Enrollment Reporting for 2011–12 School Year Becky McLean OSPI School Apportionment and Financial Services

Agenda  Changes for 2011–12.  Running Start 1.20 FTE Limitation.  Changes to ALE Programs and Reporting.  K–3 High Poverty School Enrollment Reporting.  Running Start Program in the High School Model.  Review of Basic Enrollment.  Vocabulary.  Enrollment Rules.  Misc Enrollment Topics.  Questions and Answers.

Running Start 1.20 FTE Limitation Summary of Change  HB 1087 caps the claimable Running Start FTE.  Beginning September 1, 2011:  A Running Start student is limited to a 1.20 combined high school and college FTE.  Neither high school or college can exceed 1.00 FTE.  FTE that exceeds 1.20 will be subject to tuition charges by the college.  For detail guidance, see Bulletin No dated July 26, 2011, Attachment A and B.

Running Start 1.20 FTE Limitation Implementation  New Running Start Enrollment Verification Form should be completed by:  Student/Parents  High School  College  Outlines the new funding limits.  Ensures that all parties understand the possibility of incurring tuition costs.

Student to complete. High School Counselor and Running Start Advisor to complete with student. Student and parents complete.

Running Start 1.20 FTE Limitation Implementation  High schools and colleges must work together to ensure FTE is not exceeded.  For Fall 2011, students’ schedules must be re-evaluated to determine if high school/college combined FTE exceeds  Change students’ schedules, or  Notify student/parents that tuition is due to college.  For future college quarters/high school semesters:  Implementing with college and high school on different schedules.

Running Start 1.20 FTE Limitation Reconciling Monthly Bills  Reconcile the college bill with their monthly P-223RS.  Running Start enrollment based on ‘count’ date enrollment.  Rules require that 93% of apportionment generated from the P-223RS be forwarded to college.  You are not required to pay colleges for enrollment not reported on the P-223RS.

Changes to ALE Programs In , two WAC different revisions were made. FIRST Revision  Last Fall, a workgroup of ALE stackholders met to revise/update ALE rules (WAC ).  Public hearing was held on April 26,  New WAC was adopted shortly thereafter with effective date of September 1, 2011.

Changes to ALE Programs SECOND Revision  Last Spring, Legislature passed HB2065 which requires:  10% to 20% reduction in ALE funding.  Offer substantially similar experiences for ALE and standard school students.  Emergency rules were submitted – changing WAC to align with HB2065.  Public hearing held on August 17,  Permanent ALE rules filed on August 22, 2011.

Changes when Counting ALE FTE  For students not making satisfactory progress:  No longer requires reporting actual hours.  Requires intervention plan be in place within 5 days.  Students counted for more than 0.80 FTE must be reported for state/federal requirements - AYP.  Districts must report zero for students claimed for more than a 0.80 FTE and not taking state assessments.

Changes when Counting ALE FTE  First Count Day:  Written Student Learning Plan (WSLP) must:  Be completed prior to or on one of the first 4 school days with start date one of the first 4 school days.  Student must participate on one of the first 4 school days.  FTE is based on average weekly hours in WSLP.  Rest of year, monthly count based on:  Count FTE based on average weekly hours in WSLP.  If progress is unsatisfactory, intervention plan within 5 days of evaluation. If intervention plan is not in place within 5 days, remove student’s FTE from P-223.

ALE Funding Reduction  HB2065 requires funding reduction of 10% to 20% for ALE programs.  Leaves implementation up to OSPI.  10% reduction to ALE students that:  Met face-to-face with teacher for average one hour a week each month.  See subsection 8 of WAC for reduced contact time for students enrolled part-time.  For students whose WSLP contains only online courses that offer synchronous digital contact.  All other ALE students will receive 20% reduction.

ALE Reporting SAFS ALE Enrollment Reporting Changes to Program Management Screen:  District must answer question if program intends to meet face-to-face requirement or offer only online synchronous digital contact class.  Five program types will be narrowed to three:  Contract Base, Digital/Online, Parent Partnership.

ALE Reporting SAFS ALE Enrollment Reporting  ALE monthly reporting screen changes:  Existing two columns will be used to collect enrollment that meets minimum contact: Headcount and FTE.  Two columns added for enrollment that does not meet minimum contact: Headcount and FTE.  Districts that intend to meet face-to-face requirement will be able to input data in all columns.  Districts that do not intend to meet minimum contact time will be limited to inputting in columns that does not meet minimum contact.

ALE Reporting SAFS ALE Enrollment Reporting  Continue to report Headcount and FTE by:  Program  Grade  Home District  Due date continues to be last school day of month.

ALE Reporting P223 & P223-S Enrollment Reporting  P223 will have four columns added.  Two columns for ALE enrollment that meets minimum contact time – Headcount and FTE.  Two columns for ALE enrollment that does not meet contact time – Headcount and FTE.  P223 will have boxes to report ALE program that generates vocational funding:  Skills Center, Secondary CTE, Middle School CTE.  P223-S will see similar changes.  New report ALE.

ALE Reporting P223 Enrollment Reporting Monthly Reporting:  Report all enrollment including ALE in K-12 column of P- 223 and submit to ESD by deadline (p 10 of handbook).  At end of month, review enrollment reported at the beginning of month and revise;  Was intervention plan needed and in place in time,  No – remove from district total enrollment reported in K-12 column.  Yes - continue…

ALE Reporting P223 Enrollment Reporting  Does the program intend to meet face-to-face contact requirement,  No – report ALE enrollment in the ‘NOT MET’ columns.  Yes - continue…  Did the student meet the face-to-face contact requirement,  No – report ALE enrollment in the ‘NOT MET’ columns.  Yes – report ALE enrollment in the ‘MET’ columns.  Submit revised P223 by next month’s enrollment deadline.  Oct BEA K–12 enrollment reported on Oct P223: due Oct 11 th.  Oct ALE enrollment reported on revised Oct P223: due Nov10 th.

ALE Reporting ALE Funding Reduction  District should report 100% of their ALE enrollment.  Do not report 90% or 80% of enrollment.  OSPI will take reduction based on 100% of reported enrollment.  For Sept–Dec apportionment, reduction will based on average reported ALE enrollment for 2010–11 SY – 90% for all.  Starting Jan, apportionment will be based on actual enrollment. BEA based on Average of Sept–Jan. ALE reduction based on Average of Sept–Dec.

Other ALE Changes  ALE activities or experience must be substantially similar to those offered to students in seat-time based classes.  Prohibition to directly reimburse students or parents for ALE activities/experience.  See  Annotated ALE rules – Walk-through of each section.  Common questions.  Sample documents  ALE program training schedule.

K-3 High Poverty School Enrollment  HB1087 provides enhanced funding for K – 3 grades for schools that are identified as High Poverty.  For a list of schools, go to:  Eligible Schools for K-3 Poverty Class Size Excel file at  Methodology used to determine list of schools:  Used October 2010 CEDARS enrollment as of May 2,  K–6 Prototypical Free & Reduced Lunch program enrollment exceeded 50% of school’s total enrollment.  Schools had K–3 enrollment.  Does not receive Small School or Remote and Necessary funding.

K-3 High Poverty School Enrollment  Proposed WAC rule:  High Poverty will use previous methodology.  Preliminary list will be based on March 31 st extract and posted in April.  Secondary list will be based on July 31 st extract and posted in August.  Final list will be based on final extract taken on Sept 30 th and posted in October.  After Sept 30 th, the list of eligible high poverty schools will not change.

Running Start Program In the High School Model  Currently many high schools are offering Running Start programs at their schools.  Legislative intent – to encourage dual credit programs for high school students.  Memorandum No M provides detail guidance to frequently asked questions with RCW/WAC references.

Running Start Program In the High School Model Role of the Teacher  Running Start teacher is an employee of college during Running Start instruction.  Running Start teacher is supervised by college during Running Start instruction.  Running Start teacher cannot receive compensation from school district and college for the same work.  Critical to consider district and college policies, as well as, collective bargaining agreements.

Running Start Program In the High School Model Additional issues:  Location of Running Start class can be at a high school.  Classes can be limited to high school students only.  Fee waivers must be made available.  93% of apportionment generated from Running Start enrollment must be sent to college.  District can charge facilities use fee.  Running Start students are subject to college policies, to include grades and behavior policies.

Enrollment - Why is it important?  Monthly enrollment drives school funding.  Classification of students can alter district’s funding.  Mistakes in reporting can result in audit findings.  Data used for forecasting future enrollment and the state’s funding obligations.  High profile area with the public and Legislature.

Funding Level for 2010–11 State Summary Average Basic Education$5,092Per FTE Special Education$4,955*Per headcount Vocational – Enhancement $863*Per FTE Skills Center – Enhancement $1,359*Per FTE Bilingual$886*Per headcount Ancillary Services$5.66Per hour Institutional$12,316Avg. Per FTE * State Average for School Year

Basic Enrollment Vocabulary  Enrolled Student.  Enrollment Exclusions.  Course of Study.  Count Date.  Full-Time Equivalent – FTE.  Exception to 1.0 FTE Limitation.  Headcount – HC.  Resident & Serving District.  Choice & Interdistrict Agreements.  4 Criteria for Special Education.

Enrolled Student  Resident of district or attending pursuant to:  Interdistrict agreement.  Choice agreement.  Under 21 years old at the start of school year.  Enrolled on or before count date.  Participated in a course of study:  For new term – one of the first 4 school days or  For current term – on or prior to the count date.  Does not meet enrollment exclusions.  WAC defines enrolled student.

Enrollment Exclusions  A student shall not be counted as an enrolled student if any of the following are met:  Consecutively absent for > 20 school days.  Dropped out or transferred.  Expelled or long-term suspended.  Met high school graduation requirements as of the beginning of the school year.  Paying tuition – F 1 Visa.  Claimed by an institution.  WAC defines enrollment exclusions.

Course of Study Includes:  Basic education instruction.  Special education.  Alternative learning experience (ALE) – WAC  Contractor – WAC  Ancillary service – WAC (1)(e).  Work based learning – WAC  Running start – WAC  UW transition.  Direct-funded tech college – WAC  WAC defines course of study.

Course of Study Does Not Include  Home based instruction – “Intent to Home School.”  Private school instruction.  Adult education – over 21 yrs old.  Out-of-state residents.  GED instructions when additional adult education state/federal $ is generated.  Extra-curricular activities.  College enrollment not earning HS credit.

Count Date Enrollment is collected on Count Date.  A Snapshot.  Count date is:  4 th school day in Sept.  1 st school day of Oct–May.  Running Start is 1 st school day of Oct–June.  Count date can be determined by an individual school or grade start date.  WAC defines enrollment count dates.

Full-Time Equivalent - FTE  Term used to measure a student’s enrolled time.  1.0 FTE is defined as:  Gr 4–12 – 5 hrs/day or 25 hrs/wk  Gr 1–3 – 4 hrs/day or 20 hrs/wk  Full-Day K – 4 hrs/day or 20 hrs/wk  0.5 FTE for Half-Day Kindergarten:  Half-Day K –2 hrs/day or 10 hrs/wk for180 days  WAC defines full-time equivalent student.

Exception to 1.0 FTE Limitation As a general rule, students limited to 1.0 FTE & 1.0 AAFTE. Exceptions:  Running Start – up to a combined 1.2 FTE.  Neither High School nor Running Start may exceed 1.0 FTE.  Skills Center – up to a combined 1.6 FTE.  Neither High School nor Skills Center may exceed 1.0 FTE.  Running Start/High School/Skills Center – up to a combined 1.8 FTE.  WAC defines limitation on enrollment count.

Headcount  A count of enrolled students.  Hours of course work or daily attendance is not considered.  Each student = 1 / No partial numbers.  Used for:  Special Education funding.  Bilingual funding.  State Budgeting and Caseload Forecast Council.  October reporting is critical.

Resident & Serving District Resident District  The district student lives in.  Or where a student has ‘choiced’ into.  WAC defines resident district. Serving District  The district that provides instruction or service.

Choice & Interdistrict Agreements One of these agreements must be in place in order to count a non-resident student for enrollment:  Choice Agreement:  Student released 100% by resident district.  Resident district releases financial liability for student.  Serving district is responsible for all services.  Student is reported on P223/P223H as resident of ‘Choice’ district.  Bulletin dated March 3, 2009.

Choice & Interdistrict Agreements - continues  Interdistrict Agreement:  For students that attend another district part-time.  Responsibility for student remains with the resident district.  Serving district reports partial FTE on P223/P223H and student as a resident of their resident district.  Basic Ed $ flow to the serving district.  Special Ed $ flow to the resident district.  Effective date should be stated.  Both districts must sign the agreement before the enrollment can be counted.

4 Criteria for Special Ed  Enrolled at school district.  As of midnight, August 31of prior year:  Birth to 2 – served pursuant to an individualized family service plan (IFSP) per Part C – WA ITEIP requirement.  Ages 3 to 21 – IEP is current and in effect.  Evaluation is current, and  Currently receiving special education or related services as defined under WAC A and

Enrollment Forms  P-223 – Basic Education.  P-223H – Special Education.  P-223S– Nonstandard School Year.  P-240– Ancillary Services.  P-213– Nonhigh Attendance.  E-525– Home/Hospital.  E-672– Institutional Education.

P-223 Basic Enrollment  Used to report the following enrollment types:  Basic Ed – FTE and Headcount.  K–3 High Poverty – FTE and Headcount.  ALE – FTE and Headcount / Minimum Contact Met or Not.  Running Start – FTE and Headcount.  Bilingual – Headcount.  Secondary Vocational – FTE.  Middle School Vocational – FTE.  Skills Center – FTE.  Completed by serving district.  Separate form for each resident/serving relationship.

P-223H Special Education Enrollment  Prepared by serving district.  Separate line for each resident district.  Complete monthly – Sept–May.  Used for Oct–May funding.  Sept information is important.  Report Headcount.  Report students by age category.  Age 0–2.  Age 3–5 (PreK).  Age K–21.

P-223S Nonstandard School Year Enrollment  Complete for:  Summer School programs.  Ninth month of a non-standard school year.  Limited to1.0 full AAFTE:  Limited to students not claimed for 1.0 full AAFTE.  Enrollment in private, home-based, and out-of- state schools must be considered in AAFTE calculation.  Exception – Summer Skills Centers:  Students enrolled in High School & Skills Center may be counted for up to a total 1.6 FTE.  Neither High School nor Skills Center may exceed 1.0 FTE.  Annual report – not monthly.

P-240 Ancillary Services Enrollment  Report ancillary services only.  Regular scheduled part-time attendance should be reported on P-223.  File as needed – monthly or annually.  Report actual hours of contact time.  For monthly reporting, activate a P-240 for the month.  Create an ‘In Progress’ file and enter zero.  Do not submit.  File will be available the following month to input actual data.

P-213 Nonhigh Enrollment  Annual report of high school enrollment of students from nonhigh districts.  No apportionment funding is generated.  Nonhigh enrollment:  In Nov and Mar, used to generate nonhigh billing report that limits amount that high school districts may charge nonhigh districts for local levy $$$.  In Sept, used to calculate district levy authority.

E-525 Home and Hospital Report  Annual report to OSPI.  Report students who are:  Being served at home or hospital.  Expected to be gone:  Minimum 4 weeks.  Maximum 18 weeks.  Generates per wk/per student:  $55/hospital.  $60/home.  Student may be claimed on P-223 for Basic Ed up to two consecutive monthly count dates.  Reference: WAC &

E-672 Institutional Education Program Enrollment  Reports enrollment in juvenile institutions.  Done monthly – Sept thru July.  Schools must coordinate with institutions to ensure that a student is not reported twice. P-223 and E-672.  When school’s and institution’s count dates are the same and student may have been at both, institution has priority.

Misc Enrollment Topics  Revising Enrollment.  Running Edits.  Important EDS Enrollment Tips.  SAFS vs. CEDARS Reporting.  Resources for Enrollment Reporting Questions.

Revising Enrollment  During school year: Districts may make revisions directly in EDS.  After Aug thru late Nov: Districts may revise prior year enrollment thru EDS.  After late Nov: Prior year revisions made on paper to OSPI. Note status of that year’s audit.  During audit: Districts must notify auditor of revisions.  After auditor’s exit meeting: Districts cannot revise their enrollment.  WAC outlines steps for revising enrollment.

Running Edits ALWAYS before submitting EDS files:  Run and check your edits.  Run your reports.  Check your data against your reports. EDS Edits:  Edits do not check FTE numbers.  Zero-to-blank edits – run corresponding report and check data.  Edits check source month to the last previously ‘Accepted by OSPI’ record.

Important EDS Enrollment Tips  Use the Go Back button within EDS rather than the back arrow in the browser.  Hitting the ‘Print Friendly’ button in the P223 input screen can create stacked files.  Memory Exception Error - Submit your P223/P223H early!

SAFS vs. CEDARS Reporting SAFS – School Apportionment and Financial Services  Enrollment reporting for school funding.  EDS application – P223, P223S, P223H, P240. CEDARS –Comprehensive Education Data and Research Systems  Questions for CEDARS:  or  1 2.wa.us

Resources for Enrollment Reporting Questions  Enrollment Reporting Handbook.   ESD enrollment contact.  Rules regarding enrollment.   WAC through 188  Becky McLean, OSPI  (360) 

Questions?