Counting Kids in Kansas

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Counting Kids in Kansas September
2007 Michael C. Murphy Director, Fiscal
Auditing Kansas State Department of Education
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Counting Kids Handbook

• Available online
• http//www.ksde.org/Default.aspx?tabid1983

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DISCLAIMER

• I DO NOT KNOW HOW YOUR STUDENT INFORMATION SYSTEM
  WORKS
• I DO NOT KNOW HOW TO GET THE INFORMATION WE TALK
  ABOUT TODAY INTO YOUR SYSTEM
• CONTACT YOUR SIS VENDOR FOR ASSISTANCE

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Enrolled and Attending Alternative Virtual
School Part-time students Homebound Juvenile
Detention Foreign Exchange, Military 2nd Count
Non-residency Weighted Enrollment Adjusted
Enrollment, Vocational, Bilingual, At-risk, High
At-risk, Non-proficient at-risk, Transportation,
New Facilities, Low/High Enrollment, Special Ed.
and others
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Who Can I Count? A Student MUST be ENROLLED AND
ATTENDING on September 20 If Absent on September
20, then MUST have attended once BEFORE SEPTEMBER
20 AND once AFTER SEPTEMBER 20 BUT ON OR BEFORE
OCTOBER 4 (Virtual Alternative Schools have
special rules)
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Attendance Records
A ABSENT E FIRST DAY W/D
DROP(no attendance) INS Inservice NO SCHOOL
P/T Parent-Teacher NO SCHOOL
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ALTERNATIVE SCHOOL ATTENDANCE

• Attendance will be based on documented classroom
  attendance or educational activity and the
  student must have attended two days
• Sept. 20 and one day before, or
• Sept. 20 and one day after but on or before Oct.
  4, or
• One day before Sept. 20 AND one day after
  September 20 but on or before Oct. 4.

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VIRTUAL SCHOOL ATTENDANCE
MUST BE APPROVED VIRTUAL SCHOOL

• Attendance will be based on the total time for
  each day from two logs, 1) documented on-line
  time from computer system and 2) attendance or
  educational activity off-line signed by student
  or parent (if minor)
• The student must show attendance for two days
• Sept. 20 and one day before, or
• Sept. 20 and one day after but on or before Oct.
  4, or
• One day before Sept. 20 AND one day after
  September 20 but on or before Oct. 4.

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Virtual schools that are unable to document
on-line time from computer for virtual students
will need to use alternative school attendance
rules.
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New in 2007-08 KIDS has a Virtual Student
field If used, MUST also complete address fields
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FTE will be calculated by finding the two days
the student attended the greatest amount of time
(up to 360 minutes) and using the lessor of the
two days. For example Student attends September
20, 360 Minutes September 24, 120
Minutes September 28, 216 Minutes FTE will be
calculated using the lessor of the longest two
days (360 and 216) dividing by 360 and rounding
to one decimal place. KIDS report minutes
enrolled as 216 216 / 360 .6 FTE
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Virtual Attendance Records
Numbers represent minutes in attendance each day.
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KIDS-Current Grade Level

• Age KIDS Grade PBR Grade Funding
• 0-2 0 Not Listed None
• 3 (w/o IEP) 1 PK None
• 3 (w/IEP) 1 Sp.Ed. 34 .5 3 on or before 9/20
• 4 (w/o IEP) 2 PK None
• 4 (w/IEP) 2 Sp.Ed. 34 .5
• 4 (in 4 at-risk) 4 4 yr old at-risk .5 4 on or
  before 8/31
• 5 (w/o IEP) 3 PK None attending
  Pre-school
• 5 (w/IEP) 3 Non-graded 1.0 attending
  Pre-school
• 5 (w/o IEP) 5 Kindergarten .5 attending
  Kindergarten
• 5 (w/IEP) 5 Kindergarten 1.0 5 on or before
  8/31

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KIDS-Current Grade Level

• Age KIDS Grade PBR Grade Funding
• 6 (w/o IEP) 5 Kindergarten .5 Attending in K
• 6 6 1 1.0 Attending in 1st
• 7-21 7-17 2-12 1.0
• Adult 18 Non-graded 1.0
• Assumes full time attendance

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4 Year Old At-risk4 on 8/31/07

• FREE lunch
• Single Parent Family (date of enrollment.)
• SRS referral
• Teen parent (teen when child born)
• Parent lacking diploma or GED
• Migrant (COE on file)
• Limited English Proficiency
• Developmentally or academically delayed

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4 Year old at-riskLimited English

• Home language survey
• Language assessment
• The Pre-Language Assessment Scales (LAS)
• The Pre-Idea Proficiency Test (IPT)

3. Provide ESOL services
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Part-time
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Student attends periods 1,2 3 805-1046 161
minutes
Student attends periods 1,2 3 800-135-32
(lunch/passing) 303/2 151.5 152 minutes
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• Student attends periods 1,2 3
• 230
• 230
• 230
• 4 Passing periods20
• 710 / 5 142

OR using Daily Avg. 46 46 46 4 142 20
min. of passing / 5 4
20

• Student attends periods 1,2,4 6
• (12) 805-951 106
• 1050-1140 50
• (6) 1234-125 51 207

Red Day (12) 800-1049 169 (4) 140-302 102
271 White Day (6) 927-104982 271 82 353
/ 2 176.5 177
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• Student attends periods 1,2,4 6
• 230
• 230
• (4) 229
• (6) 229
• 3 Passing periods15
• 933 / 5 186.6 187

OR using Daily Avg. 15 min. of passing / 5 3 46
46 46 46 3 187
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Minutes to FTE (Regular)

• 0 17 0
• 18 53 .1
• 54 89 .2
• 90 125 .3
• 126 161 .4
• 162 197 .5

• 198 233 .6
• 234 269 .7
• 270 305 .8
• 306 341 .9
• 342 1.0

(Minutes / 360)
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Concurrent High School Enrollment

• Student attends high school and post-secondary
  school (AVTS, Comm. College, College)
• Caution College schedules vary.
• 3 credit hour class 150 minutes a week 30
  minutes (150/5)
• Travel time factored in.
• Need attendance from college or ATVS (Log page 25
  of Counting Kids Handbook)

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Minutes to FTE (Concurrent)

• 0 14 0
• 15 44 .1
• 45 74 .2
• 75 104 .3
• 105 134 .4
• 135 164 .5

• 165 194 .6
• 195 224 .7
• 225 254 .8
• 255 284 .9
• 285 1.0

(Minutes / 300)
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Homebound

• Certified teacher is required to provide services
  to the student.
• Must document date and subjects for which
  instruction is being provided.
• Minutes Enrolled in KIDS is based as if the
  student attended those classes in person.
• NOTE Sending homework does not fulfill the
  requirements for enrolled and attending.

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Juvenile Detention Centers

• New in FY08, includes Psychiatric Residential
  Treatment Facilities
• Students receiving services at a JDC or PRTF on
  September 20 are not eligible to be counted in
  the regular enrollment of the school district.
• In KIDS, minutes enrolled should be 0.

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Juvenile Detention Centers

• New in 2007-08, JDC PRTF will submit Sept. 20
  student count through KIDS.
• Highest FTE on three count days, Sept. 20, Nov.
  20 or April 21.

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Odds and Ends
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Non-Kansas Resident Students
The 2005 law (72-1071) to exclude non-resident
students from enrollment counts was repealed by
the legislature during the 2006 session. (House
Bill 2585). Non-resident students are still
excluded from enrollment in a virtual school
(72-6407). Virtual students must submit address
information in KIDS
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Foreign Exchange Students
Foreign Exchange students cannot be counted
unless they are enrolled and attend for at least
one semester or two quarters. Be prepared to
give auditor documentation of the 558 hours of
educational time counted.
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Military Dependent 2nd Count Date Extended to
2007-08 and 2008-09
If enrollment of Military Dependent students on
February 20, 2008 exceeds enrollment on September
20, 2007 by 25 or 1 of September 20 enrollment,
then military dependent students enrolled and
attending on February 20 that were not included
in the September 20 count will be added to the
districts enrollment. February 20 will be
treated like September 20 for enrollment
purposes. This includes enrollment and all
weighted items assigned to these students. The
attendance window will run from February 1 to
March 4. Districts within 30 miles of Fort
Riley, in Leavenworth Co. and USD 260 Derby can
expect that their enrollment audit will not be
conducted until after March 1. (MILT collection
in KIDS)
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Weighted Enrollment
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Adjusted Enrollment

• Current year enrollment (excluding 4 year old
  at-risk)
• Prior year enrollment (excluding 4 year old
  at-risk)
• 3 year average enrollment (excluding any 4 year
  old at-risk)
• Highest number from above plus current year 4
  year old at-risk.

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VOCATIONAL CONTACT HOURS

• You must have the following information to
  determine Vocational Contact Time.
• List of approved classes
• Period the class meets
• Length (or average length) of class time
• Length (or average length) of seminar time (if
  applicable)
• Roster of students enrolled on September 20

• The Auditor will need
• High School Master Schedule
• High School Bell Schedule
• Roster of each approved class
• High School 9/20 student schedules.

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Rounded to 3
Rounded to 5
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Rounded to 5
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Vocational Seminar
Seminar Time allotted in the school day where
every student has the opportunity to get help
from any teacher in the building. Clubs and
activity time that may be a part of the assigned
seminar period is not included.
TIME Average daily seminar time divided by the
number of classes in a full time schedule
Example Seminar meets 2 times a week for 30
minutes each. Full time student has 7 periods.
60/512/71.7 2 A student enrolled in 2
approved vocational classes would receive 4
seminar minutes.
Seminar time is added for each approved class
except OJT, IHT, AVTS classes and vocational
college classes.
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Vocational in KIDS

• Students time in class only.
• Each student limited to 360 min.
• Seminar time is entered separately on the
  Principals Building Report.
• (Please make your calculation available to
  auditor.)

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VOCATIONAL CONTACT HOURS
Use a table by class to double check the total
contact hours (Available on KSDE Fiscal
Auditing website)
Seminar 18/72.63
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Bilingual Weighting

• Student must qualify and be tested in.
• Qualified Teacher

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Bilingual WeightingStudent

• Step 1 Home Language Survey
• Step 2 If other than English, assessed using
  state approved assessments
• Step 3 Receiving ESOL service from qualified
  teacher or para supervised by qualified teacher.

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Bilingual WeightingTeacher with ESOL assignment

• Must have ESOL endorsement, OR
• ESOL Provisional endorsement, OR
• Waiver Letter from State Board of Education

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Bilingual WeightingContent Teacher with ELLs

• Must have ESOL endorsement, OR
• Plan of Study on file at district office, showing
  annual progress toward certification
• Contact Melanie Manares 785.296.7929 or
  mmanares_at_ksde.org for information

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Annual Progress

• Must show completion or enrollment in course
  during
• Spring 07
• Summer 07
• Fall 07
• Spring 08
• Have documentation available for auditor

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Bilingual in KIDS

• Report in KIDS the daily average minutes of ESL
  services for each child.
• Grades 1-12 limited to 360 minutes
• Preschool, 4 year old at-risk and Kindergarten
  limited to 180 minutes

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At-risk in KIDS

• National School Lunch Program
• 2 Free
• 1 Reduced
• 0 Paid or none
• Provide auditor with documentation of free lunch

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High At-Risk
Automatically calculated by KSDE
Need to know Free Lunch Percentage and Districts
Students per square mile Free Lunch Percentage
Eligible Free Lunch (at-risk) Adjusted
Enrollment Students per square mile Adjusted
Enrollment Square Miles of District
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High At-Risk
3 Ways to Qualify Free Lunch Percentage 40
49.9 (.05 weighting) Free Lunch Percentage 50
or more (.09) Free Lunch Percentage 35.1 or more
AND Students per square mile is 212.1 or more
(.09)
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High At-riskBUBBLE warning

• Example, district adjusted enrollment 650
• Number of Free reported in KIDS 260
• At-risk 260 X .378 98.3 (429,964)
• 260 650 40.0
• 260 X .05 13.0 X 4,374 56,862
• Auditor finds 1 application not free
• At-risk 259 X .378 97.9 (428,215 or -1,749)
• 259 650 39.9 (-56,862)
• Total -58,611

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High At-riskBUBBLE warning

• Auditor finds a kid to add on
• Adjusted Enrollment increased to 651
• 260 651 39.9
• -56,862 4,374 -52,488

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Non-Proficient Weighting
Automatically calculated by KSDE

• Number of students who in 2006-07 scored
  non-proficient AND were not in FREE lunch status
• Times .0465

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New Facilities

• District must have a 25 LOB
• New additions or buildings are eligible for
  additional weighting for 2 years.
• Calculation different for new additions vs. total
  new building
• Worksheets available on Fiscal Auditing website
• Entered on Superintendents Organizational Report
  (SO 66)

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New Facilities New Building
Grade Headcount FTE Kindergarten 55 27.5 1
st Grade 60 60.0 2nd Grade 62 62.0 3rd
Grade 61 61.0 Total 238
210.5
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New Facilities New Room

• Use average enrollment in each room

Period Enrollment 1st 15 2nd 22 3rd
26 4th 18 5th 0 6th 19 Total
100 Average enrollment (100
6) 16.7
Remember when grade is Kindergarten, 4 year old
at-risk or Special Ed Preschool FTE is .5
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Transportation in KIDS

• Miles Transported (Measured front door of house
  to front door of school, Do not round up to 2.5,
  2.47 2.4)
• If attending more than one school, measured to
  school farthest away. (Does not include shuttle
  service)
• Transportation FTE (Round Trip 1, One way .5,
  Private school student limited to enrollment FTE,
  Rides SPED bus 0)
• Address (Street, City, Zip) DO NOT USE PO BOX

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Transportation

• Based on total of transportation FTE in KIDS for
  those resident students 2.5 miles or more
• Less than 2.5 miles or live out of district, NOT
  FUNDED

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Low / High Enrollment

• Automatically calculated by KSDE
• Low enrollment adjusted enrollment lt 1622
  (factor based on formula) range from 1.014331 to
  0.03504
• High enrollment adjusted enrollment gt 1622
  (factor .03504)
• Adjusted enrollment X factor weighting FTE

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Special Education

• Actual weighting not calculated until May
• FTE based on estimated Special Education State
  Aid. ( 4,374)

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School Finance FormulaOther Weightings
Not affected by enrollment counts

• Ancillary (3 districts qualify- JO)
• Declining Enrollment (FY07 only Hays, Shawnee
  Mission and Hanston)
• Cost of Living (FY07 of the18 Districts
  qualifying only Blue Valley(big), Lawrence and
  Shawnee Mission)
• ( 4,374) FTE

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School Finance Formula

• Adjusted Enrollment
• Vocational (.5)
• Bilingual (.395)
• At-Risk (.378)
• High At-Risk (.00, .05 or .09)
• Non-Proficient (.0465)
• New Facilities (.25)
• Transportation (varies)
• Low/High Enrollment (varies)
• Special Education
• Others

FTE X 4,374 General Fund Maximum
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KIDSKansas Individual Data on Students

• Documents and FAQs
• http//kids.ksde.org
• Email questions to
• kids_at_ksde.org

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KIDS SO66

• YOU MUST MAKE SURE YOUR BUILDING REPORTS AND SO66
  ARE CORRECT BEFORE SUBMIT
• CHANGES NEED TO MADE IN KIDS
• YOU CAN RESUBMIT KIDS INFORMATION IN SMALL BATCH
  OR THE WHOLE DISTRICT

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HELPFUL INFORMATION ON THE WEB
www.ksde.org
AUDIT GUIDES
WORKSHEETS
GUIDELINES
Enrollment School Term
Meal Change New Facilities Vocational Contact
Hours Special Service Logs Vocational Seminar
Alternative Virtual Work Experience Current
Prior Year Documentation
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Contacting the Fiscal Audit Section of the Kansas
State Department of Education
Phone [phone]
E-Mail To Contact Staff at KSDE first initial and
last name _at_ksde.org mmurphy_at_ksde.org
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