Student October Collection Office Hours 10/11/2017

Agenda Transfer Enrollment Exceptions EL Edit Changes Free and Reduced Lunch Eligibility Miscellaneous Updates Question and Answers

Transfer Enrollment Exceptions Student October Resource Guide https://www.cde.state.co.us/cdefinance/auditunit_pupilcount Whole section on Rules Basic Idea Student who enrolls after the count day, but during the window and is not eligible for funding in another LEA can be eligible for funding These students need to meet specific requirements If they do you need to fill out a request to make sure the snapshot procedures include them in your count

Transfer Enrollment Exceptions Three Types of Transfer Enrollment Exceptions Within District Transfers Students who establish membership in the same LEA before and after the count day, but not on the count day. Normally this is a student transferring to a new school within the same district. Membership must be established within 30 days following the pupil enrollment count date. In-State Transfers Transfer from one LEA to another LEA in Colorado Cannot be transferring from Home School, Private School, or another setting in Colorado where the student would not have been eligible for funding Out-of-State Transfers Student enrolling from another state or country during the count window

Transfer Enrollment Exceptions Within-State Transfer Basic Example District B District A Not Enrolled 9/25 9/26 9/27 9/28 10/2 10/3 10/4 10/5 10/6 10/9 Student has established attendance in the current year in a Colorado LEA (District A) Student stops attending prior to count day Attendance is key, if a student did not officially withdraw until after the count day you still cannot them unless they were in attendance on count day or after Student Enrolls and is in attendance during the window in District B then District B can request a transfer enrollment exception

Transfer Enrollment Exceptions In-State Transfer Rules Student cannot have been eligible for funding in the prior Colorado LEA Example: If District A had an early alternate count day prior to the student withdrawing then District A will be able to count the student Student must have established membership prior to the count day in Colorado Out-of-State Transfer Rules Student must be enrolled during the count window Student does not have to have established attendance during the current school year in another state or country

Transfer Enrollment Exceptions Once you know a student is a transfer enrollment exception and you can count them. Then submit and Transfer Enrollment Exception Request Via Syncplicity Template is named: Transfer_Date_Exceptions_Request_Instructions_Template.xlsx Can be found on Student October website or in many syncplicity folders

EL Edit Changes A number of EL Edits have been modified this week SP164: Current Code = PHLOTE, Prior October = NEP, LEP, FEP, or FELL Change: Exclude Prior October Preschoolers Only trigger if Prior Year LEA = Current Year LEA SP166: Current Code = N/A, Prior October <> N/A SP383: Was: Error that duplicated SP164 Now: Warning for PHLOTE students where: Prior Year LEA <> Current Year LEA And Prior Year Language Proficiency = NEP, LEP, FEP, or FELL

Free and Reduced Lunch Eligibility Students should be marked based upon Eligibility and not actual provision of service Students who are not receiving nutrition services, but are eligible for services should still be reported at their eligibility level Students should not be marked as Free Eligible if the LEA/School is participating in Community Eligibility without appropriate documentation of eligibility Remember documentation can be used for up to 4 years for students in LEAs/Schools participating in Community Eligibilty

Free and Reduced Lunch Eligibility How do I determine if a student should be coded as Free or Reduced Lunch? Students are reported as Free or Reduced if you have any of the following documentation: Direct Certification (Free) Application for Free and Reduced Price Meals (Free or Reduced) Categorical Identification: Migrant, Homeless, Runaway, or Foster Lists (Free) Head Start documented participation (Free) Family Economic Data Survey form (Free or Reduced) Once a student has been identified eligibility lasts for the remainder of the current school year plus 30 school days into the next year

Free and Reduced Lunch Eligibility Students reported as Free or Reduced Lunch Eligible in October Count should be identified prior to the Count Day This is for students you identify via survey or application Students who are categorically identified can be identified after the count day by your LEA CDE provides these lists and ensures that students were eligible for Free Lunch by the Count Day How is this data used? At-Risk Funding from CDE Data Reporting on students who are Economically Disadvantaged FRL is the most common proxy for measuring the economic status of students.

Miscellaneous Updates November 1 Preschool Count Day Selection is not currently working all students are being counted on October 2nd Fix has been created and we are expecting it to go to production tonight You will need to create a new snapshot to fix it Student October Error Detail Report Tolerance Values were not calculating correctly for a number of student categories Post Secondary, Gifted, English Learners Should be fixed now Pupil Counts by Language, Section 504, & Program Service Report Not correctly doing the EL calculation or count of Title I students Not sure when fix will be in place

Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Friday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST September Monday 2nd: Count Day Thursday 5th: Target for first student interchange upload Thursday 12th: Target for error free interchange files Thursday 19th: Target for creating first snapshot Thursday 26th: Target for error free snapshot October Tuesday 7th 5pm: Soft deadline for snapshot submission Friday 10th 5pm: Snapshot submission deadline Tuesday 28th: Last day to resubmit snapshot November Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961

FAST Contact Information Field Analyst Support Team (FAST) Email: audit@cde.state.co.us Website: http://www.cde.state.co.us/cdefinance/auditunit Aaron Oberg, Director of School Finance, oberg_a@cde.state.co.us Rebecca McRee, Operations Lead, mcree_r@cde.state.co.us Mary Bello, Field Analyst, bello_m@cde.state.co.us Travis Noon, Field Analyst, noon_t@cde.state.co.us Alan Shimmin, Field Analyst, shimmin_a@cde.state.co.us

Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student October Questions, Comments, or Suggestions… Please ask about anything or let us know what you are thinking about Student October Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961

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