The Annual Count: Understanding the Process and Its Implications

Introductory Remarks Simon Gonsoulin Director, NDTAC

3 About NDTAC  Neglected-Delinquent TA Center (NDTAC)  Contract between U.S. Department of Education and the American Institutes for Research  John McLaughlin, Federal Program Manager, Title I, Part D Neglected, Delinquent, or At Risk Program  NDTAC ’ s Mission:  Develop a uniform evaluation model  Provide technical assistance  Serve as a facilitator between different organizations, agencies, and interest groups

4 Agenda and Presenters Part 1: Stephanie Lampron, Deputy Director, NDTAC  Overview of the Counting Process  Annual Count for State Agency Programs (Subpart 1)  Questions Part 2: Greta Colombi, Research Analyst, NDTAC  Annual Count for Local Agency Programs (Subpart 2)  Part D Annual Count Summary: At-a-glance Comparisons  Questions

The Annual Count: Understanding the Process and Its Implications

6 Contacts and Support  U.S. Department of Education  Paul (Sandy) Brown Program Analyst, Student Achievement and School Accountability Programs (SASA)  John McLaughlin Title I, Part D Program Manager  NDTAC  State Liaisons: delinquent.org/nd/direct_assistance.asp#liaisonshttp:// delinquent.org/nd/direct_assistance.asp#liaisons  Contact NDTAC:

7 Annual Count: An Overview USED uses annual count data to calculate funding allocations; count data are collected on an annual basis via a survey form with two parts: Part 1 of the Survey = LEA Section  Count of students who are delinquent (generates Title I, Part D, Subpart 2 funds that are allocated to LEAs via the SEA)  Count of students who are neglected (generates Title I, Part A funds) Part 2 of the Survey = SA Section  Count of students who are neglected or delinquent (generates Title I, Part D, Subpart 1 funds that are allocated to SAs via the SEA) The Count procedures for the State Agency (Subpart 1) and Local Agency (Subpart 2) programs are different.

8 Annual Count: An Overview (1) USED distributes Annual Count Survey and ESEA, Title I, Program Guidance, (mid-October) (2) Child counts periods are selected: SAs (Subpart 1) — select any one day (excluding weekends or holidays) during the calendar year LEAs (Subpart 2) — select any 30 consecutive days; at least one of these days must be in October (3) Annual Count Survey is reported by States to USED (January) (4) USED generates funding tables (5) Funds announced in April/May and made available to States in July (States & localities have 27 mos. to obligate funds)

9 From Counting to Reporting The Annual Count (aka the Annual Child Count and the October Count)  An annual count of children to determine funding for the subsequent fiscal year Funding and Reporting Program Performance  Students included in the Annual Count are most likely different individuals than the students who subsequently benefit from the generated funding  The eligibility criteria for being included in the Annual Count are different than the eligibility criteria for being served (more later) and reported under Part D  Counts are based on student caseload data that are months old when the fund administration occurs in the spring/summer Annual Count of Students in 2009 Receive Funding (FY2010) Administer Programs (SY10-11) Report on Students Served (SY10-11) via CSPR January May July January 2012

Annual Count for State Agency Programs (Subpart 1) Stephanie Lampron

11 State Agency / Subpart 1 Annual Count: Eligibility Annual survey forms administered by USED’s OESE  Forms are distributed mid-October to State Education Agencies (SEAs)  SEAs are responsible for collecting data from eligible State Agencies (SAs)  Completed forms are due to USED in January State Agency Eligibility  Agencies responsible for providing free public education to children and youth who are in N or D institutions, community day programs, or adult correctional institutions Facility Eligibility  Facilities that serve neglected or delinquent children and youth  Facilities that have an average length of stay of at least 30 days Student Eligibility  Students that are 20 years or younger  Students that are enrolled in State-funded instruction at least 15 hrs/wk if in an adult facility or 20 hrs/wk in a juvenile facility or community day program

12 State Agency / Subpart 1 Annual Count: Procedure 1.Eligible SAs select a date  Each State Agency may select any one day during the current calendar year.  Each SA may select its own date, but every institution under a particular SA must use the same date. SEAs may also work with SA’s to select a date to use across all SAs. 2.Eligible facilities conduct count  Each facility counts eligible students. 3.SAs or facilities adjust the count to reflect the length of the school year of the agency or institution  The child count reported by each SA to the SEA should be an adjusted count based on the formula below 4.SEA combines SA adjusted counts and submits to USED  SEAs are responsible for rolling up SA adjusted counts and completing Section A, Part II of the child count survey. (single day count) * (length of school year in days) 180 days

13 State Agency / Subpart 1 Annual Count: Procedure (cont.) Impact of the Adjusted Count (single day count) * (length of school year in days) 180 days (100 students) * (220 school days) 180 days (100 students) * (180 school days) 180 days = =

14 State Agency / Subpart 1: Annual Count Quiz Department of Human Services June 1July 1Aug 1Sept 1 Facility Facility Department of Corrections June 15July 15Aug 15Sept 15 Facility What is(are) the optimal day(s) to choose for the count?

15 State Agency / Subpart 1: Annual Count Quiz Each facility under a State Agency must use the same day for its Subpart 1 count. However, different State Agencies can use different days. September 1st and June 15 maximize the counts for the Dept. of Human Services and Dept. of Corrections, respectively, and for the State overall. Department of Human Services June 1July 1Aug 1Sept 1 Facility Facility Department of Corrections June 15July 15Aug 15Sept 15 Facility

16 Commonly Asked Questions about the State Agency/Subpart 1 Count Q: What about students who have a diploma? For example, a 17-year old has a HS diploma, but still attends education courses in the youth correctional facility. A: Students in facilities run by an SA (Subpart 1) cannot be counted. According to USEDs Guidance for Identifying Eligible Institutions and Counting Children, students who have already earned a high school diploma cannot be counted in the annual count for Subpart 1, because, having already passed Grade 12, they would no longer be enrolled in what is defined as a “regular program of instruction.” Q: Can students be counted if they received their GED and still receive educational services? A: Students in facilities run by an SA (Subpart 1) can be counted if they meet the criteria for eligible students, including being under 21 years of age and enrolled in a regular program of instruction, even if they have already earned their GED. Q: Can students be counted if they attend a community day program at an SA-run facility but do not reside overnight? A: Students enrolled in community day programs can be counted as long as the average length of stay (i.e., enrollment) for the community day program is at least 30 days and the other eligibility criteria are met; students need not reside in the community day program to be counted.

17 Questions?  Press ESC to exit Full Screen Mode  All phones are currently muted  To ask a question:  Un-mute your phone: *7  Re-mute your phone: *6  You can also ask a question by typing it into the Question and Answer box near the bottom of the Webinar console

Annual Count for Local Agency Programs (Subpart 2) Greta Colombi

19 Local Agency / Subpart 2 Annual Count: Eligibility Annual survey forms administered by USED’s OESE  Forms are distributed mid-October to State Education Agencies (SEAs)  SEAs are responsible for collecting data from eligible Local Education Agencies (LEAs)  Completed forms are due to USED in January Local Education Agency Eligibility  LEAs with children and youth in locally operated correctional facilities not operated by the State, including public or private institutions and community day programs Facility Eligibility  Locally operated facilities that meet the definition of an institution for neglected children, an institution for delinquent children, or an adult correctional institution  Facilities need not have a 30 day average length of stay Student Eligibility  Students 5-17 years old  Students NOT counted in the State Agency/Subpart 1 Annual Count  Students that reside at a live-in institution or facility for at least one day within the 30-day count window (one day of which must be in October)

20 Local Agency / Subpart 2 Annual Count: Procedure 1.Eligible LEAs select a 30-day count window  At least one day in the 30-day window must be in October  SEAs can set the 30-day window for all LEAs to use, or elect to allow LEAs and facilities to select their own windows.

21 Local Agency / Subpart 2 Annual Count September SMTWTFS October SMTWTFS November SMTWTFS An LEA’s Subpart 2 count window can start as early as September 2nd or as late as October 31st. The window must be for 30 consecutive days and at least one day of that window must be in October. The SEA may set the window for all LEAs, or it may allow LEAs and facilities to choose their windows independently.

22 Local Agency / Subpart 2 Annual Count: Quiz Which of the following date ranges are acceptable for the Subpart 2 annual count? A. Oct. 1 – Oct. 30 B. Sept. 20 – Oct. 10, Oct. 20 – Nov. 10 C. Oct. 31 – Nov. 29 D. Sept. 1 – Sept. 30 E. Sept. 1 – Oct. 1 A and C are both acceptable. B is not because the count window is not consecutive; D is not because one of the days in the count window does not fall in October; E is not because the count window is more than 30 days.

23 Local Agency / Subpart 2 Annual Count: Procedure (continued) 2.Eligible facilities conduct count  Each eligible facility must be designated as a neglect or delinquent institution, but not both, even if it serves both.  Facilities should maintain consistency with how it was designated last year.  If a facility has never counted before or its charter has changed, designate it according to its charter.  If a facility’s charter is not clear or unavailable and the facility never counted before, designate the facility based on its enrollment.  Count each unique case/enrollment in a the facility’s caseload NOTE: Neglected and at-risk programs may receive Subpart 2 funding and services per the Title I, Part D statute, even though students in those programs are not included in counting and generating the Part D funds.

24 Local Agency / Subpart 2 Annual Count: Quiz How many students who reside in a facility that is designated as a neglect institution should be counted ? SunMonTueWedThuFriSat Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Kelly Joe Child Count = 3 Joe and Kelly are considered neglected and Shawn is considered delinquent.

25 Local Agency / Subpart 2 Annual Count: Quiz SunMonTueWedThuFriSat Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Shawn Joe Kelly Joe Shawn Joe Shawn Joe Shawn Joe Shawn Joe Shawn Joe Shawn Joe Child Count = 4 How many students who reside in a facility that is designated as a neglect institution should be counted ? Joe and Kelly are considered neglected and Shawn is considered delinquent.

26 Local Agency / Subpart 2 Annual Count: Procedure (continued) 3.SEA combines LEA counts and submit  LEAs must separately identify count information for the following types of students:  Students residing in neglect institutions (to generate Title I, Part A, neglect reservation)  Students residing in delinquent institutions (to generate Title I, Part D, Subpart 2)  SEAs are responsible for rolling up LEA counts and completing Section A, Part I of the Annual Count Survey

27 Local Agency / Subpart 2 Annual Count: Quiz Child Count = 40 How many students who reside in a facility that is designated as a neglect institution should an LEA count? Neglect Institution 1 10 students who are neglected 10 students who are delinquent Neglect Institution 2 20 students who are neglected Delinquent Institution 1 40 students who are delinquent Delinquent Institution 2 10 students who are neglected 20 students who are delinquent

28 Commonly Asked Questions about the LEA/Subpart 2 Count Q: How should a student be counted if s/he was attending a program and then terminated from that program and transferred to a separate program provided within the same location? A: In this instance, because the youth remained in the facility, only transferring programs, you would count this student once, as one case. Q: Can students be counted if they reside in a group home where they were placed voluntarily by their parents? A: If the group home fits the definition of an eligible institution per Section 1432 of the Title I, Part D, Statute, then eligible students that reside there can be counted. Note that children and youth residing in neglect institutions cannot be counted under the delinquent count (for Subpart 2). If the students and facility meet the criteria for being reported under the neglected count (for Part A funding purposes), then the students may be counted there. Q: Can the county jail be considered a local institution for delinquent children? Five- to 17-year-old children can be held in the county jail pending judicial decisions on placement. A: Yes, a county jail can be considered a juvenile detention center (JDC) and is eligible to submit a count through the LEA in which it is located. In some States, there is direct SA oversight of all JDCs, and the count would go through the SA (Subpart 1) instead.

Part D Annual Count Summary: At-a-Glance Comparisons Greta Colombi

30 Annual Count Processes: How are Subpart 1 & Subpart 2 Different? Subpart 1  Youth living in institutions for youth who are neglected or delinquent, including juvenile and adult correctional facilities and community day programs  Youth ages 20 or younger  Youth that reside in an eligible institution (under the authority of eligible State Agencies) on one day in the current calendar year  Enrolled in a State-supported regular program of instruction* Subpart 2  Youth living in local institutions for youth who are delinquent and adult correctional institutions (and not counted in Subpart 1)  Youth ages 5 through 17  Youth that reside in an eligible institution for at least one day during the 30-day count period * A regular program of instruction is defined as a educational program that consists of classroom instruction in school subjects such as reading and math. For juvenile facility, the program must provide at least 20 hours of instruction per week; for an adult facility the program must provide at least 15 hours of instruction per week.

31 State Agency / Subpart 1 Program: Students Counted vs. Students Served Students Counted (Annual Count)  Enrolled in a State-supported regular program of instruction*  Institution for youth who are neglected or delinquent, including juvenile and adult correctional facilities and community day programs  Resident is aged 20 or younger  All residents of eligible institutions under the authority of eligible State Agencies Students Served  Enrolled in a State-supported regular program of instruction*  Institution for youth who are neglected or delinquent, including juvenile and adult correctional facilities and community day programs  Resident is aged 21 or younger  Residents of institutions selected by State Agencies as those with greatest need * A regular program of instruction is defined as a educational program that consists of classroom instruction in school subjects such as reading and math. For juvenile facility, the program must provide at least 20 hours of instruction per week; for an adult facility the program must provide at least 15 hours of instruction per week.

32 Local Agency / Subpart 2 Program: Students Counted vs. Students Served Students Counted (Annual Count)  Youth living in local institutions for delinquent children and adult correctional institutions  Youth that live in the institution for at least one day during the 30-day count period  Youth ages 5 through 17 Students Served  Youth living in local institutions for delinquent children and adult correctional institutions, plus all youth eligible for services under Title I, Parts A and C  Youth identified as “at-risk”  Migrants  Immigrants  Gang Members  Pregnant or Parenting…  Youth through the age of 21

33 Annual Count vs. the CSPR Students in the Annual Count  Purpose: to generate funds  Instructions differ per Subpart  A subset of “eligible” students enrolled during a specific time period within the calendar year  Adjustments are made to calculations to estimate the student population (SA/Subpart 1)  Multiple enrollments within a facility can be counted (LEA/Subpart 2) Students in the CSPR Unduplicated Count  Purpose: to track student achievement  Instructions do not differ per Subpart  Adult corrections = Subpart 1  At-risk programs = Subpart 2  ALL students that benefitted from Part D funding during the school year  Unduplicated counts are not adjusted- -actual counts of the total population served  Students are counted once per facility, regardless of multiple enrollments

34 Additional Information  Visit NDTAC’s Data Corner ( delinquent.org/nd/data.asp) to access: delinquent.org/nd/data.asp  Official USED Annual Count Forms  USED Annual Count Guidance  USED Annual Count Worksheets  NDTAC’s Annual Count FAQ’s  Today’s PowerPoint Presentation  Contact your NDTAC State Liaison:  delinquent.org/nd/direct_assistance.asp#liaisons delinquent.org/nd/direct_assistance.asp#liaisons

35 Questions?  Press ESC to exit Full Screen Mode  All phones are currently muted  To ask a question:  Un-mute your phone: *7  Re-mute your phone: *6  You can also ask a question by typing it into the Question and Answer box near the bottom of the Webinar console