Kansas Department of Education Counting KIDS 2016 Kansas Department of Education

New for FY17 Count Day moves back to September 20 Virtual School Count Reminders 4 Year Old At Risk qualification changes

Attendance Rules for 2016-17 Traditional Schools Enrolled and Attending September 20 If Student is absent on September 20, must attend one day prior AND one day following on or before October 4. If school is not open on September 20, count day moves to next day school is in session Alternative and Virtual Schools Must be in attendance two days Day 1-On or before September 19 Day 2-On or after September 20 but on or before October 4 If the count day moves for the traditional school, the Alternative and Virtual days move to coincide with it. Adults 19 and over are audited based upon credits completed (Will be audited in 2016-17 based on 2015-16 credits)

Traditional and Alternative Attendance Documentation Preference is for electronic documentation Preference is for submitted documentation to KSDE electronically, via the Auditor File Exchange (demonstrated on another slide). Please see the list of preferred reports from your student information system, available on the Fiscal Auditing website. Alternative Attendance Enrollment form Transcript Analysis Graduation Plan Courses Enrolled in Logs to show time on site Alternative Schools that operate in another school district MUST have written permission from the superintendent of that district to be claimed as part of your count.

Virtual Attendance Documentation – Full and Part time, 18 and under On-line Documented by computer system showing when student was connected to the online curriculum. Off-line Documented with Academic Activity Log Signed by student or parent if student under 18 years old Must be signed by November 1 On-site Documented with sign in/sign out sheets showing when student was in attendance in the classroom Auditors reserve the right to verify virtual attendance on other days Minutes enrolled can be from any single method above or a combination Virtual Schools that operate in another school district MUST have written permission from the superintendent of that district to be claimed as part of your count.

Virtual Documentation – 19 and older This is not based upon attendance or enrollment, rather, it is confirmed based upon the credits earned. This covers students in 2015-16, and will be audited in 2016-17. District must provide transcripts and supporting documentation that the student claimed for funding received passing credit toward a program of study.

Minutes Enrolled Rules Traditional Count Time in class (regardless of full time or part time status) Passing periods, not to exceed 10 minutes, between classes Mid-morning and/or mid-afternoon recess, not more than 15 minutes. Do not count Lunchtime and one passing period either before OR after lunch Recess that is immediately preceding or following lunch Breaks Virtual (18 and under) and Alternative Find longest day attended on or before September 19, limited to 360. Find longest day attended on or after September 20 but on or before October 4, limited to 360 Find the average by adding A and B together and dividing by 2. These are the allowable minutes.

Week of Count Day Many times when counting minutes you will see the term “Week of Count Day” Normally this would mean Monday through Friday of the calendar week that includes the count day. For this year that would be September 19 – 23. If your school is not open all five days of the “Week of Count Day” we will use the days you are open plus the first day(s) of the following week.

Minutes Enrolled Minutes Enrolled / 360 = FTE All FTEs rounded to one decimal place, not to exceed 1.0 Students attending less than 18 minutes are not counted Exceptions: Special Education (All are full time, except virtual) Concurrently Enrolled (Minutes Enrolled / 300)

Special Education / Virtual Special Education Students who are also enrolled and attending another district’s virtual school. District providing SPED services Loss of automatic 1.0 FTE FTE computed using documented minutes receiving SPED services District providing virtual services Limited to minutes remaining Check KIDS report “Students in Multiple Schools” District agreements to share FTE MUST be signed by both Superintendents Enrollment Handbook – Page 11 & 12

Special Education / Virtual SPED student served 60 minutes a day District correctly submits 60 minutes with IEP = 1.0 FTE Auditor will reduce FTE to .2 FTE Virtual student eligible for 360 minutes District submits 360 minutes = 1.0 FTE Auditor will reduce to 300 minutes = .8 FTE If the same SPED student receives less than 18 minutes a day. District correctly submits 15 minutes with IEP = 1.0 FTE Auditor will make exception taking student and all weightings away.

Concurrently Enrolled High School students also attending a post secondary institution (Technical School, Community College, State College) Includes classes taught by the college at the High School Changes FTE calculation to Minutes Enrolled / 300 Districts are required to provide college attendance documentation at time of audit.

Age Requirements Pre-school Special Education 3 year olds Must be 3 years old on or before the count day Pre-school 4 year olds Must be 4 year old on or before August 31 4 Year Old At-Risk Must be 4 years old on or before August 31 (NOT 3 or 5) Kindergarten Must be 5 years old on or before August 31 First Grade Must be 6 years old on or before August 31

Homebound Licensed Teacher must provide service Document date and subjects provided to student Minutes Enrolled = computed as if student were in attendance in person at school, based on student schedule. Do not be surprised if student is part-time, not all classes can be provided in homebound situation. If Homebound student has IEP, need only document special education services provided. Enrollment Handbook – Page 12

Kansas Academy of Math & Science (KAMS) To Correctly Enter into KIDS D2, Accountability School = High School # D15, Funding School = District Office # D16, Attendance School = 9100 (Fort Hays State) D24, Minutes Enrolled = 300 D25, Concurrent Enrollment = 3 (State University)

Juvenile Detention Centers and Psychiatric Residential Treatment Facility Students who are attending a JDC/PRTF on September 20 are not eligible to be counted for enrollment in their home district. JDC/PRTFs have three count days, funded on the highest of the three. September 20 November 21 April 20 PRTFs have the option to count students in the regular enrollment on September 20. Once determined, this will NOT be changed after enrollment is submitted. Enrollment Handbook – Page 14

4 Year Old At-Risk Must be 4 years old on or before August 31. Not 3 or 5. Must have 1 qualifying criteria Poverty (Free and Reduced Lunch) Single Parent (Custodial Parent unmarried first day of school) DCF referral Teen Parent (One parent was a teen when child was born.) Parent – No Diploma (One parent lacking diploma or GED) Migrant Limited English (ELL) – Student must qualify and be provided services Developmentally or academically delayed (***NEW*** Can have an IEP, but will only receive a max of 0.5 FTE)

Some Other Things Based on Legislation under the Block Grant Formula, the military Second Count is still eliminated. Students who are not residents of Kansas Virtual – Not Counted Traditional or Alternative - Counted Foreign Exchange Students Must attend the equivalent of one semester or two quarters Need to document 558 hours of instruction Enrollment Handbook – Pages 14 & 15

No weightings Due to the Block Grant Legislation, there is no longer 4 year old at risk funding, At-Risk Weighting, Career and Tech Ed Weighting, Bilingual Weighting, Transportation Weighting. Districts MUST be mindful that program elements have not changed and are required to be in place and maintained. KSDE is still collecting counts. Documentation While KSDE will not audit these weightings, these programs remain in effect and documentation must be properly maintained. Demonstration: Where to find sample documents

New Facilities Eligibility for new facilities Documentation Must have at least 25% LOB New facility must have been paid for from bonds authorized prior to July 1, 2014 and you must provide supporting documentation. Must have been financed out of Capital Improvement Funds Only. Reported on Superintendent’s Organization Report (SO66) Documentation Use the tools available on the Fiscal Auditing Website Demonstration: Documenting New Facilities

Virtual Funding For students 18 and under, Determine the number of pupils enrolled in virtual school on a full-time basis (360 minutes) and multiply the total number of such pupils by $5,000. (Kindergarten students enrolled full-time for 180 minutes will receive $2,500) Determine the full-time equivalent enrollment of pupils enrolled in virtual school on a part-time basis (less than 360 minutes) and multiply the total full-time equivalent enrollment of such pupils by $1,700. For students 19 and over, The district will receive $933 per credit hour earned between July 1, 2015 – June 30, 2016 (up to 6 total credits per student).

The e-Audit Initiative Use tools available on the website Upload data via the Auditor File Exchange Granting auditors authenticated, remote access (VPN) to your student information system. Do not email Personally Identifiable Information (PII) to KSDE. No student information No teacher information (especially SSNs) Demonstration: Auditor File Exchange

Fiscal Auditing on the Web http://ksde.org/Agency/FiscalandAdministrativeServices/Fi scalAuditing.aspx Audit Guides Calculators Guidelines Forms and Documents (to support claims) Laurel Murdie lmurdie@ksde.org Sheryl Bieker sbieker@ksde.org Kim Burd kburd@ksde.org 785.296.4976