School Year 200809

1
School Year 2008-09

• The Basics of Enrollment Reporting

Mitch Thompson OSPI - School Apportionment and
Financial Services
2
Agenda

• Importance of enrollment.
• Changes for 2008-09.
• Vocabulary and key concepts.
• Forms.
• Miscellaneous topics.

3
Why Is Enrollment Important?

• What enrollment are we talking about? (Not
  CEDARS formerly CSRS)
• Enrollment is one of the two pillars of public
  school funding in Washington State.
• The classification of a student or groups of
  students can significantly alter the funding
  received by a district.
• Audit findings can be significant.
• Enrollment is a high profile area with the public
  and the Legislature.

4
Changes for 2008-09
5
Changes for 2008-09

• EDS Enrollment Reporting will be updated
  throughout the school year.
• Proposed WAC Changes
• 392-121-011 Serving District Reports Students
• 392-121-108 20 Day Absence, Tuition Paying
  Students, Students Reported on E-672
• 392-121-123 Nonstandard School Year Reporting
• 392-121-133 Annual Hours for AAFTE
• 362-122-221 Institution Education Counting of
  Students

6
Changes for 2008-09

• Apportionment Systems Re-host Project
• The P-223 continues to be independent of CEDARS.
• Enrollment is reported through the EDS Portal,
  training will be provided immediately following
  this training.

7
Reminder for 2008-09

• September enrollment for all school districts,
  regardless of start date, is due to the ESD
  Monday, September 15th.
• Districts should work with their ESD to provide
  estimates if actual enrollment figures are not
  available by September 15th.

8
Vocabulary and Key Concepts

• Full-Time Equivalent.
• Headcount.
• Count Dates.
• Resident District.
• Serving District.
• Enrolled Students.
• Enrollment Exclusions.
• Course of Study.
• Foreign Exchange Students.
• What Not to Report.

9
Full-Time Equivalent WAC 392-121-122

• 1.0 FTE is defined as
• 5 hours/day or 25 hours/week grades 412
• 4 hours/day or 20 hours/week grades 13
• 4 hours/day or 20 hours/week full year K
• 0.5 FTE for kindergarten 2 hours/day or 10
  hours/week for 180 days

10
Full-Time Equivalent WAC 392-121-122

• Student limit is 1.0 FTE and 1.0 AAFTE.
• Running Start (WAC 392-121-136)
• Skills Center (Covered in the same WAC)
• Kindergarten student limit is 0.5 AAFTE (1/2).
• SBE Carnegie unit waivers DO NOT waive FTE
  hours or calculation.

11
Headcount

• Is a count of enrolled students. Hours of course
  work or daily attendance are not considered.
• Each student is 1 or 0 headcount no partial
  numbers for any one count date.
• Is used for funding of special education
  bilingual.
• Drives state budgeting for education by Caseload
  Forecast Council so accuracy is critical.

12
Headcount

• October reporting is especially critical.

13
Count Dates WAC 392-121-119

• The 4th school day of September
  even if you start school in August
  even if you are an institution.
• The 1st school day of October through May.
• Running start count dates are the 1st school day
  of October through June.
• A count day may be determined by an individual
  school or grade start date.
• Students are counted as of the count date. It is
  a snapshot.

14
Resident District

• Is the district a student resides in, with or
  without an address (WAC 392-121-106)
• Is the district a student attends if the student
  resides on a U.S. reservation, national park or
  forest, or Indian reservation contiguous to the
  school district
• Is the district a student is attending under a
  choice agreement under RCW 28A.225.225
  230

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Resident District contd

• Choice exists when the releasing district
  (where the student lives) retains NO financial
  liability for the students education.
• RCW 28A.225.240 says that under choice, the
  students attendance shall be credited to the
  non-resident school district of enrollment for
  state apportionment and all other purposes.
• Under choice, for apportionment, the resident and
  serving district are reported as the same.

16
Serving District

• Is the district actually providing
  instruction or services to the student.
• Does not have to be the resident district for the
  student.
• If it is not the resident district, the serving
  district should have an interdistrict agreement
  with the resident district.
• The serving district performs the clerical task
  of reporting the students enrollment and
  resident and serving district numbers.

17
Enrolled Student WAC 392-121-106

• Is a resident of the district or attending
  pursuant to an interdistrict agreement
• Has enrolled on or before the count date and
  count time
• Was under 21 as of August 31
• Actually participated on a school day during the
  first 4 school days of the current term, or on a
  school day during the current term on or prior to
  date being counted, in a course of study
• Does not meet exclusions in WAC 392-121-108.

18
Enrollment Exclusions WAC 392-121-108

• A student shall not be counted as an enrolled
  student if student has met any of the following
• Been consecutively absent for gt 20 school days.
• Dropped out or transferred.
• Been expelled or suspended pursuant to WAC
  180-40-275 or 260.
• Met high school graduation requirements as of the
  beginning of the school year (midnight August
  31).
• Running Start do not count if earned credits
  for a high school diploma as of beginning of the
  school year. (392-169-020(4))

19
Expelled and Long-Term Suspended
20
Expelled and Long-Term Suspended
21
Course Of Study WAC 392-121-107

• Course of study includes
• School district instruction including special
  education.
• Alternative learning experience.
• Contractor National Guard instruction.
• Ancillary service.
• Running Start, Work Based Learning, Technical
  College, UW Transition School.

22
Course of StudyDoes Not Include(So you cannot
count)

• Home-based instruction (Intent to home school).
• Private school instruction.
• Education provided to adults, out of state
  residents, all tuition-paying FTE including
  students in the country on F-1 visas next
  slide.
• Students in institutions (reported separately).
• Extracurricular activities.
• College enrollment not earning HS credit.
• GED instruction if it generates state or federal
  for adult education.

23
Foreign Exchange Students (FES)

• Are treated the same as any other student. The
  term is not in RCW or WAC.
• The WACs define resident district (and
  therefore resides in that is found in WAC
  392-121-106) fairly broadly, so the resident
  district for a FES is the district he/she resides
  in for the time he/she is in Washington State.
• All enrollment rules apply equally to FESs.
• For example, FESs must be under 21 as of midnight
  Aug 31 and must not have the credits for a
  diploma, etc. (See WAC 392-121-106, 107, and
  108.) If a FES meets the requirements, you can
  count them as you would any other student.

24
Foreign Exchange Students (FES)

• J-1 visas are common, the student does not pay
  tuition, and therefore, a J-1 visa student can be
  counted on the P-223 for state basic education,
  special ed, etc. funding.
• In contrast, students on an F-1 visa are required
  to pay tuition prior to the issuance of the visa.
  Therefore, they cannot be counted because
  students must be enrolled tuition-free to be
  counted for state funding.

25
Do Not Report

• Out-of-state residents.
• Direct funded technical college students.
• UW Transition Program students.
• Tuition students (F-1 visa foreign students.)
• Students served by another district while in
  hospital, substance abuse, or institutional
  programs.
• Reported separately

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Enrollment Forms

• P-223 Basic Ed
• P-223H Special Ed
• P-223RS Running Start
• P-223 TC Technical Colleges
• P-223S Nonstandard School Year
• P-240 Ancillary Services
• P-213 Nonhigh Attendance - paper
• E-525 Home/Hospital - paper
• E-672 Institutional Ed - paper

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Form P-223

• Monthly Report of School District Enrollment.
• Completed by the serving district a separate
  page for each resident/serving relationship.
• Enrollment types reported on this form
• Basic Ed FTE Headcount
• Running Start FTE Headcount
• Bilingual Headcount
• Vocational FTE
• Skills Center FTE reported by serving district
  with resident district specified

28
Form P-223H

• Monthly Report of Special Education Enrollment.
• Reported on a headcount basis.
• Prepared by serving district reporting enrollment
  by resident district.
• Breaks out age 02, 3-4 and 5 year olds not yet
  enrolled in kindergarten, and 5 year olds
  enrolled in kindergarten21 student count. Age is
  determined as of midnight August 31st.
• Only information from October thru May is used
  for funding, but September is important too.
• Basic education flow to serving district.
• Special education flow to resident district.

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To be counted on the P-223H, student must meet
all 4 criteria on the count day

• The student is an enrolled student of the school
  district.
• As of midnight August 31, the student is age 321
  and has a current individualized education
  program (IEP) OR as of midnight August 31, the
  student is age birth through 2 and is being
  served in conformity with an individualized
  family service plan (IFSP) per Part C WA ITEIP
  requirements (WAC 392-172-030).
• The student has been reevaluated every three
  years.
• The student is currently receiving special
  education or related services as defined under
  WAC 392-172A-01175 and 01155

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Form P-223RS

• Monthly Report of Running Start Enrollment.
• Reported monthly October through June.
• Prepared by the community or technical college
  providing the instruction.
• A separate Form is filled out for each Resident
  District.
• Forms are due to the resident districts by no
  later than the 8th calendar day of the month.

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Form P-223TC

• Monthly Report of Technical College Enrollment
  Eligible for Basic Education Support.
• Reported by Direct Funded Technical Colleges.
• These are not Running Start classes.
• A separate form is prepared for each resident
  district served by the technical college.
• Colleges should send copies of the form to the
  resident districts to ensure that the student is
  not claimed for mare than a 1.0 AAFTE.
• Reporting to OSPI is done through the Enrollment
  module within EDS.
• Reporting is for the months of October through
  June but reported as September through May in the
  system.

32
Form P-223S

• Nonstandard school year program (summer school or
  June of OctJune program).
• Students previously claimed for 1 full AAFTE may
  not be reported. Enrollment in private school or
  home-based instruction must be considered.
• Reporting is
• In lieu of basic education throughout the school
  year and based on attendance, not enrollment.
• On an AAFTE basis
• Grades K-3 divide by 720
• Grades 4-12 divide by 900.

33
Form P-240

• File as needed.
• Ancillary Services are defined in WAC
  392-121-107(1)(e) see next slide.
• Form reports ancillary service to part-time,
  private school, or home-based students.
• Ancillary service is reported for actual hours of
  student contact time with appropriate school
  district staff.
• Does not include part-time attendance. Report
  part-time attendance on P-223.

34
Ancillary Services Defined WAC 392-121-107(1)(e)

• Any cocurricular service or activity, any health
  care service or activity, and any other services
  or activities, for or in which enrolled students
  are served by appropriate school district staff.
• The term shall include, but not be limited to,
  counseling, psychological services, testing,
  remedial instruction, speech and hearing therapy,
  and health care services.
• The term shall exclude all extracurricular
  activities and all other courses of study defined
  in this section.

35
Form P-213

• Annually reports enrollment of students from
  non-high districts.
• No apportionment funding is generated. The basic
  education funding is already received by the
  serving (high) district.
• Information is used to generate a non-high
  billing report that limits the amount that may be
  charged the non-high district.
• Amount charged represents local levy .
• Information used in levy lid calculation.
• Make sure your totals are correct.

36
Form E-525

• Home and Hospital reporting WAC 392-122-140 and
  392-172-218.
• Annual report filed in July.
• Student must be temporarily disabled. (18 weeks
  maximum, 4 weeks minimum.)
• Generates 55 hospital or 60 home per week per
  student. Please note calculation.
• Basic education reporting may continue for two
  count dates, subject to limits.

37
Form E-672

• Reports enrollment in juvenile institutions
  monthly on an FTE basis.
• Student must be scheduled to engage in
  educational activity - WAC 392-122-212.
• Exclude student if he/she has not engaged in
  educational activity in the past five school days
  or past ten, including days of excused absences.
• Coordinate with institution so student is not
  reported on P-223 and E-672 gt 1.0 FTE.

38
Miscellaneous Topics

• Revising enrollment and retention of records.
• The ESD is your friend call them.
• Instruction provided
  under contract.
• 2007-08 Funding Level Estimates.
• Where to find additional
  information.

39
Revising EnrollmentWAC 392-117-045

• During the school year a district may make
  changes directly in the EDS system.
• After the August reporting date, a district may
  submit changes to their ESD until November 24th
  after that, on paper to OSPI subject to the next
  2 points.
• Enrollment may be changed until the audit exit
  meeting with SAO. Once audit starts, the auditor
  must be provided copies of any revisions.
• After exit meeting, districts can only report
  revisions as part of the audit resolution process.

40
Retention of Records pg. 36

• School districts must maintain the following
  documentation
• Signed 1251 reports that include each months
  electronic P-223, P-223S, and P-240 basic
  education enrollment submission.
• Signed 1251H reports that include each months
  electronic P-223 bilingual enrollment submission.
• Signed 1735 reports showing each months
  electronic P-223H special education enrollment
  submission.
• Records for work based learning students that
  document actual hours of work experience used to
  calculate FTE enrollment and/or vocational
  education enhancement funding FTE.
• Records of the actual annual hours of ancillary
  services provided to part-time, private school,
  and home-based students and reported on Form
  P-240.
• Supporting documentation of monthly enrollment
  counts must be sufficient to substantiate
  compliance with enrollment reporting rules and
  instructions.
• Documentation must support that the student was
  enrolled and had attended within the last 20
  consecutive school days (Oct May counts) and
  within the first 4 days of September.
• Documentation of enrollments must support the
  Headcount/FTE reported by the district including
  but not limited to

41
Retention of Records pg. 36

• Rosters identifying individual students counted
  for each type of enrollment (both headcount and
  FTE where applicable).
• Enrollment and withdrawal reports identifying
  student, grade, and date.
• Student schedules by month, quarter, or semester
  necessary to support students claimed FTE.
• District calculation of FTE for individual
  schools or programs.
• Supporting documentation of year-end enrollment
  counts reported on Forms P-213 (nonhigh
  enrollment) and E-525 (home and/or hospital
  enrollment) must be sufficient to substantiate
  compliance with enrollment reporting rules and
  instructions.

42
Retention of Records pg. 36

• According to WAC 392-121-182 (9), records for
  alternative learning experience students must
  include
• School board policy for alternative learning
  experience.
• Annual reports to the school district board of
  directors.
• Annual reports to OSPI.
• Written student learning plans with an estimated
  number of hours per week.
• Documentation of weekly contact time between
  student and certificated instructor.
• Documentation of evaluations, assessments, and
  monthly progress reviews for each student.
• Student enrollment detail substantiating
  full-time equivalent enrollment reported to the
  state, including estimated hours of participation
  in educational activities, and any actual
  documentation of hours of learning for those
  students failing to make satisfactory progress.
• Signed parent enrollment disclosure documents.

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Retention of Records pg. 36

• The Secretary of States Division of Archives and
  Records Management has established the following
  standards for retaining school district
  enrollment records.
• See their Web site at http//www.secstate.wa.gov/
  archives/gs.aspx for further information.

44
The ESD is Your Friend Call Them

• ESD Enrollment Contact List
• ESD Name E-mail Phone
• ESD 101 Mary Enquist menquist_at_esd101.net 509-456-
  2718
• ESD 105 Danna Roberts dannar_at_esd105.wednet.edu 509
  -454-3125
• ESD 112 Christy Price christy.price_at_esd112.org 36
  0-750-7511
• ESD 113 Sonja Cox scox_at_esd113.k12.wa.us 360-464-6
  750
• ESD 113 Terry Amondson tamondson_at_esd113.k12.wa.us
  360-464-6759
• ESD 114 Karen Casey kcasey_at_oesd.wednet.edu 360-78
  2-5002
• ESD 121 Jane Murray jmurray_at_psesd.org 425-917-777
  8
• ESD 123 Michelle Dearlove mdearlove_at_esd123.org 50
  9-547-8441
• ESD 171 Tamar Sutherland tamars_at_ncesd.org 509-665
  -2643
• ESD 189 Kathy Witt-Hill kwitt_at_esd189.org 360-299
  -4033

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Instruction Provided Under ContractWAC
392-121-188

• The curriculum is approved by the district.
• A written contract is required.
• Each high school student is working toward course
  credits for HS graduation.
• Instruction must be provided free of cost to the
  student and free of sectarian or religious
  influence or control.
• Contracting for ALE programs is for at-risk
  students only subject to RCW 28A.150.305.

46
200708 Approximate Funding Level Estimates
47
Additional Information

• Your ESD Enrollment Contact Person.
• Mitch Thompson, 360-725-6306, or
• Mitch.Thompson_at_k12.wa.us.
• Apportionment home page
• http//www.k12.wa.us/safs/
• Items of interest on web page
• Copies of all enrollment bulletins and forms.
• District apportionment and enrollment reports.
• Links to WACs.