepted by OSPI” status or data that is in the most recent

non-”Accepted by OSPI” file.• For the district level or at the school level.

Refer to Section 12 of the User Guide for more information.


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Enrollment Reports Enrollment reports will be run a district level data only. No school level reports will be created. Available now are the following reports:

• 1251 – District FTE Summary.• 1251H – District Headcount Summary.• 1735T – District Special Ed Summary.

Reports still being built are:• 1251SR – FTE by resident district. • 1251RS – FTE by serving district. • 1251HSR – HC by resident district. • 1251HRS – HC by serving district.• 1735SR – Special Ed by resident district • 1735RS – Special Ed by serving district.• Remote and Necessary FTE and HC reports.• All ESD reports.• All State Summary reports.


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Claiming Long Term Suspended (LTS) and Expelled Students HB 1541 requires districts to provide educational services for students who have

been LTS or expelled. As a result, WAC 392-121-108 – Enrollment Exclusion has been revised to remove

the prohibition to claim LTS or expelled students for state funding. However, the 20 days of consecutive absence school days remains an exclusion. Therefore, a student who has been LTS or expelled but who has not received

education services within 20 school days of the monthly count day, cannot be claimed.

Some options for these students:• Enrollment in an ALE program. FTE is based on the estimated hours in a Written Student

Learning Plan.

• Agreement in place with the parents that the student will continue his education progress from home through work sent home. Student can be claimed for two monthly count days but must return to school prior to the end of the school year.

• Alternative classroom setting where student attends classes outside of the school. FTE is based on the student’s enrolled weekly minutes in the alternative classroom setting.

• Enrollment in an Open Doors program.


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College in the High School Rules New rules regarding CHS have been adopted – WAC chapter 392-725. Rules include the required CHS standards that colleges must provide,

requirements for interlocal agreement development, enrollment reporting, and eligibility for state funded CHS subsidies.

List of state funded CHS subsidies will be available by next week: http://www.k12.wa.us/safs/INS/ENR/1617/CHS_Subsidies_List_2016-17.xlsx.

Additional guidance on CHS subsidies found here: http://www.k12.wa.us/safs/INS/ENR/1617/CHS_Subsidies_Guidance_2016-17.pdf.

http://www.k12.wa.us/safs/INS/ENR/1617/CHS_Subsidies_List_2016-17.xlsx

http://www.k12.wa.us/safs/INS/ENR/1617/CHS_Subsidies_Guidance_2016-17.pdf

State Funded Full-Day Kindergarten (FDK) Expansion

The 2015 Legislature authorized an expansion of the state funded FDK program.

For 2016-17, 100% of the state’s kindergarteners will qualify. Districts must be first submit an iGrant form package agreeing to meet

the state funded FDK requirements. List of approved 2016-17 FDK schools is found here:

http://www.k12.wa.us/SAFS/Misc/BudPrep16/2016-17_FDKSchoolsList.xlsx.

Any approved FDK program will report their student enrollment in the P223 FDK fields (HC and FTE) – regardless if a student’s enrollment is not full time.


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http://www.k12.wa.us/SAFS/Misc/BudPrep16/2016-17_FDKSchoolsList.xlsx

P-240 Becomes an Annual Form The P-240 becomes an annual form – one that can be created any time

during the school year. Districts will add the previous months hours to the one existing form. Or save all the hours of ancillary services and report one time at the

end of the school year.


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Open Doors WAC Changes Changes have been made to the Open Doors rules. Detailed information on these changes can be found here:

http://www.k12.wa.us/safs/INS/ENR/1617/2016-17%20OD%20WAC.docx.

Training for enrollment reporting for Open Doors was recorded on September 2 and is posted here: http://www.k12.wa.us/GATE/SupportingStudents/pubdocs/2016-17OpenDoorsEnrollmentTraining.mp4

http://www.k12.wa.us/safs/INS/ENR/1617/2016-17 OD WAC.docx

http://www.k12.wa.us/GATE/SupportingStudents/pubdocs/2016-17OpenDoorsEnrollmentTraining.mp4

K-3 Class Size Reporting Continuing for the 2016-17 school year, districts will be required to report

monthly their K-3 class size for each school with grades K through 3 classrooms.

This data collection is for informational purposes only and does not affect funding.

Instructions for completing this reporting can be found here: http://www.k12.wa.us/safs/INS/ENR/1617/2016-17_K-

3_Class_Size_Reporting_Instructions.docx.


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http://www.k12.wa.us/safs/INS/ENR/1617/2016-17_K-3_Class_Size_Reporting_Instructions.docx

Review of Specific Enrollment Topics


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For 2017-18 School Year, Changes to FTE Calculation

The 2016-18 Biennial Budget requires:“The office of superintendent of public instruction shall align the agency rules

defining a full-time equivalent student with the increase in the minimum instructional hours under RCW 28A.150.220, as amended by the legislature in 2014.”

OSPI will propose to the Legislature that beginning with 2017-18 school year, FTE will be based on 1,000 annual hours for all grades.

Currently, FTE is based on 720 annual hours for grades K-3 and 900 annual hours for grades 4-12.


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continues What does this mean?

For example:• A 1-hour high school class changes from 0.20 FTE to 0.18 FTE.• A 90-minute high school class changes from 0.30 FTE to 0.27 FTE.• A 1st grader enrolled for 2 daily hours changes from 0.50 FTE to 0.36 FTE.• A 4th grader enrolled for 3 daily hours changes from 0.60 FTE to 0.54 FTE.


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From To

For Gr K-3 For Gr 4-12 For All Grades

Daily Hours 4 hours 5 hours 5 hours & 33 minutes

Daily Minutes 240 minutes 300 minutes 333 minutes

Weekly Hours 20 hours 25 hours 27 hours & 45 minutes

Weekly Minutes 1,200 minutes 1,500 minutes 1,665 minutes


continues What will change?

• Summer and Ancillary Services AAFTE will be based on 1,000 hours for all grades.• Open Doors program must offer 1,000 annual instructional hours.• ALE Written Student Learning Plans must increase estimated hours of learning.• No change to Running Start FTE formula. 15 college credits continues to equal 1.0

FTE.• No change to Work Based Learning calculation.

Effects to Super FTEs.• Super FTEs are not expected to change.• However, students will need to attend more hours to reach the Super FTE limitation.• In some cases, a Running Start student may qualify for an additional 1 college credit.

CTE/Skill Center Instructional Hours Workgroup• A workgroup has been convened to find solutions to “hold harmless” CTE and Skill

Center funding.


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Exited TBIP Exited TBIP funding provides additional support dollars for students who no longer

qualify for TBIP funding but require instructional support. Enrolled students who scored a Proficient status on the Spring 2016 ELPA21 test or

a Level 4 on the Spring 2015 WELPA test qualify to be counted for Exited TBIP funding.

Funding follows the student.• Students that scored a Proficient status or Level 4 in another district in the

past two spring tests would qualify to be counted by their new district.• Students may have been eligible but withdrew or graduated cannot be

counted. EDS Exited L4 Application can be used to identify new students as Exited TBIP. Do

not use the application to determine your district’s monthly Exited TBIP count. Refer to the following link for information on accessing the EDS Exited L4

Application and what the funding generated can be used for:http://www.k12.wa.us/MigrantBilingual/pubdocs/ExitedTBIPStudents.pdf.


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Exited TBIPcontinues

Count each enrolled student on each monthly P223.

After the Spring 2017 ELPA21 test, continue to count a student who scored a Proficient status grade as a TBIP student for the remainder of the 2016-17 school year. Provided the student returns for the 2017-18 school year, count him for the next year as Exited TBIP.

The Exited TBIP enrollment should remain consistent for the school year. Large dips or increases from month to month indicate the Exited TBIP enrollment is not being claimed correctly.

Before the September count day identify the students that qualify to be claimed as Exited TBIP. Don’t wait to update your student information systems.


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Basics of Enrollment Reporting


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Resources for Enrollment Reporting

Enrollment Reporting Handbook.• 2016-17 handbook is available at:

http://www.k12.wa.us/safs/INS/ENR/1617/eh.asp.

ESD enrollment contact.

Rules regarding enrollment – WAC 392-121-106 through 188.

Becky McLean, OSPI• 360-725-6306.

• [email protected].


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http://www.k12.wa.us/safs/INS/ENR/1516/eh.asp

Why is Enrollment Reporting Important?

Monthly enrollment drives school funding.

How enrollment is reported can affect district’s funding.

Mistakes in reporting can result in audit findings.

Data used for forecasting future enrollment and the state’s funding obligations.

High interest area with the public and Legislature.


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2015-16 State Summary Average Per Funding Levels

Annual Allocation

Basic Education $5,638 Per AAFTE

Special Education $6,281 Per Average Headcount

Enhanced HS CTE $154 Per AAFTE

Enhanced Skill Center CTE $317 Per AAFTE

TBIP $932 Per Average Headcount

Exited TBIP $585 Per Average Headcount


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Enrolled Student

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

Under 21 years of age before September 1st for the new school year.

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

count day. Does not meet any enrollment exclusions.

WAC 392-121-106 defines enrolled student.


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Count Date A Snapshot. Count date is:

• 4th school day in September.• 1st school day of October through June. For Open Doors (OD) programs, July

and August.• Running Start is 1st school day of October through June.• For WAKids, there are two options:o Count the parent/teacher/student conference days.o Count the first four days of actual FDK classes.

• For schools or programs that end before June and seniors that graduate before June, the last day of school in May can be the June count day, provided a published school/program calendar reflects that the last day is in May.

Count date can be determined by an individual school or grade’s start date or calendar.

WAC 392-121-119 defines enrollment count dates.


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Enrollment Exclusions A student shall not be counted as an enrolled student if any of the

following are met:• Consecutively absent for > 20 consecutive school days.

o Allowance exists when an agreement is in place with the parent and the district that states the student will continue his educational progress while absent and the student returns to school before the end of the school year to be counted for two additional count days.

• Dropped out or transferred.• Met high school graduation requirements before the beginning of the school year

(September 1st).• Paying tuition – F1 Visa.• Claimed by an institution.• Resident of either the Washington State School for Blind or Washington School for

the Deaf, also known as Center for Childhood Deafness and Hearing Loss. Refer to Memorandum # 003-16.

WAC 392-121-108 defines enrollment exclusions.


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Course of Study Includes

Basic education instruction.

Special education.

Alternative Learning Experience (ALE).

Open Doors (OD) programs.

Running Start (RS).

Direct-funded technical college.

Ancillary service.

Work Based Learning (WBL).

UW transition.

WAC 392-121-107 defines course of study.


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Course of Study Does Not Include

Home-based instruction.

Private school instruction.

Adult education – over 21 years old after September 1.

Out-of-state residents.

GED prep instructions when:• Additional adult education state/federal dollars are generated or

• Instruction does not earn high school credit.

Extra-curricular activities.

College enrollment not earning dual credit at a high school.


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Full-Time Equivalent - FTE

FTE is the measurement of student’s enrollment and is used to fund districts.

Claiming FTE is based on:

• Seat-time traditional class: enrolled hours in a classroom.

• Running Start (RS) class: enrolled college credits.

• ALE program: estimated hours of learning in written student learning plan.

• Work based learning (WBL): actual hours in a WBL program.

• Ancillary Services: actual hours of services.

• Open Doors (OD) program: program’s total planned hours of instruction (below 100 level classes) or enrolled college credits (college level classes).


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FTE Calculations All FTE except Running Start (RS) is calculated as follows:

• 1.0 FTE is defined as:o Full-Day K through Grade 3: 4 daily hours or 20 weekly hours.

o Grades 4-12: 5 daily hours or 25 weekly hours.

• 0.5 FTE for Half-Day Kindergarten: 2 daily hours or 10 weekly hours.

* Note: This calculation is expected to change for the 2017-18 school year.

WAC 392-121-122 defines FTE for Basic Ed students.

Running Start (RS) FTE is:

• 15 college credits equals 1.0 FTE.

• (# of enrolled credits ÷ 15).

WAC 392-169-025 defines Running Start FTE.


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Super FTE -Exceptions to the 1.0 FTE Limitation

As a general rule, students are limited to 1.0 FTE and 1.0 AAFTE.

Exceptions:• Running Start (RS) – up to a combined 1.2 FTE.

o Neither High School nor RS enrollment may exceed 1.0 FTE.

• Skill Center (SC) – up to a combined 1.6 FTE.

o Neither High School nor SC enrollment may exceed 1.0 FTE.

What about a student enrolled in High School, RS, and Skill Center?• When a student’s enrollment in both High School and SC exceeds 1.0 FTE, the available

RS is limited to 0.20 FTE.

• When a student’s enrollment in both High School and SC is less than 1.0 FTE, the standard 1.2 FTE limitation applies.

WAC 392-121-136 defines limitation

on enrollment count.


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Student A Student B

High School FTE 0.80 FTE 0.20 FTE

Skill Center FTE 0.80 FTE 0.60 FTE

Total HS/SC FTE 1.60 FTE 0.80 FTE

Available RS FTE 0.20 FTE 0.40 FTE

Headcount

A count of enrolled students.

Amount of instructional or service hours is not a factor.

Each student is 1. No partial numbers.

Used for:• Special education funding (P223H).

• Transitional Bilingual Instructional Program (TBIP) and Exited TBIP funding.

• State Budgeting and Caseload Forecast.

• School Construction Assistance Program.

October reporting is critical.


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Types of Districts Resident District:

• The district where the student lives.

• For students from a nonhigh district, the high district.

• For students that “choiced” into a nonresident district.

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 Transfer.

• Used for ALE enrollment reporting on the SAFS ALE application.


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Choice Transfers & Interdistrict AgreementsOne of these agreements must be in place in order for a district to claim a nonresident student for state funding excluding SC enrollment:

Choice Transfer:• Student released 100% by resident district.

• Resident district released financial liability for the student.

• Serving (Choice) 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 student of their resident district.

• Basic education $ flow to the serving district.

• Special education $ flow to the resident district.


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Choice Transfers & Interdistrict Agreementscontinues

No choice transfers are required for students attending:• Charter schools.

• Tribal schools.

• High district coming from a nonhigh district.

Effective dates must be stated – beginning and end dates.

Recommendation that transfers/agreements span for only one school year.

Both districts must sign the transfers/agreements before the enrollment can be counted.

Bulletin No. 008-14 dated March 25, 2014, provides:• Additional guidance on choice transfers and interdistrict agreements.

• Introduces the new Standard Choice Transfer System (SCTS).

o Required for students who choice into a nonresident district’s online program.

o Available to be used for all students’ choice transfers and interdistrict agreements.


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Requirements for Claiming a Special Education Student

Enrolled in the school district,

Based on the student’s age on September 1, has one of the following in place:

• Birth to 2 – an individualized family service plan (IFSP) per IDEA Part C –Washington Early Support of Infants and Toddlers (ESIT) requirements.

• Ages 3 to 21 – a current and in effect IEP.

Evaluation is current, and

Receiving special education services as defined under WAC 392-172A-01175 and -01155.


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Retention of Documentation to Support Reported Enrollment

Refer to Section 9 of 2015-16 Enrollment Handbook for detailed guidance.

Documentation must be retained for ALL CLAIMED ENROLLMENTincluding for enrollment provided under contract with an outside agency or college.

Remember to have available and retain the listed documentation for ALE programs.

Remember to have available and retain documentation to support student’s attendance (i.e., daily attendance).• Showing that the student participated on or before the September count day.

• Showing that the student attended within the last 20 consecutive school days before the count day.


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Revising Enrollment During school year:

• Districts may make revisions directly in EDS.

• Effects to funding will appear on the end of month’s apportionment.

• Enrollment will be used for Levy Authority and LEA calculation.

After August 12, 2016 through November 21, 2016: • Districts may revise prior year enrollment in EDS.

• Effects to funding will be a prior year adjustment in January 2017 apportionment.

• Enrollment will not be used for Levy Authority and LEA calculation.

After November 21, 2016: Revisions are submitted by paper. • Cover letter with: o Authorizing signature.

o State the status of audit for the specific school year.

o If in the midst of audit, the auditor must be notified of the revision.

• Marked-up 1251 or 1735 report with the changes needed.

After auditor’s exit meeting: Districts cannot revise their enrollment.


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Documents

Enrollment Reporting Updates · Enrollment Reporting Updates WASBP ABC/Small Schools Meeting October 26, 2016 Becky McLean Supervisor, Enrollment and Categorical Funding OSPI –School