The Annual Count: Understanding the Process and Its Implications

2 About NDTAC  Neglected-Delinquent TA Center (NDTAC)  Contract between U.S. Department of Education and the American Institutes for Research  John McLaughlin, Federal Coordinator, 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

3 Agenda and Presenters Part 1: DeAngela Milligan, Research Associate, NDTAC  Overview of the Counting Process  Annual Count for State Agency Programs (Subpart 1)  Questions Part 2: Greta Colombi, Senior Researcher, NDTAC  Annual Count for Local Agency Programs (Subpart 2)  Part D Annual Count Summary: At-a-Glance Comparisons and Next Steps  Questions

Introductory Remarks John McLaughlin Federal Coordinator, Title I, Part D

Overview of the Counting Process DeAngela Milligan

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

7 ED and NDTAC Resources on the Annual Count  Federal Regulations  Title I, Part D, Statute  Title I, Part D, Nonregulatory Guidance  Annual Count survey form, guidance on eligibility and worksheet from ED  NEW! NDTAC Annual Count Toolkit: Determining Formula Counts for Title I, Part D, Funding Allocations

8 Annual Count: An Overview ED uses formula counts to calculate funding allocations; counts 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 for Title I, Part D, Subpart 2 funds that are allocated to LEAs via the SEA  Count of students who are neglected for Title I, Part A, funds Part 2 of the Survey = SA Section  Count of students who are neglected or delinquent for Title I, Part D, Subpart 1 funds that are allocated to SAs via the SEA The Annual Count procedures for the State Agency (Subpart 1) and Local Educational Agency (Subpart 2) programs are different.

9 Annual Count: An Overview (1) ED distributes Annual Count Survey and guidance (mid- October) (2) Child count periods are selected (3) SEAs submit counts to ED (January) (4) ED prepares funding tables based on counts and funds available (5) ED announces preliminary awards in April/May and releases funds in July

10 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 funding once allocated  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 Report 2010 Annual Count of students to ED R eceive FY 2012 funding and make awards for SY Report on students served in SY via CSPR to ED January June/July January 2013

Annual Count for State Agency Programs (Subpart 1)

12 State Agency / Subpart 1 Annual Count: Eligibility 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 who are 20 years or younger  Students who are enrolled in State-funded regular program of instruction for at least 15 hours/week if in an adult facility or 20 hours/week in a juvenile facility or community day program

13 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 SAs 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 ED  SEAs are responsible for rolling up SA adjusted counts and completing Section A, Part II of the Annual Count survey. (single day count) * (length of school year in days) 180 days

14 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 = =

15 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?

16 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

17 Common State Agency/Subpart 1 Count Issues Students who have earned their diploma Students who have earned their GED Students who are enrolled with but do not reside at a community day program

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

19 Local Educational Agency / Subpart 2 Annual Count: Eligibility Local Educational 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 children and youth who are neglected, an institution for children and youth who are delinquent, 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 Educational Agency / Subpart 2 Annual Count: Procedure 1.SEAs or 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 Educational Agency / Subpart 2 Annual Count: Count Window 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 Educational Agency / Subpart 2 Annual Count: Count Window 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

23 Local Educational Agency / Subpart 2 Annual Count: Count Window 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.

24 Local Educational 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 facility’s caseload NOTE: Neglect 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 the count upon which Part D funding allocations are based.

25 Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 1 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 Joe and Kelly are considered neglected and Shawn is considered delinquent.

26 Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 1 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.

27 Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 2 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 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.

28 Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 2 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.

29 Local Educational 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 for the Title I, Part A, neglect reservation  Students residing in delinquent institutions for 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

30 Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 3 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

31 Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 3 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

32 Common LEA/Subpart 2 Count Issues  Students who change programs within the same facility  Students who were voluntarily placed in a group home  Students residing in a county jail  LEAs resistant to count

Part D Annual Count Summary: At-a-Glance Comparisons and Next Steps

34 Annual Count Processes: How are State and Local Educational Agency Counts Different? State Agency Count  In a program for youth who are N or D, including juvenile and adult correctional facilities and community day programs  Enrolled in a State funded “regular program of instruction”*  Enrolled in a program that has an average length of stay of at least 30 days on day of count during the calendar year  20 years of age or younger Local Educational Agency Count  Living in local institutions for children and youth who are N or D or adult correctional institutions  Living in the institution for at least 1 day during the 30 day count period  5 through 17 years of age * 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.

35 State Agency / Subpart 1 Program: Students Counted vs. Students Served Students Counted (Annual Count)  In a program for youth who are N or D, including juvenile and adult correctional facilities and community day programs  Enrolled in a State funded “regular program of instruction”*  Enrolled in a program that has an average length of stay of at least 30 days on day of count during the calendar year  20 years of age or younger Students Served  In a program for youth who are N or D, including juvenile and adult correctional facilities and community day programs  Enrolled in a State funded “regular program of instruction”  Enrolled in a program that meets the length of stay requirements for the given program type (requirements vary)  21 years of age or younger * 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.

36 Local Agency / Subpart 2 Program: Students Counted vs. Students Served Students Counted (Annual Count)  Living in local institutions for children and youth who are N or D or adult correctional institutions  Living in the institution for at least 1 day during the 30 day count period  5 through 17 years of age Students Served  Living in local institutions for children and youth who are delinquent or in adult correctional institutions; eligible for services under Title I, Parts A and C; or identified as “at risk” (e.g., migrants, immigrants, gang members, pregnant or parenting youth)  21 years of age or younger

37 Annual Count vs. the CSPR Students in the Annual Count  Purpose: to determine formula counts for allocating 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

38 What You Can Do?  Prepare for the count  Understand the purpose of the count and its process  Plan for the process  Develop/update your materials (e.g., survey forms)  Provide training/technical assistance (T/TA) as appropriate  Plan what T/TA you will offer (e.g., training, phone calls, conference calls)  Revise T/TA materials based on data/experience  Be prepared to address common issues (e.g., facility and student eligibility questions)  Verify and submit counts  Review counts before submitting  Submit counts with additional information if necessary

39 Annual Count Resources  Visit NDTAC’s Annual Count Page ( delinquent.org/nd/topics/index2.php?id=2) to access: delinquent.org/nd/topics/index2.php?id=2  Official ED Annual Count Forms  ED Annual Count Guidance  ED Annual Count Worksheets  NEW! NDTAC Annual Count Toolkit  Today’s PowerPoint Presentation  Contact your NDTAC State Liaison with questions: 