1. TITLE III: OCTOBER 1 HEADCOUNT OVERVIEW Webinar Monday, September 30, 2013 Christie Lynch Ebert, NCDPI K12 Programs Section Chief Ivanna Mann Thrower Anderson, NCDPI ESL/Title III Director C. Michael Riles, NCDPI Data Collection, Management and Reporting Analyst Nadja Trez, NCDPI ESL/Title III Director

2. Webinar Objectives Review basic information for the October Headcount Purpose Calculations General Practice Refresh on approval functionality Discuss duplicate student information Outline process for removing duplicates and entering private school students

3. Purpose In accordance with SL 2003-284, Section 7.15(b), the Department of Public Instruction is required to prepare a headcount of all limited English proficient (LEP) students and report it to the Joint Legislative Education Oversight Committee by December 1 of each year. State funds Federal funds

4. Additional Reporting State and Federal Reporting Spring ACCESS assessment ordering Pre-ID labels Program Monitoring

5. Count Calculation Criteria LEP Status = ‘Current’ Registration date <= 10/1 Withdrawal date >10/1 or is Null Aggregate Counts are determined by student records in the Consolidated Federal Data Collection (CFDC). Counts page is modified by refresh of calculations Records must exist for the student to be counted Counts cannot be added/updated by user Aggregates on: PK, K13 active and withdrawn Private Schools

6. Prerequisites NCID If you are without one, contact your local NCID administrator Access http://eldnces.ncdpi.wikispaces.net/LEP+Coordinators Consolidated Federal Data Collection (CFDC) Request Access to CFDC Sites Connecting Accounts User Guide

7. Process Basics October 2 – October 25 – https://schools.nc.gov/lephttps://schools.nc.gov/lep Download student roster

8. Process Basics: Roster Download

9. Process Basics Separate rosters Securely, distribute rosters to verify student information Student Demographic Tier Missing or additional students Reconcile information gathered in the Consolidated Federal Data Collection (CFDC)

10. LEP Data Entry

11. Validate Counts

12. Approving Counts

13. Record Change Request (RCR) Form http://eldnces.ncdpi.wikispaces.net/LEP+Coordinators Consolidated Federal Data Collection (CFDC) CFDC Record Change Request (RCR) for LEP, W-APT, and Immigrant Sites

14. Record Change Requests Be sure to submit complete documentation In most cases, the original HLS RCRs should not be submitted to change demographic information Reminders: RCRs should be saved as a (.doc) or (.docx) Password Convention is LEP, all uppercase, and the LEA # (e.g., LEP010)

15. Duplicates Three types of duplicates Students showing up twice in the CFDC Mass process will be applied at COB 9/30 Students who have been issued new id numbers Remedy tickets should be submitted through PS Admin Document the two numbers on the duplicates form and return to NCDPI by COB October 21, 2013 Students who have been issued 5-digit id numbers Document the student information on the duplicates form and return to NCDPI by COB October 16.

16. LEP Duplicate Reconciliation Form Multiple Numbers Lea Code School Code NCWISE Id PS Id Student Last Name & First Name DOB Grade Series Id Lea Code School Code PS Id Student Last Name & First Name DOB Grade

17. Private Schools Private School students me be in PowerSchool Enroll them in the LEP School (LEP, 293) Create the LEP entry in the CFDC

18. Important Dates to Remember Headcount Window 10/2/13 – 10/25/13 Series Id DuplicatesDue no later than 10/16/13 Students with 5 digit id numbers starting with 10--- Multiple Id DuplicatesDue no later than 10/21/13 Students with former NCWISE ids and newly issued PS ids Final Tier VerificationCompleted by 11/22/13

19. Questions