Pupil Enrollment Count Training for the Collection

Pupil Enrollment Count Training for the 2014-15 Collection
Data Elements Last updated: 9/24/14 1

Data Elements Funding related Foreign Exchange Students FAQ
Free and Reduced Lunch Detention Center Approved Facility Schools Early Childhood Education Kindergarten FAQ Special Education Transition Entry Codes Continuous Fields Home Schooled students English Learners and Data Pipeline Migrants, Immigrants, and Refugees 2

Funding Related

Attendance Residence Codes
There are two sets of Attendance codes: (A) One for students who attend a program operated by the reporting district (B) Another for students who attend a program that is not run by the reporting district

01-Resident, Designated School
(A) Pupils Attending an Educational Program Operated by the Reporting District 01-Resident, Designated School 02-Resident, School of Choice (Open Enrollment) 03-Resident, Non-District Site (Expelled, Preschool) 04-Non-Resident, Choice (Public Schools of Choice) 05-Non-Resident, Non-Choice 08-Resident, Non-Choice These codes are for students who are actually being educated in this district. The district reporting these students is doing the educating. Resident, non-resident is based on boundaries. The choice and non-choice indicates if the student had a choice. 03 is a resident of the school, and district employees are educating the student, but it is done at a non-district site. This is primarily expelled students and Pre-K students. Attendance/Residence codes for students attending an educational program operated by the reporting district 01: Resident, Designated School -- The student's legal residence is within the school district and the student attends a district school within his or her attendance area or is receiving educational services in his/her home or a hospital. Special education services are provided by the staff of the School District AND the CSAP test scores are attributed to this school. 02: Resident, School of Choice (Open Enrollment) -- The student's legal residence is within the school district but the parent or student has chosen for the student to attend a district school outside of his/her attendance area. The CSAP test scores are attributed to this school. 03: Resident, Non-District Site -- The student's legal residence is within the school district and the student attends a program providing educational services from the staff of the reporting district at a non-district site. (E.g. Teachers providing services to expelled, or Pre-kindergarten pupils at a non-school site.) All other students must be attributed to the school of accountability. 04: Non-Resident, Choice (Public Schools of Choice) -- The student's legal residence is outside the school district and the student attends a district school, or a program providing educational services from the staff of the reporting district at a non-district site, under the Public Schools of Choice law (CRS et. seq.). Also include students residing in another state or country who are attending a Colorado public school. (NOTE: Foreign exchange students are 04 Non-Resident, choice.) 05: Non-Resident, Non-Choice -- The student's legal residence is outside the school district and the student attends a district school, or a program providing educational services from the staff of the reporting district at a district or non-district site (E.g. Students placed by another school district or Board of Cooperative Educational Services, and students publicly placed in licensed residential child care facilities or group homes.) If served by a program, the school of accountability must be indicated. 08: Resident, Non-Choice – The student’s legal residence is within the school district and the student attends a district

24 - Court-Mandated Juvenile Detention
(B) Resident Pupils Attending an Educational Program Not Operated by the Reporting District 24 - Court-Mandated Juvenile Detention 27 - Non-Public Schools (Contractual Agreement) 28 - Outside of Colorado Public Education Agency 29 - Outside of Colorado Non-Public School 30 - Colorado Public Agency (Contractual Agreement) 31 – School District or BOCES (Contractual Agreement) 33 – Online School (Contractual Agreement) These codes are used for a district where the student lives within the district’s boundaries, but the district is not educating the student. Please also refer to Student October Resource Guide for detailed information 24: Court-Mandated Juvenile Detention -- The student is detained in a short-term juvenile system to fulfill a court mandate. (Note: Youth committed to long-term facilities are not eligible for funding under the Public School Finance Act.) 27: Non-Public Schools (Contractual Agreement) -- The student is attending an educational program administered by a non-public school. (E.g. Students attending private or parochial schools, PK students receiving educational services in a Colorado Preschool Project-CPP or Special Education program in a non-public school.) NOTE: This is only for those students for which the local school district is contracting educational services. 28: Outside of Colorado Public Education Agency -- The student is attending an educational program outside of Colorado operated by a school district or other public agency based on a contractual agreement. 29: Outside of Colorado Non-Public School -- The student is attending an educational program outside of Colorado administered by a non-public school based on a contractual agreement. (E.g., Students attending private or parochial schools, or Special Education programs in a non-public school.) 30: Colorado Public Agency (Contractual Agreement) -- The student is attending an educational program inside Colorado operated by a public agency. (e.g. Head Start, County, Judicial, Higher Education (pre-k-12 program operated by an institution of Higher Ed.)) 31: School District or BOCES (Contractual Agreement) -- The student is attending an educational program run by a school district, or a Board of Cooperative Education Services (BOCES), based on a contractual agreement. Do not include a student publicly placed in a licensed facility. 33: Online Schools (Contractual Agreement) – The student is attending an online educational program or school run by a school district, or a Board of Cooperative Education Services (BOCES), based on a contractual agreement. Do not include students that are contracted for an online supplemental program or a student publicly placed in a licensed facility.

Reporting Tuition-Paying Students
If you are receiving funds from another (outside) source to pay for costs associated with the education of a student, the student must have a funding code of 87- Not Eligible, Tuition Hours are calculated in the semester of the Pupil Enrollment Count Day Hours of Instruction Funding Coding Less than 90 86 - Not Eligible, Non-Specific Greater than equal to 90 but less than 360 82 - Part-Time Greater than equal to 360 ** 80 - Full Time 80: Full- Time, Nonspecific-- Pupil meets the criteria for full-time funding. 81: Full-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for full-time funding for CPP, based on an approved waiver. 82: Part-Time, Nonspecific-- Pupil meets the criteria for part-time funding. 83: Part-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for part-time funding for CPP. 84: Part-Time, PK-Special Education-- Pupil meets the criteria for part-time funding for a 3- or 4-year old child with disabilities. 85 Part-Time, Home Based Education-- Home schooled pupil meets the criteria for part-time funding. 86: Not Eligible, Nonspecific-- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21, PK pupil is being served through district funds, state funds (other than CPP or PK-Special Education) or federal funds such as Headstart or Title 1 program). 87: Not Eligible, Tuition-- Pupil does not meet the criteria for funding since the reporting district is being reimbursed for educational costs. (E.g. Tuition received from students family, another district or state, BOCES program, or Colorado Department of Education for an out-of-district placed pupil). 89: Not Eligible, CPP Allotment Met - Pupil meets the criteria for CPP funding, however the district has no remaining CPP slots. 91: Full Time On-line, (Single District On-line Program) -- Pupil is enrolled full time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY NOT APPLICABLE SINCE STUDENT OCTOBER.APPLICABLE SINCE STUDENT OCTOBER 92: Full Time On-line (Certified Multi-district On-line Program) -- Pupil is full-time in a CDE approved multi-district on-line program. A 'multi- district' program is defined as an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER. DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY 94: Part Time On-line, (Single District On-line) -- Pupil is enrolled part time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY NOT APPLICABLE SINCE STUDENT OCTOBER--APPLICABLE SINCE STUDENT OCTOBER. 95: Part Time On-line (Certified Multi-district On-line -- Pupil is enrolled part-time in a CDE approved multi-district on-line program. A 'multi-district' program means an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER 96: Not Eligible, On-line Nonspecific -- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21). ** Students limited to a maximum of part‐time funding (regardless of the number of hours scheduled beyond the 90 hour minimum) include preschool, kindergarten (unless ECARE funded), and home study education.

Reporting Students Attending County Jails
District of location should report appropriate funding code for resident and non-resident students District of location should report Attendance/Residence codes of either resident, non-choice (08) or non-resident, non-choice (05) School code is 0006 (County Jails with District-Run Education) Students with a Goal of a GED _ Yes for Attends District Funded GED program Goal of a Diploma _No for Attends District Funded GED program

Reporting Students Attending a BOCES Program
BOCES (Board of Cooperative Educational Services) program serves several districts A student who is receiving his or her education through a cooperative agreement with a BOCES program should be counted by the district of residence. If the program does not have a school code: The district should count the student at his/her home school If the program has a school code: The district should count the student for funding BOCES should count the student for membership A student attending a BOCES GED program is eligible for the funded count if the student meets membership, attendance, and schedule criterea.

Recurring Issue with BOCES Coding
BOCES Coding (contractual agreement) Correct coding of students attending a BOCES program where the program does not have a school code Use PAI of 01 – 08 with a funding code (if student is eligible to be funded – that is, if your district is paying tuition to the BOCES program) and count at his/her home school. Incorrect coding where student reported by a BOCES: Reported by a non-BOCES as having a PAI of 01 – 08 Correct coding where student reported by a BOCES: Non-BOCES should report (correct coding): PAI of 31 (School District or BOCES with Contractual Agreement) or PAI of 33 (Online Schools Contractual Agreement) Example: BOCES (receiving tuition) PAI 01 (Resident, Designated School), funding code 87 (Not Eligible, Receiving Tuition) Non-BOCES (paying tuition): PAI 31 or 33, funding code 80 (Full Time) 10

Reporting Students Attending a BOCES Program FAQ
Question Can BOCES claim funding for a student? Answer BOCES are not eligible to receive direct Student October funding. Therefore the students must be counted for funding by the districts which are contracting with you to provide the services. Your BOCES reports the students as receiving services at your location, but not eligible for funding (funding code 87, not eligible, tuition). Our District reports students in the BOCES school for funding purposes. What school code should I use? The school the student is actually attending. Do not use 0000.

For Approved Districts ONLY
Coding Early Access to Kindergarten & 1st Grade for Highly Gifted Children For Approved Districts ONLY Age Grade Gifted &Talented Funding code options 4 006 (half day Kindergarten) 1,2,3,4 (select one gifted category) 82,85,86,87 (select one) 007 (Full day Kindergarten) 5 010 (Grade 1) 80,82,85,86,87 Gifted and Talented (02) “R” – Students who have been formally identified, using district wide procedures aligned with CDE guidelines, as being endowed with a high degree of exceptionality or potential in mental ability, academics, creativity, or talents (visual, performing, musical arts, or leadership). Students are provided instructional accommodations in the classroom, and other school or district options, on a continuum of services according to identified strengths. The instructional program provides special educational opportunities including acceleration, differentiated instruction, affective and career counseling, and high-level enrichment. A plan for services might include options and resources outside the classroom, such as parent, community, or higher-education interventions and resources. 0 No / Not Gifted 1 Language Arts Gifted 2 Mathematics Gifted 3 Both Language Arts & Mathematics Gifted 4 Other Gifted (i.e. leadership, creativity, spatial, visual, performing or musical arts) Funding Codes 80: Full- Time, Nonspecific-- Pupil meets the criteria for full-time funding. 81: Full-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for full-time funding for CPP, based on an approved waiver. 82: Part-Time, Nonspecific-- Pupil meets the criteria for part-time funding. 83: Part-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for part-time funding for CPP. 84: Part-Time, PK-Special Education-- Pupil meets the criteria for part-time funding for a 3- or 4-year old child with disabilities. 85 Part-Time, Home Based Education-- Home schooled pupil meets the criteria for part-time funding. 86: Not Eligible, Nonspecific-- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21, PK pupil is being served through district funds, state funds (other than CPP or PK-Special Education) or federal funds such as Headstart or Title 1 program). 87: Not Eligible, Tuition-- Pupil does not meet the criteria for funding since the reporting district is being reimbursed for educational costs. (E.g. Tuition received from students family, another district or state, BOCES program, or Colorado Department of Education for an out-of-district placed pupil). 89: Not Eligible, CPP Allotment Met - Pupil meets the criteria for CPP funding, however the district has no remaining CPP slots. 91: Full Time On-line, (Single District On-line Program) -- Pupil is enrolled full time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY NOT APPLICABLE SINCE STUDENT OCTOBER.APPLICABLE SINCE STUDENT OCTOBER 92: Full Time On-line (Certified Multi-district On-line Program) -- Pupil is full-time in a CDE approved multi-district on-line program. A 'multi- district' program is defined as an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER. DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY 94: Part Time On-line, (Single District On-line) -- Pupil is enrolled part time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY NOT APPLICABLE SINCE STUDENT OCTOBER--APPLICABLE SINCE STUDENT OCTOBER. 95: Part Time On-line (Certified Multi-district On-line -- Pupil is enrolled part-time in a CDE approved multi-district on-line program. A 'multi-district' program means an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER 96: Not Eligible, On-line Nonspecific -- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21).

Gifted/Talented FAQ Question Answer
How often does our district need to get approval for Early Access? Answer The ALP needs to be dated by September 30 for early access to kindergarten and first grade. If the student will be accessing both of these grades early an ALP should be provided for each year. The documents need to be available at the time of audit. What is the process for getting our District approved to count Gifted Talent Early access students? Early access students in grades K and 1 are required to have an Advanced Learning Plan (ALP) on file dated as of September 30th of the applicable school year with the notation of “Grade Acceleration”, as well as, specific age provisions, and the administrative unit early access addendum filed at CDE. The guidelines are posted at on the Gifted Education web site.

Contractual Agreement with Third Party Educators/Programs
Districts will report these students with a Attendance/Residence codes of These students must be assigned to a public school code within the district* because "third party educators/programs" do not have school codes. Report with 1 (yes) for a student receiving all of his or her education instruction through third party educators/programs. Report with 0 (no) for a student not receiving any of his or her education instruction through third party educators/programs. Report with 0 (no) for a student receiving part of his or her education instruction through third party educators/programs. Attendance/Residence codes for students attending an educational program operated by the reporting district 01: Resident, Designated School -- The student's legal residence is within the school district and the student attends a district school within his or her attendance area or is receiving educational services in his/her home or a hospital. Special education services are provided by the staff of the School District AND the CSAP test scores are attributed to this school. 02: Resident, School of Choice (Open Enrollment) -- The student's legal residence is within the school district but the parent or student has chosen for the student to attend a district school outside of his/her attendance area. The CSAP test scores are attributed to this school. 03: Resident, Non-District Site -- The student's legal residence is within the school district and the student attends a program providing educational services from the staff of the reporting district at a non-district site. (E.g. Teachers providing services to expelled, or Pre-kindergarten pupils at a non-school site.) All other students must be attributed to the school of accountability. 04: Non-Resident, Choice (Public Schools of Choice) -- The student's legal residence is outside the school district and the student attends a district school, or a program providing educational services from the staff of the reporting district at a non-district site, under the Public Schools of Choice law (CRS et. seq.). Also include students residing in another state or country who are attending a Colorado public school. (NOTE: Foreign exchange students are 04 Non-Resident, choice.) 05: Non-Resident, Non-Choice -- The student's legal residence is outside the school district and the student attends a district school, or a program providing educational services from the staff of the reporting district at a district or non-district site (E.g. Students placed by another school district or Board of Cooperative Educational Services, and students publicly placed in licensed residential child care facilities or group homes.) If served by a program, the school of accountability must be indicated. 08: Resident, Non-Choice – The student’s legal residence is within the school district and the student attends a district * It will be left to the district to determine which school will be reported as the student’s “home school”

Contractual Agreement with Third Party Educators/Programs (continued)
Used when a district enters into a contractual agreement with a third party educator to provide educational services to the district’s students. District establishes a contractual agreement with… Residence code Contractual Agreement with Third Party field code Private school 27 No (0) Head Start 30 Approved Facility Schools Other district or school (including BOCES and BOCES programs) 31 Online school 33 Third party program (not associated with a district code or school code) *EXCLUDES DISTRICT-RUN PROGRAMS* 01 – 08 Yes (1) A. Pupils Attending an Educational Program Operated by the Reporting District-- Use one of the codes for students attending an educational program operated by the reporting district. 01 - Resident, Designated School -- The student's legal residence is within the school district and the student attends a district school within his or her attendance area or is receiving educational services in his/her home or a hospital. Special education services are provided by the staff of the School District AND the CSAP test scores are attributed to this school. 02 - Resident, School of Choice (Open Enrollment) -- The student's legal residence is within the school district but the parent or student has chosen for the student to attend a district school outside of his/her attendance area. The CSAP test scores are attributed to this school. 03 - Resident, Non-District Site -- The student's legal residence is within the school district and the student attends a program providing educational services from the staff of the reporting district at a non-district site. (E.g. Teachers providing services to expelled, or Pre-kindergarten pupils at a non-school site.) All other students must be attributed to the school of accountability. 04 - Non-Resident, Choice (Public Schools of Choice) -- The student's legal residence is outside the school district and the student attends a district school, or a program providing educational services from the staff of the reporting district at a non-district site, under the Public Schools of Choice law (CRS et. seq.). Also include students residing in another state or country who are attending a Colorado public school. (NOTE: Foreign exchange students are 04 Non-Resident, choice.) 05 - Non-Resident, Non-Choice -- The student's legal residence is outside the school district and the student attends a district school, or a program providing educational services from the staff of the reporting district at a district or non-district site (E.g. Students placed by another school district or Board of Cooperative Educational Services, and students publicly placed in licensed residential child care facilities or group homes.) If served by a program, the school of accountability must be indicated. 08 - Resident, Non-Choice – The student’s legal residence is within the school district and the student attends a district school within his or her attendance area or is receiving educational services from the staff of the reporting district at a facility or detention center. B. Resident Pupils Attending an Educational Program Not Operated by the Reporting District-- Use one of the codes for students attending an educational program not operated by the reporting district. Report here only resident pupils of the reporting district based on where such a student is receiving his/her education. 24 - Court-Mandated Juvenile Detention -- The student is detained in a short-term juvenile system to fulfill a court mandate. (Note: Youth committed to long-term facilities are not eligible for funding under the Public School Finance Act.) - Non-Public Schools (Contractual Agreement) -- The student is attending an educational program administered by a non-public school. (E.g. Students attending private or parochial schools, PK students receiving educational services in a Colorado Preschool Project-CPP or Special Education program in a non-public school.) NOTE: This is only for those students for which the local school district is contracting educational services. 28 - Outside of Colorado Public Education Agency -- The student is attending an educational program outside of Colorado operated by a school district or other public agency based on a contractual agreement. 29 - Outside of Colorado Non-Public School -- The student is attending an educational program outside of Colorado administered by a non-public school based on a contractual agreement. (E.g., Students attending private or parochial schools, or Special Education programs in a non-public school.) 30 - Colorado Public Agency (Contractual Agreement) -- The student is attending an educational program inside Colorado operated by a public agency. (e.g. Head Start, County, Judicial, Higher Education (pre-k-12 program operated by an institution of Higher Ed.)) 31 - School District or BOCES (Contractual Agreement) -- The student is attending an educational program run by a school district, or a Board of Cooperative Education Services (BOCES), based on a contractual agreement. Do not include a student publicly placed in a licensed facility. 33 - Online Schools (Contractual Agreement) – The student is attending an online educational program or school run by a school district, or a Board of Cooperative Education Services (BOCES), based on a contractual agreement. Do not include students that are contracted for an online supplemental program or a student publicly placed in a licensed facility. Examples of a third party educator include: Programs operated and staffed entirely by an institution of higher education Privately run GED preparation programs Education services provided to expelled students by a private company

Submission Key Notes All students must be reported
Including Preschool (PK) students regardless of funding status Students attending district or BOCES programs must be attributed to a home school Every student who generates funding should be attached to a school code (exceptions: PK and expelled students)

Audit FAQs Question Answer
We are paying excess costs for the student to attend ______. Can we claim funding the student? Answer No. Excess costs are outside Student October. Tuition does not include the excess costs for special education services. What are the hours of instruction required for funding purposes? The hours required for funding purpose are 90 hours of pupil-teacher contact and pupil-teacher instructions for part-time funding and 360 hours of pupil-teacher contact and pupil-teacher instruction for full-time funding scheduled in the semester of the Student October Pupil Enrollment Count day. Student is under age five as of the Pupil Enrollment Count Day. Can the student be funded? If the student is Gifted Talented and the age of four the student is eligible for part-time funding in kindergarten.. Student that came to school to register on October 1 but didn't attend until the next day: is he/she eligible for funding? No. Did not attend on or before the Pupil Enrollment Count Day.

Foreign Exchange Students

Foreign Exchange FAQ Question Answer
Can our district include foreign exchange students in the count? Answer A district may include foreign exchange students in the funded count if they meet the membership, attendance, and scheduling requirements. * Students for whom the district is receiving tuition (e.g. students with F‐1 visa) shall not be included in the funded count. * Students on a J‐1 visa shall not be included in the funded count if the student has graduated school from the country in which the student resides, or if the district is receiving tuition. 19

Free and Reduced Lunch

FRL Coding All students should be coded as appropriate as part of the October Count data submission: 00 Not Eligible 01 Free Lunch Eligible 02 Reduced Lunch Eligible 21

Free Reduced Lunch Eligibility
The National School Lunch Program (NSLP) eligibility is: Used to determine if a student is eligible for free or reduced priced meals provided through the Child Nutrition Programs Used to determine if a student is eligible for At-Risk funding through the Public School Finance Act of 1994, as amended. Used in determining funding for other programs, including Title I, and determining eligibility for fee waivers Overseen by the CDE Office of School Nutrition Free lunch funded students are audited by the CDE Field Analyst Support Team 22

Free Reduced Lunch (continued)
The documentation options for eligibility for free or reduced lunch under the provisions of the "Federal National School Lunch Act" have expanded: Direct Certification (Free) Application for Free and Reduced Price Meals (Free or Reduced) District migrant, homeless, runaway or foster lists (Free) Head Start documented participation (Free) Family Economic Data Survey form (Free or Reduced) IMPORTANT The student’s eligibility should be documented (not whether or not the student is actually receiving Free or Reduced Lunch) 23

Community Eligibility Provision
There has been some confusion about CEP and the October Count data submission. Participation in CEP or Provision 2 does not change the October Count data submission requirements. Although all students at a CEP participating school or district will receive free meals, the students’ eligibility still determines the coding for the October Count data submission. Incorrect coding: Therefore, all students at a CEP participating school or district should not be coded as 01 Free Lunch Eligible. Correct coding: Rather, a CEP participating school or district will have some students coded as 00 Not Eligible, some students coded as 01 Free Lunch Eligible, and some students coded as 02 Reduced Lunch Eligible. 24

Detention Centers

Reporting Students Going to a Short-term Detention Center
Student and detention center both reside within the district: Attendance Code = 08 (Resident, Non-choice) Funding Code = 80 (Full-Time) or 82 (Part-Time) District in which the student resides reports: Attendance Code = 24 (Juvenile Detention) Funding Code = 80 (Full-Time), 82 (Part-Time), or 86 (No funding) District in which the detention center is located reports: Attendance Code = 05 (Non-Resident, Non-Choice) Funding Code = 87 (Not Eligible, Tuition ) * * The district may be able to report the student for funding if certain criteria is met. Please refer to the Student October Count Resource Guide at

Audit Related Questions
The FAST may be ed directly at You may also contact the FAST Supervisor, Scott Abbey directly at (303) or The Field Analyst Support Team Website may be accessed at the following link 27

Approved Facility Schools

Students who are enrolled and active in an Approved Facility School on October 1 are counted by the Approved Facility School and are not included in the district count. The Office of Facility Schools at CDE collects the information and sends a report to each district listing the students reported by an Approved Facility School from that district. The report is sent to verify the information, avoid duplicates and ensure that eligible students are not omitted from the count. Count procedures for detention centers are described elsewhere and are not included with Approved Facility Schools. 29

It is crucial for each district which receives this notification to respond, verifying the accuracy or any discrepancies in the notification in a timely manner. If the district of residence for a student is reported in error, the correction needs to be made and the correct district of residence notified. Each district’s Out-of-District Coordinator or Child Welfare Education Liaison can assist with the process. Please respond Help us keep the data accurate It affects more than just your district Contact the facility to resolve discrepancies or duplicates. Any other questions can be directed to: Brittany Hanley at (303) or or Dema Herrera at (303) or

Early Childhood Education

Colorado Preschool Program (CPP)
CPP and ECARE slot allocations for the 2014/2015 school year are now posted on the CPP website: 32

2014 Alternate Early Childhood Count Date
Early Childhood November Alternate Count Date In order to maximize funding, districts are strongly encouraged to use the Alternate November 3 count Date. This allows enough time to identify young children who may be qualified for special education services so that the district benefits from funding for the majority of children served. This alternate date is authorized by C.R.S (10) (d) (II) and (9.5) (a) (II). 2014 Alternate Early Childhood Count Date Monday, November 3rd

November 3 Alternate Count Date Requirements
Applies only to Any child with grade level code 004, including CPP, ECARE, and Preschool Special Education ECARE funded kindergarteners (grade level code 007; must be present for October count as well) Districts should plan to count children in the October 1st AND the November 3rd count date – then choose whichever is higher Whichever date is chosen, a district must use the same count date for all the children referenced above

November 3 Alternate Count Date Requirements
Children must be in attendance on or before November 3. Children’s attendance must still be documented prior to and five school days following November 3. If using the November 3 date and your count includes ECARE kindergarten positions, those students must be present during the October 1 count window. ECARE positions can be re-allocated between kindergarten and preschool You will be asked to select October 1st or November 3rd (will show as November 1st) during the creation of the snapshot.

Requirements for CPP and ECARE
Half-day preschoolers (funding code 83) must have at least 90 hours of teacher-pupil instruction or contact in the first semester, and the CPP program must be available 360 hours in the course of the school year. Full-day preschoolers (funding code 81) must have 180 hours of teacher-pupil instruction or contact in the first semester, and the CPP program must be available 720 hours in the course of the school year. ECARE Full-day kindergarteners must have 900 hours of teacher-pupil instruction over the year. 006 Half-Day kindergarten positions counted Oct. 1 can switch to 007 ECARE positions for eligible children by November 1 so long as the 900 hour-rule will be met.

Key Points For Using the Early Childhood Alternate Count of November 3
Districts cannot count: Students who left prior to November 3 Students included in another district’s October 1 count Students both as CPP and early childhood special education i.e., cannot combine 81/83 with 84, or 81/83 with Special Education Flag Districts cannot exceed their CPP or ECARE allocation Use Funding code 89 (Not Eligible, CPP Allocation Met) to indicate unmet need for more CPP slots

Coding CPP Funded Children
There are several options for coding CPP/ECARE-funded children: CPP: CPP preschool half-day: Grade level Funding code 83 CPP preschool full-day (two half-day CPP slots as approved through CDE): Grade level Funding code 81 ECARE: ECARE preschool half-day: Grade level Funding code 83 ECARE preschool full-day (2 ECARE positions): Grade level Funding code 81 ECARE full-day kindergarten: Grade level Funding code 83 Funding Codes 80: Full- Time, Nonspecific-- Pupil meets the criteria for full-time funding. 81: Full-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for full-time funding for CPP, based on an approved waiver. 82: Part-Time, Nonspecific-- Pupil meets the criteria for part-time funding. 83: Part-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for part-time funding for CPP. 84: Part-Time, PK-Special Education-- Pupil meets the criteria for part-time funding for a 3- or 4-year old child with disabilities. 85 Part-Time, Home Based Education-- Home schooled pupil meets the criteria for part-time funding. 86: Not Eligible, Nonspecific-- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21, PK pupil is being served through district funds, state funds (other than CPP or PK-Special Education) or federal funds such as Headstart or Title 1 program). 87: Not Eligible, Tuition-- Pupil does not meet the criteria for funding since the reporting district is being reimbursed for educational costs. (E.g. Tuition received from students family, another district or state, BOCES program, or Colorado Department of Education for an out-of-district placed pupil). 89: Not Eligible, CPP Allotment Met - Pupil meets the criteria for CPP funding, however the district has no remaining CPP slots. 91: Full Time On-line, (Single District On-line Program) -- Pupil is enrolled full time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY NOT APPLICABLE SINCE STUDENT OCTOBER.APPLICABLE SINCE STUDENT OCTOBER 92: Full Time On-line (Certified Multi-district On-line Program) -- Pupil is full-time in a CDE approved multi-district on-line program. A 'multi- district' program is defined as an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER. DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY 94: Part Time On-line, (Single District On-line) -- Pupil is enrolled part time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY NOT APPLICABLE SINCE STUDENT OCTOBER--APPLICABLE SINCE STUDENT OCTOBER. 95: Part Time On-line (Certified Multi-district On-line -- Pupil is enrolled part-time in a CDE approved multi-district on-line program. A 'multi-district' program means an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER 96: Not Eligible, On-line Nonspecific -- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21).

ECARE Slot Guidance An ECARE position may not be used:
To fund children with no documented eligibility factors To combine with a CPP position to serve a single child. However, two ECARE positions may be combined to create a full day opportunity for an eligible child. To create full-day opportunities for preschool or kindergarten children funded through preschool special education To fund a second year of preschool for children served with CPP funds as four-year-olds To serve kindergarten age eligible children in preschool To serve kindergarten students who enter a program after the October 1 count window closes 39

ECARE Slots ECARE positions may be used to fund a second year of preschool for eligible children served with CPP funds as three-year-olds in the prior school year. 40

School Codes for Non-Public Schools
All children funded by CPP/ECARE and preschool special education should have a school code. School codes will be identified on the Non-Public Early Childhood School Code list for children who have an Attendance/Residence codes of: 27: Non-Public Schools (Contractual Agreement) or 30: Colorado Public Agency (Contractual Agreement) – Head Start, Preschools operated by a college or university or a recreation center. CDE verifies Colorado Department of Human Service license numbers for all schools serving preschoolers

First Grade Students that Attended Kindergarten in Another State
Statute allows a five-year-old to be funded in first grade if the pupil has attended at least 120 days of kindergarten in a state other than Colorado In these cases, the district should contact CDE to be included in an exception list The district will need to maintain appropriate documentation of the child’s attendance in another state Appropriate documentation includes one of the following: Enrollment information from the prior school that summarizes how many days the student attended school out of state Actual attendance records that show the student was present in school for 120 days Attendance summary document that shows the student attended school for 120 days CDE Auditors will verify the documentation at the next district audit.

Coding Kindergarten Children
Three different coding options under the grade level element for children attending kindergarten: Grade 006: Half-Day Kindergarten (450+ academic instructional hours) Grade 007: Full-Day Kindergarten Requires 900+ academic instructional hours. Note: This does not include children that attend a half-day kindergarten program and then attend a child care program in the second half of their day. Grade 007: ECARE Full-Day Kindergarten (with Funding code 83) Funding Codes 80: Full- Time, Nonspecific-- Pupil meets the criteria for full-time funding. 81: Full-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for full-time funding for CPP, based on an approved waiver. 82: Part-Time, Nonspecific-- Pupil meets the criteria for part-time funding. 83: Part-Time, CPP (Colorado Preschool Project)-- Pupil meets the criteria for part-time funding for CPP. 84: Part-Time, PK-Special Education-- Pupil meets the criteria for part-time funding for a 3- or 4-year old child with disabilities. 85 Part-Time, Home Based Education-- Home schooled pupil meets the criteria for part-time funding. 86: Not Eligible, Nonspecific-- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21, PK pupil is being served through district funds, state funds (other than CPP or PK-Special Education) or federal funds such as Headstart or Title 1 program). 87: Not Eligible, Tuition-- Pupil does not meet the criteria for funding since the reporting district is being reimbursed for educational costs. (E.g. Tuition received from students family, another district or state, BOCES program, or Colorado Department of Education for an out-of-district placed pupil). 89: Not Eligible, CPP Allotment Met - Pupil meets the criteria for CPP funding, however the district has no remaining CPP slots. 91: Full Time On-line, (Single District On-line Program) -- Pupil is enrolled full time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY NOT APPLICABLE SINCE STUDENT OCTOBER.APPLICABLE SINCE STUDENT OCTOBER 92: Full Time On-line (Certified Multi-district On-line Program) -- Pupil is full-time in a CDE approved multi-district on-line program. A 'multi- district' program is defined as an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER. DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY 94: Part Time On-line, (Single District On-line) -- Pupil is enrolled part time in a 'single' district on-line program. A single district program is defined as a district on-line program which enrolls no more than 10 students from another district. THIS CODE IS NEW AS OF FY DO NOT USE THIS FUNDING CODE FOR STUDENTS WHO WERE ENROLLED ON-LINE IN FY NOT APPLICABLE SINCE STUDENT OCTOBER--APPLICABLE SINCE STUDENT OCTOBER. 95: Part Time On-line (Certified Multi-district On-line -- Pupil is enrolled part-time in a CDE approved multi-district on-line program. A 'multi-district' program means an on-line program that serves a student population drawn from two or more school districts. REVISED AS OF STUDENT OCTOBER 96: Not Eligible, On-line Nonspecific -- Pupil does not meet the criteria for funding. (E.g. Hours of instruction are less than 90 hours, pupil is over age 21).

Coding grade level for Kindergarten students is highly important
CDE uses kindergarten grade codes to calculate both supplemental full-day kindergarten funding and hold harmless kindergarten funding as allowed in HB For further information see the Legislative Summary of HB :

FAQs Question Can a student be funded if he is in his 3rd (or more) year of pre-school? Answer The State does not have a limitation on the number of years a student can be enrolled in preschool in general. However, preschoolers funded by CPP/ECARE as a four-year-old may not be funded by CPP/ECARE in preschool the following year (CCR 2228-R 5.01). When can Head Start students be coded with attendance code 30 (Colorado Public Agency - Contractual Agreement) ? When a child eligible and funded with CPP/ECARE or Preschool Special Education funds are receiving their programming in a Head Start center via a contractual agreement with the school district. We do not have a provision for counting children funded only by Head Start.

Early Childhood Contacts
For ECARE and CPP Preschool and Kindergarten: Nan Vendegna (303) Laura Greenfield (303) For Preschool Special Education: Penny Dell (303) Heidi McCaslin (303)

Kindergarten FAQ

Kindergarten FAQ Question Answer
Are students who were retained in Kindergarten last year (and are in Kindergarten for a second year) eligible for full-day funding? Answer If the students were retained in kindergarten for a second year by the district (not a parent decision) then they are eligible for full time funding. Documentation supporting this should be available at the time of audit. Please send a list of SASIDs to Annie that meet these requirements to be added to an exception table. One of my errors on the October Detail report is OC (Birth Date must indicate an age >= 5 by October 1 of the collection year for kindergarten students. Unless your district is approved to count Gifted Talent Early access students) and all students listed meet the criteria. They either are turning 5 on Oct. 1 or have been reported as gifted. Does this require an exemption? If they are GT (and coded as such), code the students accordingly and make an exemption. The student must have an Advanced Learning Plan (ALP) on file as of September 30. Documents will be reviewed during the audit. If they are turning 5/6 on the count make an exemption.

Special Education Transition

SPED Transition For 12th grade Special Education students moving from education environment to life skills and/or vocation Typically students don’t move into transition programming until they are 18 or older, however this is a local level decision. An IEP team can determine that a 17 year old will best have his/her needs met in a transition program (receiving a free appropriate public education as identified in Individuals with Disabilities Education Act). Pipeline Value Description No N/A 1 Year 1 of Transition 2 Year 2 of Transition 3 Year 3 of Transition

Entry Codes

Entry Code FAQ Question Answer
A student is moving from one of our middle schools, 8th grade, to the high school, 9th grade. This is mid-year. Would I use 11 entry code (Transfer from a public school in the same school district) or 10 (Grade reassignment within same school)? Answer Since the student is switching schools, use an entry code of 11. Which attendance code should I use for students attending our district and receiving educational services from our district, 01 (Resident, Designated School) or 08 (Resident, Non-Choice)? Use 08 if the student is required to attend a certain school within the district because of behavior (detention center, court mandated, etc.) or because needs special services which are only offered at that school. In these cases, the student is required to attend these school in order to receive services (and does not have the option to attend a different school).

Continuous Fields

Continuously Enrolled in Colorado
Student has been enrolled in a Colorado public school since 3/10/12 for grades 3-10 or 4/23/12 for 11th grade. (All other grades may use 3/10/12.). Pre-Kindergarten and Kindergarten enrollments do not count towards the 3 years. Student has been enrolled in the SAME district since 3/10/14 for grades PK-10 and 12th grade or since 4/23/14 for 11th grade. Grades PK-12 count toward the 1 year continuously enrolled in district. Student has been enrolled in the SAME public school since 3/10/14 for grades PK-10 and 12th grade or since 4/23/14 for 11th grade. Grades PK-12 count toward the 1 year continuously enrolled in school. Continuously Enrolled in the District Continuously Enrolled in School

Home Schooled Students

Home Schooled Students
Question Are home-schooled students eligible for funding? Answer Home school students who have at least 90 scheduled hours of pupil-teacher contact time for semester 1 are eligible for part time funding. A funding code of 85 (Part-time, Home Based Education) should be used for these students. Students not eligible for funding should be summarized in Data Pipeline – counts by grade: “Student Profile” -> “Home School Data” Home schooled <> Homebound Homebound should can be considered full time if they are scheduled for at least 360 pupil teacher contact hours for the first half of the school year. During an audit a student schedule showing the number of student-teacher contact hours for the first half of the school year. Student schedules include those in effect at the time the student became homebound in the current school year, or the number of scheduled hours in the homebound program.

Data Pipeline and English Learners

English Learner (EL) Policies and Statutes
Condensed training See Student October website for 40 minute EL, Immigrant, and Refugee training that was taped 9/11/14 Three Fields associated with English Learner Data Coding. Language Background Program (ESL/Bilingual) Language Proficiency English Learners must be assigned a language background other than ‘eng’ (English) Language codes:

English Learner (EL) Policies and Statutes
If a student is classified as Non-English Proficient (NEP) or Limited English Proficient (LEP) the district must provide language services and the student must be reported as an EL. Lau v. Nichols – 414 U.S 563 (1974) Equal Educational Opportunities Act of 1974 Castañeda v. Pickard (1981) Colorado English Language Proficiency Act (ELPA), Even if the district does not have a structured ESL or Bilingual program the district must provide some sort of language services. The Home Language Survey (HLS)/Home Language Questionnaire (HLQ) is a tool to help identify if a student speaks a language other than English or if a language is present at home. An HLS is not an English language proficiency assessment and does determine if the student is an EL or not.

English Learners (ELs) Bilingual and ESL
Bilingual or ESL ? It is up to the District to determine the program that best describes the student’s English language development (ELD) educational setting. Bilingual Is only for reporting EL students in Bilingual programs to develop English. Districts may not include English speaking students in Dual language programs in this field. For parent refusal of services: It is up to the District to determine the program that best describes the program from which the parent/guardian has refused English Language Development services. 60

English Learners (ELs) Language Proficiency = 1, 2, or 3
Non English Proficient (NEP = 1) Enrolled in an ESL or Bilingual program (ESL or Bilingual status code = 1) or parent refusal of ELD program services (status code = 5) Limited English Proficient (LEP = 2) Only use NEP and LEP if the EL is neither re-designated (Monitored) nor exited from an ELD program Fluent English Proficient (FEP = 3) Moves out of (re-designated from) an ESL or Bilingual program to monitoring phase Only code if the EL is re-designated (monitored) or exited from an ELL program ELs not yet re-designated or exited should be coded with LEP or NEP Do not take ACCESS for ELLs, the annual test that measures a student’s progress in acquiring academic English

For a student who is new to the district
English Learners (ELs) Students New to District And PHLOTE and FELL Language Proficiency For a student who is new to the district The parent/guardian must complete a home language survey (HLS or HLQ) If HLS/HLQ indicates primary or home language other than English, the student must be (there are no exceptions) assessed using the W-APT assessment as part of Colorado’s EL identification process. W-APT™ stands for the WIDA-ACCESS Placement Test District/School produces a body of evidence to identify if the student is not English proficient and eligible for an English language development program (Continue on next slide) Colorado has become a full member of the WIDA Consortium. The screener to assist in the identification of students that qualify for English Language Acquisition (ELA) programming will be the W-APT™ which stands for the WIDA-ACCESS Placement Test. The annual test that measures a student’s progress in acquiring academic English is ACCESS for ELLs®. This assessment is administered to all students identified as an English Learners (NEP and LEP) in grades K-12. There is an alternate assessment available for students who meet qualifications for instruction using alternate standards in grades For more information on WIDA please visit

English Learners (ELs) Students New to District And PHLOTE and FELL Language Proficiency (continued)
Language proficiency will be PHLOTE or FELL if: W-APT and body of evidence indicate student is English proficient AND Primary or home language is other than English (PHLOTE) Language background should be other than English and ESL and Bilingual should be 0 PHLOTE FELL Has never been identified as an English Learner Former ELL (received ELD instruction in a different district) Language Proficiency code = 4 Language Proficiency code = 5 Can apply to Preschool (PK) Cannot apply to PK

English Learners (ELs) Re-designated and Exited
Monitored (Re-designated) Status A re-designated EL is monitored for 2 years (report as Monitored Year 1 or Monitored Year 2) Code the program from which the EL was re-designated (either ESL or Bilingual) Continue to code that program each year the student is reported, including after the student is exited 3+ years (status code = 4) and is no longer considered an EL. The exception is if the student returns to an ELD program during Monitored Year 1 or 2, in which case code the program to which the student returns with a status code of 1. A monitor year is for the entire school year Therefore, a student coded as Monitored Year 1 for Student October would also be coded M1 for EOY submission Exiting a FEP (Fluent English Proficient) re-designated student from ESL or Bilingual Student has completed two consecutive years of monitoring Language Proficiency = 3 (Fluent English Proficient) ESL or Bilingual Status Code = 4 (exited program)

English Learners (ELs) Return to an ELD Program and Federal Definition
Re-designated EL returns to ESL or Bilingual program During Monitoring period (Monitored Year 1 or 2) District determines that the EL student is not meeting District standards/expectations in monitoring period Language Proficiency = 1 (NEP) or 2 (LEP) ESL or Bilingual status code = 1 (enrolled in program). Code the EL program to which the student returns The student will need to be tested annually on ACCESS until he or she is re-designated again

English Learner Coding
EL Status Language Proficiency code ESL or Bilingual status code Language Background NEP 1 1 or 5 Other than English LEP 2 FEP 3 2 or 3 or 4 PHLOTE 4 FELL 5 N/A English ESL/Bilingual Codes 1 = Yes. In the applicable program 5 = Student has been identified as an ELL but parental refusal of ELL program services exists 2 = Re-designated. Monitored Year 1 3 = Re-designated. Monitored Year 2 4 = Exited Year 3+

EL Dis-enrollments An EL that dis-enrolls from your district and then re- enrolls should be tested on the W-APT placement and a body of evidence used to determine the student’s eligibility for a language instructional education program If determined not to be an EL, the student should be coded as FELL (Former ELL)

English Learners Contacts
If you have any questions regarding English Learners and/or submitting exception requests, please contact: Morgan Cox ,Office of Federal Programs (303) or Christine Deines, Office of Language, Culture and Equity (303) or Lindsay Swanton, Office of Federal Programs (303) or

Migrant, Immigrant and Refugee

Definition of “immigrant children” USDE Definition under Section 3301(6) Title III
Ages Were not born in a State ”States” defined in legislation as the 50 states, Washington D.C. and Puerto Rico. Have not attended one or more schools in any combination of States for more than 3 full academic years (cumulative) Immigrant status coding: 0 = No 1 = Yes The definition provided is ONLY to determine Title III Immigrant Set-Aside funding. Determining the legality of a student’s immigration status is not a duty of the LEA. Undocumented children have the same right to attend public schools as do U.S. citizens and permanent residents. In fact, the student’s parents and the district officials have an obligation to see that the students attend school as mandated by the Colorado School Attendance Law.

Immigrant FAQs Q: May a child born overseas to U.S. military personnel be considered “immigrant” for the purposes of the Title III immigrant children and youth program authorized in section 3114(d) of ESEA? A: Yes, if the child meets the definition of Immigrant (from previous slide) for Title III Q: If a parent is a foreign exchange student at a university, would his/her children be considered immigrant? A: Yes, if the children meet the definition of Immigrant for Title III. The children’s visa status or the visa status of their parents is not a consideration for determining immigrant status under Title III. Q: Can children born abroad who have been adopted by U.S. parents be considered immigrant students for purposes of Title III? A: Yes, if they meet the definition of Immigrant for Title III. The definition provided is ONLY to determine Title III Immigrant Set-Aside grant funding. More information on Immigrant children and youth under Title III can be found at this U.S. Department of Education website under section J.

Refugee Refugee status coding 0 = No 1 = Yes
Students not identified as refugee should default to “No” If LEA is unable to verify student's refugee status, value should default to "No." Refugee definition: Any person who is outside any country of such person's nationality or, in the case of a person having no nationality, outside any country in which such person last habitually resided, and who is unable or unwilling to return to, and is unable or unwilling to avail himself or herself of the protection of, that country because of persecution or a well-founded fear of persecution on account of race, religion, nationality, membership in a particular social group, or political opinion. To be admitted to the US, refugees must be determined to meet the definition of refugee as defined in the Refugee Act of 1980 by an officer of the Immigration and Naturalization Service (INS) . Refugees are considered to be "Refugees" until they become US citizens.

Contact Information for Migrant, Immigrant, and Refugee For questions on Immigrant and Refugee students, please contact: Morgan Cox (303) Lindsay Swanton (303) Christine Deines (303) For questions on Migrant students, please contact Brenda Meyer in the Data Services Unit at (303) or

Pupil Enrollment Count Training for the Collection

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