1. October Count Audit Training August 29, Call in number:   Access number: #  We’ll begin the webinar shortly!

2. Agenda Overview Timeline Supporting Documentation Funding Requirements
Audit Purpose
Audit Resources
Timeline
Supporting Documentation
Funding Requirements
Student Types/Scenarios
At-Risk/Free and Reduced Lunch
Data Validation

3. October Count Audit Purpose

4. October Count Audit Purpose
CSI Internal Audit Goals
Reporting accurate data
Securing maximum potential funding
Avoiding repayment of funds back to the state

5. Audit Resources Please refer to the information provided in the:
Submissions weekly updates
October Count webpage
CDE Student Oct Count Audit Resource Guide 2017
CDE At-Risk/Free Lunch Count Audit Resource Guide for 2017

6. CDE Oct Count Audit Resource Guide

7. Timeline

8. Count Day is Monday, October 2, 2017
The eleven-day count period refers to the five school days before and the five school days after the pupil enrollment count date. Districts are required to provide, at a minimum, attendance for each student that includes the entire eleven-day count period

9. CSI Audit Related Dates

10. Alternate Count Date Request
Schools may request an alternative count date for reasons identified in the CDE 2017 October Count Resource Guide (pg 6)
Requests should be sent to Julie Eddy no later than September 1, 2017 and include the requested alternate count date and rationale for the request
Approved schools should use their Alternate Count Date for determining free/reduced lunch eligibility and their official mileage count, if applicable and use the 11 day window included in the approval letter

11. FRL Variance Waiver Request
In the absence of current year documentation, a school may utilize carryover documentation evidencing free lunch eligibility if the pupil enrollment count date falls within the first 30 school days of the current year
If a school cannot use carryover documentation to evidence free lunch eligibility because the pupil enrollment count date does not fall within the first 30 days of school, the district may request a variance waiver to extend the 30 school day requirement as it relates to the at‐risk count only
See CDE 2017 At Risk Resource Guide for more details (pg 5)
Requests should be sent to Julie Eddy no later than September 1, 2017.

12. Supporting Documentation

13. Supporting Documentation
The CDE FAST requires supporting source documentation from all districts as part of their annual October Count compliance audits
CSI OC Supporting Document Checklist
Each school will have an “October Count Audit” folder under in FileZilla/Syncplicity
Document Retention:
Districts,/schools should retain complete documentation supporting any certification made to CDE or any other data given to CDE for purposes of administering the Public School Finance Act of 1994 until audited by CDE or until five years from the certification due date whichever comes first. (Page 3 of the Student OC Audit Resource Guide 2017)

14. 2017-2018 CSI OC Supporting Document Checklist

15. Funding Requirements

16. Funding Requirements
In order to be eligible for funding in the Student October count, students must meet the membership (enrollment and attendance) requirements. Once membership requirements are met, funding level is determined based on the student’s scheduled teacher-pupil instruction and contact hours as of the pupil enrollment count date.
Supporting Documentation:
All schools will provide11-day count period attendance reports and enrollment reports including entry/exit dates by Oct 16

17. Membership Requirements
In order to be eligible for funding in the Student October count, students must meet the membership (enrollment and attendance) requirements.
Membership = Enrollment + Attendance
Enrollment: enrolled as of the Count Day (or alternative count day)
Attendance:
Present ON Count Day, or
Present prior to Count Day AND within 30 days of Count Day
Supporting Documentation:
All schools will provide11-day count period attendance reports and enrollment reports including entry/exit dates by Oct 16

18. Scheduling Requirements
Once membership requirements are met, funding level is determined based on the student’s scheduled teacher-pupil instruction and contact hours as of the pupil enrollment count date.
*Some students are limited to part-time funding regardless of hours served. This includes home-schooled students and Kindergartners (unless ECARE funded or retained from prior year)
Supporting Documentation:
Schools will provide individual student schedules for secondary students

19. Funding Level Reminders for Schools
By default, both PowerSchool and Infinite Campus code students as eligible for full-time funding. Each school must adjust funding codes based on eligibility criteria!
Review attendance information (all students) and schedules (secondary students)
Searching for Students Who Did Not Meet Full Time Funding Criteria
How to use your SIS to find students who meet (or do not meet) schedule hour criteria to be eligible for part- or full-time funding

20. Attendance, Enrollment, Schedule Reports
SIS resources to help you extract supporting documentation requirements for these reports
17-18 PowerSchool Attendance Enrollment Schedule Reports
17-18 Infinite Campus Attendance Enrollment Schedule Reports

21. Calendar & Bell Schedules
Calendar Calculation: to determine the number of minutes per day required to be eligible for full- or part-time funding
Bell Schedule Calculation: for each secondary school to determine how many classes a student will need in order to meet those full- or part-time minute requirements
Schools can then evaluate each secondary student’s schedule to ensure that each student is submitted for the appropriate amount of funding.
More information:
CDE October Count Audit Resource Guide 2017
See pages and Appendix B (examples)
CDE District Calendar Guidance: Min Days and Min Instructional Hours

22. Bell Schedule Calculations
Helpful Reminders
Periods where attendance is not mandatory cannot be included
May include passing time between two classes, or between a class and a lunch period only
Passing between lunch and a class is NOT allowed
To include passing time in excess of 7 minutes requires an explanation as to why such amount of time is necessary
CSI encourages schools to not include passing time in their calculations in order to provide ample room for unexpected school closures during the school year
Schools will need to consider the rotation of periods and whether the courses into which a student is scheduled for a given period meet every day in which that period is scheduled or only on some of those days
CDE Audit exceptions may be taken if calculations are done incorrectly or non-allowable passing periods are included

23. Student Types/Scenarios

24. Student Types/Scenarios
The CDE Audit Resource Guide highlights several student types/scenarios in which additional supporting documentation may be required to evidence funding eligibility
October Count Audit Documentation Check List
Definitions and deadlines to submit supporting documentation

25. Early College
A secondary school providing a curriculum designed to ensure that a student who successfully completes the curriculum receive either an associate’s degree or sixty credit hours toward the completion of a postsecondary credential.
Supporting Documentation
Enrollment, attendance, and scheduling.
High school transcript
Tuition payment verification, college hour verification, MOU with the IHE
CDE Sample Attendance for Concurrent Enrollment/ASCENT

26. Foreign Exchange
Eligible for funding as long as tuition is NOT being received by the school to educate the student
Enrollment, attendance, and scheduling requirements same as they are for all students
Includes student residing in Colorado with parent/guardian on a temporary visa
Additional supporting documentation:
Must show that the school did not receive tuition to educate the student
J-1 student visa (preferred)
Form describing the foreign exchange program requirements

27. First Grade and Kindergarten
Age 6 on or before October 1 are full-time eligible
Under age 6 as of October 1 are only part-time eligible unless they meet one of the following:
Highly Advanced Gifted/Early Access
(ALP must be on file by September 30)
Transfer from a school in another state

28. First Grade and Kindergarten
Eligible for maximum of part-time funding unless they meet one of the following:
ECARE (Early Childhood At-Risk Enhancement)
Slots can be used to serve preschoolers or full day opportunities for kindergarteners
Individualized Education Program (IEP)
Student with a disability receiving a full-day educational program
Retained
Must be for a significant reading deficiency

29. First Grade and Kindergarten
Age 5 on or before October 1 are part-time eligible
Under age 5 as of October 1 are not eligible unless they meet one of the following:
Highly Advanced Gifted/Early Access
(ALP must be on file by September 30)
Parent is active military

30. Home Based Education (Home School or Home-study Students)
Home Based Ed Form Deadline-- Friday, October 6, 2017
The survey form is located at
NOT receiving any educational services from the school
ARE receiving educational services from the school
Do NOT include in your SSA file submission
Do include in your SSA file submission with appropriate funding code
Do report them in the survey form
Do NOT report them in the survey form

31. Home-Bound
Student is receiving educational services at a location other than the school because they cannot physically attend the school
Funding requirements same as they are for all students except for scheduling
Students designated as home-bound prior to the current school year
Base schedule on the scheduled teacher-pupil instruction and contact time provided in the program/services in the current school year
Students designated as home-bound during the current school year
Base schedule on the scheduled teacher-pupil instruction and contact time as evidenced by the student’s schedule at the time they went home-bound
Supporting Documentation
Variable--contact CSI for guidance

32. Transfer
Students must establish attendance with the school on or before the count date, unless they meet a transfer enrollment exception
Within-District Transfer
Within-State Transfer
Out-of-State Transfer
See the CDE Audit Resource Guide Transfer Student section and Appendix C for detailed scenarios
CSI will be updating schools on the Transfer Notification List needed by October 4th to notify the prior district

33. At Risk/Free and Reduced Lunch

34. At-Risk/Free and Reduced Lunch
Several factors come into play to determine at-risk funding, but free and reduced lunch status reported in the October Count is the primary determination
Valid lunch eligibility codes for the data submission include:
0 = Not eligible/ Paid
1 = Free lunch eligible
2 = Reduced priced lunch eligible
Only funded students (grades K-12) reported as free lunch eligible are included in at-risk funding

35. At-Risk/Free and Reduced Lunch
Schools participating in a federal lunch program
Work with your School Food Authority (SFA) to request/receive students’ FRL statuses as of Count Day
Schools without a federal lunch program
Collecting the Family Economic Data Survey (FEDS) and use responses to determine student eligibility
See the Free and Reduced Lunch Eligibility page of the CSI website for current year FEDS forms and more information
FRL status should be from July 1, 2017 to on/before Count Day
The student’s eligibility should be reported for October Count (not whether or not the student is actually receiving Free or Reduced Lunch)   

36. At-Risk/Free and Reduced Lunch
Categorical Eligibility Determinations
If a student is identified as any of the following on or before the October count date, then the student may be reported as free lunch eligible
Migrant
Homeless or Runaway
Foster

37. Homeless
Students/parents complete a residency questionnaire (English Version – Spanish Version) – Due to CSI September 30, 2017 for October Count
School signs questionnaire and sends to CSI’s homeless liaison who signs and sends back to school
Requires the completion of the Primary Nighttime Residence field and Homeless field (in SD file) and verify matching of these two variables
If student is Homeless, then Free/Reduced Lunch Eligible must be 01 (Free Lunch Eligible)
Consider checking with families identified as homeless last year to see if their status has changed.

38. Data Validation

39. Data Validation October Count Data Validation Strategies Checklist
Each school is responsible for having their own internal process in place for verifying their SIS and data files
October Count Data Validation Strategies Checklist
More data validation tips in the Data Submissions Handbook under “Sample to Do List”

40. Data Validation Using Excel for Importing and Reviewing Data
Recording and PDF links on the General Data Submissions CSI webpage
How to use the sort, filter, and conditional formatting features to check various data elements in your SD and SSA files

41. Data Validation
Attendance Day Suggestion
On your school’s official count date get proof that each student is present
Have teachers guide each student in a short assignment that day aligned to what the teacher is currently teaching
Put assignments in envelopes and return to the office to be checked off

42. Thank you for attending today!
Julie Eddy
CSI Data Manager