Enrollment Counts for Secretary/Registrar Enrollment counts are snapshots of student enrollment and demographic information taken the first three weeks of school. Enrollments counts are extremely important and are required for apportionment, allocations, AYP, and determining growth. The Nevada Department of Education will audit a certain percentage of WCSD schools each year to ensure the reported enrollment numbers are accurate. If each of us does our part we will not lose apportionment for reporting students incorrectly.

Many staff members have key duties for enrollment counts Many staff members have key duties for enrollment counts. On the link below tasks are separated by suggested key personnel. The Principal may assign tasks differently.  NOTE: All of the requirements must be completed throughout the school year, not just for the enrollment counts. This is extremely important because the NDE is now conducting two audits, one in the Fall and one in the Spring. To find all the enclosed information on-line, go to: http://www.washoeschools.net/Page/3993 Or use the path: District Homepage>Departments>Student Accounting> Enrollment Counts (in the right margin).

Enrollment Count Dates   ENROLLMENT COUNT DATES All schools must email the completed worksheet to StudentAccounting@washoeschools.net no later than 12 p.m. with the exception of schools with PM PK, and TMCC HS. Email the worksheet as soon as it is completed. Enrollment Count Dates Balanced Calendar, TMCC HS, and Multi-Track Calendars- Yellow, Blue and Purple Tracks Incline Schools and Revitalization Calendar Schools Multi-Track Calendar- Green Track Enrollment Count 1 Friday, August 11, 2017 Friday, August 25, 2017 Friday, September 8, 2017 Enrollment Count 2 Thursday, August 17, 2017 Friday, September 1, 2017 Friday, September 15, 2017 Enrollment Count 3               Friday , August 25, 2017 If not balanced by Enrollment Count 2. Enrollment Count 3 If not balanced by Enrollment Count 2. Enrollment Count 3 Friday, September 22, 2017 Student Accounting Enrollment Count Tuesday, September 5, 2017  

Secretary/Registrar Tasks Ensure all student enrollments are designated correctly in IC. Non-SE PK students must be enrolled with Start Status E3 and Service Type P: Primary. DO NOT check State Exclude. (Note: Any PK students whose SE status has changed must be withdrawn and re-enrolled with the correct start status.) No-show students who are not returning as soon as the school is notified. All no- shows must be completed within the first ten days of school. Work with the attendance Assistant Principal and staff to find students who need to be withdrawn for whereabouts unknown. Check the Student Accounting Dashboard in BIG to find students with consecutive absences. Maintain withdrawal binder. Print, maintain and reconcile all enrollment count reports; Master Register, Gains and Loss, Enrollment Summary, NV01, and NV02. Mark each retained student (ES and MS only) with a flag and mark the Retain box in IC. High Schools must check to ensure all grade levels and cohort grad years are correct in IC.

Start Status(Enrollment Codes) Designation in IC The enrollment and student schedule start date is the first day the student is physically present. The Start Status/Enrollment Code will determine if the student is counted for apportionment or not. Do not mark students as State Exclude. E1-First entry in a school for the current school year. Service Type - P:Primary R2-Re-enrollment in the same school year in the same school. NOTE: This code can only be used when the student was previously enrolled with an original entry of E1. Service Type - P:Primary RC-Real Concurrent(Enrolled in two WCSD schools at the same time). Service Type – S:Partial E3-PK student without IEP and any other Non-Funded students not specified in another code. Service Type - P:Primary E4-Part Time Enrollment for a home school student. Service Type - P:Primary E5-Part Time Enrollment for a private school student. Service Type - P:Primary

Start Status(Enrollment Codes) Designation in IC-Continued E6-Part Time Enrollment for a charter school student (State and District Sponsored). Service Type - P:Primary for State Sponsored Charter Schools. Service Type – S:Partial for District Charter Schools. NOTE: The district sponsored charter schools are ACE, Bailey Charter, Coral Academy, enCompass, High Desert Montessori, ICDA, Mariposa Academy and Sierra Nevada Academy. E7-Students living out of state and attending a NV school. Service Type - P:Primary E8-Students living in NV attending school out of state. (Student Accounting use only) Service Type - P:Primary E9-Resides in another NV district and attends online courses, full time. Service Type - P:Primary E10- Resides in another NV district and attends online courses, part time. Service Type - P:Primary H3-A student who is under the age of 18 enrolled in an adult program for HSE purposes. Service Type - P:Primary

Enrollment Start Dates Ensure ALL enrollment dates are correct in IC. The official start (enrollment) date is the first day a student is physically present. Change the Start Date for any student who does not attend the first day of school to reflect the first day the student is physically present. A list of Start Date changes must be provided to the counselor so the Schedule Start Date can also be updated. Run the ad hoc below to find any student who may have a start date after the first day of school. Balance Calendar, TMCC Calendar, and Multi-Tracks Yellow, Blue and Purple Schools. Path: Index>Ad Hoc Reporting>Data Export>Ad Hoc Count Day>Start Date After 8/07/17 Incline Calendar, and Revitalization Calendar Schools.  Path: Index>Ad Hoc Reporting>Data Export>Ad Hoc Count Day>Start Date After 8/21/17 Multi-Track Green School Path: Index>Ad Hoc Reporting>Data Export>Ad Hoc Count Day>Start Date After 09/05/17 Insure Start Dates fall within the calendar year. Run the ad hoc below to find any student who may have a start date before the first date of school. Path: Index>Ad Hoc Reporting>Data Export>Ad Hoc Count Day>Start Date Before 8/07/17 Incline Calendar, and Revitalization Calendar Schools Path: Index>Ad Hoc Reporting>Data Export>Ad Hoc Count Day>Start Date Before 8/21/17 Path: Index>Ad Hoc Reporting>Data Export>Ad Hoc Count Day>Start Date Before 09/05/17

No Show Procedure A no-show is a student who has not attended one day (class) for the current school year. When contacted by another WCSD school where the student is enrolling, delete the 17-18 line of enrollment. Follow the steps below for any student not returning to your school site and not attending another WCSD school. Print a transcript and retain the original for the surrender Open the student’s 17-18 enrollment Mark the no-show box. Input an End Date. Use the first day of school for students who are being no-showed prior to or within the first ten school days. Student Accounting must be contacted for any student who needs to be no-showed after the tenth (10th) day. Input an End Status – Input the correct status indicating why the student is not returning. Use W3e5 for students who have been no-showed for reasons unknown. Input any End Comments, e.g. Mom called student moving to California. Do not create a withdrawal form for no-shows. The end status must match where the records have been sent. Check the end status when you receive a request to ensure the end code is correct in IC.

Withdrawal Binder Requirements All students who have an End Status (Withdraw Code) in the current school year in Infinite Campus must have a withdrawal record, even if they re-enroll. The only exception is a grade level change. Never use whiteout on the withdraw forms or any of the documentation attached to the withdrawal. It is acceptable to draw a line (black pen) through the error and to write in the correction. Do not include No-shows with the withdrawals. Please keep them in a separate folder. Each withdrawal form must be in a three ring binder in alpha order with the following information stapled behind the form Attendance - Print the student’s period attendance detail report after withdrawing the student in Infinite Campus and attach it directly behind the withdrawal form. For students being withdrawn for not attending one stat month, the attendance must be printed prior to the withdrawal and again after the withdrawal is complete attaching both copies behind the withdrawal form. Documentation – All documentation must be attached and behind the attendance. Include any pertinent documentation of contact made or attempted by staff to parents/guardians for all students withdrawing for whereabouts unknown. Include documentation from any administrator requesting the withdrawal of a student. Include the teacher’s withdrawal grades sent by email. GED documentation - Student withdrawing to take the GED must automatically be re-enrolled until proof of passing the GED is provided. The student will only be withdrawn for two days and re-enrolled on the third. Inform the parent/student of the re-enrollment date. Copies must be made of the permission form and must be attached to the withdrawal. When parent/student returns with documentation of passing the GED, a separate withdraw form must be completed and copies of the provided documentation kept with the second withdrawal. 3. Request of Records – Request of records from the requesting school (charter, private or out of district) unless the school is in District. Attach the request of records behind all other documentation.

Withdrawal Binder Requirements-Continued The following information must be included on the withdrawal form: Effective withdrawal date is the End Date in Infinite Campus. You must use the appropriate effective date of withdraw. NDE auditors will declare this a finding if withdrawal date and or withdrawal code is missing from the form. See bottom portion of this document for details. Withdraw code is the End Status in Infinite Campus. Choose the appropriate leave code. Parent/Guardian signature and date. If the parent calls the school to withdraw their student, staff must document the name of the person calling, the relationship to the student (e.g., father, mother, or guardian), and date of the call. This information must be noted on the withdrawal form. Do not enter just the relationship without the actual name of the parent. If the parent/guardian sends in a note to withdraw their student, staff must date the note and attach it to the withdrawal form. The name, address, city, and state of the school the child will be enrolling if the child is leaving WCSD. If the child is remaining in WCSD, the name of the school is sufficient. Staff must make every effort to find out where the student is enrolling and note it on the withdrawal form. Withdrawal grades for students who have been enrolled for 14 days or more. The withdrawal grades are documented by the teacher’s handwritten grades and signature on the withdraw form or the teacher’s emailed withdraw grades must be included with the withdraw record. When attaching emails from teachers, ensure that the teacher has not given any information that should not be included with the withdrawal. Do not use grades directly out of IC. Teachers must check each student and issue the grade. The only exception is for students withdrawing at semester where final grades (NOT PROGRESS GRADES) can be used in lieu of the issuing the grade.

Enrollment Count Reports First thing in the morning of each count, the Secretary/Registrar must run and balance all the reports listed below. Run all reports in the PDF format and verify all reports balance with each other by grade level, by gender, and by totals. Master Register  Gain/Loss Report Monthly Enrollment and Attendance Report (NV01) Ethnic Report (NV02) Enrollment Summary Report Do not make any changes to any of the following fields until the enrollment count is complete. Enrollment Start Dates, Start Status, Grade Level, Ethnicity, Gender, Effective Date of Withdrawal/End Dates, Special Education status for PKs. NOTE: You must withdraw and re-enroll any PK student whose SE status has changed and any student (PK - 12th grade) who has a change in Start Status and/or Grade Level.  Please contact your Student Accounting Troubleshooter if the reports do not balance. High Schools - Jeannine Bell, 348-0305 Middle Schools, Charter Schools, K-12 Schools - Shannon Yoelin, 348-0282 Elementary Schools - Cecilia Mansfield, 348-0306 

Thank you Please contact your Student Accounting trouble shooter with questions: Elementary Schools: Cecilia Mansfield (775) 348-0306 Middle Schools: Shannon Yoelin (775) 348-0282 High Schools: Jeannine Bell (775) 348-0305