Counting KIDS 2015Kansas Department of Education

New for FY16• Count Day Moves to September 21• Virtual School Count Changed• Block grant changes:

• ESOL/Bilingual• CTE• Transportation• At-Risk

• CTE Incentive Program Amount

CTE Incentive• Districts received $505 for each student who were submitted

to KSDE – CTE in 2014-15.

1. Graduated from High School2. Obtained an industry-recognized credential prior to

graduation or by December 31 following graduation.

• Be prepared to show documentation of items 1 and 2 above.

Count Day Moves to Monday 9/21

• September 20, 2015 falls on a Sunday.• By state statute (72-6408) • …in any year in which September 20 is not a day on which school

is maintained, it shall mean the first day after September 20 on which school is maintained.

• September 20, 2016 falls on a Tuesday.• Mark this on your calendar to avoid unnecessary scheduling of

inservice days, conferences, or inclement weather.

• Counting students is a two step process1. Confirming the student was in attendance2. Confirming the number of minutes enrolled

Attendance Rules for 2015-16• Traditional Schools• Enrolled and Attending September 21• If Student is absent on September 21, must attend one day prior

AND one day following on or before October 5.• If school is not open on September 21, count day moves to next

day school is in session• Alternative and Virtual Schools• Must be in attendance two days• Day 1-On or before September 20• Day 2-On or after September 21 but on or before October 5

• If the count day moves for the traditional school, the Alternative and Virtual days move to coincide with it.

• Adults 19 and over are audited based upon credits completed (Will be audited in 2016-17 based on 2015-16 credits)

Traditional and Alternative Attendance Documentation• Preference is for electronic documentation• Preference is for submitted documentation to KSDE electronically, via

the Auditor File Exchange (demonstrated on another slide).• Please see the list of preferred reports from your student information

system, available on the Fiscal Auditing website.

• Alternative Attendance• Enrollment form• Transcript Analysis• Graduation Plan• Courses Enrolled in• Logs to show time on site

• Alternative Schools that operate in another school district MUST have written permission from the superintendent of that district to be claimed as part of your count.

Virtual Attendance Documentation – Full and Part time, 18 and under• On-line• Documented by computer system showing when student was connected to the

online curriculum.• Off-line• Documented with Academic Activity Log• Signed by student or parent if student under 18 years old• Must be signed by November 1

• On-site• Documented with sign in/sign out sheets showing when student was in

attendance in the classroom• Auditors reserve the right to verify virtual attendance on other days

• Minutes enrolled can be from any single method above or a combination

• Virtual Schools that operate in another school district MUST have written permission from the superintendent of that district to be claimed as part of your count.

Virtual Documentation – 19 and older• This is not based upon attendance or enrollment, rather, it is

confirmed based upon the credits earned.

• This must be collected for 2015-16, and will be audited in 2016-17.

• District must provide documentation that the student claimed received credit toward a program of study.

Minutes Enrolled Rules • Traditional• Count

• Time in class (regardless of full time or part time status)• Passing periods, not to exceed 10 minutes, between classes• Mid-morning and/or mid-afternoon recess, not more than 15 minutes.

• Do not count• Lunchtime and one passing period either before OR after lunch• Recess that is immediately preceding or following lunch• Breaks

Virtual (18 and under) and AlternativeA. Find longest day attended on or before September 20, limited to 360.B. Find longest day attended on or after September 21 but on or before

October 5, limited to 360C. Find the average by adding A and B together and dividing by 2. These

are the allowable minutes.

Traditional Enrollment Documentation• Based on student schedule (Enrollment Handbook – Page 3)• Prepare an official and accurate bell schedule, and provide a

copy to the auditor.• Take advantage of the Combined Bell Scheduled Calculator on

the Fiscal Auditing Website.

• Live Demonstration!

Week of Count Day• Many times when counting minutes you will see the term

“Week of Count Day”

• Normally this would mean Monday through Friday of the calendar week that includes the count day. For this year that would be September 21 – 25.

• If your school is not open all five days of the “Week of Count Day” we will use the days you are open plus the first day(s) of the following week.

Minutes Enrolled• Minutes Enrolled / 360 = FTE

• All FTEs rounded to one decimal place, not to exceed 1.0

• Students attending less than 18 minutes are not counted

• Exceptions:• Special Education (All are full time, except virtual)• Concurrently Enrolled (Minutes Enrolled / 300)

Things are not always this easySituations that get in the way of an easy life.

Special Education / Virtual• Special Education Students who are also enrolled and attending

another district’s virtual school.

• District providing SPED services• Loss of automatic 1.0 FTE• FTE computed using documented minutes receiving SPED services

• District providing virtual services• Limited to minutes remaining

• Check KIDS report “Students in Multiple Schools”

• District agreements to share FTE MUST be signed by both Superintendents

• Enrollment Handbook –Page 11 & 12

Special Education / Virtual• SPED student served 60 minutes a day• District correctly submits 60 minutes with IEP = 1.0 FTE• Auditor will reduce FTE to .2 FTE

• Virtual student eligible for 360 minutes• District submits 360 minutes = 1.0 FTE• Auditor will reduce to 300 minutes = .8 FTE

• If the same SPED student receives less than 18 minutes a day.• District correctly submits 15 minutes with IEP = 1.0 FTE

• Auditor will make exception taking student and all weightings away.• District providing SPED can bill district providing Virtual for SPED

services to student.

Concurrently Enrolled• High School students also attending a post secondary

institution (Technical School, Community College, State College)

• Includes classes taught by the college at the High School

• Changes FTE calculation to Minutes Enrolled / 300

• Districts are required to provide college attendance documentation at time of audit.

Age Requirements• Pre-school Special Education 3 year olds• Must be 3 years old on or before the count day

• Pre-school 4 year olds• Must be 4 year old on or before August 31

• 4 Year Old At-Risk• Must be 4 years old on or before August 31 (NOT 3 or 5)

• Kindergarten• Must be 5 years old on or before August 31

• First Grade• Must be 6 years old on or before August 31

Homebound• Licensed Teacher must provide service

• Document date and subjects provided to student

• Minutes Enrolled = computed as if student were in attendance in person at school, based on student schedule.

• Do not be surprised if student is part-time, not all classes can be provided in homebound situation.

• If Homebound student has IEP, need only document special education services provided.

• Enrollment Handbook – Page 12

Student attends 2 buildings• If other “school” is virtual, need to determine minutes at both

locations

• OLD: If more than 50% virtual, student must be counted as a virtual student.

• NEW: If a student is both virtual and traditional, a KIDS record MUST be sent up for the student documenting both times.

• KIDS Data Element D17 used to identify virtual. Use a different combination of Attendance, Funding and Accountability school numbers to submit both records

• Enrollment Handbook – Page 11 & 12

Kansas Academy of Math & Science (KAMS)

• To Correctly Enter into KIDS

• D2, Accountability School = High School #• D15, Funding School = District Office #• D16, Attendance School = 9100 (Fort Hays State)• D24, Minutes Enrolled = 300• D25, Concurrent Enrollment = 3 (State University)

Juvenile Detention Centers and Psychiatric Residential Treatment Facility

• Students who are attending a JDC/PRTF on September 21 are not eligible to be counted for enrollment in their home district.

• JDC/PRTFs have three count days, funded on the highest of the three.• September 21• November 20• April 20

• PRTFs have the option to count students in the regular enrollment on September 21. Once determined, this will NOT be changed after enrollment is submitted.

• Enrollment Handbook – Page 14

4 Year Old At-Risk• Must be 4 years old on or before August 31. Not 3 or 5.

• Must have 1 qualifying criteria• Poverty (Free Lunch)• Single Parent (Custodial Parent unmarried first day of school)• DCF referral• Teen Parent (One parent was a teen when child was born.)• Parent – No Diploma (One parent lacking diploma or GED)• Migrant • Limited English (ELL) – Student must qualify and be provided

services• Developmentally or academically delayed (Does not have IEP)

Some Other Things• Based on Legislation under the Block Grant Formula, the

military Second Count has been eliminated.• Students who are not residents of Kansas• Virtual – Not Counted• Traditional or Alternative - Counted

• Foreign Exchange Students• Must attend the equivalent of one semester or two quarters• Need to document 558 hours of instruction

• Enrollment Handbook – Pages 14 & 15

Break Time• After Break we will answer any questions you might have from the

first section on enrollment and then we will discuss all the weightings, including…

• Adjusted Enrollment• At-Risk• High Density At-Risk• Vocational (CTE)• Bilingual (ESOL)• New Facilities• Transportation• Virtual

• And more

Block Grant Funding• For many decades, school funding has been based upon student

enrollment, and was enhanced by weighting students from various populations

• You must grasp that funding is no longer based upon enrollment and weightings.

• Funding is now based upon revenue. Enrollment and certain weightings now have a minimal part of the overall funding formula

• However, districts MUST be mindful that program elements have not changed and are required to be in place and maintained.

Adjusted Enrollment

A. Current Year Enrollment (Not including virtual or 4 year old At-Risk)

B. Prior Year Enrollment (Not including virtual or 4 year old At-Risk)

C. Three Year Average, using A, B and 2nd Prior Year Enrollment (Not including virtual or 4 year old At-Risk)

Use highest of A, B or C plus current year 4 year old At-Risk

This formula still plays a role in determining part of the district revenue for Block Grant Funding.

At-Risk• Due to the Block Grant Legislation, there is no longer an At-

Risk Weighting.• There is also no longer a High Density At-Risk Weighting.• Districts MUST be mindful that program elements have not

changed and are required to be in place and maintained. KSDE is still collecting counts.

• Documentation• While KSDE will not audit this weighting, the School Lunch

Program is still in effect and you must maintain applications.• Demonstration: Where to find documents

Career and Tech Ed• Due to the Block Grant Legislation, there is no longer a Career

and Tech Ed Weighting.• Districts MUST be mindful that program elements have not

changed and are required to be in place and maintained. KSDE is still collecting minutes.

• Documentation• While KSDE will not audit this weighting, the Career and Tech Ed

Program requirements are still in effect and you must only report minutes for “funded” courses.

• Demonstration: Where to find documents

Bilingual (ESOL)• Due to the Block Grant Legislation, there is no longer a

Bilingual (ESOL) weighting.• Districts MUST be mindful that program elements have not

changed and are required to be in place and maintained. KSDE is still collecting minutes.

• Documentation• While KSDE will not audit this weighting, the ESOL Program

requirements are still in effect and you must maintain documentation in support of the minutes.

• Demonstration: Where to find documents

New Facilities• Eligibility for new facilities• Must have at least 25% LOB• New facility must have been paid for from bonds authorized prior

to July 1, 2014 and you must provide supporting documentation.• Must have been financed out of Capital Improvement Funds Only.

• Possible that buildings or additions used for new facilities in FY15 will not qualify in FY16

• Reported on Superintendent’s Organization Report (SO66)

• Documentation• Use the tools available on the Fiscal Auditing Website• Demonstration: Documenting New Facilities

Transportation• Due to the Block Grant Legislation, there is no longer a

Transportation Weighting.• Districts MUST be mindful that program elements have not

changed and are required to be in place and maintained. KSDE is still collecting FTE on students transported over and under 2.5 miles, out of district, and transportation expenditures. KSDE wants to remind districts that they are still required to transport students over 2.5 miles even though funding has been eliminated.

• Documentation• Be diligent in recording of miles accurately. Transportation funding

is driven by transportation expenditures. Continuity will help ensure accurate funding if this weighting were to be restored in the future.

Virtual Weighting• For students 18 and under, From House Substitute for Senate

Bill 7:

• Determine the number of pupils enrolled in virtual school on a full-time basis (360 minutes) and multiply the total number of such pupils by $5,000. (Kindergarten students enrolled full-time for 180 minutes will receive $2,500)

• Determine the full-time equivalent enrollment of pupils enrolled in virtual school on a part-time basis (less than 360 minutes) and multiply the total full-time equivalent enrollment of such pupils by $4,045.

Virtual Weighting, (continued)• There will not be a count day for virtual students 19 and over.

• Instead, these students will be funded on number of credits earned between July 1, 2015 – June 30, 2016.

• The district will receive $933 per credit hour earned by the virtual student 19 and over (up to 6 total credits per student).

• Credits earned are not limited to students who are enrolled during the count window, but rather any student who earns credit during the timeframe.

• See the Enrollment Handbook for additional details on counting all Virtual Students

The e-Audit Initiative• Use tools available on the website• Upload data via the Auditor File Exchange

• Granting auditors authenticated, remote access (VPN) to your student information system.

• Do not email Personally Identifiable Information (PII) to KSDE.• No student information• No teacher information (especially SSNs)

Demonstration: Auditor File Exchange

Fiscal Auditing on the Web• http://ksde.org/Agency/FiscalandAdministrativeServices/FiscalAuditing.aspx

• Audit Guides• Calculators• Guidelines• Forms and Documents (to support claims)

• Veryl Peter vpeter@ksde.org• Kevin Mercer kmercer@ksde.org• 785.296.4976