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Student Enrollment Audit & Child
Count Handbook Guide for Local Education Agencies
School Year 2017-18
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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Table of Contents LETTERTOLEAPARTNERS....................................................................................................................4
ABBREVIATIONSANDTERMS...............................................................................................................5
OVERVIEW...........................................................................................................................................8Purpose....................................................................................................................................................8ApplicableLegislation..............................................................................................................................8Scope........................................................................................................................................................8
2017-18ENROLLMENTAUDITANDCHILDCOUNTCALENDAR...............................................................9
ENROLLMENTAUDITANDCHILDCOUNTPROCESSOVERVIEW...........................................................13EnrollmentAuditandChildCountProcess.............................................................................................13EnrollmentDataandChildCountCertifications....................................................................................15KeyChangesfromLastYear’sEnrollmentAudit....................................................................................17
PRE-AUDITDATAPREPARATION........................................................................................................18DataQualityTerms................................................................................................................................18DataQualityErrorReports....................................................................................................................18StagesofEnrollment..............................................................................................................................19EnsuringAccurate,CompleteandValidStudentRecords......................................................................20ResidencyVerification............................................................................................................................22EnrollmentAuditandChildCountApplication.......................................................................................22DataSnapshotofEnrollmentDataasofOct.5.....................................................................................23
NEWENROLLMENTAUDITANDCHILDCOUNTPROCESS:TRAINING...................................................24LEAPointsofContact(POCs)andCoordination....................................................................................24TrainingsforPOCs.................................................................................................................................24
FIRSTCERTIFICATION:UNAUDITEDENROLLMENTANDCHILDCOUNTDATAANOMALIESCERTIFICATION..................................................................................................................................26
FIELDWORK/ON-SITEDOCUMENTREVIEW.......................................................................................27EnrollmentAuditFieldworkScope.........................................................................................................27
ISSUERESOLUTION............................................................................................................................29ResidencyDeterminations.....................................................................................................................31DuplicativeEnrollmentHierarchyandDeterminations.........................................................................32RequestforFinalIn-PersonAppeal........................................................................................................34
SECONDCERTIFICATION:FINALDEMOGRAPHICDATAELEMENTSANDCHILDCOUNTCERTIFICATION..........................................................................................................................................................35
FINALIN-PERSONAPPEALS................................................................................................................36
THIRDCERTIFICATION:FINALAUDITEDENROLLMENTNUMBERSACKNOWLEDGEMENT....................37
REPORTING........................................................................................................................................38
CHILDCOUNT.....................................................................................................................................39EnrollmentAuditandChildCountDifferentiation.................................................................................39ChildCountCertification........................................................................................................................40IEPAnomalies........................................................................................................................................40
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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AnomaliesResponseandResolution.....................................................................................................41
ENGLISHLEARNERS............................................................................................................................42ELDefinition...........................................................................................................................................42ELProcess..............................................................................................................................................42
APPENDICES.......................................................................................................................................44AppendixA: 2017EnrollmentAuditandChildCountTrainingSchedule...........................................45AppendixB: 2017-18ResidencyVerificationGuidelinesandForms..................................................46AppendixC: UniformPerStudentFundingFormula(UPSFF)Guidance.............................................49AppendixD: 2017-18EnrollmentAuditandChildCountDataElements...........................................50AppendixE: EducationalEnvironmentforSpecialEducation............................................................61
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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LETTER TO LEA PARTNERS August2017DearLEALeadersandStaff:OSSEispleasedtopresenttheEnrollmentAuditandChildCountHandbookforthe2017-18schoolyear.Aspartofourcontinuedcommitmenttotheaccuratecountandresidencyverificationofstudents,thefollowingkeychangeshavebeenimplementedtostreamlinetheenrollmentauditprocess:
• Redefinedroleforauditor:Theauditorswillplayanarrowerrolethisyear,focusedonconductingon-siteverificationofresidencydocumentsbecausewenowhavethedatasystemsandLEAcoordinationtosupporttimelyandaccuratecollectionofdataforeachstudent,wenolongerneedtoconductastudent-by-studentphysicalheadcount.
• GreaterclarityandtransparencyforLEAs:Anewlybuiltweb-basedapplicationwillsupportenrollmentauditprocesses,eliminatingtheuseofmultiplespreadsheetsandallowingtheenrollmentauditpointofcontact(POC)tocloselytrackonsitereview,issueresolutionsandfinalappealsdeterminations.
• Balancedfocusonresidencyverification:Thesamplesizeforthereviewofsupportingresidencydocumentationwillincreaseto20percentofaschool’sstudentbody,afterremovingthosestudentswhoseresidencyhasalreadybeenverifiedthroughdirectdatafeedsfromothergovernmentagencies.
• Streamlinedprocessesandfastercompletion:Theresolutionanddesktopappealsphaseswillbecollapsedintoonephase.Outstandingissuesinvolvingresidencyandduplicativeenrollmentmayberesolvedinthefinalin-personappealsphase.
• CompletionoftheauditbyJan.2018:OSSEhasre-workedthetimelinetoallowtheprocesstoendearlierthaninpreviousyears.
TheOfficeoftheDeputyMayorforEducationandOSSEcontinuetoworkonthebusinessrulesthatwillguidetheLEAPaymentInitiative.ThisnewinitiativewillrevisethewaysthatpublicschoolsreceiveUPSFFdollars,intermsofbothenrollmentmeasurementanddisbursementoffunds.Theserevisionsarescheduledtogointoeffectinthe2018-19schoolyearforPK3-12chartersandDCPSandthe2019-20schoolyearforadultandalternativecharterLEAs.Fortheupcoming2017-18schoolyearwewillsimulatepaymentsforPK3-12chartersandDCPSforplanningpurposes.
Finally,wearedeeplyappreciativeoftheworkofthisyear’sExternalWorkingGroup.Theyprovidedfeedbacktoensuretheenrollmentauditprocessmaintainedabalancedapproach.Weareexcitedabouttheimprovementsmadeforthisyear’sEnrollmentAuditandlookforwardtoworkingwitheachLEAandtheirrespectiveschoolstoensurethebestenrollmentaudityet!Inpartnershipandservice,HanseulKangStateSuperintendentofEducation
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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ABBREVIATIONS AND TERMS
ACCESS AssessingComprehensionandCommunicationinEnglishStatetoStateCASAS
ComprehensiveAdultStudentAssessmentSystem
CBO
Community-basedorganization
CFSA
ChildandFamilyServicesAgency
ChildCount OfficialspecialeducationenrollmentnumberfortheDistrictofColumbia
ChildCountRosterVerificationForm
AformcontainedwithintheEnrollmentAuditandChildCountApplicationthatmustbesignedelectronicallybytheHeadofSchool.
CPL
Compositeproficiencylevel
DC
DistrictofColumbia
DCMR
DistrictofColumbiaMunicipalRegulations
DCPS
DistrictofColumbiaPublicSchools
DCRV DistrictofColumbia residencyverification form issuedbyOSSEannuallyforusebyLEAsandCBOsinverifyingresidency
DE
Duplicativeenrollment
DME
OfficeoftheDeputyMayorforEducation
DYRS
DepartmentofYouthRehabilitationServices
EL
Englishlearner
EnrollmentAuditandChildCountApplication
AnOSSE application that displays the enrollment audit and Child Countrosters and student-level data to LEAs and facilitates the audit processthroughrecordingtheresultofeachphaseoftheaudit;includingauditorresults,LEAappeals,anddocumentationsubmission
eSchoolPLUS AstudentinformationsystemthatallowsformanagementofLEA,school,and student informationand isusedbyOSSEas theDistrict’s statewidestudentinformationsystem
FARM
Freeandreduced-pricemealdata
FERPA
FamilyEducationalRightsandPrivacyAct
GED
GeneralEducationDevelopment–denotesattainmentofhighschoolequivalency
HLS
Homelanguagesurvey
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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IDEA
IndividualswithDisabilitiesEducationAct
IEP
IndividualizedEducationProgram
LEA
LocalEducationAgency
MKV
McKinney-VentoHomelessAssistanceAct
MySchoolDC
ThecommonlotteryandapplicationprocessfortheDistrict’spublicschooloptions
OCFO OfficeoftheChiefFinancialOfficer
OSSE
OfficeoftheStateSuperintendentofEducation
OSSEOnlineResidencyApplication
OSSE’sresidencyvalidationapplicationusedbyparentsandadultstudentstoretrievetaxinformationfromOTRforresidencyverificationpurposes
OST
OSSESupportTool
OTR
OfficeofTaxandRevenue(aDistrictgovernmentagencylocatedwithintheOCFO)
PCSB
PublicCharterSchoolBoard
PK3
Pre-kindergartenfor3-year-olds
PK4
Pre-kindergartenfor4-year-olds
Qlik A data visualization tool used by OSSE to provide dashboards andsummaries of data to LEAs and assist LEAs in identifying and correctingerrorsindataprovidedtoOSSE
SE
SpecialEducation
SEA
StateEducationAgency
SEDS
SpecialEducationDataSystem
SIS
StudentInformationSystem
SLED
StatewideLongitudinalEducationDatabase
SLIMS School and LEA Information Management System – the authoritativesourceofschoolinformation
SNAP
SupplementalNutritionAssistanceProgram
SY
SchoolYear
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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TANF
TemporaryAssistanceforNeedyFamilies
UPSFF
UniformPerStudentFundingFormula
USI
UniqueStudentIdentifier
WIDA
World-ClassInstructionalDesignandAssessment,theconsortiumofstatesthatmanagestheACCESSforELLsexam
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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OVERVIEW
PurposeUnderD.C.OfficialCode§38-1804.02,OSSEisrequiredtoannuallycollectenrollmentcountsforresidentstudents,nonresidentstudents,andstudentswithdisabilities,attendingallDistrictofColumbiaPublicSchools,DistrictofColumbiaPublicCharterSchools,childreninPre-K3andPre-K4programsinCommunityBasedOrganizations,andthenumberofstudentswhosetuitionoreducationinschoolsorprogramsispaidforwithDistrictfunds,asofOct.5ofeachschoolyear.OSSEisthenrequiredtoconductanaudittoverifytheaccuracyoftheenrollmentcounts,aswellastoidentifyanymaterialweaknessesintheenrollmentsystems,procedures,ormethodologyattheLEAlevel.OSSEwillthenreporttheresultsoftheauditwiththeMayor,theCounciloftheDistrictofColumbia,andtheappropriateCongressionalcommittees.
ApplicableLegislationPerCapitaDistrictofColumbiaPublicSchoolandPublicCharterSchoolFundingAmendmentActof2017DistrictofColumbiaSchoolReformActof1995DistrictofColumbiaEnrollmentCensusActof1998DistrictofColumbiaUniformPerStudentFundingFormulaActof1998
ScopeTheenrollmentauditincludesfour(4)components:
1. GeneralAudit:Anauditofenrollment(allstudents),residencystatus,andtuitionpayments
assessedandcollectedfornon-residentsasofOct.5.Thisalsoincludesanauditofstudentsinnon-publicplacementsandWardsoftheDistrictenrolledinschoolsinsurroundingjurisdictions.
2. ChildCountVerificationforSpecialEducation(ChildCount):AnauditofstudentswithIndividualizedEducationPrograms(IEPs)receivingservicesasofOct.5.
3. EnglishLearners(EL)Audit:AnauditofEnglishLearners(ELs)enrolledinpublicschools.4. Community-BasedOrganization(CBO)Pre-KVerification:Anauditofchildrenenrolledinpre-K3
andpre-K4incommunity-basedorganizationsreceivingPre-KEnhancementfunds.UponcompletionoftheenrollmentauditeachCBOwillreceivefundingforeachenrolledstudentverifiedasaDistrictresident.(GuidancefortheseCBOswillbepartofaseparateenrollmentauditguidetargetedtowardsthespecializedprocessesforCBOs.)
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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2017-18 ENROLLMENT AUDIT AND CHILD COUNT CALENDAR KeyLEADeadlinesinbold;Alldeadlinesare5pm
DATE ITEM REFERENCE
PAGEINHANDBOOK
PARTIESINVOLVED
May–Sept.2017
Pre-AuditDataPreparationPhase:LEAsupdatedatainLEAStudentInformationSystem(SIS)
p.17 OSSE/LEAs
July2017 LEAsupdateEnrollmentAuditpointsofcontacts(POCs)ineSchoolPLUS
p.19 LEAs
Aug.4,2017
OSSEhostsStartofSchoolSummit
GallaudetUniversity–KelloggConferenceCenter
8a.m.–4p.m.
Forafulllistofrequiredtrainingsanddates,visitAppendixA.
p.44 OSSE,LEAs
Aug.11,2017 LEAdatamanagerssubmitchangestoLEA,schoolorsitedirectoryinformationineSchoolPLUS
p.19 LEAsDataManagers
Aug.23,2017 OSSEuploadstheEnrollmentAuditfieldworkscheduleintheEnrollmentAuditandChildCountApplication
p.26 OSSE
Oct.5,2017 AllLEAsmakeallcorrectionstoenrollmentdatainLEASIStoensureaccuracyoftheuniverseofstudentsontheauditenrollmentrosterby5p.m.
p.17
OSSE,LEAs
Oct.6,2017 OSSEmakesasnapshotofenrolledstudentsasofOct.5foreachLEAavailabletoviewintheEnrollmentAuditandChildCountApplication
p.22 OSSE
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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Oct.6–
Oct.12,2017
AllLEAsmakefinalcorrectionstodatainLEASISforstudentinclusionontheenrollmentrostertoensureannualfundingbasedontheUPSFF(Note:finaldeadlineisOct.12,5p.m.)
p.25 LEAs
Oct.13,2017 LEAssubmitFirstCertification(UnauditedEnrollmentandChildCountAnomaliesAcknowledgement)directlyintheEnrollmentAuditandChildCountApplication
p.25 LEAs
Oct.13,2017 OSSEtakesanadditionalsnapshotofenrolledstudentstocreatethefinalenrollmentauditroster
p.25 OSSE
Oct.16–Nov.9,2017
FieldworkPhase:LEAspreparematerialsfortheon-sitereview,includingalltheDCRVswithaccompanyingsupportingresidencydocumentation
p.26 LEAs
Oct.16–Nov.9,2017
FieldworkPhase:OSSEfacilitatesanon-sitereviewofresidencydocumentationateachschoolintheLEA
p.26 OSSE,LEAs
2businessdaysfromdateofon-sitereview
IssueResolutionPhase:Followingtheon-sitereviewattheschoolsite,OSSEmakesinitialresidencydeterminationsforthatschoolviewableforLEAsintheEnrollmentAuditandChildCountApplication
p.26 OSSE
7calendardaysafterLEAreceiptofresultsfromschool’son-sitereview
IssueResolutionPhase:LEAsmustuploadsupportingdocumentationtoappealdisputedresidencydeterminationsmadebyOSSEwithin7calendardaysofreceivingtheresultsfromtheon-sitevisitbyOSSEauditors
p.30 LEAs
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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2businessdaysfromreceiptofLEAappealofon-sitereviewdetermination
IssueResolutionPhase:OSSEmakesadeterminationontheLEA’sappealofresidencystatus
p.30 OSSE
Oct.16–Nov.17,2017
IssueResolutionPhase:LEAsmustresolvealldemographicerrorsintheappropriatesourcesystemsbyNov.17
p.28 LEAs
Nov.9,2017 FinaldaytouploadsupportingdocumentationtoresolveduplicativeenrollmentintheEnrollmentAuditandChildCountDatabase
p.31 LEAs
Nov.9,2017 FinaldayforLEAstosubmitOSTticketsinadvanceoftheNov.17issueresolutiondeadline
p.28 LEAs
Nov.15,2017 OSSEmakesinitialdeterminationsonresolvingduplicativeenrollmentavailabletoLEAsviatheEnrollmentAuditandChildCountDatabase
p.31 OSSE
Nov.20,2017 LEAssubmittheSecondCertification(FinalDemographicDataElementsandChildCountCertification)directlyintheEnrollmentAuditandChildCountApplication
p.34
LEAs
Nov.27,2017 LEAssubmitrequestsandsupportingdocumentationforfinalin-personappealsofresidencydeterminationsorduplicativeenrollmentdeterminationsmadebyOSSEduringtheissueresolutionphasedirectlyintheEnrollmentAuditandChildCountApplication
p.33
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Nov.29–Dec.1,2017
LEAswillreceivenotificationofgrantedfinalin-personappealsviatheEnrollmentAuditandChildCountApplication
p.33 OSSE
Dec.5–Dec.12,2017
FinalIn-PersonAppealsPhase:OSSEfacilitatesfinalin-personappealsforresidencyandduplicativeenrollmentissuesatOSSE
p.35 OSSE,LEAs
Dec.13,2017 OSSEmakesfinalin-personresidencyandduplicativeenrollmentappealsdeterminations,availableforLEAreviewinEnrollmentAuditandChildCountApplication
p.35 OSSE
Dec.15,2017 LEAssubmitThirdcertification(FinalAuditedEnrollmentNumbersCertification)directlyintheEnrollmentAuditandChildCountApplication
p.36 LEAs
Jan.2018 OSSEpubliclydisseminatestheEnrollmentAuditReport
p.37 OSSE
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ENROLLMENT AUDIT AND CHILD COUNT PROCESS OVERVIEW
EnrollmentAuditandChildCountProcessI. Pre-AuditDataPreparation
OSSE’sDivisionofData,AssessmentandResearchwillworkcloselywithLEAstoensuredemographicandenrollmentdataareerror-freeinadvanceoftheOct.5enrollmentrosterdatafreeze.
II. Trainings
ComprehensivetrainingisprovidedinadvanceoftheenrollmentaudittoLEAsduringAug.andSept.Beginningwiththe2017-18schoolyear,trainingswillbeconductedforenrollmentauditPOCs,specialeducationPOCs,andLEAdatamanagerstoproviderelevantknowledgeandcontextabouttheenrollmentauditandChildCountinadvanceofsubsequentscheduledtrainings.
III. Fieldwork
DuringtheFieldworkphase,OSSEauditorswillvisiteachschoolsiteofeachLEAtoconductanon-sitereviewof1)100percentofDCResidencyVerificationforms(DCRVForm1or2)and2)arandomsamplingof20percentofsupportingdocumentationofenrolledstudentswhose
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK
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residencyhasnotbeenverifiedbyOSSEthroughdirectdatafeedswithrelevantgovernmentandindependentagencies.Inpreparationfortheon-sitereview,LEAswillneedtohave100percentoftheirdocumentationpreparedtosharewithOSSEauditors.Beginningwiththe2017-18schoolyear,if5percentofaschoolsiterandomsamplefailsthereviewofsupportingresidencydocumentation,theOSSEauditorswillimmediatelytransitiontoa100percentreviewofsupportingresidencydocumentationofenrolledstudentswhoseresidencyhasnotbeenpreviouslyverifiedbyOSSEthroughdirectdatafeedswithrelevantgovernmentandindependentagencies.Additionally,OSSEreservestherighttofollowuponanycasesshouldtheneedarisetoensureaccuracyofresidencydeterminations.LEAswillreceivetheresultsoftheon-sitereviewwithintwo(2)businessdaysofthesitevisit.
IV. IssueResolution
Beginningwiththe2017-18schoolyear,theIssueResolutionphasereplacesthedesktopappealsprocessandrunsconcurrentlywiththeFieldworkphase.IssuesinthefollowingtwoareascannotbeappealedduringtheIssueResolutionorFinalIn-PersonAppealsphases.IfanLEAbelievesthereareissuesinthesetwoareas,theLEAwillneedtocorrecttheminthesourcedatasystems.
o StudentDataElements:Thisincludesdemographicinformation,ChildCountelementsforstudentswithdisabilities,EnglishLearners(EL)data,andat-riskdesignations(whereapplicable).Issueswiththeseelementsmustbecorrectedinthesourcedatasystems(theLEA’sSISorSEDS)bytheendoftheIssueResolutionphaseonNov.17,2017.
o DuplicativeEnrollmentwithinanLEA:IfastudentisStage5enrolledinmultipleschoolswithinthesameLEA,theLEAwillneedtoresolvetheduplicativeenrollmentintheirSISinorderforthestudenttocountintheUPSFF.DuplicativeenrollmentswithinanLEAmustbecorrectedinthesourcedatasystems(theLEA’sSIS)bytheendoftheIssueResolutionphaseonNov.17,2017.
QuestionsregardingthevaluesofthedataelementsforspecificstudentsandrequestsforsupportincorrectingdataelementsorresolvingduplicativeenrollmentswithinanLEAcanbesubmittedtoOSSEthroughtheOSSESupportTool(OST).ToensurethatOSSEcanrespondtoallquestionsandsupportrequestsbeforetheendoftheIssueResolutionphase,OSTticketspertainingtotheenrollmentauditandCouldCountmustbesubmittedbyNov.9,2017.PleaseseeAppendixDforafulllistanddescriptionsofall2017-18enrollmentauditandChildCountdataelements.
LEAswillonlybeabletoappealissuesinthefollowingtwoareasduringtheIssueResolutionorFinalIn-PersonAppealsphases:
o Residencystatus:LEAs/schoolsmaysubmitelectronicdocumentationviatheEnrollmentAuditandChildCountApplicationtoappealresidencystatus.Fortheappealtobeconsidered,LEAsmustsubmitappropriatedocumentationwithin7calendardaysofreceivingtheresultsoftheonsitevisitfromOSSEauditors,shouldtheLEAdisagreewithOSSE’sinitialdetermination.
o DuplicativeEnrollmentAcrossLEAs:LEAs/schoolsmaysubmitelectronic
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documentationviatheEnrollmentAuditandChildCountApplicationtoappealaduplicativeenrollment.Fortheappealtobeconsidered,LEAsmustsubmitappropriatedocumentationbyNov.9,afterwhichOSSEwillmakeadetermination.
OSSEwillmakedeterminationsonresidencyappealswithintwobusinessdaysfollowingreceiptoftheLEAappealoftheon-sitereviewdetermination.OSSEwillmakedeterminationsonappealsforduplicativeenrollmentacrossLEAsbyNov.15.IfanLEAdoesnotagreewiththeresolutiondecision,itmayuploadarequestforafinalin-personappealviatheEnrollmentAuditandChildCountApplication,forissuesofresidencyandduplicativeenrollmentacrossLEAsonlybyNov.27,2017.
V. FinalIn-PersonAppeals
Beginningwiththe2017-18schoolyear,onlydeterminationsmaderegardingunresolvedresidencyandduplicativeenrollmentcanbepresentedforreconsiderationduringthefinalin-personappeals.Inordertobeabletorequestafinalin-personappealforaparticularstudent,theLEAmusthavetriedtoresolvethedisputedrecordduringtheIssueResolutionphasebysubmittingdocumentation.Duringthisphase,LEAshaveonefinalopportunitytosubmitinformationthatmayconfirmtheresidencyorenrollmentstatusofadisputedstudent.Uponreviewofresidencyorenrollmentdocumentationsubmittedforfinalappeal,anychangesacceptedarethenupdatedintheEnrollmentAuditandChildCountApplication.OSSEofficialswillmakefinalappealdeterminationsbyDec.13,2017.
VI. Reporting
Uponcompletionofthefinalin-personappealsphase,OSSEwillnotifyLEAsofanyadditionalenrollmentchangesduetodatacorrectionsand/orduplicativestudentfinaldeterminations.OSSEwillfirstreleaseindividuallytoLEAsafinalauditedenrollmentnumbers.LEAsmustverifyreceiptofthefinalauditedenrollmentnumbersbyDec.15,2017.OSSEplanstoreleasethefinalauditedenrollmentnumbersinJan.2018.Followingthereleaseofthereport,OSSEmayadditionallyfollowupdirectlywithindividualLEAsregardinganyanomaliesdiscoveredinenrollmentorresidencyverificationpracticesduringtheenrollmentauditprocessthatshouldbeaddressedinthenextschoolyear.
EnrollmentDataandChildCountCertificationsForthe2017-18enrollmentaudit,LEAsmustcertifythevalidity,completeness,andaccuracyoftheLEA’sdataandacknowledgefinalenrollmentnumbersbycompletingthree(3)enrollmentauditandChildCountcertificationswithintheEnrollmentAuditandChildCountApplication.TheFirstcertificationcapturestheuniverseofstudentswhoshouldbeincludedintheenrollmentauditandacknowledgestheoutstandingdataanomaliesforstudentswithdisabilitiesinSEDS.TheSecondcertificationcertifiesthatalldemographicdataareaccurate,validandcompleteaswellascertifyingthefinalpopulationofspecialeducationstudentsreceivingservicesforChildCountpurposes.TheThirdandfinalcertificationcapturestheLEA’sacknowledgmentoffinalenrollmentnumbersanddemographicinformationusedforfunding.AllcertificationsmustbemadebytheHeadofSchoolviaelectronicsignatureintheEnrollmentAuditandChildCountApplication.
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CertificationName DueDate PurposeofCertification
FirstCertification-UnauditedEnrollmentandChildCountAnomaliesAcknowledgement
Oct.13,2017at5pm
• AcknowledgesthatenrollmentdatafromtheLEA’sSISincludesallstudentsenrolledattheLEAasofOct.5,2017
• AcknowledgesdataanomaliesforstudentswithdisabilitiesinSEDSortheLEA’sSISthatmustberesolvedbytheSecondcertificationforthepurposesofChildCount
• FailuretocompletethiscertificationmeansthatOSSEwillconsidertheLEA’sOct.5,2017datatobeaccuratethroughpassiveapprovalforthepurposesoftheenrollmentauditandwillutilizethatenrollmentroster,asis,fortheaudit.
SecondCertification-FinalDemographicDataElementsandChildCountCertification
Nov.20,2017at5pm
• AcknowledgesthattheenrollmentauditandChildCountdataelementsfromtheLEA’sSISandSEDSareaccurate,validandcompleteforallstudentsenrolledattheLEAasofOct.5,2017(outsideofresidencyandduplicativeenrollment)AND;
• CertifiesthefinalChildCountnumbersforstudentswithdisabilitiesservedintheLEAasofOct.5,2017
• FailuretocompletethiscertificationmeansthatOSSEwillconsidertheLEA’senrollmentauditandChildCountdataelementsforallstudentsenrolledattheLEAasofOct.5,2017tobeaccurate,valid,andcompletethroughpassiveapprovalforthepurposesoftheenrollmentauditandChildCount.
ThirdCertification-FinalAuditedEnrollmentNumbersAcknowledgment
Dec.15,2017at5pm
• Acknowledgesthefinalauditedenrollmentnumbersafterthefinalin-personappealsprocessiscomplete.
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KeyChangesfromLastYear’sEnrollmentAuditSince last year’s audit, there have been several updates to the enrollment audit and child countprocesses.Thetablebelowoutlinesthemostimportantchangesateachphaseoftheaudit.
EnrollmentAuditPhase ChangefromLastYearPre-auditdatapreparation • All rosters are continually updated in a new tool – the
EnrollmentAuditandChildCountCertificationApplication–ratherthaninindividualspreadsheetsinaQuickbasedatabase
• LEAscannotaddadditionalstudentstotheirrosterbeyondOct.12at5p.m.
Fieldwork • Thereisnotaphysicalheadcountofstudentsthisyear• OSSEauditorswillbefocusedonreviewingresidency
verificationpaperworkratherthanalldemographicelements
• OSSEauditorswillreviewa20percentsampleoftheresidencyverificationpaperwork(ratherthanuptotwo10percentsamples)
• Ifaschoolfailsmorethan5percentofthe20percentsample,OSSEauditorswillreview100percentoftheresidencysamplewithinthesameyear(ratherthanthefollowingyear)
IssueResolution • Instead of having both resolution meetings with the auditorsand desktop appeals, there will be a single issue resolutionphase
• LEAswillbeabletoseethestatusofeachstudentontheirrosterinrealtimethroughouttheissueresolutionphaseandintothefinalin-personappealsphase
• Demographicandspecialeducationdatawillbecorrectedinsourcesystems–LEAswillnotneedtosubmitappealsforthose.(Residencyandduplicativeenrollmentwillcontinuetobeappealed)
• AppealswillbesubmittedthroughtheEnrollmentAuditandChildCountCertificationApplicationandlimitedtoresidencystatusandduplicativeenrollment
FinalIn-PersonAppeals • Finalappealsare submitted through theEnrollmentAuditandChild Count Certification Application and limited to residencystatus and duplicative enrollment issues that had beenpreviouslyappealedintheissueresolutionphaseandwerenotresolvedtotheLEA’ssatisfaction
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PRE-AUDIT DATA PREPARATION AchievingandmaintainingdataqualityinaLEA’sSISandothersourcesystemsisvitaltoasuccessfulenrollmentaudit.LEAshavefromnowuntilOct.5at5p.m.tomakecorrectionstostudentenrollmentintheLEA’ssourcesystems(theSISorSEDS)toensureallstudentsenrolledonOct.5areidentifiedcorrectlyintheEnrollmentAuditandChildCountApplication.
DataQualityTermsAlldatamustbevalid,complete,andaccurate.LEAsmustalsoensurethattheyadheretotheLEADataManagementPolicy.Underfederalandlocallaw,LEAsareresponsibleformaintainingrecordsfordatareporting.OSSEdefinesmaintenance of records as: a) entering accuratedata; b) updating data promptly and accurately upon notification of any changes; and c) ensuringaccuracy so the system of record correctly reflects all students and their environments under thepurviewoftheLEA.Datafromtheenrollmentauditandchildcountareusedforannualfederalreportsand to determine funding levels in accordance with the Uniform Per Student Funding Formula (seeAppendixC).TERM DEFINITION
Accurate Thedatacorrectlyrepresentsreality
Valid AllvaluesenteredconformtoOSSE-permittedvalues*
Complete Allrequireddataelementscontainvalues
*OSSE-permittedvaluescanbefoundintheOSSESY17-18LEADataCollectionTemplate.
DataQualityErrorReportsTheUnifiedDataErrorReportandtheDuplicativeEnrollmentReportaretwodataerrorreportsavailableinSLEDandQlikthatflagcommondataerrorssuchasinvalid,missingandduplicateenrollmentsaswellasspecialeducationdataerrorsandanomalies.Whereappropriate,LEAsshoulddisseminatetheerrorreportstotheirschool-leveladministratorsandcoordinatewithschool-leveldataadministratorstomakeallnecessarycorrections.PleaserefertotheUnifiedDataErrorGuide.
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution
2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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StagesofEnrollmentThe six stages of enrollment below, as set forth in 5-ADCMR 2199, apply to every public and publiccharterschoolstudent’sattendancerecord. Eachstagerepresentsadifferenteventintheenrollmentprocess.StudentsmustbeinanLEA’sSISatStage5inordertocountaspartoftheLEA’senrollment.
Stage1: ApplicationtoAttendtheSchoolThisstageoccurswhenthestudentsubmitsanapplicationthroughMySchoolDC(MSDC)torequestenrollmentfortheupcomingschoolyear.ForschoolsthatdonotuseMySchoolDC,enrollmentbeginswithStage4.Stage2: AcceptanceandNotificationofanAvailableSlotThisstageoccurswhenthelotteryprocessfacilitatedthroughMSDCconcludesandLEAssendnotificationstofamiliesofferingaslotfortheirchild.Stage3: AcceptanceoftheOfferedSlotThisstageoccurswhenafamilyconfirmstheirchild’sintenttoenrollbycompletingbothenrollmentandresidencyverificationforms.Stage4: RegistrationoftheStudentinSISThisstageoccursaftertheLEAreceivesthechild’srequiredenrollmentandresidencyformswithsupportingdocumentsandinputsthechild’sinformationintheSIS,identifyingthestudentasStage4enrolled.
Stage 1 Application to Attend
Stage 2 Notification of Available Slot
Stage 3 Acceptance of Available Slot
Stage 4 Registration in SIS
Stage 5 Receipt of Educational Services
Stage 6 Determine Eligibility / Provide Special Education Services
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Stage5: ReceiptofEducationalServicesThisstageoccurswhenthechildbeginsattendingschoolandreceivingeducationalservicesnoearlierthanthefirstofficialdayofthecurrentschoolyear.Ifthestudenthasnotattendedschoolduringtheschoolyear,hisorherrecordmustremainatStageFour. Stage6: DeterminationofEligibilityorProvisionofSpecialEducationServicesThisstageoccursuponcompletionofStageFour,andisdefinedasfollows:“TheLEA’sobligationtodetermineeligibilityforspecialeducationservicesortoprovidespecialeducationservicesonanexistingIEPistriggereduponcompletionofregistration(stage4).”
EnsuringAccurate,CompleteandValidStudentRecordsLEAsmustensureallenrolledstudentsareidentifiedintheirSISandaccuratelyreflectedintheEnrollmentAuditandChildCountApplication.Thisensuresthestudenthasanactiveenrollmentrecord/statusinSLED.LEAshaveuntilFriday,Nov.17,2017tomakechangesintheirSIStothedataelementslistedbelow.ThesedataelementsarerequiredelementsfromtheSY2017-18DataCollectionTemplate.Dataelement
Definition
LastName Thelegallastnameofthestudent.Itisthenamecarriedincommonbymembersofaperson’sfamily,orthelastnamerecognizedastheformalandconsistentlastnamegiventoapersonafterbirth(e.g.,birth,baptismorothernamingceremonycertificate;orbirthverificationdocument)orthroughlegalaction(e.g.,marriage,divorce,adoptionsorlegalnamechange).
FirstName Thelegalfirstnameofthestudent.Itisthenamegiventoanindividualafterbirth(e.g.,birth,baptismorothernamingceremonycertificate;orbirthverificationdocument)orthroughlegalaction(e.g.,marriage,divorce,adoptionorthroughlegalnamechange).
DateofBirth(DOB) Theday,monthandyearonwhichthestudentwasborndocumentedonanofficialgovernmentcertificate.
StreetAddress Thenumberandnameoftheunitandstreet(andapartment,ifapplicable)wherethestudentresides.
City Thecitywherethestudentresides.
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State Theabbreviationforthestate(withintheUnitedStates)oroutlyingareainwhichthestudentresides.
ZipCode ThenumberthatidentifiesthepostaldeliveryareaintheUnitedStatesinwhichthestudentresides.
Gender Acodedvaluerepresentingthestudent’sgender.Genderisaperson’sactualsexorperceivedsexandincludesaperson’sperceivedidentity,appearanceorbehavior,whetherornotthatidentity,appearance,orbehaviorisdifferentfromthattraditionallyassociatedwithaperson’ssexatbirth.
Ethnicity LEAsarerequiredtocategorizestudentethnicityas“Yes–HispanicorLatino”or“No–NotHispanicorLatino”fortheethnicitywithwhichthestudentmostcloselyidentifies.Ifastudentidentifieshisorherethnicityas“HispanicorLatino,”thenheorshemustalsoselect“Hispanic/Latino”ashisorheridentifiedrace.ThecompletedefinitionofHispanicandLatinoisfoundintheDCOSSEDataCollectiontemplate.
Race LEAsarerequiredtocategorizestudentsinoneormoreofthefivepermittedracecodesforwhichrace(s)thestudentmostcloselyidentifies.CategoriesmustbemappedbytheLEAtothefivefederalracecategories:AmericanIndianandAlaskaNative–NonHispanic/Latino,Asian–NonHispanic/Latino,BlackorAfricanAmerican–NonHispanic/Latino,NativeHawaiianorOtherPacificIslander–NonHispanic/Latino,White–NonHispanicLatino.MorecompletedefinitionsoftheseraceclassificationsarefoundintheDCOSSEDataCollectionHandbook.
GradeLevel Thegradelevelorprimaryinstructionallevelatwhichastudententersandreceivesservicesinaschooloraneducationalinstitutionduringagivenacademicsession,aspermittedviaLEASIS,andalignedtotheDCOSSEDataCollectiontemplate.
ELStatus AnindicationofwhetherornotthestudentisanEnglishLearner(EL)andreceivingEnglishLearner(EL)Services
FARMSStatus Anindicationofwhetherornotastudentisreceivingfreemeals,reducedpricemealsorpayingformealsinfull.
ResidencyStatus TheLEA’sdeterminationthatthestudentisorisnotaresidentoftheDistrictofColumbiabasedonprovideddocumentstosupportresidencyclaim.
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Homeless Anindividuallackingafixed,regular,andnighttimeresidenceoranindividualwhohasaprimarynighttimeresidencethatisa)asupervisedorpublicallyoperatedshelterdesignedtoprovidetemporarylivingaccommodations;b)aninstitutionthatprovidesatemporaryresidenceforindividualsintendedtobeinstitutionalizedincludingwelfarehotels,congregateshelters,andtransitionalhousingforthementallyill;orc)apublicorprivateplacenotdesignedfor,orordinarilyusedas,aregularsleepingaccommodationforhumanbeings.
Specialeducationstatus,whichisconsideredpartofastudent’srecord,iscalculatedbasedontheinformationenteredinSEDSandauto-populated.LEAsshouldensurethatalldatainSEDSarecurrent.OfficialspecialeducationstatuswillbecapturedbytheChildCountprocess,asexplainedonpage38.
ResidencyVerificationAllstudentsattendingDCPS,publiccharterschools,andnonpublicschoolsmustberesidentsoftheDistrictofColumbia.Parents/guardiansofstudents,oradultstudents,attendingDCPS,publiccharterschools,ornonpublicschoolsmustprovideproofofDistrictresidencyannually.Parents/guardiansoradultstudentswhofailtodosomustpaynon-residenttuitionequivalenttotheUPSFF.Non-residentstudentsareonlyadmittedtoDCPSorpubliccharterschoolsiftherearenoDCresidentstudentsontheschoolwaitlist.Thestudentresidencyverificationprocessrequiresdocumentaryproofofresidencyandtakesplaceduringtheenrollmentperiodeachyear(AprilFirstthroughOct.5)orwithinten(10)daysoftheinitialenrollment,whicheveroccurslater.LEAsarerequiredtoreviewtheirstudents’residencydocumentationandverifythatalldocumentationandverificationformsarecomplete,legible,andvalidpriortoOct.15.LEAsthatplacestudentswithdisabilitiesinanonpublicschoolareresponsibleforverifyingresidencyforthatstudent,aswellasmakingthestudent’sresidencyverificationrecordsaccessibletotheOSSEauditorsforreview.SchoolsmayrequirethatparentsorguardiansofprospectivestudentsoradultprospectivestudentsfurnishproofofDistrictresidencyand/oragepriortoenrollment,exceptforanychildrenandyouthwhoareconsideredhomelessunderthefederalMcKinney-VentoHomelessAssistanceAct.Requestsfordocumentationalsomustnotdiscriminate,orhaveaneffectofdiscriminating,onthebasisofrace,color,nationalorigin,citizenship,orimmigrationstatus.SeeAppendixBformoreinformationonrequiredresidencydocumentation.
EnrollmentAuditandChildCountApplicationTheEnrollmentAuditandChildCountApplicationprovidesthemeansforLEAsandOSSEtoviewtheEnrollmentAuditandChildCountstudentrostersthroughouteachphaseoftheenrollmentaudit.ThedataforrosterswillbepulledfromtheLEA’sSISviaSLEDandSEDS.TheEnrollmentAuditandChildCountApplication:
• AllowsLEAstoviewinnear-realtime,enrollmentandspecialeducationstudentcountsastheyrelatetotheenrollmentauditandChildCount;
• AllowsLEAstoviewinnear-realtime,enrollmentandresidencydeterminationsthroughouttheFieldwork,IssuesResolutionandFinalIn-PersonAppealsphases;
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• Providesasecuremethodtouploadstudentresidencydocumentation,eliminatingtheneedtouploadmultipleversionsofexcelspreadsheets;and
• EnhancesOSSE’scommunicationtoLEAsthroughouttheauditphases.
DataSnapshotofEnrollmentDataasofOct.5Becausetherecanbeaone-daylagfordatafromtheLEA’sSIStoshowupinSLED,OSSEwillmakeasnapshotofenrollmentdataonOct.6thcollectedfromallLEAstoreflecttheenrollmentasofOct.5.Again,LEAshaveuntilOct.5at5p.m.tomakecorrectionstostudentenrollmentintheLEA’ssourcesystems(theSISorSEDS)toensureallenrolledstudentsareidentifiedcorrectlyintheEnrollmentAuditandChildCountApplication.
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NEW ENROLLMENT AUDIT AND CHILD COUNT PROCESS: TRAINING
LEAPointsofContact(POCs)andCoordinationInadditiontoidentifyingtheHeadofSchool,eachLEAisrequiredtohavePOCsfortheenrollmentaudit,specialeducation,Englishlearnersanddatamanagement.EachPOCplaysacriticalroleintheenrollmentauditandChildCount(seechartbelow).SincetheenrollmentauditandChildCountrequirehandlingpersonalidentifiableinformationofstudents,LEAPOCsmustfollowallapplicableFamilyEducationRightsandPrivacyAct(FERPA)laws.ItisimportantthatLEAswithmultiplestaffworkingontheenrollmentauditputaplaninplaceforsharingenrollmentauditinformationamongtheirrespectivestaffmembers.OSSEisnotresponsibleforcontactingLEAstaffmembersbeyondtheHeadofSchool,thedesignatedenrollmentauditPOC,thespecialeducationPOCforChildCount,andtheLEAdatamanager.ThecurrentlistofPOCsisavailableforLEAreviewinOSSE’seSchoolPLUSPointsofContactlist.TheLEADataManagermustaccesseSchoolPLUStosubmitchangestoLEA,school,orsiteinformationintheeSchoolPLUSapplicationbyAug.11,2017.
TrainingsforPOCsToensurethatLEAEnrollmentAuditPOCshaveastrongunderstandingofanypolicyorprocesschangesregardingtheyearlyEnrollmentAudit,OSSEhostsseveraltrainingsinadvanceoftheFieldworkphase
POCType DescriptionHeadofSchool Responsibleforoveralladministrativeleadership;willmakeallcertificationsfor
theenrollmentauditLEAEnrollmentAuditPointofContact
Coordinatesandmanagestheenrollmentaudit,includingensuringdeadlinesaremet,reviewingdataforaccuracyandcompleteness,preparingforsitevisits,coordinatingdocumentation,anduploadingdocuments
LEADataManager EnsuresalldatarequestsfromOSSEarecompletedinatimelymannerandmaintainseSchoolPLUSPOCsandcalendars;partnerinpre-auditdatapreparation
LEASpecialEducationPOC
RespondstoOSSErequestsrelatedtospecialeducation,includingupdatestodatasystemsandtrainingandassistancetootherLEAandschoolstaffrelatedtotheSpecialEducationDataSystem(SEDS);keypartnerinChildCount
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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targetedtowardstheenrollmentauditPOC,specialeducationPOCandtheLEAdatamanager.Participantsarerequiredtobringlaptopstothetrainingstoallowforahands-ontrainingfortheEnrollmentAuditandChildCountApplicationsession.Foracompletelistofrequiredtrainings,pleaseseeAppendixA.
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FIRST CERTIFICATION: UNAUDITED ENROLLMENT AND CHILD COUNT DATA ANOMALIES CERTIFICATION
AfterOSSEfreezesenrollmentdataonOct.6th,LEAshavefromFriday,Oct.6thuntilThursday,Oct.12thtoensurethatallenrolledstudentsasofOct.5areaccountedforontheroster,includingthosethatmaybeduplicativelyenrolledwithanotherLEA.LEAsmustmakecorrectionstostudentrecordsintheLEAsSIStoensureallenrolledstudentswillappearappropriatelyintheEnrollmentAuditandChildCountApplication.IftheLEAdoesnotsubmittheFirstCertification(UnauditedEnrollmentAuditandChildCountAnomaliesAcknowledgementCertification)by5p.m.onFriday,Oct.13,2017,OSSEwillconsidertheLEA’sOct.5datatobeaccuratethroughpassiveapprovalforthepurposesoftheenrollmentauditandwillutilizethatenrollmentroster,asis,fortheaudit.Note: LEAscannotaddadditionalstudentstotheenrollmentauditrosterunderanycircumstancesafter5p.m.onThursday,Oct.12,2017.ItiscriticalthattheLEAensurethatallstudentsforwhomtheLEAseeksfunding(i.e.attendingasofOct.5)areontheenrollmentauditrosterintheEnrollmentAuditandChildCountApplication.
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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FIELDWORK / ON-SITE DOCUMENT REVIEW
TheFieldworkphaseisthepartoftheenrollmentauditprocesswhereinOSSEauditorsreviewresidencydocumentationatLEAsites.BeginningonMonday,Oct.16,2017andendingonFriday,Nov.17,2017.RecentamendmentstotheDCCodeviatheFY2018BudgetSupportAct(PerCapitaDistrictofColumbiaPublicSchoolandPublicCharterSchoolFundingAmendmentActof2017),allowsOSSEtoredefinetheroleoftheauditor,sharpenthefocusofthefieldworkonresidencyandeliminatetherequirementforaphysicalheadcountofstudents.LEAswillreceiveascheduledvisitdateforeachschoolintheLEAinlateAugust.TheenrollmentauditisconductedforallstudentsintheLEA,includingthosewhoattendnonpublicschoolsandDepartmentofYouthRehabilitativeServices(DYRS)aswellasWardsoftheDistrictwhoattendschoolsinthesurroundingcounties.LEAswillreceivetheresultsoftheon-sitereviewwithintwo(2)businessdaysofthesitevisit.
EnrollmentAuditFieldworkScopeThefieldworkphasehelpsensurethattherearenoanomaliesintheresidencyverificationprocessattheLEA.OSSEauditorswillrevieweachstudent’srecordtodetermineresidencystatusbyexamining100percentofDCRVForms1or2.ThisincludesstudentswithdisabilitiesplacedbytheLEAinanonpublicschool.Additionally,OSSEwillsample20percentoftheschool’ssupportingresidencydocumentsaswellasdocumentationforstudentsclassifiedasnon-residentornon-tuitionpayingfromthepreviousyear.LEAsshouldmakesurethateachschoolsitehasallsupportingdocumentationreadytosharewiththeauditors.Ifthesupportingdocumentationisdeemedinadequateforastudent,thatstudentwillbecountedasnon-residentforwhomtheLEAdoesnotreceivefunding.OSSEreservestherighttoreviewresidencydocumentationfromanyLEAatanytimeandwillelecttoconducta100percentauditofresidencyverificationdocumentationif:
1. TheLEAisunabletoproducevalidsupportingresidencydocumentationformorethan5percentofthestudentsintheinitialrandomsampleandstudentsclassifiedasnon-residentornon-tuitionpayingfromthepreviousyear.
2. TheLEAhasanexcessivenumberofnon-residentfraudtipsreceivedbyOSSE,orifOSSEhasreasontosuspectthatfraudulentprocessesandproceduresaretakingplaceduringtheenrollment/residencyverificationprocess.
3. AnyotherreasonsthatraisequestionsaboutthevalidityoftheLEA’sresidencydocumentationprocess.
Inadditiontotherandom20percentsampleasdescribedabove,LEAsarerequiredtoprovideresidencydocumentationforanystudentwhowasclassifiedasanon-resident,non-tuitionpayingstudenteither
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site
Document Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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duringthepreviousyear’senrollmentauditorasaresidencyexceptionthroughtheresidencyinvestigationhotline/onlineTIPportal.
SampleCompositionofSupportingResidencyDocumentation
Tocreatethe20percentsample,OSSEwillexcludestudentsfromthesamplewithanyofthefollowingdesignations:
• TANF,SNAPorMedicaidrecipient• StudentexperiencinghomelessnessasdefinedbyMcKinney-Vento• WardoftheDistrict
DocumentPreparationforOn-SiteDocumentReview
LEAsareadvisedtoprepareforsitevisitsbycompletingthefollowingactions:I. IdentifyandReserveSpace
1. Thespaceidentifiedandreservedmustcomfortablyaccommodatethesizeoftheauditteamassignedtothesite.Thesizeoftheauditteamwillvarybasedonthesizeoftheenrolledstudentpopulation(approximatelythree(3)auditorsper100students)eligibletobeincludedintherandomsample.Schoolswillbegiventheanticipatedsizeoftheauditteamintheschedulingnotice.
2. Thesitemustidentifyandreserveacontingencyspacebasedonthenumberofadditionalauditteammembersthatwillberequiredtobeonsiteshouldthe20percentsamplereviewofresidencydocumentstransitionintoa100percentreview.
3. LEAswithmultipleschoolsitelocationsmustidentifytheschoolsiteatwhichOSSEauditorscanreviewthedocumentationforstudentswithdisabilitiesattendinganon-publicschool.
II. PrepareStudentBindersforReviewA. ForK-12EnrolledStudents
1. OrganizetheDCRVForms1and2inbindersalphabeticallybystudentlastname(eachbindershouldcontainnomorethan100DCRVs).
2. TheDCRVForm1musthavesupportingdocumentation(seeAppendixBforlistofsupportingdocuments)immediatelyfollowingtheDCRVforthatstudent.Donotstapleanydocuments.
3. ForschoolsthatalsohavegradesPreK-3andPreK-4,separatebindersmustbemadeforthispopulationofstudents.
4. Bindersmustbelocatedinthespacereservedfortheauditorsonthedayofthevisit.
B. ForPreK-3andPreK-4EnrolledStudents1. OrganizetheDCRVForm1inbindersalphabeticallybystudentlastname(eachbinder
shouldcontainnomorethan100DCRVs).2. TheDCRVForm1musthavesupportingdocumentationimmediatelyfollowingtheDCRVfor
thatstudent.Donotstapleanydocuments.
C. ForStudentswithDisabilitiesattendingNonpublicSchools1. OrganizetheDCRVForms1and2inbindersalphabeticallybystudentlastname(each
bindershouldcontainnomorethan100DCRVs).2. AllDCRVForm1musthavesupportingdocumentationimmediatelyfollowingtheDCRVfor
thatstudent.Donotstapleanydocuments.
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ISSUE RESOLUTION ResolutionsandDesktopAppealshavebeencombinedintooneIssueResolutionsphase,runningconcurrentlywiththeFieldwork/On-SiteDocumentReviewphase.Foralldataexceptthetwooutlinedbelow,LEAswillhaveuntilNov.17,2017toresolveandcorrectdatadirectlyintheLEASISandSEDS,whichthentransfersovertotheEnrollmentAuditandChildCountApplication.LEAsmaysubmitquestionsaboutdatavaluesforspecificstudentsandrequestsupportfromOSSEonresolvingdataerrorsandanomaliesthroughtheOSSESupportTool(OST),particularlyfordataelementsthatcomefromotherDistrictagencies.AllenrollmentauditandChildCountOSTticketsmustbesubmittedbyLEAsnolaterthanNov.9,2017toensureadequatetimeforOSSEtorespondbeforetheendoftheIssueResolutionphase.ThenotableexceptionisforresidencyandduplicativeenrollmentacrossLEAs.ResidencyStatus:IfanLEAdisagreeswithOSSE’sinitialdeterminationonresidencyorhasfurtherinformationthatwouldchangethedetermination(seeAppendixBformoreguidance),theLEAhas7calendardaysafterreceivingtheresultsoftheon-siteauditorreviewtouploadalldocumentationtosupportitscasedirectlyintheEnrollmentAuditandChildCountApplication.Forexample,ifthereisanon-sitereviewforaschoolintheLEAonMonday,October30,2017andanLEAreceivestheresultsoftheiron-siteauditorreviewonWednesday,November1,2017,theywillhaveuntil5p.m.onWednesday,November8tosubmitalldocumentationfortheirresidencyappeals.OSSEwillthenreviewthedocumentationandmakeadeterminationwithintwobusinessdaysfollowingreceiptoftheappealofresidencystatusfromtheLEA.DuplicativeEnrollmentsAcrossLEAs:TheLEAmustadditionallyuploaddocumentationforanystudentitseekstoclaimwhoisduplicativelyenrolledatanotherLEA–thosestudentswillbeflaggedintheEnrollmentAuditandChildCountApplicationfromthestart.LEAshaveuntilNov.9,2017at5p.m.touploadallsupportingdocumentationoutlinedintheResidencyandDuplicativeEnrollmentsectionbelowdirectlyintheEnrollmentAuditandChildCountApplication.Note:ifthereisastudentduplicativelyenrolledwithintheLEA,theLEAmustresolvetheduplicativeenrollmentwithintheirSISbyNov.17,2017–therewillnotbeanopportunitytoappealduplicativeenrollmentswithinanLEAastheLEAcancorrecttheenrollmentrecordwithinitsSIS.Forbothresidencystatusandduplicativeenrollment,OSSEwillreviewthesupportingdocumentationandmakeadeterminationthatwillbeviewableintheEnrollmentAuditandChildCountApplication.(SeetheResidencyandDuplicativeEnrollmentsectionbelowthetableformoredetails).ThefollowingtablelaysoutthedataelementstestedduringtheauditandthepathwaysforresolvingerrorsinthestudentrecordduringtheIssueResolutionphase.(PleasealsoseeAppendixDforafulllistofalldataelementsusedintheenrollmentauditandtheirsourcesystems).OSSErecommends
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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resolvingerrorsasquicklyaspossiblewithintheIssueResolutionperiodtomakesureallnecessarychangesfromthesourcesystemtotheEnrollmentAuditandChildCountApplicationareaccuratelyreflected.AuditCategory
Auditeddataelement
InitialEnrollmentAuditDetermination
ResolutionPathforLEA
DCResidency Residencystatus OSSEauditorviasitevisit
ProvidingadditionalsupportingdocumentationduringtheIssueresolutionphasewithin7calendardaysofreceivingtheresultsoftheon-siteauditorreviewand,ifnecessary,requestingfinalappealintheEnrollmentAuditandChildCountApplicationbysubmittingadditionaldocumentationtochangenon-residentstatustoresident
DuplicativeEnrollmentAcrossLEAs
DuplicativeEnrollment
OSSEdeterminationafterreceivingdocumentationfromLEAspriortooronNov.9,2017
ProvidingadditionalsupportingdocumentationduringtheIssueresolutionphasebyNov.9andifnecessary,requestingfinalappealintheEnrollmentAuditandChildCountApplicationbysubmittingadditionaldocumentationtoclaimthestudent
DuplicativeEnrollmentWithinanLEA
DuplicativeEnrollment
LEASIS,identifiedintheUnifiedDataErrorsQlikapplication
Noappeal–datacorrectedthroughLEASISbyNov.17,2017
StudentDemographicInformation
Name;DateofBirth;Address;Gender;Ethnicity;Race;Grade;FARMS
LEASIS,errorsidentifiedintheUnifiedDataErrorsQlikapplication
Noappeal-datacorrectedthroughLEASISbyNov.17,2017
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SpecialEducation
Specialeducationservicelevels
LEAentryofIEPinfoinSEDS
Noappeal–datacorrectedbyLEAthroughSEDSduringissueresolutionphasebyNov.17,2017
Environment LEAentryofIEPinfoinSEDS
Noappeal–datacorrectedbyLEAthroughSEDSduringissueresolutionphasebyNov.17,2017
ESY LEAentryofIEPinfoinSEDS
Noappeal–datacorrectedbyLEAthroughSEDSduringissueresolutionphasebyNov.17,2017
EL ELstatus LEAentryofinfoofELstatusinLEASISorassessmentinfofromOSSE,errorsidentifiedintheUnifiedDataErrorsQlikapplication
Noappeal–datacorrectedthroughLEASISduringissueresolutionphasebyNov.17,2017
At-risk Homeless LEAentryofhomelessinfointoLEASISandTCPfeedmanagedbyOSSE
Noappeal-datacorrectedthroughLEASISduringissueresolutionphasebyNov.17,2017
SNAP/TANF DCDepartmentofHumanServices(DHS)feed
Noappeal–LEAsubmitsOSTtickettoresolveinconsistenciesbyNov.9,2017
Overage LEASIS(Dateofbirthandgrade)
Noappeal-datacorrectedthroughLEASISduringresolutionperiodbyNov.17,2017
WardoftheDistrict
DCChildandFamilyServicesAgency(CFSA)feed
Noappeal–LEAsubmitsOSTtickettoresolveinconsistenciesbyNov.9,2017
ResidencyDeterminationsWithintwobusinessdaysaftertheon-sitevisitbytheauditors,LEAsandschoolswillbeabletoreviewthestatusoftheirstudentsintheEnrollmentAuditandChildCountapplication.LEAs/schoolswillhave7calendardaysfromthatpointtosubmitdocumentationforOSSEreviewintheEnrollmentAuditandChildCountapplicationforandresidencystatus.Theuploadeddocumentationshoulddemonstratethe
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student’sDistrictresidencyundertheverificationguidelinesinAppendixB.Onceuploaded,thedocumentswillbereviewedwithintwobusinessdaysandOSSEwillrenderadetermination.IftheLEA/schooldoesnotagreewithdeterminationsrenderedduringtheIssueResolutionphase,arequestforaFinalIn-PersonAppealshouldbemadeusingtheEnrollmentAuditandChildCountApplication.IfanLEAdisagreeswithOSSE’sdetermination,theLEAcanrequestanin-personappealintheEnrollmentAuditandChildCountApplicationbyNov.27,2017.
DuplicativeEnrollmentAcrossLEAs-HierarchyandDeterminationsIntheeventthatastudentisStage5enrolledinmorethanoneLEA,OSSEwillusedocumentationfromtheLEAsandattendancerecordstomakeanenrollmentdetermination.Toresolveaduplicativeenrollment,LEAsarerequiredtosubmitasmuchofthedocumentationlistedinthehierarchytablesbelowaspossiblethroughEnrollmentAuditandChildCountApplicationbyNov.9,2017.OSSEwillevaluatethedocumentsusingthehierarchyorderidentifiedbelowtomakeadeterminationbyNov.15,2017.IfanLEAdisagreeswithOSSE’sdetermination,theLEAcanrequestanin-personappealintheEnrollmentAuditandChildCountApplicationbyNov.27,2017.
DuplicativeEnrollmentErrorsforPreK-12Students
HierarchyorderforduplicativelyenrolledPK-12students
Acceptabledocumentation
1.Enrollment/WithdrawalForms
TheLEAmustprovidecurrentschoolyearenrollmentorwithdrawaldocumentationsignedbytheparent/guardian.Thedocumentationshouldidentifythedatethestudententeredorexitedtheschoolandincludesignaturesfromtheenrollingparent/guardianandaschoolofficial.Additionally,ifavailable,theschoolshouldprovidetheRequestforStudentRecordsorconfirmationfromthereceivingschoolverifyingenrollmentorwithdrawal.
2.Attendance/DisciplineRecords
OSSEwillreviewattendancerecords1fromSept.28ththroughOct.26th.Additionally,ifavailable,theschoolshouldsubmitdisciplinerecordsforthisstatedtimeperiod.
3.Schoolwork TheLEAshouldsubmittwo(2)piecesofschoolworkorexamdocumentationthatincludethestudent’snameandthedateoftheworkfromSept.28ththroughOct.26th.
DuplicativeEnrollmentErrorsforAdultStudentsAdultEducationStudentClassificationAdulteducationisconsideredastudentclassification,notaschoolclassification.DCCode§38-2901(1)definesthecategoryas:
1Forschoolsinanextendedbreakduringtheattendancereviewperiod,attendancerecordsforduplicative
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(1) “Adulteducation”meansservicesorinstructionbelowthecollegelevelforadultswho:(A) Lacksufficientmasteryofbasiceducationskillstoenablethemtofunctioneffectivelyin
society;
(B) Donothaveacertificateofgraduationfromaschoolprovidingsecondaryeducationandwhohavenotachievedanequivalentlevelofeducation;or
(C) Havelimitedabilityinspeaking,reading,writing,orunderstandingtheEnglishlanguageand
whosenativelanguageisalanguageotherthanEnglish.Studentswillnotbeauditedbasedonage.Therefore,LEAsshouldeitherclassifytheirstudentsasadultorinahighschoolgradelevelof9through12basedonprogramming.Itisacceptableforanadultstudenttobeenrolledinmorethanone(1)LEAandinavarietyofadulteducationprograms.However,UPSFFpaymentsaremadetoasingleLEAandOSSEwillcountthestudentonlyonceintheenrollmentauditunderoneLEA.LEAswillberequiredtoprovidesupportingprogramenrollmentdocumentationintheEnrollmentAuditandChildCountApplication.IfanadultstudentisenrolledinmorethanoneLEA,theLEAreceivingtheenrollmentcreditandtheUPSFFfundswillbedeterminedasfollowsinthisrankingorder:
1. AnadultprogramleadingtoahighschooldiplomaisautomaticallyconsideredtheLEAofprimaryenrollmentoverprogramsthatdonotleadtoahighschooldiploma.
2. AnadultprogramleadingtoaGEDisautomaticallyconsideredtheLEAofprimaryenrollmentoverprogramsthatdonotleadtoaGED.
3. IfneitherprogramleadstoahighschooldiplomaorGED,theprograminwhichthestudentspendsthemosthours(onaverage)willbeconsideredtheLEAofprimaryenrollment.
Ifanadultstudentisenrolledintwoofthesametypeofprogram(suchastwodiplomaprogramsortwoGEDprograms),thenthefollowinghierarchywillbeused:Hierarchyorderforduplicativelyenrolledadultstudents
Acceptabledocumentation
1.Student-signedaffidavit TheLEAshouldhavetheadultstudentsignanaffidavitattestingthatthestudentisenrolledintheLEAprogram.IftheLEAcannotobtainasignedstudentaffidavit,moveto2.
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2.AttendanceRecords Demonstrateatleastoneday’sattendancebetweenSept.21andOct.19.Attendanceneednotbedemonstratedforeachclassduringtheday.Theattendancecannotpre-datethefirstdayofthecurrentschoolyearorpost-datetheenrollmentauditheadcount.
3.Schoolwork Twopiecesofschoolworkorexamdocumentation(includingstudent’snameandthedateofthework)betweenSept.21andOct.19.Electronicallysubmittedworkorexamswithadatestampthatshowthestudent’snameorUSIareacceptable.
RequestforFinalIn-PersonAppealIftheLEAdisagreeswithOSSE’sdeterminationofeitherresidencyorduplicativeenrollment,theLEAcanrequestafinalin-personappealthroughtheEnrollmentAuditandChildCountApplicationbyprovidingadditionalsupportingdocumentation.Allrequestsforfinalin-personappealsforremainingresidencystatusorduplicativeenrollmentissuesmustbereceivedby5p.m.onNov.27,2017.LEAswillfindoutifOSSEwillheartherequestedin-personappealbyDec.1.
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SECOND CERTIFICATION: FINAL DEMOGRAPHIC DATA ELEMENTS AND CHILD COUNT CERTIFICATION
LEAsmustsubmittheSecondCertification(FinalDemographicDataElementsandChildCertification)directlyintheEnrollmentAuditandChildCountapplicationnolaterthan5p.m.(EST)onMonday,Nov.20,2017.Throughthesecondcertification,theLEAacknowledgesthattheOct.5demographicdatafromtheLEA’ssourcesystemsareaccurate,validandcomplete(outsideofresidencyandduplicativeenrollment)andthatitsfinalChildCountnumbersforstudentswithdisabilitiesservedintheLEAasofOct.5,2017areaccurate,validandcomplete.FailuretocompletethiscertificationmeansthatOSSEwillconsidertheLEA’sNov.20datatobeaccuratethroughpassiveapprovalforthepurposesofChildCountdataanddemographicdata(excludingdisputedresidencyandduplicativeenrollmentdeterminations)theenrollmentauditandwillutilizethatenrollmentroster,asis,fortheaudit.
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution
2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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FINAL IN-PERSON APPEALS FinalIn-PersonAppealswillbeheldfromTuesday,Dec.5throughTuesday,Dec.12th.Duringthisphase,onlyunresolvedresidencyandduplicativeenrollmentdeterminationswillbereviewed.LEAsmusthaveuploadedanydocumentationtobeconsideredduringthisphaseintheEnrollmentAuditandChildCountapplicationbyNov.27,2017.IfanLEAdidnotcompleteanissueresolutionforanidentifiedstudent,thestudentcannotbeincludedintheFinalIn-PersonAppeal.FinalIn-PersonAppealsareconductedface-to-facewithapanelofOSSEofficialswhomakethefinaldeterminationregardingthestatusofastudent.LEArepresentativesareassignedatimewiththepaneltoreviewsubmitteddocumentationandengageinafocuseddiscussiontowardsafinaldetermination.TheoutcomesofFinalIn-PersonAppealsareupdatedintheEnrollmentAuditandChildCountapplication.LEAswillbeabletoviewallfinaldeterminationsbyDec.13,2017.
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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THIRD CERTIFICATION: FINAL AUDITED ENROLLMENT NUMBERS ACKNOWLEDGEMENT
LEAsmustsubmittheFinalAuditedEnrollmentNumbersAcknowledgmentdirectlyintheEnrollmentAuditandChildCountapplicationnolaterthan5p.m.(EST)onFriday,Dec.15,2017.ThiscertificationensuresthatLEAshavereceivedthefinaloutcomeoftheenrollmentaudit.
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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REPORTING AfterreceiptofthethirdandfinalAuditedEnrollmentandFinalChildCertification,OSSEwillproduceanddisseminatethefinalenrollmentauditreportinJan.2018.
I. Pre-Audit Data Prep
II. Trainings
1st Certification
III. Fieldwork / On Site Document
Review
IV. Issue Resolution 2nd Certification
V. Final In-Person Appeals
3rd Certification
VI. Reporting
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CHILD COUNT ChildCountisafederallymandatedactivityreportedannuallyper34CFR300.641(a).ThedatareceivedatthefinalizationoftheChildCountprocessservesastheofficialspecialeducationenrollmentnumberfortheDistrictofColumbia.
The2017-18DistrictofColumbiaChildCountisbasedonthestudentenrollmentasofThursday,Oct.5,2017.ThealignmentoftheChildCountprocesswiththeenrollmentauditprocessreducesdatadiscrepanciesandtheburdenonLEAs.SpecialeducationdatacollectedfromLEAsisreceivedfromSEDS,includingbutnotlimitedtoeducationalenvironment.EachLEAisresponsibleforensuringthatallstudentsreceivingservicesunderIDEA2haveavalidandcurrenteligibilitydeterminationandIEPinSEDS.Anenrolledstudentmusthave,atminimum,acurrentIEPoreligibilitydetermination,forinclusionintheChildCountroster.
EnrollmentAuditandChildCountDifferentiationAgeandtheEnrollmentAuditDuetotherequirementsofthetwo(2)datacollectionprocesses,therearedifferencesinthewayageiscalculatedfortheenrollmentauditandtheChildCount,whichcanresultinslightlyvaryingrosters.Thedifferencesaredescribedbelow.
CollectionEffort AgeRequirementUPSFFEnrollmentAudit Theauditwillincludeallstudentsage3andolder.Publiccharterschool
studentsmustturn3yearsoldbythepredeterminedagecut-offdateofthecurrentschoolyear.ForDCPS,thestudentmustturnage3bySept.30ofthecurrentschoolyear.Thereisnomaximumage.
SpecialEducationChildCount
ForthePartBIDEAChildCountEDFactstemplaterequiredbytheUSDepartmentofEducation,studentsmustbeatleast3yearsoldandnoolderthanage21asoftheofficialenrollmentauditdate(Oct.5).
SpecialEducationChildCountandUPSFFSPEDLevelFundingCollectionEffort SpecialEducationCategorizationRequirementUPSFFEnrollmentAudit Studentsreceivingspecialeducationservicesinaccordancewithfederal
childcountdefinitionsarecategorizedforfundingpurposesbasedonSPEDlevels,whichareinformedbythenumberofhoursachildreceivedspecializedinstructionandrelatedservices.SeethedatadictionaryinAppendixDforthedefinitionofSPEDlevel.
SpecialEducationChildCount
“StudentsthatqualifyasreceivingservicesunderIDEA”referstostudentsinSEDSwithanunexpiredeligibilitystatus(three-yearmaximumduration),acurrentorexpiredIEP,andnonegatingevents
2
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(refusal,discontinuation,denial,orrevocation).StudentswillnotbecountediftheyhavebothanexpiredeligibilityandanexpiredIEP.StudentsareentitledtoservicesunderIDEAthroughthesemesterinwhichtheyturn22yearsold.
ChildCountCertificationLEAsmustreviewandverifytheaccuracyoftheirChildCountdataintheEnrollmentAuditandChildCountApplication.ItistheresponsibilityoftheLEASpecialEducationPOCtoensurethateachenrolledstudentreceivingservicesisproperlyidentifiedinSEDS.Additionally,theLEASpecialEducationPOCshouldensurethatthestudentisproperlyenrolledintheLEA’sSIS.Lastly,whilespecialeducationsforstudentstransferringwithintheDistrictshouldautomaticallytransfer,LEAsareresponsibleforensuringthattherecordsdoinfacttransferappropriatelyandsubmitanOSTticketifthereareissues.Foradditionalinformationontransferrecordsrequestsand/orenteringnewlyenrolledstudentdata,pleaserefertotheSEDSresourcesite.Alldatacorrectionsmustbemadeinthesourcesystem(i.e.,SEDSortherespectiveSIS).PleasebeginreviewingthedataasearlyaspossibletoallowforcompletionofIEPamendmentsorupdatedannualIEPs,ifnecessary.ThedatawillbelockedintheEnrollmentAuditandChildCountApplicationasofNov.17,2017.Beyondthispoint,updatesinSEDSwillnotbereflectedintheapplication.LEAswillberequiredtosubmitthecombinedEnrollmentAuditCertificationandChildCountAnomaliesAcknowledgementformnolaterthan5p.m.,Friday,Oct.13,2017andafinalChildCountcertificationformonMonday,Nov.20,2017.LEAswillhavebetweenOct.6,2017andNov.17,2017toreview,respondto,andresolvealldataanomalies.FailuretoresolvealldataanomaliesbythespecifieddeadlinewillresultinafindingfromtheIDEALEAmonitoringteam.
IEPAnomaliesIftheLEAdeterminesthatastudent’sspecialeducationinformationisinaccurate,anIEPteammeetingmayberequiredtodetermineifanIEPamendmentoranewannualIEPneedstobecompleted.Insomeinstances,itmayalsobenecessarytoholdanupdatedeligibilitydeterminationmeeting(e.g.,ifthestudent’scurrenteligibilitydeterminationisexpiredorifthestudentcurrentlyisdesignatedashavingthedisability“developmentaldelay”butisage8orolder).IfanIEPamendmentneedstobecompleted,refertoOSSE’sIEPAmendmentPolicyandaccompanyingguidancelocatedonOSSE’swebsite. ForChildCount2017,theeducationalenvironmentwillbepulleddirectlyfromthemostrecentfinalizedIEP in SEDS and displayed in the Enrollment Audit and Child Count Application. If the educationalenvironment is not accurate, it may be appropriate to complete an IEP amendment to make thiscorrection.
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AnomaliesResponseandResolutionLEAswillhavebetweenOct.6,2017andNov.17,2017toreview,respondto,andresolveallidentifiedanomalies.Insomecases,theLEAwillneedtomakedatacorrectionstoresolveinconsistencies.Inothercases,theLEAwillneedtoconfirmthedataareaccurate.Asareminder,astudentcanonlybeaddedtotheChildCountrosterifhe/sheisalreadyincludedintheenrollmentauditroster.IftheLEAisawareofanycontinuedspecialeducationdatadiscrepanciesorissues,theLEAmustsubmitrequestsforsupportinOSSE’sOnlineSupportTool(OST).AllLEAUnauditedEnrollmentandFinalChildCountCertificationsareduenolaterthan5p.m.,Monday,Nov.20,2017.TheChildCountDataAnomaliesAcknowledgementForm,andtheChildCountCertificationandEducationalEnvironmentsDataFormmustbeelectronicallysignedintheEnrollmentAuditandChildCountApplicationbytheHeadofSchool.
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ENGLISH LEARNERS
EnglishLearner(EL)studentsinDCqualifyforsupplementalfundingthroughtheUniformPerStudentFundingFormula(UPSFF).AllstudentsidentifiedasELintheenrollmentauditareexpectedtobereceivingELservicesforthe2017-18schoolyearandtocontinuereceivingELservicesuntiltheyexitfromELstatus.FormoreinformationonstatewideELpolicy,pleaseseeOSSE’sELguidancedocument:“DeliveringEducationServicestoEnglishLearners:AGuidebookforAdministrators,InstructionalLeaders,andTeachersintheDistrictofColumbia,Version2,”whichwillbeupdatedandreleasedtoschoolsinSept.2017.
ELDefinitionUnderSection8101(20USC§7801)oftheElementaryandSecondaryEducationAct,asamendedbytheEveryStudentSucceedsActandtheNoChildLeftBehindAct(NCLB),theterms“Englishlearner”isdefinedasastudentwhomeetsthefollowingcriteria: 1. Bebetweenages3and21perthepre-establishedschool-agecutoffdates;
2. Beenrolledorpreparingtoenrollinanelementaryorsecondaryschool;
3. Anyofthefollowing:
a. WasnotbornintheUnitedStatesorwhosenativelanguageisalanguageotherthanEnglish;
b. IsNativeAmericanorAlaskaNative,oranativeresidentoftheoutlyingareasfromanenvironmentwherealanguageotherthanEnglishsignificantlyaffectsthestudent’slevelofEnglishproficiency;or
c. Ismigratory,his/hernativelanguageisalanguageotherthanEnglish,andhe/shecomesfromanenvironmentwherealanguageotherthanEnglishisdominant;
4. Hasdifficultiesspeaking,reading,writing,orunderstandingEnglishtotheextentthatthedifficultiesmaydenytheindividualthe:
a. Abilitytoachieveproficiencyonstateassessmentsdescribedin1111(b)(3);b. AbilitytoachievesuccessinclassroomswherethelanguageofinstructionisEnglish;c. OpportunitytoparticipatefullyinanEnglish-dominatedsociety.
Note:IntheESEA,asamendedbytheESSA,theterm,‘Englishlearner’replacestheterm‘limitedEnglishproficient’usedinsection9101oftheESEA,asamendedbytheNoChildLeftBehindAct(NCLB).
ELProcessToverifytheELstatusofstudents,theauditwillfollowtheprocessoutlinedbelow.
1. AstudentmustbeidentifiedasELasofOct.5,2017tobeidentifiedasELintheSY2017-18
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enrollmentaudit.(ThisstatuscanbecorrectedintheLEASISuntilNov.17,2017)
2. OSSEwillcreatearosterofallstudentsenrolledandidentifiedasELintheLEASISasofOct.5,2017whoarebetweentheagesof3and21perthepre-establishedschool-agecutoffdates.OSSEwilladditionallyidentifyasELallstudentswhohavebeenidentifiedasELinapriorschoolyearbuthavenotyetmetthestate-recognizedcriteriaforexitingELstatus.
3. LEAsmaysubmitOSSESupportTool(OST)ticketsforanyquestionsabouttheELstatusoftheir
enrolledstudents.TherewillbenoappealprocessforELstatussinceELstatuswillbebasedonthestatewideELpolicyfromOSSE’sELguidancedocument:“DeliveringEducationServicestoEnglishLearners:AGuidebookforAdministrators,InstructionalLeaders,andTeachersintheDistrictofColumbia,Version2,”whichwillbereleasedtoschoolsbySept.2017.
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APPENDICES
Appendix A: 2017 Enrollment Audit and Child Count Training Schedule Appendix B: Residency Verification Guidelines Appendix C: Uniform Per Student Funding Formula (UPSFF) Guidance Appendix D: 2017-18 Enrollment Audit and Child Count Data Elements Appendix E: Educational Environments
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AppendixA: 2017EnrollmentAuditandChildCountTrainingScheduleAspartofourStartofSchoolCampaign,we’veassembledalistoftrainingsthatwillhelpensureyourLEAisstart-of-schoolreadyfortheenrollmentauditandChildCount.ThesetrainingsareforkeyLEAstaffwhoserveasamainpointofcontact(POC)withOSSE.WestronglyencourageallofthesePOCsandLEALeaderstocometoourStartofSchoolSummit.ThesetrainingsarerequiredfornewPOCswhoneedaccesstocertaindatasystemsandapplications,asaretheenrollmentaudittrainings.MoredetailsaboutagendaandregistrationwillbeavailableonOSSE’sStartofSchoolresourcewebpage.Training Date&Time TargetAudience Purpose TopicsCoveredStartofSchoolSummit
Aug4:ForLEALeaders:8:30a.m.–12p.m.ForallotherPOCs:8:30a.m.–4p.m.
LEALeaders,DataManagers,SpecialEducationPOCs,EnrollmentAuditPOCs,andHomelessLiaisons
To understand theintersection of POCs’roles around OSSE’sdata systems in themorning and receivePOC-specific trainingsintheafternoon
- Dataflowacrosssystems- OSSEResourcesforPOCs- Enrollment audit and
childcountoverview- Accessing data and
resources to servestudentswithdisabilities
- Deep dives for each POCgroup
EnrollmentAuditDeepDiveTraining
Aug4(partoftheSoSSummit);ORAug9orSept8:9:30a.m.-12p.m.&1–3p.m.
EnrollmentAuditPOCs;DataManagers;AdmissionsandEnrollmentPOC
To receive updatesand prepare for asuccessful enrollmentaudit for the 2017-18schoolyear.
- Updates to theenrollmentaudit
- Enrollmentaudit timeline&siteschedules
- Childcountaspartoftheenrollmentaudit
EnrollmentAuditApplicationTraining
Aug14:1–3p.m.Aug24:10a.m.-12p.m.
(InparallelwithEADeepDivetraining)Aug9orSept8:9:30a.m.-12p.m.&1–3p.m.
DataManagersandEnrollmentAuditPOCs
To provide anoverview of the newenrollment auditapplication, itspurposeandbenefits
- Purpose and in-depthwalk-through of the newapplication
- Data flow into theapplication
- Description of use byLEAs,vendorandOSSE
- Process for submittingappeals
Child CountTraining
Sept20:10a.m–11:30a.m.
SpecialEducationPOCs
To provide anoverview of ChildCount policy andprocesses
- Updates to the ChildCountprocessthisyear
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AppendixB: 2017-18ResidencyVerificationGuidelinesandForms
RequiredResidencyDocumentation
Duringtheenrollmentperiod,allenrollingfamiliesand/oradultstudentsarerequiredtosubmitaDCRVForm1andtherequiredsupportingdocumentation.LEAsshoulduseDCRVForm2ifthereisconfirmationthattheenrollingfamilyoradultstudentisOSSEResidencyVerifiedusingthedirectdataprovidedfromtheDCDepartmentofHumanServices,DCOfficeofTaxandRevenue,DCChildandFamilyServicesAdministration(CFSA)orisidentifiedashomelessinaccordancewiththeMKVAct.BelowisalistoftheacceptableformsofsupportingdocumentationtoconfirmbonafideDCresidency:
ONE(1)ofthefollowingitemsisacceptedtoestablishDistrictresidency:
• Paystub:Issuedwithintheforty-five(45)day-windowimmediatelyprecedingtheschool’sreviewofresidencydocumentation,thatcontainsthenameofpersonenrollingthestudentorthenameoftheadultstudent,showshis/hercurrentDChomeaddress,andshowswithholdingofDCpersonalincometaxforthecurrenttaxyear.
• UnexpiredofficialdocumentationoffinancialassistancefromtheGovernmentoftheDistrictof
Columbia:Issuedtothepersonenrollingthestudentortheadultstudentwithinthepasttwelve(12)monthsandbecurrentatthetimepresentedtotheschool,including,butnotlimitedto,TemporaryAssistanceforNeedyFamilies(TANF),Medicaid,theStateChildHealthInsuranceProgram(SCHIP),SupplementalSecurityIncome,housingassistanceorotherprograms.
• CertifiedcopyofFormD40:CertifiedbytheDCOfficeofTaxandRevenue,withthenameof
personenrollingthestudentorthenameoftheadultstudentasevidenceofpaymentofDCtaxesforthecurrentormostrecenttaxyear.
• Militaryhousingorders:Showingthenameofthepersonenrollingthestudentorthenameof
theadultstudent,andtheirresidencyorhomeaddressinDC,includingbutnotlimitedtoaDEERSstatementorotherofficialcommunicationonmilitaryletterhead.
• Embassyletter:Issuedwithinthepasttwelve(12)monthsshowingthenameoftheperson
enrollingthestudentorthenameoftheadultstudent,indicatingthatthecaregiverandthedependentstudentortheadultstudentcurrentlyliveonembassypropertyintheDistrictofColumbiaorwillresideonDCpropertyconfirmedbytheembassyduringtherelevantschoolyear,andanofficialembassyseal.
EnrollingfamiliesoradultstudentscanchoosetoprovideTWO(2)oftherequireditemslistedbelow:
• UnexpiredDCmotorvehicleregistrationshowingthenameofthepersonenrollingthestudentorthenameoftheadultstudentandhis/hercurrentDChomeaddress.
• Unexpiredleaseorrentalagreementwithproofofpaymentofrent,inthenameoftheperson
enrollingthestudentorthenameoftheadultstudent,foraperiodwithintwo(2)monthsimmediatelyprecedingtheschool’sreviewofresidencydocumentation,forthecurrentDC
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addressatwhichthestudentactuallyresides.
• UnexpiredDCmotorvehicleoperator’spermitorofficialgovernmentissuednon-driveridentificationinthenameofthepersonenrollingthestudentorthenameoftheadultstudentshowinghis/hercurrentDChomeaddress.
• Utilitybill(onlygas,electric,andwaterbillsareacceptable)withproofofpaymentofabill,
fromaperiodwithinthetwo(2)monthsimmediatelyprecedingtheschool’sreviewofresidencydocumentation,listingthenameofthepersonenrollingthestudentorthenameoftheadultstudentandhis/hercurrentDChomeaddress.
ResidencyProvenThroughHomeVisitation
Theremaybeextenuatingcircumstancesthatpreventaparent/guardianoradultstudentfromproducingapprovedresidencyverificationdocuments.Insuchcases,theschoolshouldconductahomevisitpursuanttoDCCode§38-309(d),completeandretainacopyoftheHomeVisitationConsentFormandtheHomeVisitationResidencyVerificationFormtodemonstrateduediligenceinverifyingastudent’sDistrictresidency.Ifapersonseekingtoenrollastudentcannotestablishresidencybyprovidingthenecessarydocumentationorthroughahomevisit,theschoolmustreferthatstudenttotheLEA’sresidencyoffice.DCPSandPCSBmayestablishproceduresforprovingresidencyintheseexceptionalcases.TheseproceduresmustbeincompliancewithDCCode§38-311(b)andallotherapplicablelaws.Finally,theseproceduresmustbesubmittedtoOSSEnolaterthanthirty(30)calendardaysbeforethefirstdayofschoolforapproval.
IfanLEAbelievesthatastudentisaDCresidentbutisunabletoproveresidencythroughoneofthemeansoutlinedinDCCode§38-309,theLEAshouldretainalldocumentationthatcouldsupportafindingofresidencyandcontactOSSE’sOfficeofEnrollmentandResidencyforfurtherguidance.
ResidencyProvenforHomelessStudents
PursuanttotheMcKinney-Vento(MKV)HomelessAssistanceAct,schoolsmaynotrequireverificationorproofofresidencyforhomelessstudentsasaconditionofenrollment.However,eachLEAisrequiredtohaveanLEAHomelessLiaisonresponsibleforidentifyingandensuringthatthesestudentsreceiveservicesentitledtothem.Ahomelesschildoryouthisdefinedasanindividuallackingafixed,regular,andnighttimeresidenceoranindividualwhohasaprimarynighttimeresidencethatisa)asupervisedorpublicallyoperatedshelterdesignedtoprovidetemporarylivingaccommodations;b)aninstitutionthatprovidesatemporaryresidenceforindividualsintendedtobeinstitutionalizedincludingwelfarehotels,congregateshelters,andtransitionalhousingforthementallyill;orc)apublicorprivateplacenotdesignedfor,orordinarilyusedas,aregularsleepingaccommodationforhumanbeings.
ResidencyProvenforUndocumentedImmigrantChildrenandYouth
Immigrantchildrenhavetherighttoattendschoolfull-timeaslongastheymeettheageandresidencyrequirementsestablishedbyDistrictlaw.TheU.S.SupremeCourtrecognizedthatchildrenwhoareundocumentedimmigrantscannotbedeniedafreepubliceducationiftheyareresidentsofaschooldistrict(Plylerv.Doe,457U.S.202).
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Atthetimeofenrollment,LEAsshouldavoidaskingquestionsthatmayrevealachild’simmigrantstatus,suchasaskingforasocialsecuritynumber.Schoolscanlawfullyrequestdocumentationfromstudentsandfamiliestoverifyresidencystatusbutareprohibitedfromdenyingenrollmentonthebasisoffailuretosubmitabirthcertificate,visa,greencard,DCdriver’slicense,astateidentificationcard,orotherdocumentsthatrequireasocialsecuritynumber.Toavoiddiscouragingenrollment,LEAsareencouragedtoenrollanychildandaskfordocumentationafterthechildisenrolled.
ResidencyForms
Residencyformsforthe2017-18schoolyearcanbefoundatthislink:https://osse.dc.gov/service/2017-18-school-year-residency-verification.Theyinclude:
• DCResidencyVerificationForms• OtherPrimaryCaregiverForms• HomeVisitationForms• TitleXPartCMcKinney-VentoConfidentialReferralForm
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AppendixC: UniformPerStudentFundingFormula(UPSFF)Guidance
TheUniformPerStudentFundingFormula,UPSFF,isusedtodeterminepaymentamountsusingtheclassificationofenrolledstudentsidentifiedonthechartbelow.Informationaboutthefundingformulaweights,datesofpubliccharterschoolpaymentsandsupplementalpaymentsforthe2017-18schoolyearcanbefoundatthislink:https://osse.dc.gov/publication/2017-18-uniform-student-funding-formula-upsff-payment-letter
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AppendixD: 2017-18EnrollmentAuditandChildCountDataElements
Category DataElement Definition SourceSystem PermittedValues
StudentDemographic USI
TheofficialstateidentifierforallstudentsattendingaDistrictofColumbiaLEA;assignedbyOSSE.
GeneratedbyOSSE'sSLED 10-digitnumeric
StudentDemographic LocalID
AuniquenumberofalphanumericcodesassignedtoastudentbytheLEA.
LEASIS Alphanumeric
StudentDemographic LastName
Thelegallastnameofthestudent.
LEASIS Alpha
StudentDemographic MiddleName
Thelegalmiddlenameofthestudent.
LEASIS Alpha
StudentDemographic FirstName
Thelegalfirstnameofthestudent.
LEASIS Alpha
StudentDemographic DateofBirth
Theday,month,andyearonwhichthestudentwasborn.
LEASIS Numeric-mm/dd/yyyy
StudentDemographic Gender
Acodedvaluerepresentingthestudent’sgender;genderisaperson’sactualsexorperceivedsex.
LEASIS F–femaleM–male
StudentDemographic Ethnicity
AnindicationthatastudentidentifiesasHispanicorLatino.
LEASISH–Hispanic/Latino;N–notHispanic/Latino
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Category DataElement Definition SourceSystem PermittedValues
StudentDemographic Race
LEAsarerequiredtocategorizestudentsinoneormoreofthefivepermittedracecategories.
LEASIS
A–AsianB–Black/AfricanAmericanI–AmericanIndian/AlaskanNativeM–MultipleP–PacificIslander/NativeHawaiianW–White/Caucasian
StudentDemographic
StudentStreetAddress
Thenumberandnameoftheunitandstreet(andapartment,ifapplicable)wherethestudentresides.
LEASIS Alphanumeric
StudentDemographic StudentCity
Thecitywherethestudentresides.
LEASIS Alpha
StudentDemographic StudentState
Theabbreviationforthestate(withintheUnitedStates)oroutlyingareainwhichthestudentresides.
LEASIS Two-letterstandardstateabbreviation
StudentDemographic
StudentZIPCode
ThenumberthatidentifiesthepostaldeliveryareaintheUnitedStatesinwhichthestudentresides.
LEASIS 5-digitor5+4-digitnumeric
StudentDemographic StudentWard
Student'swardofresidenceforstudentsresidingwithintheDistrictofColumbia.
GeneratedbytheDCMasterAddress
Repository(MAR)based
onLEAreportedStudentStreet
Address,StudentCity,
StudentState,andStudentZIP
Code
1,2,3,4,5,6,7,8
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Category DataElement Definition SourceSystem PermittedValues
Programinformation ELIndicator
AnindicationthatthestudentisLimitedEnglishProficient(EL)pertheirELIdentificationassessmentofprioryear’sACCESSforELLstestresults.
LEASIS
Yes–ThestudentisELorNon-EnglishProficientNo–thestudentisnotELorNEP
Programinformation
FreeandReduced-PriceMealStatus
Anindicationofwhetherastudentisreceivingfreemeals,reduced-pricemeals,orpayingformealsinfull.Thisisusedasanindicatorofastudent’spovertylevel.
LEASIS
Free–studentqualifiesforfreelunchReduced–studentqualifiesforreduced-pricedlunch;Paid–studentdoesnotqualifyforfreeorreduced-pricedlunchCEP-TheLEAparticipatesintheCommunityEligibilityProvisionoftheNationalSchoolLunchProgram
ProgramInformation
OSSEVerifiedResidency
Anindicationthatthestudent’sresidencewasverifiedthroughasourcethatrequiresproofofresidencetobeprovided
DHHS,TCP,MKV,OTR,
CFSA
Yes–thestudentqualifiesasanOSSEVerifiedResidencystudentNo-thestudentdoesnotqualifiesasanOSSEVerifiedResidencystudent
Programinformation
WardofStateIndicator
AnindicationthatthestudentisunderDCfostercare.
PopulatedbyOSSEusing
dataprovidedbytheChildrenandFamilyServicesAgency
Yes–thestudentisunderthecareoftheDistrict'sfostercaresystemNo–thestudentisnotunderthecareoftheDistrict'sfostercaresystem
Programinformation
NonpublicPopulationIndicator
Anindicationthatthespecialeducationstudenthasbeenplacedinanonpubliceducationalprogram.
LEASIS
Yes–thestudentisplacedinanonpublicschool;No–thestudentisnotplacedinanonpublicschool
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Category DataElement Definition SourceSystem PermittedValues
Programinformation
At-RiskIndicator
Anindicationthatthestudentishomeless,intheDistrict’sfostercaresystem,qualifiesforTANForSNAP,orthatthehighschoolstudentisoneormoreyearsolder,thantheexpectedagefortheLEA-identifiedgradelevel.
DerivedbyOSSEbaseda
studenthavingatleastoneindicator
Yes–thestudentisconsideredat-riskNo–thestudentisnotconsideredat-risk
Programinformation Overage
Anindicationthatthehighschoolstudentisoneormoreyearsolderthantheexpectedageforthegradeinwhichthestudentisenrolled.
DerivedbyOSSEbased
LEA-identifiedgradelevel,studentdateofbirth,and
specialprogramtype
Yes–thehighschoolstudentisoverageNo–thehighschoolstudentisnotoverage
Programinformation
SEDSNonpublicIndicator
ThisfieldwillindicatewhetherastudentisattendingaschoolwithLEAcode7000.
LEASIS YesNo
Programinformation
HomelessIndicator
Anindicationthatthestudentishomeless.
PopulatedbyOSSEbasedondatareceived
throughtheMcKinney-Vento
QuickBaseapplicationand/or
homelessdatafeeds
Yes–thestudenthasbeenidentifiedashomelessNo–thestudenthasnotbeenidentifiedashomeless
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Category DataElement Definition SourceSystem PermittedValues
StudentEnrollment
LEA-identifiedGradeLevel
Thegradelevelorprimaryinstructionallevelatwhichastudententersandreceivesservicesinaschooloraneducationalinstitutionduringagivenacademicsession.
LEASIS
PK3-Pre-kindergarten(3-year-olds)PK4-Pre-kindergarten(4-year-olds)KG-Kindergarten01-Firstgrade02-Secondgrade03-Thirdgrade04-Fourthgrade05-Fifthgrade06-Sixthgrade07-Seventhgrade08-Eighthgrade09-Ninthgrade10-Tenthgrade;11-Eleventhgrade12-TwelfthgradeAO-AdultUN-Ungraded(onlypermittedforschoolsdesignatedasSpecialEducationorAlternative)
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Category DataElement Definition SourceSystem PermittedValues
StudentEnrollment
UPSFFGradeLevel/Special
Program
Thetranslationofthestudent'sLEA-identifiedgradeleveltotheUPSFFweightingaccordingtothestudent'sLEA-identifiedgradelevelandthespecialprogramtype(adult,specialeducation,andalternative).
DerivedbyOSSEusing
LEAidentifiedgradelevelandspecialprogram
designations;studentswithmissingorinvalidLEAidentifiedgradelevelsareplacedintoage-
appropriategrades
PK3-Pre-kindergarten(3-year-olds)PK4-Pre-kindergarten(4-year-olds)KG-Kindergarten01-Firstgrade02-Secondgrade03-Thirdgrade04-Fourthgrade05-Fifthgrade06-Sixthgrade07-Seventhgrade08-Eighthgrade09-Ninthgrade10-Tenthgrade;11-Eleventhgrade12-TwelfthgradeAO-AdultUN-Ungraded(onlypermittedforschoolsdesignatedasSpecialEducationorAlternative)
StudentEnrollment LEAID
AuniquecodeassignedtoeachLEAbytheDCOSSE’sSchoolandLEAInformationManagementSystem(SLIMS).
SLIMS Numeric
StudentEnrollment LEAName
TheofficialnameoftheLEApertheSchoolandLEAInformationManagementSystem(SLIMS).
SLIMS Alpha
StudentEnrollment SchoolID
AuniquecodeassignedtoeachschoolbytheSchoolandLEAInformationManagementSystem(SLIMS).
SLIMS Numeric
StudentEnrollment SchoolName
TheofficialnameoftheschoolpertheSchoolandLEAInformationManagementSystem(SLIMS).
SLIMS Alpha
StudentEnrollment SiteID
Thelocationwherethestudentisactuallyattendingschool.
SLIMS 5-digitnumeric
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Category DataElement Definition SourceSystem PermittedValues
StudentEnrollment SiteName
Thelocationwherethestudentisactuallyattendingschool.
SLIMS Alpha
StudentEnrollment
ResidencyIndicator
TheLEA’sdeterminationthatthestudentisorisnotaresidentoftheDistrictofColumbia.
LEASIS,afterLEA
ResidencySiteReview,thefieldwillbebasedon
auditoutcome
Yes–thestudentisaresidentofDCNo–thestudentisnotaresidentofDC
StudentEnrollment
TuitionIndicator
Anindicationthatastudentisorshouldbetuitionpaying.
LEASIS
Yes–thestudentpays/shouldpaytuitionNo–thestudentdoesnotneedtopaytuition
StudentEnrollment EntryDate
Themonth,day,andyearonwhichthestudententersandbeginstoreceiveinstructionalservicesinaschooloraninstitutionduringagivenschoolyear.
LEASIS Numeric-mm/dd/yyyy
StudentEnrollment EntryCode
Theprocessbywhichastudententersaschoolduringagivenacademicsession(schoolyear),mappedtothepermittedenrollmentcodevalues.
LEASIS Enrollmentcodes
StudentEnrollment Exitdate
Themonth,day,andyearofthefirstdayafterthedateofanindividual’slastattendanceinschool(ifknown),thedayonwhichanindividualgraduated,orthedateonwhichitbecomesknownofficiallythatanindividualleftschool.
LEASIS Numeric-mm/dd/yyyy
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Category DataElement Definition SourceSystem PermittedValues
StudentEnrollment ExitCode
Thecircumstancesunderwhichthestudentexitedfrommembershipinaneducationalinstitution,mappedtothepermittedexit/withdrawaltypecodevalues.
LEASIS
Thecompletelistofexit/withdrawalcodescanbefoundontheOSSEwebsiteathttp://osse.dc.gov/publication/entry-and-exit-codes-guidance
StudentEnrollment
DuplicativeEnrollmentIndicator
Anindicationthatthestudentisenrolledatmorethanoneschooland/orLEA.
DerivedbyOSSEbased
onthestudent'sschoolofenrollmentandUSIin
thedailydatafeeds
Yes-thestudentiscurrentlyenrolledatmultipleschoolsNo-enrolledatonlyoneschool
StudentEnrollment
TuitionPaidasofOct.5,
2017
Theamountofmoneythestudenthaspaidintuitionforthe2017-18schoolyearasofOct.5,2017(onlyapplicabletononresidents)
OER Numeric(no$sign)
SpecializedEducationInformation
AgeasofOct.52017
Student'sageasofOct.5,2017.
SEDS Numeric
SpecializedEducationInformation
SEDSLEAType
ThetypeofLEAidentifiedinSEDS. SEDS
DCPSDCPSpubliccharterschoolIndependentpubliccharterschoolNonpublicOSSEStateSchool
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Category DataElement Definition SourceSystem PermittedValues
SpecializedEducationInformation
SEDSSchoolType
ThetypeofschoolidentifiedinSEDS. SEDS
Cluster1Cluster10Cluster2Cluster3Cluster4Cluster5Cluster6Cluster7Cluster8Cluster9DCPSPCSEarlyStagesIndependentPCSNPResidentialNP:SurroundingCountiesNP:TuitionGrantNULLParentallyPlaced:PrivateStateSchool
SpecializedEducationInformation
SPEDPrimaryDisability
Student’sprimarydisability(underIDEA)asidentifiedatthemostcurrentfinalizedEligibilityDeterminationmeetinginSEDS.
SEDS
AutismSpectrumDisorder(KnownasAutism)Deaf-BlindnessDeafnessDevelopmentalDelayEmotionalDisturbanceHearingImpairedIntellectualDisabilityMultipleDisabilitiesOrthopedicImpairmentOtherHealthImpairmentSpecificLearningDisabilitySpeechorLanguageImpairment
TraumaticBrainInjuryVisualImpairment(IncludingBlindness)
SpecializedEducationInformation
SEDSSPEDEnvironment
TheeducationalenvironmentidentifiedinSEDSfromthemostcurrentfinalizedIEP.
SEDS SeeAppendixD
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Category DataElement Definition SourceSystem PermittedValues
SpecializedEducationInformation
SEDSSPEDEnvironment
Date
ThedatethemostcurrentfinalizedIEPwasenteredintoSEDS(CreatedDate).
SEDS Numeric-mm/dd/yyyy
SpecializedEducationInformation
ChildCountEducation
Environment
TheeducationalenvironmentthatwillbeusedforthepurposesoftheChildCount.
SEDS SeeAppendixE
SpecializedEducationInformation
ChildCountEducation
EnvironmentSource
ThisfieldwilldisplaythesourcefromwhichtheeducationalenvironmentusedforChildCountistaken.ThisisbasedonthemostcurrentdateofentryineitherSEDSortheEnrollmentAudit/ChildCountQuickBaseapplication.
SEDS SEDSEA/CCQBApplication
SpecializedEducationInformation
MostRecentIEPDate
ThedateofthemostcurrentfinalizedIEPinSEDS.Eventdateisused.
SEDS Numeric-mm/dd/yyyy
SpecializedEducationInformation
IEPEventID
TheEventIDfromthemostcurrentfinalizedIEPinSEDSascapturedonthestudenthistorypage.
SEDS Numeric
SpecializedEducationInformation
MostRecentEligibilityDate
ThedateofthemostcurrentfinalizedEligibilityDeterminationinSEDS.EventDateisused.
SEDS Numeric-mm/dd/yyyy
SpecializedEducationInformation
TotalHoursOutof
GeneralEdSetting
TotalnumberofhoursunderspecializedinstructionandrelatedserviceswherelocationisOutofGeneralEducationSetting.
SEDS Numeric(includinghalfhours)
SpecializedEducationInformation
TotalHoursInGeneralEdSetting
TotalnumberofhoursunderspecializedinstructionandrelatedserviceswherelocationisInofGeneralEducationSetting.
SEDS Numeric
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Category DataElement Definition SourceSystem PermittedValues
SpecializedEducationInformation
PercentageOutsideofGeneralEdSetting
Thepercentageofspecializedinstructionandrelated-servicehoursreceivedOutsidetheGeneralEducationSettingdividedbythetotalnumberofinstructionalhoursperweekfortheschoolascapturedinSEDS.
DerivedbyOSSE Calculation
SpecializedEducationInformation
DedicatedAide
ThisfieldindicatesifthestudentisreceivingdedicatedaideservicesasidentifiedonthemostcurrentfinalizedIEPinSEDS.
SEDS YesNo
SpecializedEducationInformation
DedicatedAideHours
ThenumberofhoursidentifiedontheDedicatedAideJustificationPlaninSEDSforwhichthestudentwillreceivededicatedaideservices.
SEDS Numeric
SpecializedEducationInformation
SPEDLEVEL
Thetotalnumberofhoursperweekastudentreceivesspecializedinstructionandrelatedservicesregardlessofthesettingwherereceived,andanydedicatedaidehours.
DerivedbyOSSE
Level1–0to8hoursLevel2–8.01to16hoursLevel3-16.01to24hoursLevel4-morethan24hoursNone
SpecializedEducationInformation
TotalSPEDHours
Thenumberoftotalhoursorspecializedinstructionandrelatedservicesregardlessofthesettinginwheretheservicesarereceivedandanydedicatedaidehoursreceived.
SEDS Numeric
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AppendixE: EducationalEnvironmentforSpecialEducation TheDataAccountabilityCenter,whichprovidestechnicalassistancetostatesonfederalreportingrequirements,hasdatacollectionguidanceonitswebsite,whichisappendedtothisversionoftheOSSEIDEAFactsApplicationUserGuideforLEAstounderstandthefederallegislation.
IDEAPartBDataChildCountFactSheetIDEAPartBDataChildCountQuestionsandAnswers(March2009,ReviewedMarch2012)IDEAPartBDataEducationalEnvironmentsFactSheetIDEAPartBDataEducationalEnvironmentsQuestionsandAnswers(March2012)
ThefollowingtableprovidestheallowableEducationalEnvironmentbasedonagewiththecorrespondingdescriptions.
ForStudentsbetweenAges3-5onOct.5,2017
Environment
Description
InRegularEarlyChildhoodProgram=10hours/week,mostSEservicesingeneraleducationsetting
ThechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesintheRegularEarlyChildhoodProgram(andthechildattendsaRegularEarlyChildhoodProgramatleast10hoursperweek).
InRegularEarlyChildhoodProgram=10hours/week,mostSEservicesinotherlocation
Thechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesinsomeotherlocation(andthechildattendsaRegularEarlyChildhoodProgramatleast10hoursperweek).
InRegularEarlyChildhoodProgram<10hours/week,mostSEservicesingeneraleducationsetting
ThechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesintheRegularEarlyChildhoodProgram(andthechildattendsaRegularEarlyChildhoodProgramfewerthan10hoursperweek).
InRegularEarlyChildhoodProgram<10hours/week,mostSEservicesinotherlocation
Thechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesinsomeotherlocation(andthechildattendsaRegularEarlyChildhoodProgramfewerthan10hoursperweek).
SeparateClass
Unduplicatedtotalnumberofstudentswhoattendedaspecialeducationprograminaclasswithlessthan50percentchildrenwithoutdisabilities.(Doesnot,includechildrenwhoalsoattendedaregularearlychildhoodprogram.Thesechildrenshouldbereportedinthecategoriesabove.)
SeparateSchool
Unduplicatedtotalnumberofstudentswhoreceivedspecialeducationprogramsinpublicorprivatedayschoolsdesignatedspecificallyforchildrenwithdisabilities.(Doesnotincludechildrenwhoalsoattendedaregularearlychildhoodprogram.Thesechildrenshouldbereportedinthecategoriesabove.)
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ResidentialFacility
Unduplicatedtotalnumberofstudentswhoreceivedspecialeducationprogramsinpubliclyorprivatelyoperatedresidentialschoolsorresidential(inpatient)medicalfacilities.(Doesnotincludechildrenwhoalsoattendedaregularearlychildhoodprogram.Thesechildrenshouldbereportedinthecategoriesabove.)
Home
Unduplicatedtotalnumberofstudentswhoreceivedspecialeducationandrelatedservicesintheprincipalresidenceofthechild’sfamilyorcaregivers,andwhoattendedneitheraRegularEarlyChildhoodProgramnoraSpecialEducationProgramprovidedinaseparateclass,separateschool,orresidentialfacility.Includechildrenwhoreceivespecialeducationbothathomeandinaserviceproviderlocationorsomeotherlocationthatisnotinanyothercategory.Theterm“caregivers”includesbabysitters.
ServiceProviderLocation
Unduplicatedtotalnumberofstudentswhoreceivedallspecialeducationandrelatedservicesfromaserviceproviderorsomeotherlocationthatisnotinanyothercategory,andwhoattendedneitheraRegularEarlyChildhoodProgramnoraSpecialEducationProgramprovidedinaseparateclass,separateschool,orresidentialfacility.Forexample,speechinstructionprovidedin:• Privateclinicians’offices;• Clinicians’officeslocatedinschoolbuildings;or• Hospitaloutpatientfacilities.
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ForStudentsbetweenAges6-21onOct.5,2017
Environment
Description
SeparateSchool
Unduplicatedtotalnumberofstudentswhoreceivededucationprogramsinpublicorprivateseparatedayschoolfacilities.Thisincludeschildrenwithdisabilitiesreceivingspecialeducationandrelatedservices,atpublicexpense,forgreaterthan50percentoftheschooldayinpublicorprivateseparateschools.Thismayincludechildrenplacedin:
• Publicandprivatedayschoolsforstudentswithdisabilities;• Publicandprivatedayschoolsforstudentswithdisabilitiesfora
portionoftheschoolday(greaterthan50percent)andinregularschoolbuildingsfortheremainderoftheschoolday;and
• Publicandprivateresidentialfacilitiesifthestudentdoesnotliveatthefacility.
ResidentialFacility
Unduplicatedtotalnumberofstudentswhoreceivededucationprogramsandlivedinpublicorprivateresidentialfacilitiesduringtheschoolweek.Thisincludeschildrenwithdisabilitiesreceivingspecialeducationandrelatedservices,atpublicexpense,forgreaterthan50percentoftheschooldayinpublicorprivateresidentialfacilities.Thismayincludechildrenplacedin:
• Publicandprivateresidentialschoolsforstudentswithdisabilities;or
• Publicandprivateresidentialschoolsforstudentswithdisabilitiesforaportionoftheschoolday(greaterthan50percent)andinseparatedayschoolorregularschoolbuildingsfortheremainderoftheschoolday.
Donotincludestudentswhoreceivededucationprogramsatthefacility,butdonotlivethere.
CorrectionalFacility
Unduplicatedtotalnumberofstudentswhoreceivespecialeducationincorrectionalfacilities.Thesedataareintendedtobeacountofallchildrenreceivingspecialeducationin:
• Short-termdetentionfacilities(community-basedorresidential);or
• Correctionalfacilities.
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Homebound/Hospital Unduplicatedtotalnumberofstudentswhoreceiveeducationprogramsinhomebound/hospitalenvironmentincludeschildrenwithdisabilitiesplacedinandreceivingspecialeducationandrelatedservicesin:
• Hospitalprograms;and• Homeboundprograms.
Donotincludechildrenwithdisabilitieswhoseparentshaveoptedtohomeschoolandwhoreceivespecialeducationatthepublicexpense.
ParentallyPlacedinaPrivateSchool
UnduplicatedtotalnumberofstudentswhohavebeenenrolledbytheirparentsorguardiansinregularparochialorotherprivateschoolsandwhosebasiceducationispaidthroughprivateresourcesandwhoreceivespecialeducationandrelatedservicesatpublicexpensefromanLEAorintermediateeducationalunitunderaserviceplan.Includechildrenwhoseparentschosetohomeschool,butwhoreceivespecialeducationandrelatedservicesatthepublicexpense.DonotincludechildrenwhoareplacedinprivateschoolsbytheLEA.