1. Enrollment Reporting for the 2015–16 School Year ESD Enrollment Training August 2015
Becky McLean
Supervisor, Enrollment and Categorical Funding
OSPI – School Apportionment and Financial Services —

2. Agenda Basics of Enrollment Reporting.
Changes for the School Year.
School Level Enrollment Reporting.
Changes to Running Start (RS) Enrollment Reporting.
College in the High School (CHS) State Funded Subsidies.
State Funded Full-Day Kindergarten (FDK) Expansion.
Skill Center Work Based Learning (WBL).
Review of Specific Enrollment Topics.
For School Year, Changes to FTE Calculation.
Exited TBIP.
ALE Enrollment Reporting.
Open Doors (OD) Enrollment Reporting - Quick Review.
Work Based Learning (WBL).
Home Hospital (HH).
Review of ESD Enrollment Process, Running/Viewing Edits and Submitting Comments.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
8/17/2015

3. Basics of Enrollment Reporting
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

4. Resources for Enrollment Reporting
Enrollment Reporting Handbook.
Available at
ESD enrollment contact.
Rules regarding enrollment – WAC through 188.
Becky McLean, OSPI
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

5. Why is Enrollment Reporting Important?
Monthly enrollment drives school funding.
Classification reported enrollment 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 interest area with the public and Legislature.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

6. 2014-15 State Summary Average Per Funding Levels
Annual Allocation
Basic Education
$5,727.25
Per AAFTE
Special Education
$5,617.28
Per Average Headcount
Enhanced HS CTE
$476.00
Enhanced Skill Center CTE
$966.00
TBIP
$923.45
Exited TBIP
$579.81
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

7. Basic Enrollment Topics
Enrolled Student.
Count Date.
Enrollment Exclusions.
Course of Study.
Full-Time Equivalent – FTE.
Super FTE - Exceptions to the 1.0 FTE Limitation.
Headcount.
Types of Districts.
Choice Transfers & Interdistrict Agreements.
Requirements for Claiming a Special Education Student.
Retention of Documentation to Support Reported Enrollment.
Revising Enrollment.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

8. WAC 392-121-106 defines enrolled student.
Resident of district or attending pursuant to:
Choice transfer.
Interdistrict agreement.
Under 21 years old at the start of the school year (September 1st).
Enrolled on or before the monthly count day.
Participated in a course of study on or before the monthly count day.
Does not meet any enrollment exclusions.
WAC defines enrolled student.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

9. WAC 392-121-119 defines enrollment count dates.
A Snapshot.
Count date is:
4th school day in September.
1st school day of October through June. For Open Doors (OD) programs, July and August.
Running Start is 1st school day of October through June.
For schools or programs than end before June and seniors that graduate before June, the last day of school in May can be the June count day, provided a published school/program calendar reflects this day as the last day of school.
Count date can be determined by an individual school or grade’s start date or calendar.
WAC defines enrollment count dates.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

10. Enrollment Exclusions
A student shall not be counted as an enrolled student if any of the following are met:
Consecutively absent for > 20 consecutive school days.
Allowance exists when an agreement is in place with the parent and the district that states the student will continue his educational progress while absent and the student returns to school before the end of the school year to be counted for two additional count days.
Dropped out or transferred.
Expelled or long-term suspended.
Students who are long-term suspended students but enroll in a new program/school (i.e., ALE) can be counted based on their enrollment in a new program/school.
Met high school graduation requirements before the beginning of the school year (September 1st).
Paying tuition – F1 Visa.
Claimed by an institution.
WAC defines enrollment exclusions.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

11. Course of Study Includes
Basic education instruction.
Special education.
Alternative Learning Experience (ALE).
Open Doors (OD) programs.
Running Start (RS).
Direct-funded technical college.
Ancillary service.
Work Based Learning (WBL).
UW transition.
WAC defines course of study.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

12. Course of Study Does Not Include
Home-based instruction.
Private school instruction.
Adult education – over 21 years old.
Out-of-state residents.
GED prep instructions when:
Additional adult education state/federal dollars are generated or
Instruction does not earn high school credit.
Extra-curricular activities.
College enrollment not earning dual credit at a high school.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

13. Full-Time Equivalent - FTE
FTE is the measurement of student’s enrollment and is used to fund districts.
Claiming FTE is based on:
Seat-time traditional class: enrolled hours in a classroom.
Running Start (RS) class: enrolled college credits.
ALE program: estimated hours of learning in written student learning plan.
Work based learning (WBL): actual hours in a WBL program.
Open Doors (OD) program: program’s total planned hours of instruction (below 100 level classes) or enrolled college credits (college level classes).
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

14. FTE Calculations
All FTE except Running Start (RS) is calculated as follows:
1.0 FTE is defined as:
Full-Day K through Grade 3: 4 daily hours or 20 weekly hours.
Grades 4-12: 5 daily hours or 25 weekly hours.
0.5 FTE for Half-Day Kindergarten: 2 daily hours or 10 weekly hours.
* Note: This calculation will change for the school year.
WAC defines FTE for Basic Ed students.
Running Start (RS) FTE is:
15 college credits equals 1.0 FTE.
(# of enrolled credits ÷ 15).
WAC defines Running Start FTE.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

15. Super FTE - Exceptions to the 1.0 FTE Limitation
As a general rule, students are limited to 1.0 FTE and 1.0 AAFTE.
Exceptions:
Running Start (RS) – up to a combined 1.2 FTE.
Neither High School nor RS enrollment may exceed 1.0 FTE.
Skill Center (SC) – up to a combined 1.6 FTE.
Neither High School nor SC enrollment may exceed 1.0 FTE.
What about a student enrolled in High school, RS, and Skill Center?
When a student’s enrollment in both High School and SC exceeds 1.0 FTE, the available RS is limited to 0.20 FTE.
When a student’s enrollment in both High School and SC is less than 1.0 FTE, the standard 1.2 FTE limitation applies.
WAC defines limitation
on enrollment count.
Student A
Student B
High School FTE
0.80 FTE
0.20 FTE
Skill Center FTE
0.60 FTE
Total HS/SC FTE
1.60 FTE
Available RS FTE
0.40 FTE
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

16. Headcount A count of enrolled students.
Amount of instructional or service hours is not a factor.
Each student is 1. No partial numbers.
Used for:
Special education funding (P223H).
Transitional Bilingual Instructional Program (TBIP) and Exited TBIP funding.
State Budgeting and Caseload Forecast.
School Construction Assistance Program.
October reporting is critical.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

17. Types of Districts Resident District: Serving District: Home District:
The district where the student lives.
For students from a nonhigh district, the high district.
For students that “choiced” into a nonresident district.
WAC defines resident district.
WAC chapter defines nonresident attendance.
Serving District:
The district that provides instruction or service.
Home District:
District where student lives regardless of Choice Transfer.
Used for ALE enrollment reporting on the SAFS ALE application.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

18. Choice Transfers & Interdistrict Agreements
One of these agreements must be in place in order for a district to claim a nonresident student for state funding:
Choice Transfer:
Student released 100% by resident district.
Resident district released financial liability for the student.
Serving (Choice) district is responsible for all services.
Student is reported on P223/P223H as resident of Choice district.
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 as a student of their resident district.
Basic education $ flow to the serving district.
Special education $ flow to the resident district.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

19. Choice Transfers & Interdistrict Agreements continues
No choice transfers are required for students attending:
Charter schools.
Tribal schools.
High district coming from a nonhigh district.
Effective dates must be stated – beginning and end dates.
Recommendation that transfers/agreements span for only one school year.
Both districts must sign the transfers/agreements before the enrollment can be counted.
Bulletin No dated March 25, 2014, provides:
Additional guidance on choice transfers and interdistrict agreements.
Introduces the new Standard Choice Transfer System (SCTS).
Required for students who choice into a nonresident district’s online program.
Available to be used for all students’ choice transfers and interdistrict agreements.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

20. Requirements for Claiming a Special Education Student
Enrolled in the school district,
Based on the student’s age as of September 1, 2015, has one of the following in place:
Birth to 2 – an individualized family service plan (IFSP) per IDEA Part C – Washington Early Support of Infants and Toddlers (ESIT) requirements.
Ages 3 to 21 – a current and in effect IEP.
Evaluation is current, and
Receiving special education services as defined under WAC A and
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

21. Retention of Documentation to Support Reported Enrollment
Refer to Section 9 of Enrollment Handbook for detailed guidance.
Documentation must be retained for ALL CLAIMED ENROLLMENT including for enrollment provided under contract with an outside agency or college.
Remember to have available and retain the listed documentation for ALE programs.
Remember to have available and retain documentation to support student’s attendance (i.e., daily attendance).
Showing that the student participated on or before the September count day.
Showing that the student attended within the last 20 consecutive school days before the count day.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

22. Revising Enrollment During school year:
Districts may make revisions directly in EDS.
Effects to funding will appear on the end of month’s apportionment.
Enrollment will be used for Levy Authority and LEA calculation.
After August 12, 2016 through November 21, 2016:
Districts may revise prior year enrollment in EDS.
Effects to funding will be a prior year adjustment in January 2017 apportionment.
Enrollment will not be used for Levy Authority and LEA calculation.
After November 21, 2016: Revisions are submitted by paper.
Cover letter with:
Authorizing signature.
State the status of audit for the specific school year.
If in the midst of audit, the auditor must be notified of the revision.
Marked-up 1251 or 1735 report with the changes needed.
After auditor’s exit meeting: Districts cannot revise their enrollment.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

23. Changes for the 2015-16 School Year
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

24. School Level Enrollment Reporting
Legislature requires OSPI to collect FTE enrollment at school level beginning in school year.
“The superintendent shall adopt rules requiring school districts to report full- time equivalent student enrollment as provided in RCW 28A and to carry out the requirement specified in subsections 2(c)(i)(B) and 2(c)(ii)(B) of this section.”
No impact for funding.
School level enrollment expected to occur mid-year. Goal: December.
Look for more information on this in the fall months.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

25. Changes to Running Start (RS) Enrollment Reporting
For school year, E2SHB 1549 passed by the 2015 Legislature changed the definition of RS courses to include:
“The course sections and programs offered as running start courses must also be open for registration to matriculated students at the participating institution of higher education and may not be a course consisting solely of high school students offered at a high school campus.”
This change removes the option for Running Start in the High School (RSHS) model.
Signed MOU’s referencing the RSHS model are no longer in compliance with the definition of RS courses.
Changes made to accommodate the RSHS model done for the school year have been reversed.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

26. Changes to Running Start (RS) Enrollment Reporting continues
These changes include:
No September count day for Running Start.
Running Start FTE calculation returns to be number of college credits divided by 15.
Running Start AAFTE returns to a nine-month average for the months, October through June.
Forms P-223RS and P-223 have been revised – removing RSHS fields.
Running Start Enrollment Verification Form (RSEVF) has been revised – removing the option for RSHS.
Refer to Bulletin # dated August 10, 2015, for more information on 1.20 RS FTE Limitation.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

27. College in the High School (CHS) State Funded Subsidies
E2SHB 1546 provided state funded subsidies to pay the college fees for specific 11th or 12th grade students enrolled in CHS classes.
The subsidies will be allocated as $65 per college quarter credit.
Funding was prioritized in the following method:
For the school year only, high schools that reported RSHS enrollment for the school year as of May 2015.
High schools that are or students who live twenty miles or more from a college offering RS.
High schools that receive Small High School funding.
For the remaining high schools, students that qualify for Free and Reduced Price Lunch (FRPL).
For first three priorities, students qualify for up to 10 college quarter credits per school year.
For 4th priority, students that are eligible for FRPL qualify for up to 5 college quarter credits.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

28. College in the High School (CHS) State Funded Subsidies continues
E2SHB 1546 expands CHS to 10th grade students. However, 10th grade students do not qualify for the state funded subsidies.
What is CHS?
CHS is a high school course where students in grades earn both high school and college credits.
Student/parents or sometimes district pays the college fee for the college credits.
Beginning with the school year, state funded subsidies are available to pay the college fee if course is approved for the subsidies.
Class is claimed by the district for basic ed funding based on the enrolled weekly minutes.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

29. College in the High School (CHS) State Funded Subsidies continues
Interested school districts completed iGrants FP 732 by July 1, 2015.
Qualifying schools:
Were limited to the first priority for the school year.
Not all first priority schools qualified.
First priority schools were ranked by the FRPL 9-12 grade percentage.
Highest percentages qualified.
List of qualifying schools can be found at: ndedCHSSubsidies.xlsx.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

30. College in the High School (CHS) State Funded Subsidies continues
How will the CHS subsidies be claimed and funded?
Payment of subsidies will occur after the student has completed the CHS course and grades are posted. No requirement that the grade be a passing grade.
Only the eligible courses that have been approved will be funded – up to a 10% enrollment variance.
Careful attention is required to ensure no student is claimed for more than 10 college quarter credits.
Districts will request the payment on a form currently being developed.
100% of the subsidies must be forwarded to the college providing the dual credit.
Dual credit subsidies will show on the district’s 1197 monthly apportionment report under revenue code There will be no calculation or reference to funding on the 1191 report.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

31. State Funded Full-Day Kindergarten (FDK) Expansion
The 2015 Legislature authorized an expansion of the state funded FDK program.
Up to 71.88% of the state’s kindergarteners will qualify.
A list of approved FDK can be found at:
Approved schools can report their kindergarten students for more than a 0.50 FTE.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

32. Skill Center Work Based Learning (WBL)
Starting for the school year, skill centers can offer WBL opportunities and report the WBL for enhanced skill center funding.
An emergency rule revision on WAC has been filed.
Careful attention is required to ensure that no skill center student exceeds the 1.0 FTE at the skill center and when combined with high school enrollment, the 1.60 Super FTE.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

33. Review of Specific Enrollment Topics
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

34. For 2016-17 School Year, Changes to FTE Calculations
The Biennial Budget requires:
“The office of superintendent of public instruction shall align the agency rules defining a full-time equivalent student with the increase in the minimum instructional hours under RCW 28A , as amended by the legislature in 2014.”
OSPI is collecting district’s Instruction Hours data to determine what the FTE calculation will be for the school year.
113 responses from school districts, tribal schools and charter schools.
If your district/school has not responded, contact Vicky Dyer at to obtain the spreadsheet to submit your instructional hours.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

35. For 2016-17 School Year, Changes to FTE Calculations continues
Depending on the determination of the instructional hours factor to be used for FTE calculation, the value of an FTE will decrease for the school year.
For example:
If 1,080 is determined to be the instructional hour factor,
1.0 FTE = 6 daily hours or 30 weekly hours.
60 minute class = 0.17 FTE.
If 1,028 is determined to be the instructional hour factor,
1.0 FTE = 5.71 hours or weekly hours.
60 minute class = 0.18 FTE.
Currently,
For grades 4-12, 900 annual hours equal 1.0 FTE.
For grades K-3, 720 annual hours equal 1.0 FTE.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

36. Exited TBIP
Exited TBIP funding provides additional support dollars for students who no longer qualify for TBIP funding but require instructional support.
For the school year, enrolled students who scored a Level 4 grade on either the spring 2014 or 2015 WELPA test qualify to be counted for Exited TBIP funding.
Funding follows the student.
Students that scored a Level 4 in another district would qualify to be counted by their new district.
Students that scored a Level 4 but withdrew or graduated cannot be counted.
EDS Exited L4 Application can be used to identify new students as Exited TBIP. Do not use the application to determine your district’s monthly Exited TBIP count.
Refer to the following link for information on accessing the EDS Exited L4 Application and what the funding generated can be used for:
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

37. Exited TBIP continues
Count each enrolled student on each monthly P223.
After the Spring 2016 WELPA test, continue to count a student who scored a Level 4 grade as a TBIP student for the remainder of the school year. Provided the student returns for the school year, count him for the next year as Exited TBIP.
The Exited TBIP enrollment should remain consistent for the school year. Large dips or increases from month to month indicate the Exited TBIP enrollment is not being claimed correctly.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

38. ALE Enrollment Reporting
For the school year, no changes for ALE enrollment reporting.
All ALE will be funded at the RS nonvocational rate: $6,
No enhanced funding is generated for ALE enrollment to include:
Vocational and Skill Center classes.
ALE programs in eligible High Poverty schools.
ALE enrollment is reported in two applications monthly.
P223:
Include ALE enrollment in “Total K-12” columns, as well as, “ALE” columns.
Do not report ALE enrollment in High Poverty schools in “Eligible High Poverty” columns.
Report ALE FTE in HS CTE, MS CTE, and Skill Center classes in both “Total Voc”, as well as, “ALE Voc” fields.
SAFS ALE: Restate the P223 by program and home district.
Total FTE in both applications must match. Headcount may be more in the SAFS ALE when students are enrolled in two ALE programs.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

39. Open Doors (OD) Enrollment Reporting Quick Review
What is Open Doors (OD)?
OD programs, sometimes referred to as [1418] programs, are youth reengagement programs.
Programs are approved by OSPI.
A student must meet the eligibility requirements.
Enrollment reporting rules are unique.
For more specific enrollment training, sign up for the OD Enrollment Training on August 27th from 2:00-4:00 at Puget Sound ESD - Renton.
In-person – contact Rhett Nelson at
Via Webinar – register at
OD programs report their enrollment on the paper P form to the reporting district.
Reporting districts include the OD enrollment on the P223 in the specified box only. Do not include in the upper “Total K-12” columns.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

40. Open Doors (OD) Enrollment Reporting Quick Review continues
Student Eligibility to Enroll in an OD Program Requirement:
Must be between the age of 16 and 21 on September 1, 2015,
Has not met the district’s high school graduation requirement or earned a college degree,
Is not currently enrolled in any high school program excluding skill center, Running Start, or JAG programs,
Is a resident of the reporting school district or has a completed choice transfer in place to attend as a nonresident student,
Has not exceeded the 1.0 AAFTE for the school year, including prior enrollment in a public high school, private school, or home based instruction,
At the time of enrolling, is significantly behind in credits based on the student’s cohort graduation date, and
If after the credit deficiency calculation is run and deemed not to be credit deficient, has a recommendation to enroll from a specific list of people. Refer to WAC (1)(d)
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

41. Open Doors (OD) Enrollment Reporting Quick Review continues
An OD eligible student can be claimed monthly provided they are enrolled in an OD program, is not confined to a state institution, and has met the following requirements on the monthly count day:
For the first month of student’s enrollment in an OD program, has participated in instruction, case management, career counseling and/or academic counseling on or before the monthly count day.
For remaining months, has met the following requirements:
2 hours of face-to-face contact in the prior month.
Had Weekly Status Check for each week in the prior month.
For below 100 level classes and after being claimed for 3 months of state funding, shown academic gains by earning an indicator of academic progress or a credential.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

42. Open Doors (OD) Enrollment Reporting Quick Review continues
FTE is based on the student’s enrolled course level.
Below 100 level classes, FTE is based on the program’s annual instructional hours. A program providing 900 annual hours can claim an eligible student enrolled in one below 100 level class as a 1.0 FTE.
For college level classes, FTE is based on student’s enrolled college credits college credits equal 1.0 FTE.
Funding for OD programs:
Based on a 10-month average of the program’s total monthly reported enrollment.
Generated based on the Running Start rates.
The reporting school district may retain a percentage of the allocation. Refer to the program’s Letter of Intent and Scope of Work to determine these percentages.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

43. Work Based Learning (WBL)
WBL is:
Opportunity for students to earn additional credit for work performed apart from a class.
WBL is not work required to earn the class credit.
In order to claim WBL, the following must be in place:
Completed learning plan,
Agreement between district and workplace
Student’s participation in program orientation.
Two categories of WBL:
Instructional – one that is taught by an instructional staff.
Cooperative:
One that is coordinated by an instructional staff,
Typically employer/employee relationship, and
Could include salary for the student.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

44. Work Based Learning (WBL) continues
How many hours to earn 1 credit?
180 hours of instructional WBL.
360 hours of cooperative WBL.
How is FTE calculated?
Instructional - divide actual WBL hours by 100.
Cooperative - divide actual WBL hours by 200.
What needs to be in place to claim WBL for enhanced funding?
Must be a state-approved vocational or skill center course.
Instructor who teaches or coordinates must have a valid vocational endorsement for the subject area.
For additional clarification and guidance on WBL, refer to:
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

45. Home/Hospital (HH) What is HH?
Instruction provided for students who are temporarily unable to attend school because of a physical or mental illness.
Not for students staying at Children’s Hospital.
The frequency and who provides the HH services is a district’s decision.
Amount of weeks reimbursed cannot exceed 18, except if a waiver is granted.
What must be in place to claim a student for HH reimbursement?
A letter from a medical provider that states the student is expected to be gone for at least four school weeks.
Letter qualifies the student for HH.
Student is not limited to the amount of weeks of HH based on the doctor’s statement of expected absences.
At least one day of HH services.
How much is the HH reimbursement?
$55 per week for hospital visits.
$60 per week for home visits.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

46. Home/Hospital (HH) continues
How do I calculate the school weeks that will be reimbursed?
Count each missed school day from the first day of HH services (provided that a letter from doctor is in place) until the last day of HH services.
If student is able to come to school on any day, the day cannot be counted as a missed school day.
Divide the total number of missed days by 5 to calculate the number of weeks.
The weeks claimed are not calendar weeks – rather every 5 missed school days.
Weeks can be a fraction of a week. For example, 41 missed school days equals weeks.
Complete and submit Form E-525 to OSPI at the end of the school year.
Can I claim a student receiving HH on the P223 or P223H?
P223 – A student who is receiving HH services can be claimed for two additional count days after his first absent day provided they return to school by the end of the school year.
P223H – A student who receives Special Ed services in the prior month can be claimed on the next month’s P223H – provided there is an IEP and evaluation in place.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

47. Review of ESD Enrollment Process, Running/Viewing Edits, and Submitting Comments
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

48. Enrollment Processing Timeline
After enrollment is due to ESD, stay out of EDS application.
Hold any revisions until your ESD notifies you that you can begin to make revisions – usually around the 20th of the month.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

49. Running Edits
Run Edits compares current month’s data to prior month’s “Accepted by OSPI” data.
Run Edits are only for P223 and P223H – October through June.
For OD programs, P223 – October through August.
Does not occur for September P223 and P223H, all P240s, and P223S.
When data is significantly different, an “Edit” occurs. “Edits” are not necessarily errors.
Districts must view the “Edits” and verify if data is correct.
If incorrect, chance for districts to correct.
If correct, input “Comments” addressing its accuracy.
Helps ESD and OSPI when reviewing district’s submitted files.
Avoids phone calls and s later asking districts to verify data.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

50. View of Run Edit Process Screen
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

51. View of Run Edit Report OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

52. Comment Limitation “Comments” field is limited to 255 characters.
If “Comments” exceed this limitation, the following server error occurs.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

53. Examples of Comments
Great comments: Explains the edit and no more clarification is needed.
New quarter started for Running Start students.
9-12 Voc FTE count is higher this month due to an art class being approved recently for CTE.
Bilingual increased as testing was completed. ALE increased as additional students enrolled and paperwork was completed.
Increase of students enrolled in 10th and 11th grades.
Increased enrollment in Kindergarten from 30 to 36 for October.
Okay comments: Attempts to explain the edits but more clarification may be needed.
New students.
Correct number of students reported.
Improper placement.
Data is correct.
Looks fine.
These were the #’s provided.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018

54. Examples of Comments
Bad comments: Does not explain the edit. More clarification is needed.
No errors.
Submit button will not populate for me until I submit a comment.
Accidental edits.
I clicked on the wrong button :(
I was having trouble submitting. I think the computer was too slow.
Operator error.
OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
11/10/2018