Virtual Webinar Series Virtual Funding and Auditing 2018-2019 CSAS| Kansas State Department of Education | Landon State Office Building 900 S.W. Jackson St., Suite 653, Topeka, KS 66612 | 785-296-3444 | jgirodat@ksde.org

Today’s Guest Laurel Murdie, Director - Fiscal Auditing

Agenda Traditional, Virtual, Online, Alternative and Adult Definitions 18-19 Funding Traditional & Alternative 18-19 Funding Virtual 18 and under 18-19 Funding Virtual 19 and over 18-19 Auditing

Definitions Traditional Student: onsite attendance in traditional brick and mortar building Courses face-to-face onsite, or online curriculum Alternative Student: attends onsite in an alternative school or program Mandatory attendance – funding based on count day as in traditional No Mandatory attendance – funding based on 2 count days

Definitions continued Virtual Student: attends virtually through a KSDE approved virtual school or program Virtual – asynchronous which is not the same as… Online – computer based curriculum taken during regular school hours Adult: general education student who is over the age of 18 AND whose 5th year cohort has graduated, or ANY student over the age of 21 Adult (NG) has nothing to do with funding 5th Year Senior (17) has nothing to do with funding 19+ VIRTUAL student could be a 17 or an NG Funding based on age on September 20

Special Documentation for Adults Adults (NG) must have… District enrollment form Transcript analysis and graduation plan Enrollment in credit earning courses

Traditional Student Funding Enrolled and Attending on September 20 If absent, can count if enrolled on September 20 and attended 1 day before September 20 and 1 day after September 20, but on or before October 4 If school is not in session on September 20, count day the first school day after September 20 Based on minutes enrolled Submitted on ENRL records

Auditing Traditional Students No changes from previous year Documentation includes: Attendance and enrollment documents

Alternative Student Funding Mandatory attendance Exactly the same as traditional students No Mandatory attendance 1st – on or before September 19 2nd – on or after September 20, but on or before October 4 Submitted on ENRL records

Auditing Alternative Students Mandatory Attendance Same as traditional students No Mandatory Attendance Sign in/Sign out sheets for days in the 2 count windows 1st – on or before September 19 2nd – on or after September 20, but on or before October 4 Time on Count day disallowed for: Enrollment process Field Trips (any activity off school property) Career Days Lunch provided free by school, unless available every day Childcare, unless available every day

September 20! Count day importance for all schools Virtual Students 18 and under on September 20 are funded based on minutes enrolled 19 and over on September 20 are funded based on credits earned

Virtual Student Funding 18/Under  

Virtual Student Funding 18/Under  

Virtual Student Funding 18/Under  

Auditing Virtual Students 18/Under Documenting Count Days Attendance Virtual School Sample Forms for documenting count day time On-line: printout from computer system showing amount of time student was logged in Off-line: documented with an Academic Activity Log Log must be signed by student, or student’s guardian if they are younger than 18 Logs must be signed by November 1 On-site: documented by sign in/sign out sheets showing when the student attended

Virtual Student Funding Examples 18/Under Traditional & Virtual in same district Same School 1 ENRL record with traditional minutes under school building number 1 ENRL record with virtual minutes under district number (central office) Traditional minutes are counted first Virtual minutes can be claimed for what is left from 360 after traditional minutes are accounted for EX: Traditional minutes 240; Virtual minutes = 240 Traditional minutes = 240; Virtual minutes = 120 (360-240) If the virtual school has a different building number than the traditional, both the traditional and virtual schools would send minutes under their building numbers

Virtual Student Funding Examples 18/Under Traditional and Virtual in Different Districts Traditional district computes minutes as for any other part time student Sends an ENRL record under the traditional school building Virtual district computes minutes as for any other part time student Sends an ENRL record under the virtual school or building that virtual program is associated with Limited to 360-minutes claimed by traditional school

Virtual Student Funding Examples 18/Under Special Education Student and Part-time Virtual Funding If a student with disabilities is enrolled part-time in a virtual school or program you should claim the minutes enrolled without subtracting the special education minutes from the traditional school For the traditional school that claims the student with the primary disability KIDS will make the student 1.0 FTE The auditor for the traditional school will need to make the adjustments to the FTE for the traditional school The auditor for the virtual school will also need to make the adjustment

Virtual Student Funding Examples 18/Under Special Education Student and Part-time Virtual Funding Ex: District 999 – 125 minutes Special Education; District 888 – 275 minutes virtual District 999 will default to 1.0 FTE because of primary disability District 888 claims 275 minutes enrolled on their ENRL record Auditors for 999 & 888 will have to make the adjustments Page 17-18 of SY’19 Enrollment Handbook

Virtual Student Funding 19/Over Do not have to be enrolled during the count window Must still send an ENRL record for headcount purposes 360 minutes in minutes enrolled If enrolled after the count window, then enter an ASGT record in KIDS Funded based on credits earned from July 1, 2018 – June 30, 2019 $709 per credit earned (up to 6 credits)

Virtual Student Funding 19/Over On the Principal Building Report (PBR) due October 11 you will estimate the number of credits that students 19+ will earn by the end of the year This information does not come from the ENRL record and must be entered manually PBR feeds the SO66 (due October 11) which is where the credit estimate is generated for funding purposes

Virtual Student Funding 19/Over Estimating credit How many credits have been awarded previously How many students have been enrolled previously What is the average number of credits per student enrolled previously What is the anticipated enrollment Remember July 1 – June 30 timeframe

Virtual Student Funding 19/Over The actual number of credits earned by students 19+ will be reported on the Local Effort Report submitted by Superintendents in early June This number should reflect credits already earned PLUS credits that likely will be earned from early June to June 30. Estimate a little high If you turn in a number on the LER that is too low you will not get funding for those credits If you turn in a number that is a little higher the auditors will make that adjustment the following year

Auditing Virtual Students 19/Over All credits earned must be turned in through the KCAN system KCAN is open August 1, 2018 – August 16, 2019 for the 18-19 school year Auditors will be matching the number of credits turned in on the Local Effort Report with those that are turned in through KCAN

Link to Timeline of District Activities for Virtual Students 19 and over

Resources Guidelines for Reporting Virtual Students Timeline of Activities for Virtual Students 19+ Virtual 5th Year Seniors and Adults Enrollment Handbook KIDS Documents KSDE Virtual Webpage

John Girodat, Ed Program Consultant Laurel Murdie, Fiscal Auditing Kansas State Department of Education 900 SW Jackson St. 785-296-3444 jgirodat@ksde.org Laurel Murdie, Fiscal Auditing Kansas State Department of Education 900 SW Jackson St. 785-296-4890 lmurdie@ksde.org The Kansas State Department of Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the nondiscrimination policies:  KSDE General Counsel, Office of General Counsel, KSDE, Landon State Office Building, 900 S.W. Jackson, Suite 102, Topeka, KS 66612, (785) 296-3204