Overview of the Counting Process DeAngela Milligan

2 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:

3 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

4 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.

5 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

6 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)

8 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

9 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

10 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 = =

11 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?

12 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

13 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