1. Changes For Student October Pupil Enrollment Collection 2015
Last Updated 5/12/15

2. Important! These changes may not yet be complete
They are as of the “Last Update” date referenced on the first slide
I (Annie Matula) will update this PPT as I learn of any new changes
If you have any questions, please me (Annie Matula, Student October liaison) at 2

3. Change Summary New and Changed Edits New value for SPED Transition
New field, Home-Based Education, in SSA File
Pipeline Related Changes
Student October At-risk funding Definition
Documentation 3

4. New value for SPED Transition4

5. Student October – EDAC approved changes
SPED Transition Year 4
Added Transition Year 4 to the Special Education Transition field
Location of field
Student Interchange Demographics file
Then loaded to the Student October snapshot
Reason for the change
There are occasions when a student may fall into a “fourth year” category when their 21st birthday falls after the school year begins and they stay an additional semester.
Currently, these students must be coded as Year 3
Therefore, adding Year 4 will allow for the correct reporting of these students 5

6. New field Home-Based Education6

7. Student October – EDAC approved changes
Home-Based Education Students
(a.k.a Home School Students
or Home-study Students)
Student October – EDAC approved changes
Home-Based Education Students
Home-based students are those students whose parents are taking primary responsibility for the students’ education.
These students are also referred to as home-study or home school students.
Home-based students are not eligible for full-time funding; a home-based student may only be funded for a maximum of part-time funding. 7

8. Student October – EDAC approved changes
Home-Based Education Students
(a.k.a Home School Students
or Home-study Students)
Student October – EDAC approved changes
Home-based students can fall into two separate categories:
Those who are NOT receiving any educational services from the district
Normally students for whom the district has received an “Intent to Homeschool” form
Do NOT include them in the Student October snapshot
DO include them in the summarized-by-grade Pipeline “Home School Data” screen
Those who ARE receiving educational services from the district
DO include in the STUOCT snapshot with the appropriate funding code 8

9. Student October – EDAC approved changes
Home-Based Education Students
(a.k.a Home School Students
or Home-study Students)
Student October – EDAC approved changes
Use the appropriate funding code:
85- student is attending a non-online school/program a minimum of 90+ semester hours
86- student is attending a non-online school/program for less than 90 semester hours
94- student is attending a single-district online school/program a minimum of 90+ semester hours
95- student is attending a multi-district online school/program a minimum of 90+ semester hours
96- student is attending a district online school/program for less than 90 semester hours
Home-based students are not eligible for full-time funding; a home-based student may only be funded for a maximum of part-time funding.
Example:
A home-based education student is enrolled in a home options program for 90+ semester hours AND 3 credit hours of concurrent enrollment. This student should still be reported with the appropriate PART-TIME funding code (NOT a FULL-TIME funding code). 9

10. Student October – EDAC approved changes
Home-Based Education Students
(a.k.a Home School Students
or Home-study Students)
Student October – EDAC approved changes
New field in the Student School Association interchange:
[Home Based Education]
For home-based education students who ARE receiving educational services from the district, the student should be reported with a value of “1”
1 = “Yes” student IS a home-based education student
For all other (non-home-based education) students, the student should be reported with a value of “0”
0 (zero) = “No” student is NOT a home-based education student
This field will be added to the Student October (STUOCT) snapshot 10

11. Student October – EDAC approved changes
Home-Based Education Students
(a.k.a Home School Students
or Home-study Students)
Student October – EDAC approved changes
Vendors will be notified of the Home-Based Education change
This change will go into effect for
Approximate date of implementation is July or August.
Will update on this as we get closer
These changes were added to the "Changes For Student October 2015" PPT posted on Student October website, 11

12. Edits (New and Changed)12

13. Edits are effective immediately if Interchange (SP..) edits
Edits Changed and New
Edits are effective immediately if Interchange (SP..) edits
Student October edits (OC..) will not be effect until the Student October 2015 collection opens
Reason for changed/new edits:
Continue to strive to increase data accuracy and efficiency 13

14. New Edit: SP429 (Error)
If grade is 004 (preschool), then school code cannot be 0000
Student School Association Edit
Requested by the Office of Early Childhood and School Readiness
Trigger error if grade = 004 (preschool) and school code is 0000.
Should use a valid school code
This is effective for the school year 14

15. New Edit: SP430 (Error)
District Code of Parents Residence cannot be zero-filled: set to reporting district if parent's residence does not apply.
Student School Association Edit
Trigger error if District of Parent’s Residence is zero-filled
If district of parent’s residence is different from reporting district:
Use the parent’s district code
Otherwise, use your reporting district
If state of parent’s residence is out of state, then you would still report that
If country of parent’s residence is out of county, you would report that
This is effective for the school year 15

16. New Edit: OC 105 (Error)
CPP/ECARE preschool slots may not be used to fund kindergarten-eligible children
Student October Edit
Requested by the Office of Early Childhood and School Readiness
Trigger error if grade = 004 (preschool) and finance code is 81 (Full-time CPP) or 83 (Part-time CPP) and student reached age 5 on/before 5/31 of the Student October year
Thus for Student October 2015, if the student coded with 81 or 83 and grade level 004 reached age 5 on or before 5/31/2015, the error will trigger 16

17. Pipeline Related Changes17

18. Pipeline
Pipeline Changes
You can now enter a tag in the “Add Record” option for Student Interchange:
Demographic (DEM)
Student School Association (SSA)
(previously when record added using “Add Record” tag was set to None for all records)
Use the same tag you used when uploading your Student Interchange files 18

19. Student October At-Risk Funding Definition19

20. Student October At-Risk Funding Definition
Change from
Revised definition
Identified as English Learner (EL): NEP or LEP on most recently completed October count
Example
For Student October 2015 at-risk calculation, the most recently completed Student October would be Student October 2014
Required to take state assessments: enrolled in grades 3-12 on most recent October count
Has not been continuously enrolled in Colorado for 3-years: not listed as attending a Colorado public school for one or more of the three most recent October count collections
Public school incudes charter schools
The Student October At-Risk field is then used within the finance formula. 00 No 01
Yes 20

21. Documentation 21

22. FAST to develop an audit-related FAQ document
Documentation
As requested, new Student October process manual, including expanded, more detailed checklist
FAST to develop an audit-related FAQ document
Will be posted sometime this summer 22