Student Enrollment Audit & Child Count Handbook · Student Enrollment Audit & Child Count Handbook Guide for Local Education Agencies ... • Greater clarity and transparency for

Student Enrollment Audit & Child

Count Handbook Guide for Local Education Agencies

School Year 2017-18

OSSE2017-18STUDENTENROLLMENTAUDITandCHILDCOUNTHANDBOOK

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Table of Contents LETTERTOLEAPARTNERS....................................................................................................................4

ABBREVIATIONSANDTERMS...............................................................................................................5

OVERVIEW...........................................................................................................................................8Purpose....................................................................................................................................................8ApplicableLegislation..............................................................................................................................8Scope........................................................................................................................................................8

2017-18ENROLLMENTAUDITANDCHILDCOUNTCALENDAR...............................................................9

ENROLLMENTAUDITANDCHILDCOUNTPROCESSOVERVIEW...........................................................13EnrollmentAuditandChildCountProcess.............................................................................................13EnrollmentDataandChildCountCertifications....................................................................................15KeyChangesfromLastYear’sEnrollmentAudit....................................................................................17

PRE-AUDITDATAPREPARATION........................................................................................................18DataQualityTerms................................................................................................................................18DataQualityErrorReports....................................................................................................................18StagesofEnrollment..............................................................................................................................19EnsuringAccurate,CompleteandValidStudentRecords......................................................................20ResidencyVerification............................................................................................................................22EnrollmentAuditandChildCountApplication.......................................................................................22DataSnapshotofEnrollmentDataasofOct.5.....................................................................................23

NEWENROLLMENTAUDITANDCHILDCOUNTPROCESS:TRAINING...................................................24LEAPointsofContact(POCs)andCoordination....................................................................................24TrainingsforPOCs.................................................................................................................................24

FIRSTCERTIFICATION:UNAUDITEDENROLLMENTANDCHILDCOUNTDATAANOMALIESCERTIFICATION..................................................................................................................................26

FIELDWORK/ON-SITEDOCUMENTREVIEW.......................................................................................27EnrollmentAuditFieldworkScope.........................................................................................................27

ISSUERESOLUTION............................................................................................................................29ResidencyDeterminations.....................................................................................................................31DuplicativeEnrollmentHierarchyandDeterminations.........................................................................32RequestforFinalIn-PersonAppeal........................................................................................................34

SECONDCERTIFICATION:FINALDEMOGRAPHICDATAELEMENTSANDCHILDCOUNTCERTIFICATION..........................................................................................................................................................35

FINALIN-PERSONAPPEALS................................................................................................................36

THIRDCERTIFICATION:FINALAUDITEDENROLLMENTNUMBERSACKNOWLEDGEMENT....................37

REPORTING........................................................................................................................................38

CHILDCOUNT.....................................................................................................................................39EnrollmentAuditandChildCountDifferentiation.................................................................................39ChildCountCertification........................................................................................................................40IEPAnomalies........................................................................................................................................40


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AnomaliesResponseandResolution.....................................................................................................41

ENGLISHLEARNERS............................................................................................................................42ELDefinition...........................................................................................................................................42ELProcess..............................................................................................................................................42

APPENDICES.......................................................................................................................................44AppendixA: 2017EnrollmentAuditandChildCountTrainingSchedule...........................................45AppendixB: 2017-18ResidencyVerificationGuidelinesandForms..................................................46AppendixC: UniformPerStudentFundingFormula(UPSFF)Guidance.............................................49AppendixD: 2017-18EnrollmentAuditandChildCountDataElements...........................................50AppendixE: EducationalEnvironmentforSpecialEducation............................................................61


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LETTER TO LEA PARTNERS August2017DearLEALeadersandStaff:OSSEispleasedtopresenttheEnrollmentAuditandChildCountHandbookforthe2017-18schoolyear.Aspartofourcontinuedcommitmenttotheaccuratecountandresidencyverificationofstudents,thefollowingkeychangeshavebeenimplementedtostreamlinetheenrollmentauditprocess:

• Redefinedroleforauditor:Theauditorswillplayanarrowerrolethisyear,focusedonconductingon-siteverificationofresidencydocumentsbecausewenowhavethedatasystemsandLEAcoordinationtosupporttimelyandaccuratecollectionofdataforeachstudent,wenolongerneedtoconductastudent-by-studentphysicalheadcount.

• GreaterclarityandtransparencyforLEAs:Anewlybuiltweb-basedapplicationwillsupportenrollmentauditprocesses,eliminatingtheuseofmultiplespreadsheetsandallowingtheenrollmentauditpointofcontact(POC)tocloselytrackonsitereview,issueresolutionsandfinalappealsdeterminations.

• Balancedfocusonresidencyverification:Thesamplesizeforthereviewofsupportingresidencydocumentationwillincreaseto20percentofaschool’sstudentbody,afterremovingthosestudentswhoseresidencyhasalreadybeenverifiedthroughdirectdatafeedsfromothergovernmentagencies.

• Streamlinedprocessesandfastercompletion:Theresolutionanddesktopappealsphaseswillbecollapsedintoonephase.Outstandingissuesinvolvingresidencyandduplicativeenrollmentmayberesolvedinthefinalin-personappealsphase.

• CompletionoftheauditbyJan.2018:OSSEhasre-workedthetimelinetoallowtheprocesstoendearlierthaninpreviousyears.

TheOfficeoftheDeputyMayorforEducationandOSSEcontinuetoworkonthebusinessrulesthatwillguidetheLEAPaymentInitiative.ThisnewinitiativewillrevisethewaysthatpublicschoolsreceiveUPSFFdollars,intermsofbothenrollmentmeasurementanddisbursementoffunds.Theserevisionsarescheduledtogointoeffectinthe2018-19schoolyearforPK3-12chartersandDCPSandthe2019-20schoolyearforadultandalternativecharterLEAs.Fortheupcoming2017-18schoolyearwewillsimulatepaymentsforPK3-12chartersandDCPSforplanningpurposes.

Finally,wearedeeplyappreciativeoftheworkofthisyear’sExternalWorkingGroup.Theyprovidedfeedbacktoensuretheenrollmentauditprocessmaintainedabalancedapproach.Weareexcitedabouttheimprovementsmadeforthisyear’sEnrollmentAuditandlookforwardtoworkingwitheachLEAandtheirrespectiveschoolstoensurethebestenrollmentaudityet!Inpartnershipandservice,HanseulKangStateSuperintendentofEducation


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ABBREVIATIONS AND TERMS

ACCESS AssessingComprehensionandCommunicationinEnglishStatetoStateCASAS

ComprehensiveAdultStudentAssessmentSystem

CBO

Community-basedorganization

CFSA

ChildandFamilyServicesAgency

ChildCount OfficialspecialeducationenrollmentnumberfortheDistrictofColumbia

ChildCountRosterVerificationForm

AformcontainedwithintheEnrollmentAuditandChildCountApplicationthatmustbesignedelectronicallybytheHeadofSchool.

CPL

Compositeproficiencylevel

DC

DistrictofColumbia

DCMR

DistrictofColumbiaMunicipalRegulations

DCPS

DistrictofColumbiaPublicSchools

DCRV DistrictofColumbia residencyverification form issuedbyOSSEannuallyforusebyLEAsandCBOsinverifyingresidency

DE

Duplicativeenrollment

DME

OfficeoftheDeputyMayorforEducation

DYRS

DepartmentofYouthRehabilitationServices

EL

Englishlearner

EnrollmentAuditandChildCountApplication

AnOSSE application that displays the enrollment audit and Child Countrosters and student-level data to LEAs and facilitates the audit processthroughrecordingtheresultofeachphaseoftheaudit;includingauditorresults,LEAappeals,anddocumentationsubmission

eSchoolPLUS AstudentinformationsystemthatallowsformanagementofLEA,school,and student informationand isusedbyOSSEas theDistrict’s statewidestudentinformationsystem

FARM

Freeandreduced-pricemealdata

FERPA

FamilyEducationalRightsandPrivacyAct

GED

GeneralEducationDevelopment–denotesattainmentofhighschoolequivalency

HLS

Homelanguagesurvey


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IDEA

IndividualswithDisabilitiesEducationAct

IEP

IndividualizedEducationProgram

LEA

LocalEducationAgency

MKV

McKinney-VentoHomelessAssistanceAct

MySchoolDC

ThecommonlotteryandapplicationprocessfortheDistrict’spublicschooloptions

OCFO OfficeoftheChiefFinancialOfficer

OSSE

OfficeoftheStateSuperintendentofEducation

OSSEOnlineResidencyApplication

OSSE’sresidencyvalidationapplicationusedbyparentsandadultstudentstoretrievetaxinformationfromOTRforresidencyverificationpurposes

OST

OSSESupportTool

OTR

OfficeofTaxandRevenue(aDistrictgovernmentagencylocatedwithintheOCFO)

PCSB

PublicCharterSchoolBoard

PK3

Pre-kindergartenfor3-year-olds

PK4

Pre-kindergartenfor4-year-olds

Qlik A data visualization tool used by OSSE to provide dashboards andsummaries of data to LEAs and assist LEAs in identifying and correctingerrorsindataprovidedtoOSSE

SE

SpecialEducation

SEA

StateEducationAgency

SEDS

SpecialEducationDataSystem

SIS

StudentInformationSystem

SLED

StatewideLongitudinalEducationDatabase

SLIMS School and LEA Information Management System – the authoritativesourceofschoolinformation

SNAP

SupplementalNutritionAssistanceProgram

SY

SchoolYear


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TANF

TemporaryAssistanceforNeedyFamilies

UPSFF

UniformPerStudentFundingFormula

USI

UniqueStudentIdentifier

WIDA

World-ClassInstructionalDesignandAssessment,theconsortiumofstatesthatmanagestheACCESSforELLsexam


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OVERVIEW

PurposeUnderD.C.OfficialCode§38-1804.02,OSSEisrequiredtoannuallycollectenrollmentcountsforresidentstudents,nonresidentstudents,andstudentswithdisabilities,attendingallDistrictofColumbiaPublicSchools,DistrictofColumbiaPublicCharterSchools,childreninPre-K3andPre-K4programsinCommunityBasedOrganizations,andthenumberofstudentswhosetuitionoreducationinschoolsorprogramsispaidforwithDistrictfunds,asofOct.5ofeachschoolyear.OSSEisthenrequiredtoconductanaudittoverifytheaccuracyoftheenrollmentcounts,aswellastoidentifyanymaterialweaknessesintheenrollmentsystems,procedures,ormethodologyattheLEAlevel.OSSEwillthenreporttheresultsoftheauditwiththeMayor,theCounciloftheDistrictofColumbia,andtheappropriateCongressionalcommittees.

ApplicableLegislationPerCapitaDistrictofColumbiaPublicSchoolandPublicCharterSchoolFundingAmendmentActof2017DistrictofColumbiaSchoolReformActof1995DistrictofColumbiaEnrollmentCensusActof1998DistrictofColumbiaUniformPerStudentFundingFormulaActof1998

ScopeTheenrollmentauditincludesfour(4)components:

1. GeneralAudit:Anauditofenrollment(allstudents),residencystatus,andtuitionpayments

assessedandcollectedfornon-residentsasofOct.5.Thisalsoincludesanauditofstudentsinnon-publicplacementsandWardsoftheDistrictenrolledinschoolsinsurroundingjurisdictions.

2. ChildCountVerificationforSpecialEducation(ChildCount):AnauditofstudentswithIndividualizedEducationPrograms(IEPs)receivingservicesasofOct.5.

3. EnglishLearners(EL)Audit:AnauditofEnglishLearners(ELs)enrolledinpublicschools.4. Community-BasedOrganization(CBO)Pre-KVerification:Anauditofchildrenenrolledinpre-K3

andpre-K4incommunity-basedorganizationsreceivingPre-KEnhancementfunds.UponcompletionoftheenrollmentauditeachCBOwillreceivefundingforeachenrolledstudentverifiedasaDistrictresident.(GuidancefortheseCBOswillbepartofaseparateenrollmentauditguidetargetedtowardsthespecializedprocessesforCBOs.)

http://dccode.org/simple/Title-38/Chapter-18/

http://dccode.org/simple/sections/38-159.html

http://dccode.org/simple/Title-38/Chapter-29/


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2017-18 ENROLLMENT AUDIT AND CHILD COUNT CALENDAR KeyLEADeadlinesinbold;Alldeadlinesare5pm

DATE ITEM REFERENCE

PAGEINHANDBOOK

PARTIESINVOLVED

May–Sept.2017

Pre-AuditDataPreparationPhase:LEAsupdatedatainLEAStudentInformationSystem(SIS)

p.17 OSSE/LEAs

July2017 LEAsupdateEnrollmentAuditpointsofcontacts(POCs)ineSchoolPLUS

p.19 LEAs

Aug.4,2017

OSSEhostsStartofSchoolSummit

GallaudetUniversity–KelloggConferenceCenter

8a.m.–4p.m.

Forafulllistofrequiredtrainingsanddates,visitAppendixA.

p.44 OSSE,LEAs

Aug.11,2017 LEAdatamanagerssubmitchangestoLEA,schoolorsitedirectoryinformationineSchoolPLUS

p.19 LEAsDataManagers

Aug.23,2017 OSSEuploadstheEnrollmentAuditfieldworkscheduleintheEnrollmentAuditandChildCountApplication

p.26 OSSE

Oct.5,2017 AllLEAsmakeallcorrectionstoenrollmentdatainLEASIStoensureaccuracyoftheuniverseofstudentsontheauditenrollmentrosterby5p.m.

p.17

OSSE,LEAs

Oct.6,2017 OSSEmakesasnapshotofenrolledstudentsasofOct.5foreachLEAavailabletoviewintheEnrollmentAuditandChildCountApplication

p.22 OSSE


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Oct.6–

Oct.12,2017

AllLEAsmakefinalcorrectionstodatainLEASISforstudentinclusionontheenrollmentrostertoensureannualfundingbasedontheUPSFF(Note:finaldeadlineisOct.12,5p.m.)

p.25 LEAs

Oct.13,2017 LEAssubmitFirstCertification(UnauditedEnrollmentandChildCountAnomaliesAcknowledgement)directlyintheEnrollmentAuditandChildCountApplication

p.25 LEAs

Oct.13,2017 OSSEtakesanadditionalsnapshotofenrolledstudentstocreatethefinalenrollmentauditroster

p.25 OSSE

Oct.16–Nov.9,2017

FieldworkPhase:LEAspreparematerialsfortheon-sitereview,includingalltheDCRVswithaccompanyingsupportingresidencydocumentation

p.26 LEAs

Oct.16–Nov.9,2017

FieldworkPhase:OSSEfacilitatesanon-sitereviewofresidencydocumentationateachschoolintheLEA

p.26 OSSE,LEAs

2businessdaysfromdateofon-sitereview

IssueResolutionPhase:Followingtheon-sitereviewattheschoolsite,OSSEmakesinitialresidencydeterminationsforthatschoolviewableforLEAsintheEnrollmentAuditandChildCountApplication

p.26 OSSE

7calendardaysafterLEAreceiptofresultsfromschool’son-sitereview

IssueResolutionPhase:LEAsmustuploadsupportingdocumentationtoappealdisputedresidencydeterminationsmadebyOSSEwithin7calendardaysofreceivingtheresultsfromtheon-sitevisitbyOSSEauditors

p.30 LEAs


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2businessdaysfromreceiptofLEAappealofon-sitereviewdetermination

IssueResolutionPhase:OSSEmakesadeterminationontheLEA’sappealofresidencystatus

p.30 OSSE

Oct.16–Nov.17,2017

IssueResolutionPhase:LEAsmustresolvealldemographicerrorsintheappropriatesourcesystemsbyNov.17

p.28 LEAs

Nov.9,2017 FinaldaytouploadsupportingdocumentationtoresolveduplicativeenrollmentintheEnrollmentAuditandChildCountDatabase

p.31 LEAs

Nov.9,2017 FinaldayforLEAstosubmitOSTticketsinadvanceoftheNov.17issueresolutiondeadline

p.28 LEAs

Nov.15,2017 OSSEmakesinitialdeterminationsonresolvingduplicativeenrollmentavailabletoLEAsviatheEnrollmentAuditandChildCountDatabase

p.31 OSSE

Nov.20,2017 LEAssubmittheSecondCertification(FinalDemographicDataElementsandChildCountCertification)directlyintheEnrollmentAuditandChildCountApplication

p.34

LEAs

Nov.27,2017 LEAssubmitrequestsandsupportingdocumentationforfinalin-personappealsofresidencydeterminationsorduplicativeenrollmentdeterminationsmadebyOSSEduringtheissueresolutionphasedirectlyintheEnrollmentAuditandChildCountApplication

p.33


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Nov.29–Dec.1,2017

LEAswillreceivenotificationofgrantedfinalin-personappealsviatheEnrollmentAuditandChildCountApplication

p.33 OSSE

Dec.5–Dec.12,2017

FinalIn-PersonAppealsPhase:OSSEfacilitatesfinalin-personappealsforresidencyandduplicativeenrollmentissuesatOSSE

p.35 OSSE,LEAs

Dec.13,2017 OSSEmakesfinalin-personresidencyandduplicativeenrollmentappealsdeterminations,availableforLEAreviewinEnrollmentAuditandChildCountApplication

p.35 OSSE

Dec.15,2017 LEAssubmitThirdcertification(FinalAuditedEnrollmentNumbersCertification)directlyintheEnrollmentAuditandChildCountApplication

p.36 LEAs

Jan.2018 OSSEpubliclydisseminatestheEnrollmentAuditReport

p.37 OSSE


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ENROLLMENT AUDIT AND CHILD COUNT PROCESS OVERVIEW

EnrollmentAuditandChildCountProcessI. Pre-AuditDataPreparation

OSSE’sDivisionofData,AssessmentandResearchwillworkcloselywithLEAstoensuredemographicandenrollmentdataareerror-freeinadvanceoftheOct.5enrollmentrosterdatafreeze.

II. Trainings

ComprehensivetrainingisprovidedinadvanceoftheenrollmentaudittoLEAsduringAug.andSept.Beginningwiththe2017-18schoolyear,trainingswillbeconductedforenrollmentauditPOCs,specialeducationPOCs,andLEAdatamanagerstoproviderelevantknowledgeandcontextabouttheenrollmentauditandChildCountinadvanceofsubsequentscheduledtrainings.

III. Fieldwork

DuringtheFieldworkphase,OSSEauditorswillvisiteachschoolsiteofeachLEAtoconductanon-sitereviewof1)100percentofDCResidencyVerificationforms(DCRVForm1or2)and2)arandomsamplingof20percentofsupportingdocumentationofenrolledstudentswhose

I. Pre-Audit Data Prep

II. Trainings

1st Certification

III. Fieldwork / On Site Document

Review

IV. Issue Resolution 2nd Certification

V. Final In-Person Appeals

3rd Certification

VI. Reporting


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residencyhasnotbeenverifiedbyOSSEthroughdirectdatafeedswithrelevantgovernmentandindependentagencies.Inpreparationfortheon-sitereview,LEAswillneedtohave100percentoftheirdocumentationpreparedtosharewithOSSEauditors.Beginningwiththe2017-18schoolyear,if5percentofaschoolsiterandomsamplefailsthereviewofsupportingresidencydocumentation,theOSSEauditorswillimmediatelytransitiontoa100percentreviewofsupportingresidencydocumentationofenrolledstudentswhoseresidencyhasnotbeenpreviouslyverifiedbyOSSEthroughdirectdatafeedswithrelevantgovernmentandindependentagencies.Additionally,OSSEreservestherighttofollowuponanycasesshouldtheneedarisetoensureaccuracyofresidencydeterminations.LEAswillreceivetheresultsoftheon-sitereviewwithintwo(2)businessdaysofthesitevisit.

IV. IssueResolution

Beginningwiththe2017-18schoolyear,theIssueResolutionphasereplacesthedesktopappealsprocessandrunsconcurrentlywiththeFieldworkphase.IssuesinthefollowingtwoareascannotbeappealedduringtheIssueResolutionorFinalIn-PersonAppealsphases.IfanLEAbelievesthereareissuesinthesetwoareas,theLEAwillneedtocorrecttheminthesourcedatasystems.

o StudentDataElements:Thisincludesdemographicinformation,ChildCountelementsforstudentswithdisabilities,EnglishLearners(EL)data,andat-riskdesignations(whereapplicable).Issueswiththeseelementsmustbecorrectedinthesourcedatasystems(theLEA’sSISorSEDS)bytheendoftheIssueResolutionphaseonNov.17,2017.

o DuplicativeEnrollmentwithinanLEA:IfastudentisStage5enrolledinmultipleschoolswithinthesameLEA,theLEAwillneedtoresolvetheduplicativeenrollmentintheirSISinorderforthestudenttocountintheUPSFF.DuplicativeenrollmentswithinanLEAmustbecorrectedinthesourcedatasystems(theLEA’sSIS)bytheendoftheIssueResolutionphaseonNov.17,2017.

QuestionsregardingthevaluesofthedataelementsforspecificstudentsandrequestsforsupportincorrectingdataelementsorresolvingduplicativeenrollmentswithinanLEAcanbesubmittedtoOSSEthroughtheOSSESupportTool(OST).ToensurethatOSSEcanrespondtoallquestionsandsupportrequestsbeforetheendoftheIssueResolutionphase,OSTticketspertainingtotheenrollmentauditandCouldCountmustbesubmittedbyNov.9,2017.PleaseseeAppendixDforafulllistanddescriptionsofall2017-18enrollmentauditandChildCountdataelements.

LEAswillonlybeabletoappealissuesinthefollowingtwoareasduringtheIssueResolutionorFinalIn-PersonAppealsphases:

o Residencystatus:LEAs/schoolsmaysubmitelectronicdocumentationviatheEnrollmentAuditandChildCountApplicationtoappealresidencystatus.Fortheappealtobeconsidered,LEAsmustsubmitappropriatedocumentationwithin7calendardaysofreceivingtheresultsoftheonsitevisitfromOSSEauditors,shouldtheLEAdisagreewithOSSE’sinitialdetermination.

o DuplicativeEnrollmentAcrossLEAs:LEAs/schoolsmaysubmitelectronic


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documentationviatheEnrollmentAuditandChildCountApplicationtoappealaduplicativeenrollment.Fortheappealtobeconsidered,LEAsmustsubmitappropriatedocumentationbyNov.9,afterwhichOSSEwillmakeadetermination.

OSSEwillmakedeterminationsonresidencyappealswithintwobusinessdaysfollowingreceiptoftheLEAappealoftheon-sitereviewdetermination.OSSEwillmakedeterminationsonappealsforduplicativeenrollmentacrossLEAsbyNov.15.IfanLEAdoesnotagreewiththeresolutiondecision,itmayuploadarequestforafinalin-personappealviatheEnrollmentAuditandChildCountApplication,forissuesofresidencyandduplicativeenrollmentacrossLEAsonlybyNov.27,2017.

V. FinalIn-PersonAppeals

Beginningwiththe2017-18schoolyear,onlydeterminationsmaderegardingunresolvedresidencyandduplicativeenrollmentcanbepresentedforreconsiderationduringthefinalin-personappeals.Inordertobeabletorequestafinalin-personappealforaparticularstudent,theLEAmusthavetriedtoresolvethedisputedrecordduringtheIssueResolutionphasebysubmittingdocumentation.Duringthisphase,LEAshaveonefinalopportunitytosubmitinformationthatmayconfirmtheresidencyorenrollmentstatusofadisputedstudent.Uponreviewofresidencyorenrollmentdocumentationsubmittedforfinalappeal,anychangesacceptedarethenupdatedintheEnrollmentAuditandChildCountApplication.OSSEofficialswillmakefinalappealdeterminationsbyDec.13,2017.

VI. Reporting

Uponcompletionofthefinalin-personappealsphase,OSSEwillnotifyLEAsofanyadditionalenrollmentchangesduetodatacorrectionsand/orduplicativestudentfinaldeterminations.OSSEwillfirstreleaseindividuallytoLEAsafinalauditedenrollmentnumbers.LEAsmustverifyreceiptofthefinalauditedenrollmentnumbersbyDec.15,2017.OSSEplanstoreleasethefinalauditedenrollmentnumbersinJan.2018.Followingthereleaseofthereport,OSSEmayadditionallyfollowupdirectlywithindividualLEAsregardinganyanomaliesdiscoveredinenrollmentorresidencyverificationpracticesduringtheenrollmentauditprocessthatshouldbeaddressedinthenextschoolyear.

EnrollmentDataandChildCountCertificationsForthe2017-18enrollmentaudit,LEAsmustcertifythevalidity,completeness,andaccuracyoftheLEA’sdataandacknowledgefinalenrollmentnumbersbycompletingthree(3)enrollmentauditandChildCountcertificationswithintheEnrollmentAuditandChildCountApplication.TheFirstcertificationcapturestheuniverseofstudentswhoshouldbeincludedintheenrollmentauditandacknowledgestheoutstandingdataanomaliesforstudentswithdisabilitiesinSEDS.TheSecondcertificationcertifiesthatalldemographicdataareaccurate,validandcompleteaswellascertifyingthefinalpopulationofspecialeducationstudentsreceivingservicesforChildCountpurposes.TheThirdandfinalcertificationcapturestheLEA’sacknowledgmentoffinalenrollmentnumbersanddemographicinformationusedforfunding.AllcertificationsmustbemadebytheHeadofSchoolviaelectronicsignatureintheEnrollmentAuditandChildCountApplication.


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CertificationName DueDate PurposeofCertification

FirstCertification-UnauditedEnrollmentandChildCountAnomaliesAcknowledgement

Oct.13,2017at5pm

• AcknowledgesthatenrollmentdatafromtheLEA’sSISincludesallstudentsenrolledattheLEAasofOct.5,2017

• AcknowledgesdataanomaliesforstudentswithdisabilitiesinSEDSortheLEA’sSISthatmustberesolvedbytheSecondcertificationforthepurposesofChildCount

• FailuretocompletethiscertificationmeansthatOSSEwillconsidertheLEA’sOct.5,2017datatobeaccuratethroughpassiveapprovalforthepurposesoftheenrollmentauditandwillutilizethatenrollmentroster,asis,fortheaudit.

SecondCertification-FinalDemographicDataElementsandChildCountCertification

Nov.20,2017at5pm

• AcknowledgesthattheenrollmentauditandChildCountdataelementsfromtheLEA’sSISandSEDSareaccurate,validandcompleteforallstudentsenrolledattheLEAasofOct.5,2017(outsideofresidencyandduplicativeenrollment)AND;

• CertifiesthefinalChildCountnumbersforstudentswithdisabilitiesservedintheLEAasofOct.5,2017

• FailuretocompletethiscertificationmeansthatOSSEwillconsidertheLEA’senrollmentauditandChildCountdataelementsforallstudentsenrolledattheLEAasofOct.5,2017tobeaccurate,valid,andcompletethroughpassiveapprovalforthepurposesoftheenrollmentauditandChildCount.

ThirdCertification-FinalAuditedEnrollmentNumbersAcknowledgment

Dec.15,2017at5pm

• Acknowledgesthefinalauditedenrollmentnumbersafterthefinalin-personappealsprocessiscomplete.


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KeyChangesfromLastYear’sEnrollmentAuditSince last year’s audit, there have been several updates to the enrollment audit and child countprocesses.Thetablebelowoutlinesthemostimportantchangesateachphaseoftheaudit.

EnrollmentAuditPhase ChangefromLastYearPre-auditdatapreparation • All rosters are continually updated in a new tool – the

EnrollmentAuditandChildCountCertificationApplication–ratherthaninindividualspreadsheetsinaQuickbasedatabase

• LEAscannotaddadditionalstudentstotheirrosterbeyondOct.12at5p.m.

Fieldwork • Thereisnotaphysicalheadcountofstudentsthisyear• OSSEauditorswillbefocusedonreviewingresidency

verificationpaperworkratherthanalldemographicelements

• OSSEauditorswillreviewa20percentsampleoftheresidencyverificationpaperwork(ratherthanuptotwo10percentsamples)

• Ifaschoolfailsmorethan5percentofthe20percentsample,OSSEauditorswillreview100percentoftheresidencysamplewithinthesameyear(ratherthanthefollowingyear)

IssueResolution • Instead of having both resolution meetings with the auditorsand desktop appeals, there will be a single issue resolutionphase

• LEAswillbeabletoseethestatusofeachstudentontheirrosterinrealtimethroughouttheissueresolutionphaseandintothefinalin-personappealsphase

• Demographicandspecialeducationdatawillbecorrectedinsourcesystems–LEAswillnotneedtosubmitappealsforthose.(Residencyandduplicativeenrollmentwillcontinuetobeappealed)

• AppealswillbesubmittedthroughtheEnrollmentAuditandChildCountCertificationApplicationandlimitedtoresidencystatusandduplicativeenrollment

FinalIn-PersonAppeals • Finalappealsare submitted through theEnrollmentAuditandChild Count Certification Application and limited to residencystatus and duplicative enrollment issues that had beenpreviouslyappealedintheissueresolutionphaseandwerenotresolvedtotheLEA’ssatisfaction


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PRE-AUDIT DATA PREPARATION AchievingandmaintainingdataqualityinaLEA’sSISandothersourcesystemsisvitaltoasuccessfulenrollmentaudit.LEAshavefromnowuntilOct.5at5p.m.tomakecorrectionstostudentenrollmentintheLEA’ssourcesystems(theSISorSEDS)toensureallstudentsenrolledonOct.5areidentifiedcorrectlyintheEnrollmentAuditandChildCountApplication.

DataQualityTermsAlldatamustbevalid,complete,andaccurate.LEAsmustalsoensurethattheyadheretotheLEADataManagementPolicy.Underfederalandlocallaw,LEAsareresponsibleformaintainingrecordsfordatareporting.OSSEdefinesmaintenance of records as: a) entering accuratedata; b) updating data promptly and accurately upon notification of any changes; and c) ensuringaccuracy so the system of record correctly reflects all students and their environments under thepurviewoftheLEA.Datafromtheenrollmentauditandchildcountareusedforannualfederalreportsand to determine funding levels in accordance with the Uniform Per Student Funding Formula (seeAppendixC).TERM DEFINITION

Accurate Thedatacorrectlyrepresentsreality

Valid AllvaluesenteredconformtoOSSE-permittedvalues*

Complete Allrequireddataelementscontainvalues

*OSSE-permittedvaluescanbefoundintheOSSESY17-18LEADataCollectionTemplate.

DataQualityErrorReportsTheUnifiedDataErrorReportandtheDuplicativeEnrollmentReportaretwodataerrorreportsavailableinSLEDandQlikthatflagcommondataerrorssuchasinvalid,missingandduplicateenrollmentsaswellasspecialeducationdataerrorsandanomalies.Whereappropriate,LEAsshoulddisseminatetheerrorreportstotheirschool-leveladministratorsandcoordinatewithschool-leveldataadministratorstomakeallnecessarycorrections.PleaserefertotheUnifiedDataErrorGuide.


II. Trainings

1st Certification


Review

IV. Issue Resolution

2nd Certification


3rd Certification

VI. Reporting

https://osse.dc.gov/sites/default/files/dc/sites/osse/publication/attachments/LEA Data Management Policy_0.pdf

https://osse.dc.gov/sites/default/files/dc/sites/osse/publication/attachments/LEA Data Management Policy_0.pdf

https://osse.dc.gov/sites/default/files/dc/sites/osse/publication/attachments/2017-18 School Year LEA Data Collection Template.xlsx

https://osse.dc.gov/node/1182595


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StagesofEnrollmentThe six stages of enrollment below, as set forth in 5-ADCMR 2199, apply to every public and publiccharterschoolstudent’sattendancerecord. Eachstagerepresentsadifferenteventintheenrollmentprocess.StudentsmustbeinanLEA’sSISatStage5inordertocountaspartoftheLEA’senrollment.

Stage1: ApplicationtoAttendtheSchoolThisstageoccurswhenthestudentsubmitsanapplicationthroughMySchoolDC(MSDC)torequestenrollmentfortheupcomingschoolyear.ForschoolsthatdonotuseMySchoolDC,enrollmentbeginswithStage4.Stage2: AcceptanceandNotificationofanAvailableSlotThisstageoccurswhenthelotteryprocessfacilitatedthroughMSDCconcludesandLEAssendnotificationstofamiliesofferingaslotfortheirchild.Stage3: AcceptanceoftheOfferedSlotThisstageoccurswhenafamilyconfirmstheirchild’sintenttoenrollbycompletingbothenrollmentandresidencyverificationforms.Stage4: RegistrationoftheStudentinSISThisstageoccursaftertheLEAreceivesthechild’srequiredenrollmentandresidencyformswithsupportingdocumentsandinputsthechild’sinformationintheSIS,identifyingthestudentasStage4enrolled.

Stage 1 Application to Attend

Stage 2 Notification of Available Slot

Stage 3 Acceptance of Available Slot

Stage 4 Registration in SIS

Stage 5 Receipt of Educational Services

Stage 6 Determine Eligibility / Provide Special Education Services

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=0ahUKEwjpuqfRubLVAhXKOCYKHSkKCgIQFggmMAA&url=http%3A%2F%2Fwww.dcregs.dc.gov%2FNotice%2FDownLoad.aspx%3FVersionID%3D4192939&usg=AFQjCNHizOT-ZqzOCJGibUz-2ltgTPeABw


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Stage5: ReceiptofEducationalServicesThisstageoccurswhenthechildbeginsattendingschoolandreceivingeducationalservicesnoearlierthanthefirstofficialdayofthecurrentschoolyear.Ifthestudenthasnotattendedschoolduringtheschoolyear,hisorherrecordmustremainatStageFour. Stage6: DeterminationofEligibilityorProvisionofSpecialEducationServicesThisstageoccursuponcompletionofStageFour,andisdefinedasfollows:“TheLEA’sobligationtodetermineeligibilityforspecialeducationservicesortoprovidespecialeducationservicesonanexistingIEPistriggereduponcompletionofregistration(stage4).”

EnsuringAccurate,CompleteandValidStudentRecordsLEAsmustensureallenrolledstudentsareidentifiedintheirSISandaccuratelyreflectedintheEnrollmentAuditandChildCountApplication.Thisensuresthestudenthasanactiveenrollmentrecord/statusinSLED.LEAshaveuntilFriday,Nov.17,2017tomakechangesintheirSIStothedataelementslistedbelow.ThesedataelementsarerequiredelementsfromtheSY2017-18DataCollectionTemplate.Dataelement

Definition

LastName Thelegallastnameofthestudent.Itisthenamecarriedincommonbymembersofaperson’sfamily,orthelastnamerecognizedastheformalandconsistentlastnamegiventoapersonafterbirth(e.g.,birth,baptismorothernamingceremonycertificate;orbirthverificationdocument)orthroughlegalaction(e.g.,marriage,divorce,adoptionsorlegalnamechange).

FirstName Thelegalfirstnameofthestudent.Itisthenamegiventoanindividualafterbirth(e.g.,birth,baptismorothernamingceremonycertificate;orbirthverificationdocument)orthroughlegalaction(e.g.,marriage,divorce,adoptionorthroughlegalnamechange).

DateofBirth(DOB) Theday,monthandyearonwhichthestudentwasborndocumentedonanofficialgovernmentcertificate.

StreetAddress Thenumberandnameoftheunitandstreet(andapartment,ifapplicable)wherethestudentresides.

City Thecitywherethestudentresides.


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State Theabbreviationforthestate(withintheUnitedStates)oroutlyingareainwhichthestudentresides.

ZipCode ThenumberthatidentifiesthepostaldeliveryareaintheUnitedStatesinwhichthestudentresides.

Gender Acodedvaluerepresentingthestudent’sgender.Genderisaperson’sactualsexorperceivedsexandincludesaperson’sperceivedidentity,appearanceorbehavior,whetherornotthatidentity,appearance,orbehaviorisdifferentfromthattraditionallyassociatedwithaperson’ssexatbirth.

Ethnicity LEAsarerequiredtocategorizestudentethnicityas“Yes–HispanicorLatino”or“No–NotHispanicorLatino”fortheethnicitywithwhichthestudentmostcloselyidentifies.Ifastudentidentifieshisorherethnicityas“HispanicorLatino,”thenheorshemustalsoselect“Hispanic/Latino”ashisorheridentifiedrace.ThecompletedefinitionofHispanicandLatinoisfoundintheDCOSSEDataCollectiontemplate.

Race LEAsarerequiredtocategorizestudentsinoneormoreofthefivepermittedracecodesforwhichrace(s)thestudentmostcloselyidentifies.CategoriesmustbemappedbytheLEAtothefivefederalracecategories:AmericanIndianandAlaskaNative–NonHispanic/Latino,Asian–NonHispanic/Latino,BlackorAfricanAmerican–NonHispanic/Latino,NativeHawaiianorOtherPacificIslander–NonHispanic/Latino,White–NonHispanicLatino.MorecompletedefinitionsoftheseraceclassificationsarefoundintheDCOSSEDataCollectionHandbook.

GradeLevel Thegradelevelorprimaryinstructionallevelatwhichastudententersandreceivesservicesinaschooloraneducationalinstitutionduringagivenacademicsession,aspermittedviaLEASIS,andalignedtotheDCOSSEDataCollectiontemplate.

ELStatus AnindicationofwhetherornotthestudentisanEnglishLearner(EL)andreceivingEnglishLearner(EL)Services

FARMSStatus Anindicationofwhetherornotastudentisreceivingfreemeals,reducedpricemealsorpayingformealsinfull.

ResidencyStatus TheLEA’sdeterminationthatthestudentisorisnotaresidentoftheDistrictofColumbiabasedonprovideddocumentstosupportresidencyclaim.






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Homeless Anindividuallackingafixed,regular,andnighttimeresidenceoranindividualwhohasaprimarynighttimeresidencethatisa)asupervisedorpublicallyoperatedshelterdesignedtoprovidetemporarylivingaccommodations;b)aninstitutionthatprovidesatemporaryresidenceforindividualsintendedtobeinstitutionalizedincludingwelfarehotels,congregateshelters,andtransitionalhousingforthementallyill;orc)apublicorprivateplacenotdesignedfor,orordinarilyusedas,aregularsleepingaccommodationforhumanbeings.

Specialeducationstatus,whichisconsideredpartofastudent’srecord,iscalculatedbasedontheinformationenteredinSEDSandauto-populated.LEAsshouldensurethatalldatainSEDSarecurrent.OfficialspecialeducationstatuswillbecapturedbytheChildCountprocess,asexplainedonpage38.

ResidencyVerificationAllstudentsattendingDCPS,publiccharterschools,andnonpublicschoolsmustberesidentsoftheDistrictofColumbia.Parents/guardiansofstudents,oradultstudents,attendingDCPS,publiccharterschools,ornonpublicschoolsmustprovideproofofDistrictresidencyannually.Parents/guardiansoradultstudentswhofailtodosomustpaynon-residenttuitionequivalenttotheUPSFF.Non-residentstudentsareonlyadmittedtoDCPSorpubliccharterschoolsiftherearenoDCresidentstudentsontheschoolwaitlist.Thestudentresidencyverificationprocessrequiresdocumentaryproofofresidencyandtakesplaceduringtheenrollmentperiodeachyear(AprilFirstthroughOct.5)orwithinten(10)daysoftheinitialenrollment,whicheveroccurslater.LEAsarerequiredtoreviewtheirstudents’residencydocumentationandverifythatalldocumentationandverificationformsarecomplete,legible,andvalidpriortoOct.15.LEAsthatplacestudentswithdisabilitiesinanonpublicschoolareresponsibleforverifyingresidencyforthatstudent,aswellasmakingthestudent’sresidencyverificationrecordsaccessibletotheOSSEauditorsforreview.SchoolsmayrequirethatparentsorguardiansofprospectivestudentsoradultprospectivestudentsfurnishproofofDistrictresidencyand/oragepriortoenrollment,exceptforanychildrenandyouthwhoareconsideredhomelessunderthefederalMcKinney-VentoHomelessAssistanceAct.Requestsfordocumentationalsomustnotdiscriminate,orhaveaneffectofdiscriminating,onthebasisofrace,color,nationalorigin,citizenship,orimmigrationstatus.SeeAppendixBformoreinformationonrequiredresidencydocumentation.

EnrollmentAuditandChildCountApplicationTheEnrollmentAuditandChildCountApplicationprovidesthemeansforLEAsandOSSEtoviewtheEnrollmentAuditandChildCountstudentrostersthroughouteachphaseoftheenrollmentaudit.ThedataforrosterswillbepulledfromtheLEA’sSISviaSLEDandSEDS.TheEnrollmentAuditandChildCountApplication:

• AllowsLEAstoviewinnear-realtime,enrollmentandspecialeducationstudentcountsastheyrelatetotheenrollmentauditandChildCount;

• AllowsLEAstoviewinnear-realtime,enrollmentandresidencydeterminationsthroughouttheFieldwork,IssuesResolutionandFinalIn-PersonAppealsphases;


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• Providesasecuremethodtouploadstudentresidencydocumentation,eliminatingtheneedtouploadmultipleversionsofexcelspreadsheets;and

• EnhancesOSSE’scommunicationtoLEAsthroughouttheauditphases.

DataSnapshotofEnrollmentDataasofOct.5Becausetherecanbeaone-daylagfordatafromtheLEA’sSIStoshowupinSLED,OSSEwillmakeasnapshotofenrollmentdataonOct.6thcollectedfromallLEAstoreflecttheenrollmentasofOct.5.Again,LEAshaveuntilOct.5at5p.m.tomakecorrectionstostudentenrollmentintheLEA’ssourcesystems(theSISorSEDS)toensureallenrolledstudentsareidentifiedcorrectlyintheEnrollmentAuditandChildCountApplication.


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NEW ENROLLMENT AUDIT AND CHILD COUNT PROCESS: TRAINING

LEAPointsofContact(POCs)andCoordinationInadditiontoidentifyingtheHeadofSchool,eachLEAisrequiredtohavePOCsfortheenrollmentaudit,specialeducation,Englishlearnersanddatamanagement.EachPOCplaysacriticalroleintheenrollmentauditandChildCount(seechartbelow).SincetheenrollmentauditandChildCountrequirehandlingpersonalidentifiableinformationofstudents,LEAPOCsmustfollowallapplicableFamilyEducationRightsandPrivacyAct(FERPA)laws.ItisimportantthatLEAswithmultiplestaffworkingontheenrollmentauditputaplaninplaceforsharingenrollmentauditinformationamongtheirrespectivestaffmembers.OSSEisnotresponsibleforcontactingLEAstaffmembersbeyondtheHeadofSchool,thedesignatedenrollmentauditPOC,thespecialeducationPOCforChildCount,andtheLEAdatamanager.ThecurrentlistofPOCsisavailableforLEAreviewinOSSE’seSchoolPLUSPointsofContactlist.TheLEADataManagermustaccesseSchoolPLUStosubmitchangestoLEA,school,orsiteinformationintheeSchoolPLUSapplicationbyAug.11,2017.

TrainingsforPOCsToensurethatLEAEnrollmentAuditPOCshaveastrongunderstandingofanypolicyorprocesschangesregardingtheyearlyEnrollmentAudit,OSSEhostsseveraltrainingsinadvanceoftheFieldworkphase

POCType DescriptionHeadofSchool Responsibleforoveralladministrativeleadership;willmakeallcertificationsfor

theenrollmentauditLEAEnrollmentAuditPointofContact

Coordinatesandmanagestheenrollmentaudit,includingensuringdeadlinesaremet,reviewingdataforaccuracyandcompleteness,preparingforsitevisits,coordinatingdocumentation,anduploadingdocuments

LEADataManager EnsuresalldatarequestsfromOSSEarecompletedinatimelymannerandmaintainseSchoolPLUSPOCsandcalendars;partnerinpre-auditdatapreparation

LEASpecialEducationPOC

RespondstoOSSErequestsrelatedtospecialeducation,includingupdatestodatasystemsandtrainingandassistancetootherLEAandschoolstaffrelatedtotheSpecialEducationDataSystem(SEDS);keypartnerinChildCount


II. Trainings

1st Certification


Review



3rd Certification

VI. Reporting

https://osse.dc.gov/sites/default/files/dc/sites/osse/publication/attachments/2017-18 School Year LEA Points of Contact Guide.pdf


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targetedtowardstheenrollmentauditPOC,specialeducationPOCandtheLEAdatamanager.Participantsarerequiredtobringlaptopstothetrainingstoallowforahands-ontrainingfortheEnrollmentAuditandChildCountApplicationsession.Foracompletelistofrequiredtrainings,pleaseseeAppendixA.


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FIRST CERTIFICATION: UNAUDITED ENROLLMENT AND CHILD COUNT DATA ANOMALIES CERTIFICATION

AfterOSSEfreezesenrollmentdataonOct.6th,LEAshavefromFriday,Oct.6thuntilThursday,Oct.12thtoensurethatallenrolledstudentsasofOct.5areaccountedforontheroster,includingthosethatmaybeduplicativelyenrolledwithanotherLEA.LEAsmustmakecorrectionstostudentrecordsintheLEAsSIStoensureallenrolledstudentswillappearappropriatelyintheEnrollmentAuditandChildCountApplication.IftheLEAdoesnotsubmittheFirstCertification(UnauditedEnrollmentAuditandChildCountAnomaliesAcknowledgementCertification)by5p.m.onFriday,Oct.13,2017,OSSEwillconsidertheLEA’sOct.5datatobeaccuratethroughpassiveapprovalforthepurposesoftheenrollmentauditandwillutilizethatenrollmentroster,asis,fortheaudit.Note: LEAscannotaddadditionalstudentstotheenrollmentauditrosterunderanycircumstancesafter5p.m.onThursday,Oct.12,2017.ItiscriticalthattheLEAensurethatallstudentsforwhomtheLEAseeksfunding(i.e.attendingasofOct.5)areontheenrollmentauditrosterintheEnrollmentAuditandChildCountApplication.


II. Trainings

1st Certification


Review



3rd Certification

VI. Reporting


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FIELDWORK / ON-SITE DOCUMENT REVIEW

TheFieldworkphaseisthepartoftheenrollmentauditprocesswhereinOSSEauditorsreviewresidencydocumentationatLEAsites.BeginningonMonday,Oct.16,2017andendingonFriday,Nov.17,2017.RecentamendmentstotheDCCodeviatheFY2018BudgetSupportAct(PerCapitaDistrictofColumbiaPublicSchoolandPublicCharterSchoolFundingAmendmentActof2017),allowsOSSEtoredefinetheroleoftheauditor,sharpenthefocusofthefieldworkonresidencyandeliminatetherequirementforaphysicalheadcountofstudents.LEAswillreceiveascheduledvisitdateforeachschoolintheLEAinlateAugust.TheenrollmentauditisconductedforallstudentsintheLEA,includingthosewhoattendnonpublicschoolsandDepartmentofYouthRehabilitativeServices(DYRS)aswellasWardsoftheDistrictwhoattendschoolsinthesurroundingcounties.LEAswillreceivetheresultsoftheon-sitereviewwithintwo(2)businessdaysofthesitevisit.

EnrollmentAuditFieldworkScopeThefieldworkphasehelpsensurethattherearenoanomaliesintheresidencyverificationprocessattheLEA.OSSEauditorswillrevieweachstudent’srecordtodetermineresidencystatusbyexamining100percentofDCRVForms1or2.ThisincludesstudentswithdisabilitiesplacedbytheLEAinanonpublicschool.Additionally,OSSEwillsample20percentoftheschool’ssupportingresidencydocumentsaswellasdocumentationforstudentsclassifiedasnon-residentornon-tuitionpayingfromthepreviousyear.LEAsshouldmakesurethateachschoolsitehasallsupportingdocumentationreadytosharewiththeauditors.Ifthesupportingdocumentationisdeemedinadequateforastudent,thatstudentwillbecountedasnon-residentforwhomtheLEAdoesnotreceivefunding.OSSEreservestherighttoreviewresidencydocumentationfromanyLEAatanytimeandwillelecttoconducta100percentauditofresidencyverificationdocumentationif:

1. TheLEAisunabletoproducevalidsupportingresidencydocumentationformorethan5percentofthestudentsintheinitialrandomsampleandstudentsclassifiedasnon-residentornon-tuitionpayingfromthepreviousyear.

2. TheLEAhasanexcessivenumberofnon-residentfraudtipsreceivedbyOSSE,orifOSSEhasreasontosuspectthatfraudulentprocessesandproceduresaretakingplaceduringtheenrollment/residencyverificationprocess.

3. AnyotherreasonsthatraisequestionsaboutthevalidityoftheLEA’sresidencydocumentationprocess.

Inadditiontotherandom20percentsampleasdescribedabove,LEAsarerequiredtoprovideresidencydocumentationforanystudentwhowasclassifiedasanon-resident,non-tuitionpayingstudenteither


II. Trainings

1st Certification

III. Fieldwork / On Site

Document Review



3rd Certification

VI. Reporting


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duringthepreviousyear’senrollmentauditorasaresidencyexceptionthroughtheresidencyinvestigationhotline/onlineTIPportal.

SampleCompositionofSupportingResidencyDocumentation

Tocreatethe20percentsample,OSSEwillexcludestudentsfromthesamplewithanyofthefollowingdesignations:

• TANF,SNAPorMedicaidrecipient• StudentexperiencinghomelessnessasdefinedbyMcKinney-Vento• WardoftheDistrict

DocumentPreparationforOn-SiteDocumentReview

LEAsareadvisedtoprepareforsitevisitsbycompletingthefollowingactions:I. IdentifyandReserveSpace

1. Thespaceidentifiedandreservedmustcomfortablyaccommodatethesizeoftheauditteamassignedtothesite.Thesizeoftheauditteamwillvarybasedonthesizeoftheenrolledstudentpopulation(approximatelythree(3)auditorsper100students)eligibletobeincludedintherandomsample.Schoolswillbegiventheanticipatedsizeoftheauditteamintheschedulingnotice.

2. Thesitemustidentifyandreserveacontingencyspacebasedonthenumberofadditionalauditteammembersthatwillberequiredtobeonsiteshouldthe20percentsamplereviewofresidencydocumentstransitionintoa100percentreview.

3. LEAswithmultipleschoolsitelocationsmustidentifytheschoolsiteatwhichOSSEauditorscanreviewthedocumentationforstudentswithdisabilitiesattendinganon-publicschool.

II. PrepareStudentBindersforReviewA. ForK-12EnrolledStudents

1. OrganizetheDCRVForms1and2inbindersalphabeticallybystudentlastname(eachbindershouldcontainnomorethan100DCRVs).

2. TheDCRVForm1musthavesupportingdocumentation(seeAppendixBforlistofsupportingdocuments)immediatelyfollowingtheDCRVforthatstudent.Donotstapleanydocuments.

3. ForschoolsthatalsohavegradesPreK-3andPreK-4,separatebindersmustbemadeforthispopulationofstudents.

4. Bindersmustbelocatedinthespacereservedfortheauditorsonthedayofthevisit.

B. ForPreK-3andPreK-4EnrolledStudents1. OrganizetheDCRVForm1inbindersalphabeticallybystudentlastname(eachbinder

shouldcontainnomorethan100DCRVs).2. TheDCRVForm1musthavesupportingdocumentationimmediatelyfollowingtheDCRVfor

thatstudent.Donotstapleanydocuments.

C. ForStudentswithDisabilitiesattendingNonpublicSchools1. OrganizetheDCRVForms1and2inbindersalphabeticallybystudentlastname(each

bindershouldcontainnomorethan100DCRVs).2. AllDCRVForm1musthavesupportingdocumentationimmediatelyfollowingtheDCRVfor

thatstudent.Donotstapleanydocuments.


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ISSUE RESOLUTION ResolutionsandDesktopAppealshavebeencombinedintooneIssueResolutionsphase,runningconcurrentlywiththeFieldwork/On-SiteDocumentReviewphase.Foralldataexceptthetwooutlinedbelow,LEAswillhaveuntilNov.17,2017toresolveandcorrectdatadirectlyintheLEASISandSEDS,whichthentransfersovertotheEnrollmentAuditandChildCountApplication.LEAsmaysubmitquestionsaboutdatavaluesforspecificstudentsandrequestsupportfromOSSEonresolvingdataerrorsandanomaliesthroughtheOSSESupportTool(OST),particularlyfordataelementsthatcomefromotherDistrictagencies.AllenrollmentauditandChildCountOSTticketsmustbesubmittedbyLEAsnolaterthanNov.9,2017toensureadequatetimeforOSSEtorespondbeforetheendoftheIssueResolutionphase.ThenotableexceptionisforresidencyandduplicativeenrollmentacrossLEAs.ResidencyStatus:IfanLEAdisagreeswithOSSE’sinitialdeterminationonresidencyorhasfurtherinformationthatwouldchangethedetermination(seeAppendixBformoreguidance),theLEAhas7calendardaysafterreceivingtheresultsoftheon-siteauditorreviewtouploadalldocumentationtosupportitscasedirectlyintheEnrollmentAuditandChildCountApplication.Forexample,ifthereisanon-sitereviewforaschoolintheLEAonMonday,October30,2017andanLEAreceivestheresultsoftheiron-siteauditorreviewonWednesday,November1,2017,theywillhaveuntil5p.m.onWednesday,November8tosubmitalldocumentationfortheirresidencyappeals.OSSEwillthenreviewthedocumentationandmakeadeterminationwithintwobusinessdaysfollowingreceiptoftheappealofresidencystatusfromtheLEA.DuplicativeEnrollmentsAcrossLEAs:TheLEAmustadditionallyuploaddocumentationforanystudentitseekstoclaimwhoisduplicativelyenrolledatanotherLEA–thosestudentswillbeflaggedintheEnrollmentAuditandChildCountApplicationfromthestart.LEAshaveuntilNov.9,2017at5p.m.touploadallsupportingdocumentationoutlinedintheResidencyandDuplicativeEnrollmentsectionbelowdirectlyintheEnrollmentAuditandChildCountApplication.Note:ifthereisastudentduplicativelyenrolledwithintheLEA,theLEAmustresolvetheduplicativeenrollmentwithintheirSISbyNov.17,2017–therewillnotbeanopportunitytoappealduplicativeenrollmentswithinanLEAastheLEAcancorrecttheenrollmentrecordwithinitsSIS.Forbothresidencystatusandduplicativeenrollment,OSSEwillreviewthesupportingdocumentationandmakeadeterminationthatwillbeviewableintheEnrollmentAuditandChildCountApplication.(SeetheResidencyandDuplicativeEnrollmentsectionbelowthetableformoredetails).ThefollowingtablelaysoutthedataelementstestedduringtheauditandthepathwaysforresolvingerrorsinthestudentrecordduringtheIssueResolutionphase.(PleasealsoseeAppendixDforafulllistofalldataelementsusedintheenrollmentauditandtheirsourcesystems).OSSErecommends


II. Trainings

1st Certification


Review



3rd Certification

VI. Reporting


30

resolvingerrorsasquicklyaspossiblewithintheIssueResolutionperiodtomakesureallnecessarychangesfromthesourcesystemtotheEnrollmentAuditandChildCountApplicationareaccuratelyreflected.AuditCategory

Auditeddataelement

InitialEnrollmentAuditDetermination

ResolutionPathforLEA

DCResidency Residencystatus OSSEauditorviasitevisit

ProvidingadditionalsupportingdocumentationduringtheIssueresolutionphasewithin7calendardaysofreceivingtheresultsoftheon-siteauditorreviewand,ifnecessary,requestingfinalappealintheEnrollmentAuditandChildCountApplicationbysubmittingadditionaldocumentationtochangenon-residentstatustoresident

DuplicativeEnrollmentAcrossLEAs

DuplicativeEnrollment

OSSEdeterminationafterreceivingdocumentationfromLEAspriortooronNov.9,2017

ProvidingadditionalsupportingdocumentationduringtheIssueresolutionphasebyNov.9andifnecessary,requestingfinalappealintheEnrollmentAuditandChildCountApplicationbysubmittingadditionaldocumentationtoclaimthestudent

DuplicativeEnrollmentWithinanLEA

DuplicativeEnrollment

LEASIS,identifiedintheUnifiedDataErrorsQlikapplication

Noappeal–datacorrectedthroughLEASISbyNov.17,2017

StudentDemographicInformation

Name;DateofBirth;Address;Gender;Ethnicity;Race;Grade;FARMS

LEASIS,errorsidentifiedintheUnifiedDataErrorsQlikapplication

Noappeal-datacorrectedthroughLEASISbyNov.17,2017


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SpecialEducation

Specialeducationservicelevels

LEAentryofIEPinfoinSEDS

Noappeal–datacorrectedbyLEAthroughSEDSduringissueresolutionphasebyNov.17,2017

Environment LEAentryofIEPinfoinSEDS


ESY LEAentryofIEPinfoinSEDS


EL ELstatus LEAentryofinfoofELstatusinLEASISorassessmentinfofromOSSE,errorsidentifiedintheUnifiedDataErrorsQlikapplication

Noappeal–datacorrectedthroughLEASISduringissueresolutionphasebyNov.17,2017

At-risk Homeless LEAentryofhomelessinfointoLEASISandTCPfeedmanagedbyOSSE

Noappeal-datacorrectedthroughLEASISduringissueresolutionphasebyNov.17,2017

SNAP/TANF DCDepartmentofHumanServices(DHS)feed

Noappeal–LEAsubmitsOSTtickettoresolveinconsistenciesbyNov.9,2017

Overage LEASIS(Dateofbirthandgrade)

Noappeal-datacorrectedthroughLEASISduringresolutionperiodbyNov.17,2017

WardoftheDistrict

DCChildandFamilyServicesAgency(CFSA)feed

Noappeal–LEAsubmitsOSTtickettoresolveinconsistenciesbyNov.9,2017

ResidencyDeterminationsWithintwobusinessdaysaftertheon-sitevisitbytheauditors,LEAsandschoolswillbeabletoreviewthestatusoftheirstudentsintheEnrollmentAuditandChildCountapplication.LEAs/schoolswillhave7calendardaysfromthatpointtosubmitdocumentationforOSSEreviewintheEnrollmentAuditandChildCountapplicationforandresidencystatus.Theuploadeddocumentationshoulddemonstratethe


32

student’sDistrictresidencyundertheverificationguidelinesinAppendixB.Onceuploaded,thedocumentswillbereviewedwithintwobusinessdaysandOSSEwillrenderadetermination.IftheLEA/schooldoesnotagreewithdeterminationsrenderedduringtheIssueResolutionphase,arequestforaFinalIn-PersonAppealshouldbemadeusingtheEnrollmentAuditandChildCountApplication.IfanLEAdisagreeswithOSSE’sdetermination,theLEAcanrequestanin-personappealintheEnrollmentAuditandChildCountApplicationbyNov.27,2017.

DuplicativeEnrollmentAcrossLEAs-HierarchyandDeterminationsIntheeventthatastudentisStage5enrolledinmorethanoneLEA,OSSEwillusedocumentationfromtheLEAsandattendancerecordstomakeanenrollmentdetermination.Toresolveaduplicativeenrollment,LEAsarerequiredtosubmitasmuchofthedocumentationlistedinthehierarchytablesbelowaspossiblethroughEnrollmentAuditandChildCountApplicationbyNov.9,2017.OSSEwillevaluatethedocumentsusingthehierarchyorderidentifiedbelowtomakeadeterminationbyNov.15,2017.IfanLEAdisagreeswithOSSE’sdetermination,theLEAcanrequestanin-personappealintheEnrollmentAuditandChildCountApplicationbyNov.27,2017.

DuplicativeEnrollmentErrorsforPreK-12Students

HierarchyorderforduplicativelyenrolledPK-12students

Acceptabledocumentation

1.Enrollment/WithdrawalForms

TheLEAmustprovidecurrentschoolyearenrollmentorwithdrawaldocumentationsignedbytheparent/guardian.Thedocumentationshouldidentifythedatethestudententeredorexitedtheschoolandincludesignaturesfromtheenrollingparent/guardianandaschoolofficial.Additionally,ifavailable,theschoolshouldprovidetheRequestforStudentRecordsorconfirmationfromthereceivingschoolverifyingenrollmentorwithdrawal.

2.Attendance/DisciplineRecords

OSSEwillreviewattendancerecords1fromSept.28ththroughOct.26th.Additionally,ifavailable,theschoolshouldsubmitdisciplinerecordsforthisstatedtimeperiod.

3.Schoolwork TheLEAshouldsubmittwo(2)piecesofschoolworkorexamdocumentationthatincludethestudent’snameandthedateoftheworkfromSept.28ththroughOct.26th.

DuplicativeEnrollmentErrorsforAdultStudentsAdultEducationStudentClassificationAdulteducationisconsideredastudentclassification,notaschoolclassification.DCCode§38-2901(1)definesthecategoryas:

1Forschoolsinanextendedbreakduringtheattendancereviewperiod,attendancerecordsforduplicative


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(1) “Adulteducation”meansservicesorinstructionbelowthecollegelevelforadultswho:(A) Lacksufficientmasteryofbasiceducationskillstoenablethemtofunctioneffectivelyin

society;

(B) Donothaveacertificateofgraduationfromaschoolprovidingsecondaryeducationandwhohavenotachievedanequivalentlevelofeducation;or

(C) Havelimitedabilityinspeaking,reading,writing,orunderstandingtheEnglishlanguageand

whosenativelanguageisalanguageotherthanEnglish.Studentswillnotbeauditedbasedonage.Therefore,LEAsshouldeitherclassifytheirstudentsasadultorinahighschoolgradelevelof9through12basedonprogramming.Itisacceptableforanadultstudenttobeenrolledinmorethanone(1)LEAandinavarietyofadulteducationprograms.However,UPSFFpaymentsaremadetoasingleLEAandOSSEwillcountthestudentonlyonceintheenrollmentauditunderoneLEA.LEAswillberequiredtoprovidesupportingprogramenrollmentdocumentationintheEnrollmentAuditandChildCountApplication.IfanadultstudentisenrolledinmorethanoneLEA,theLEAreceivingtheenrollmentcreditandtheUPSFFfundswillbedeterminedasfollowsinthisrankingorder:

1. AnadultprogramleadingtoahighschooldiplomaisautomaticallyconsideredtheLEAofprimaryenrollmentoverprogramsthatdonotleadtoahighschooldiploma.

2. AnadultprogramleadingtoaGEDisautomaticallyconsideredtheLEAofprimaryenrollmentoverprogramsthatdonotleadtoaGED.

3. IfneitherprogramleadstoahighschooldiplomaorGED,theprograminwhichthestudentspendsthemosthours(onaverage)willbeconsideredtheLEAofprimaryenrollment.

Ifanadultstudentisenrolledintwoofthesametypeofprogram(suchastwodiplomaprogramsortwoGEDprograms),thenthefollowinghierarchywillbeused:Hierarchyorderforduplicativelyenrolledadultstudents

Acceptabledocumentation

1.Student-signedaffidavit TheLEAshouldhavetheadultstudentsignanaffidavitattestingthatthestudentisenrolledintheLEAprogram.IftheLEAcannotobtainasignedstudentaffidavit,moveto2.


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2.AttendanceRecords Demonstrateatleastoneday’sattendancebetweenSept.21andOct.19.Attendanceneednotbedemonstratedforeachclassduringtheday.Theattendancecannotpre-datethefirstdayofthecurrentschoolyearorpost-datetheenrollmentauditheadcount.

3.Schoolwork Twopiecesofschoolworkorexamdocumentation(includingstudent’snameandthedateofthework)betweenSept.21andOct.19.Electronicallysubmittedworkorexamswithadatestampthatshowthestudent’snameorUSIareacceptable.

RequestforFinalIn-PersonAppealIftheLEAdisagreeswithOSSE’sdeterminationofeitherresidencyorduplicativeenrollment,theLEAcanrequestafinalin-personappealthroughtheEnrollmentAuditandChildCountApplicationbyprovidingadditionalsupportingdocumentation.Allrequestsforfinalin-personappealsforremainingresidencystatusorduplicativeenrollmentissuesmustbereceivedby5p.m.onNov.27,2017.LEAswillfindoutifOSSEwillheartherequestedin-personappealbyDec.1.


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SECOND CERTIFICATION: FINAL DEMOGRAPHIC DATA ELEMENTS AND CHILD COUNT CERTIFICATION

LEAsmustsubmittheSecondCertification(FinalDemographicDataElementsandChildCertification)directlyintheEnrollmentAuditandChildCountapplicationnolaterthan5p.m.(EST)onMonday,Nov.20,2017.Throughthesecondcertification,theLEAacknowledgesthattheOct.5demographicdatafromtheLEA’ssourcesystemsareaccurate,validandcomplete(outsideofresidencyandduplicativeenrollment)andthatitsfinalChildCountnumbersforstudentswithdisabilitiesservedintheLEAasofOct.5,2017areaccurate,validandcomplete.FailuretocompletethiscertificationmeansthatOSSEwillconsidertheLEA’sNov.20datatobeaccuratethroughpassiveapprovalforthepurposesofChildCountdataanddemographicdata(excludingdisputedresidencyandduplicativeenrollmentdeterminations)theenrollmentauditandwillutilizethatenrollmentroster,asis,fortheaudit.


II. Trainings

1st Certification


Review

IV. Issue Resolution

2nd Certification


3rd Certification

VI. Reporting


36

FINAL IN-PERSON APPEALS FinalIn-PersonAppealswillbeheldfromTuesday,Dec.5throughTuesday,Dec.12th.Duringthisphase,onlyunresolvedresidencyandduplicativeenrollmentdeterminationswillbereviewed.LEAsmusthaveuploadedanydocumentationtobeconsideredduringthisphaseintheEnrollmentAuditandChildCountapplicationbyNov.27,2017.IfanLEAdidnotcompleteanissueresolutionforanidentifiedstudent,thestudentcannotbeincludedintheFinalIn-PersonAppeal.FinalIn-PersonAppealsareconductedface-to-facewithapanelofOSSEofficialswhomakethefinaldeterminationregardingthestatusofastudent.LEArepresentativesareassignedatimewiththepaneltoreviewsubmitteddocumentationandengageinafocuseddiscussiontowardsafinaldetermination.TheoutcomesofFinalIn-PersonAppealsareupdatedintheEnrollmentAuditandChildCountapplication.LEAswillbeabletoviewallfinaldeterminationsbyDec.13,2017.


II. Trainings

1st Certification


Review



3rd Certification

VI. Reporting


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THIRD CERTIFICATION: FINAL AUDITED ENROLLMENT NUMBERS ACKNOWLEDGEMENT

LEAsmustsubmittheFinalAuditedEnrollmentNumbersAcknowledgmentdirectlyintheEnrollmentAuditandChildCountapplicationnolaterthan5p.m.(EST)onFriday,Dec.15,2017.ThiscertificationensuresthatLEAshavereceivedthefinaloutcomeoftheenrollmentaudit.


II. Trainings

1st Certification


Review



3rd Certification

VI. Reporting


38

REPORTING AfterreceiptofthethirdandfinalAuditedEnrollmentandFinalChildCertification,OSSEwillproduceanddisseminatethefinalenrollmentauditreportinJan.2018.


II. Trainings

1st Certification


Review



3rd Certification

VI. Reporting


39

CHILD COUNT ChildCountisafederallymandatedactivityreportedannuallyper34CFR300.641(a).ThedatareceivedatthefinalizationoftheChildCountprocessservesastheofficialspecialeducationenrollmentnumberfortheDistrictofColumbia.

The2017-18DistrictofColumbiaChildCountisbasedonthestudentenrollmentasofThursday,Oct.5,2017.ThealignmentoftheChildCountprocesswiththeenrollmentauditprocessreducesdatadiscrepanciesandtheburdenonLEAs.SpecialeducationdatacollectedfromLEAsisreceivedfromSEDS,includingbutnotlimitedtoeducationalenvironment.EachLEAisresponsibleforensuringthatallstudentsreceivingservicesunderIDEA2haveavalidandcurrenteligibilitydeterminationandIEPinSEDS.Anenrolledstudentmusthave,atminimum,acurrentIEPoreligibilitydetermination,forinclusionintheChildCountroster.

EnrollmentAuditandChildCountDifferentiationAgeandtheEnrollmentAuditDuetotherequirementsofthetwo(2)datacollectionprocesses,therearedifferencesinthewayageiscalculatedfortheenrollmentauditandtheChildCount,whichcanresultinslightlyvaryingrosters.Thedifferencesaredescribedbelow.

CollectionEffort AgeRequirementUPSFFEnrollmentAudit Theauditwillincludeallstudentsage3andolder.Publiccharterschool

studentsmustturn3yearsoldbythepredeterminedagecut-offdateofthecurrentschoolyear.ForDCPS,thestudentmustturnage3bySept.30ofthecurrentschoolyear.Thereisnomaximumage.

SpecialEducationChildCount

ForthePartBIDEAChildCountEDFactstemplaterequiredbytheUSDepartmentofEducation,studentsmustbeatleast3yearsoldandnoolderthanage21asoftheofficialenrollmentauditdate(Oct.5).

SpecialEducationChildCountandUPSFFSPEDLevelFundingCollectionEffort SpecialEducationCategorizationRequirementUPSFFEnrollmentAudit Studentsreceivingspecialeducationservicesinaccordancewithfederal

childcountdefinitionsarecategorizedforfundingpurposesbasedonSPEDlevels,whichareinformedbythenumberofhoursachildreceivedspecializedinstructionandrelatedservices.SeethedatadictionaryinAppendixDforthedefinitionofSPEDlevel.

SpecialEducationChildCount

“StudentsthatqualifyasreceivingservicesunderIDEA”referstostudentsinSEDSwithanunexpiredeligibilitystatus(three-yearmaximumduration),acurrentorexpiredIEP,andnonegatingevents

2


40

(refusal,discontinuation,denial,orrevocation).StudentswillnotbecountediftheyhavebothanexpiredeligibilityandanexpiredIEP.StudentsareentitledtoservicesunderIDEAthroughthesemesterinwhichtheyturn22yearsold.

ChildCountCertificationLEAsmustreviewandverifytheaccuracyoftheirChildCountdataintheEnrollmentAuditandChildCountApplication.ItistheresponsibilityoftheLEASpecialEducationPOCtoensurethateachenrolledstudentreceivingservicesisproperlyidentifiedinSEDS.Additionally,theLEASpecialEducationPOCshouldensurethatthestudentisproperlyenrolledintheLEA’sSIS.Lastly,whilespecialeducationsforstudentstransferringwithintheDistrictshouldautomaticallytransfer,LEAsareresponsibleforensuringthattherecordsdoinfacttransferappropriatelyandsubmitanOSTticketifthereareissues.Foradditionalinformationontransferrecordsrequestsand/orenteringnewlyenrolledstudentdata,pleaserefertotheSEDSresourcesite.Alldatacorrectionsmustbemadeinthesourcesystem(i.e.,SEDSortherespectiveSIS).PleasebeginreviewingthedataasearlyaspossibletoallowforcompletionofIEPamendmentsorupdatedannualIEPs,ifnecessary.ThedatawillbelockedintheEnrollmentAuditandChildCountApplicationasofNov.17,2017.Beyondthispoint,updatesinSEDSwillnotbereflectedintheapplication.LEAswillberequiredtosubmitthecombinedEnrollmentAuditCertificationandChildCountAnomaliesAcknowledgementformnolaterthan5p.m.,Friday,Oct.13,2017andafinalChildCountcertificationformonMonday,Nov.20,2017.LEAswillhavebetweenOct.6,2017andNov.17,2017toreview,respondto,andresolvealldataanomalies.FailuretoresolvealldataanomaliesbythespecifieddeadlinewillresultinafindingfromtheIDEALEAmonitoringteam.

IEPAnomaliesIftheLEAdeterminesthatastudent’sspecialeducationinformationisinaccurate,anIEPteammeetingmayberequiredtodetermineifanIEPamendmentoranewannualIEPneedstobecompleted.Insomeinstances,itmayalsobenecessarytoholdanupdatedeligibilitydeterminationmeeting(e.g.,ifthestudent’scurrenteligibilitydeterminationisexpiredorifthestudentcurrentlyisdesignatedashavingthedisability“developmentaldelay”butisage8orolder).IfanIEPamendmentneedstobecompleted,refertoOSSE’sIEPAmendmentPolicyandaccompanyingguidancelocatedonOSSE’swebsite. ForChildCount2017,theeducationalenvironmentwillbepulleddirectlyfromthemostrecentfinalizedIEP in SEDS and displayed in the Enrollment Audit and Child Count Application. If the educationalenvironment is not accurate, it may be appropriate to complete an IEP amendment to make thiscorrection.

https://sites.google.com/a/dc.gov/seds-help-resources/

https://osse.dc.gov/publication/individualized-education-program-iep-amendment-policy


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AnomaliesResponseandResolutionLEAswillhavebetweenOct.6,2017andNov.17,2017toreview,respondto,andresolveallidentifiedanomalies.Insomecases,theLEAwillneedtomakedatacorrectionstoresolveinconsistencies.Inothercases,theLEAwillneedtoconfirmthedataareaccurate.Asareminder,astudentcanonlybeaddedtotheChildCountrosterifhe/sheisalreadyincludedintheenrollmentauditroster.IftheLEAisawareofanycontinuedspecialeducationdatadiscrepanciesorissues,theLEAmustsubmitrequestsforsupportinOSSE’sOnlineSupportTool(OST).AllLEAUnauditedEnrollmentandFinalChildCountCertificationsareduenolaterthan5p.m.,Monday,Nov.20,2017.TheChildCountDataAnomaliesAcknowledgementForm,andtheChildCountCertificationandEducationalEnvironmentsDataFormmustbeelectronicallysignedintheEnrollmentAuditandChildCountApplicationbytheHeadofSchool.


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ENGLISH LEARNERS

EnglishLearner(EL)studentsinDCqualifyforsupplementalfundingthroughtheUniformPerStudentFundingFormula(UPSFF).AllstudentsidentifiedasELintheenrollmentauditareexpectedtobereceivingELservicesforthe2017-18schoolyearandtocontinuereceivingELservicesuntiltheyexitfromELstatus.FormoreinformationonstatewideELpolicy,pleaseseeOSSE’sELguidancedocument:“DeliveringEducationServicestoEnglishLearners:AGuidebookforAdministrators,InstructionalLeaders,andTeachersintheDistrictofColumbia,Version2,”whichwillbeupdatedandreleasedtoschoolsinSept.2017.

ELDefinitionUnderSection8101(20USC§7801)oftheElementaryandSecondaryEducationAct,asamendedbytheEveryStudentSucceedsActandtheNoChildLeftBehindAct(NCLB),theterms“Englishlearner”isdefinedasastudentwhomeetsthefollowingcriteria: 1. Bebetweenages3and21perthepre-establishedschool-agecutoffdates;

2. Beenrolledorpreparingtoenrollinanelementaryorsecondaryschool;

3. Anyofthefollowing:

a. WasnotbornintheUnitedStatesorwhosenativelanguageisalanguageotherthanEnglish;

b. IsNativeAmericanorAlaskaNative,oranativeresidentoftheoutlyingareasfromanenvironmentwherealanguageotherthanEnglishsignificantlyaffectsthestudent’slevelofEnglishproficiency;or

c. Ismigratory,his/hernativelanguageisalanguageotherthanEnglish,andhe/shecomesfromanenvironmentwherealanguageotherthanEnglishisdominant;

4. Hasdifficultiesspeaking,reading,writing,orunderstandingEnglishtotheextentthatthedifficultiesmaydenytheindividualthe:

a. Abilitytoachieveproficiencyonstateassessmentsdescribedin1111(b)(3);b. AbilitytoachievesuccessinclassroomswherethelanguageofinstructionisEnglish;c. OpportunitytoparticipatefullyinanEnglish-dominatedsociety.

Note:IntheESEA,asamendedbytheESSA,theterm,‘Englishlearner’replacestheterm‘limitedEnglishproficient’usedinsection9101oftheESEA,asamendedbytheNoChildLeftBehindAct(NCLB).

ELProcessToverifytheELstatusofstudents,theauditwillfollowtheprocessoutlinedbelow.

1. AstudentmustbeidentifiedasELasofOct.5,2017tobeidentifiedasELintheSY2017-18


43

enrollmentaudit.(ThisstatuscanbecorrectedintheLEASISuntilNov.17,2017)

2. OSSEwillcreatearosterofallstudentsenrolledandidentifiedasELintheLEASISasofOct.5,2017whoarebetweentheagesof3and21perthepre-establishedschool-agecutoffdates.OSSEwilladditionallyidentifyasELallstudentswhohavebeenidentifiedasELinapriorschoolyearbuthavenotyetmetthestate-recognizedcriteriaforexitingELstatus.

3. LEAsmaysubmitOSSESupportTool(OST)ticketsforanyquestionsabouttheELstatusoftheir

enrolledstudents.TherewillbenoappealprocessforELstatussinceELstatuswillbebasedonthestatewideELpolicyfromOSSE’sELguidancedocument:“DeliveringEducationServicestoEnglishLearners:AGuidebookforAdministrators,InstructionalLeaders,andTeachersintheDistrictofColumbia,Version2,”whichwillbereleasedtoschoolsbySept.2017.


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APPENDICES

Appendix A: 2017 Enrollment Audit and Child Count Training Schedule Appendix B: Residency Verification Guidelines Appendix C: Uniform Per Student Funding Formula (UPSFF) Guidance Appendix D: 2017-18 Enrollment Audit and Child Count Data Elements Appendix E: Educational Environments


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AppendixA: 2017EnrollmentAuditandChildCountTrainingScheduleAspartofourStartofSchoolCampaign,we’veassembledalistoftrainingsthatwillhelpensureyourLEAisstart-of-schoolreadyfortheenrollmentauditandChildCount.ThesetrainingsareforkeyLEAstaffwhoserveasamainpointofcontact(POC)withOSSE.WestronglyencourageallofthesePOCsandLEALeaderstocometoourStartofSchoolSummit.ThesetrainingsarerequiredfornewPOCswhoneedaccesstocertaindatasystemsandapplications,asaretheenrollmentaudittrainings.MoredetailsaboutagendaandregistrationwillbeavailableonOSSE’sStartofSchoolresourcewebpage.Training Date&Time TargetAudience Purpose TopicsCoveredStartofSchoolSummit

Aug4:ForLEALeaders:8:30a.m.–12p.m.ForallotherPOCs:8:30a.m.–4p.m.

LEALeaders,DataManagers,SpecialEducationPOCs,EnrollmentAuditPOCs,andHomelessLiaisons

To understand theintersection of POCs’roles around OSSE’sdata systems in themorning and receivePOC-specific trainingsintheafternoon

- Dataflowacrosssystems- OSSEResourcesforPOCs- Enrollment audit and

childcountoverview- Accessing data and

resources to servestudentswithdisabilities

- Deep dives for each POCgroup

EnrollmentAuditDeepDiveTraining

Aug4(partoftheSoSSummit);ORAug9orSept8:9:30a.m.-12p.m.&1–3p.m.

EnrollmentAuditPOCs;DataManagers;AdmissionsandEnrollmentPOC

To receive updatesand prepare for asuccessful enrollmentaudit for the 2017-18schoolyear.

- Updates to theenrollmentaudit

- Enrollmentaudit timeline&siteschedules

- Childcountaspartoftheenrollmentaudit

EnrollmentAuditApplicationTraining

Aug14:1–3p.m.Aug24:10a.m.-12p.m.

(InparallelwithEADeepDivetraining)Aug9orSept8:9:30a.m.-12p.m.&1–3p.m.

DataManagersandEnrollmentAuditPOCs

To provide anoverview of the newenrollment auditapplication, itspurposeandbenefits

- Purpose and in-depthwalk-through of the newapplication

- Data flow into theapplication

- Description of use byLEAs,vendorandOSSE

- Process for submittingappeals

Child CountTraining

Sept20:10a.m–11:30a.m.

SpecialEducationPOCs

To provide anoverview of ChildCount policy andprocesses

- Updates to the ChildCountprocessthisyear

https://osse.dc.gov/startofschool

https://osse.dc.gov/event/2017-start-school-summit-key-lea-points-contact




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AppendixB: 2017-18ResidencyVerificationGuidelinesandForms

RequiredResidencyDocumentation

Duringtheenrollmentperiod,allenrollingfamiliesand/oradultstudentsarerequiredtosubmitaDCRVForm1andtherequiredsupportingdocumentation.LEAsshoulduseDCRVForm2ifthereisconfirmationthattheenrollingfamilyoradultstudentisOSSEResidencyVerifiedusingthedirectdataprovidedfromtheDCDepartmentofHumanServices,DCOfficeofTaxandRevenue,DCChildandFamilyServicesAdministration(CFSA)orisidentifiedashomelessinaccordancewiththeMKVAct.BelowisalistoftheacceptableformsofsupportingdocumentationtoconfirmbonafideDCresidency:

ONE(1)ofthefollowingitemsisacceptedtoestablishDistrictresidency:

• Paystub:Issuedwithintheforty-five(45)day-windowimmediatelyprecedingtheschool’sreviewofresidencydocumentation,thatcontainsthenameofpersonenrollingthestudentorthenameoftheadultstudent,showshis/hercurrentDChomeaddress,andshowswithholdingofDCpersonalincometaxforthecurrenttaxyear.

• UnexpiredofficialdocumentationoffinancialassistancefromtheGovernmentoftheDistrictof

Columbia:Issuedtothepersonenrollingthestudentortheadultstudentwithinthepasttwelve(12)monthsandbecurrentatthetimepresentedtotheschool,including,butnotlimitedto,TemporaryAssistanceforNeedyFamilies(TANF),Medicaid,theStateChildHealthInsuranceProgram(SCHIP),SupplementalSecurityIncome,housingassistanceorotherprograms.

• CertifiedcopyofFormD40:CertifiedbytheDCOfficeofTaxandRevenue,withthenameof

personenrollingthestudentorthenameoftheadultstudentasevidenceofpaymentofDCtaxesforthecurrentormostrecenttaxyear.

• Militaryhousingorders:Showingthenameofthepersonenrollingthestudentorthenameof

theadultstudent,andtheirresidencyorhomeaddressinDC,includingbutnotlimitedtoaDEERSstatementorotherofficialcommunicationonmilitaryletterhead.

• Embassyletter:Issuedwithinthepasttwelve(12)monthsshowingthenameoftheperson

enrollingthestudentorthenameoftheadultstudent,indicatingthatthecaregiverandthedependentstudentortheadultstudentcurrentlyliveonembassypropertyintheDistrictofColumbiaorwillresideonDCpropertyconfirmedbytheembassyduringtherelevantschoolyear,andanofficialembassyseal.

EnrollingfamiliesoradultstudentscanchoosetoprovideTWO(2)oftherequireditemslistedbelow:

• UnexpiredDCmotorvehicleregistrationshowingthenameofthepersonenrollingthestudentorthenameoftheadultstudentandhis/hercurrentDChomeaddress.

• Unexpiredleaseorrentalagreementwithproofofpaymentofrent,inthenameoftheperson

enrollingthestudentorthenameoftheadultstudent,foraperiodwithintwo(2)monthsimmediatelyprecedingtheschool’sreviewofresidencydocumentation,forthecurrentDC


47

addressatwhichthestudentactuallyresides.

• UnexpiredDCmotorvehicleoperator’spermitorofficialgovernmentissuednon-driveridentificationinthenameofthepersonenrollingthestudentorthenameoftheadultstudentshowinghis/hercurrentDChomeaddress.

• Utilitybill(onlygas,electric,andwaterbillsareacceptable)withproofofpaymentofabill,

fromaperiodwithinthetwo(2)monthsimmediatelyprecedingtheschool’sreviewofresidencydocumentation,listingthenameofthepersonenrollingthestudentorthenameoftheadultstudentandhis/hercurrentDChomeaddress.

ResidencyProvenThroughHomeVisitation

Theremaybeextenuatingcircumstancesthatpreventaparent/guardianoradultstudentfromproducingapprovedresidencyverificationdocuments.Insuchcases,theschoolshouldconductahomevisitpursuanttoDCCode§38-309(d),completeandretainacopyoftheHomeVisitationConsentFormandtheHomeVisitationResidencyVerificationFormtodemonstrateduediligenceinverifyingastudent’sDistrictresidency.Ifapersonseekingtoenrollastudentcannotestablishresidencybyprovidingthenecessarydocumentationorthroughahomevisit,theschoolmustreferthatstudenttotheLEA’sresidencyoffice.DCPSandPCSBmayestablishproceduresforprovingresidencyintheseexceptionalcases.TheseproceduresmustbeincompliancewithDCCode§38-311(b)andallotherapplicablelaws.Finally,theseproceduresmustbesubmittedtoOSSEnolaterthanthirty(30)calendardaysbeforethefirstdayofschoolforapproval.

IfanLEAbelievesthatastudentisaDCresidentbutisunabletoproveresidencythroughoneofthemeansoutlinedinDCCode§38-309,theLEAshouldretainalldocumentationthatcouldsupportafindingofresidencyandcontactOSSE’sOfficeofEnrollmentandResidencyforfurtherguidance.

ResidencyProvenforHomelessStudents

PursuanttotheMcKinney-Vento(MKV)HomelessAssistanceAct,schoolsmaynotrequireverificationorproofofresidencyforhomelessstudentsasaconditionofenrollment.However,eachLEAisrequiredtohaveanLEAHomelessLiaisonresponsibleforidentifyingandensuringthatthesestudentsreceiveservicesentitledtothem.Ahomelesschildoryouthisdefinedasanindividuallackingafixed,regular,andnighttimeresidenceoranindividualwhohasaprimarynighttimeresidencethatisa)asupervisedorpublicallyoperatedshelterdesignedtoprovidetemporarylivingaccommodations;b)aninstitutionthatprovidesatemporaryresidenceforindividualsintendedtobeinstitutionalizedincludingwelfarehotels,congregateshelters,andtransitionalhousingforthementallyill;orc)apublicorprivateplacenotdesignedfor,orordinarilyusedas,aregularsleepingaccommodationforhumanbeings.

ResidencyProvenforUndocumentedImmigrantChildrenandYouth

Immigrantchildrenhavetherighttoattendschoolfull-timeaslongastheymeettheageandresidencyrequirementsestablishedbyDistrictlaw.TheU.S.SupremeCourtrecognizedthatchildrenwhoareundocumentedimmigrantscannotbedeniedafreepubliceducationiftheyareresidentsofaschooldistrict(Plylerv.Doe,457U.S.202).


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Atthetimeofenrollment,LEAsshouldavoidaskingquestionsthatmayrevealachild’simmigrantstatus,suchasaskingforasocialsecuritynumber.Schoolscanlawfullyrequestdocumentationfromstudentsandfamiliestoverifyresidencystatusbutareprohibitedfromdenyingenrollmentonthebasisoffailuretosubmitabirthcertificate,visa,greencard,DCdriver’slicense,astateidentificationcard,orotherdocumentsthatrequireasocialsecuritynumber.Toavoiddiscouragingenrollment,LEAsareencouragedtoenrollanychildandaskfordocumentationafterthechildisenrolled.

ResidencyForms

Residencyformsforthe2017-18schoolyearcanbefoundatthislink:https://osse.dc.gov/service/2017-18-school-year-residency-verification.Theyinclude:

• DCResidencyVerificationForms• OtherPrimaryCaregiverForms• HomeVisitationForms• TitleXPartCMcKinney-VentoConfidentialReferralForm

https://osse.dc.gov/service/2017-18-school-year-residency-verification

https://osse.dc.gov/service/2017-18-school-year-residency-verification






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AppendixC: UniformPerStudentFundingFormula(UPSFF)Guidance

TheUniformPerStudentFundingFormula,UPSFF,isusedtodeterminepaymentamountsusingtheclassificationofenrolledstudentsidentifiedonthechartbelow.Informationaboutthefundingformulaweights,datesofpubliccharterschoolpaymentsandsupplementalpaymentsforthe2017-18schoolyearcanbefoundatthislink:https://osse.dc.gov/publication/2017-18-uniform-student-funding-formula-upsff-payment-letter

https://osse.dc.gov/publication/2017-18-uniform-student-funding-formula-upsff-payment-letter

https://osse.dc.gov/publication/2017-18-uniform-student-funding-formula-upsff-payment-letter


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AppendixD: 2017-18EnrollmentAuditandChildCountDataElements

Category DataElement Definition SourceSystem PermittedValues

StudentDemographic USI

TheofficialstateidentifierforallstudentsattendingaDistrictofColumbiaLEA;assignedbyOSSE.

GeneratedbyOSSE'sSLED 10-digitnumeric

StudentDemographic LocalID

AuniquenumberofalphanumericcodesassignedtoastudentbytheLEA.

LEASIS Alphanumeric

StudentDemographic LastName

Thelegallastnameofthestudent.

LEASIS Alpha

StudentDemographic MiddleName

Thelegalmiddlenameofthestudent.

LEASIS Alpha

StudentDemographic FirstName

Thelegalfirstnameofthestudent.

LEASIS Alpha

StudentDemographic DateofBirth

Theday,month,andyearonwhichthestudentwasborn.

LEASIS Numeric-mm/dd/yyyy

StudentDemographic Gender

Acodedvaluerepresentingthestudent’sgender;genderisaperson’sactualsexorperceivedsex.

LEASIS F–femaleM–male

StudentDemographic Ethnicity

AnindicationthatastudentidentifiesasHispanicorLatino.

LEASISH–Hispanic/Latino;N–notHispanic/Latino


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StudentDemographic Race

LEAsarerequiredtocategorizestudentsinoneormoreofthefivepermittedracecategories.

LEASIS

A–AsianB–Black/AfricanAmericanI–AmericanIndian/AlaskanNativeM–MultipleP–PacificIslander/NativeHawaiianW–White/Caucasian

StudentDemographic

StudentStreetAddress

Thenumberandnameoftheunitandstreet(andapartment,ifapplicable)wherethestudentresides.

LEASIS Alphanumeric

StudentDemographic StudentCity

Thecitywherethestudentresides.

LEASIS Alpha

StudentDemographic StudentState

Theabbreviationforthestate(withintheUnitedStates)oroutlyingareainwhichthestudentresides.

LEASIS Two-letterstandardstateabbreviation

StudentDemographic

StudentZIPCode

ThenumberthatidentifiesthepostaldeliveryareaintheUnitedStatesinwhichthestudentresides.

LEASIS 5-digitor5+4-digitnumeric

StudentDemographic StudentWard

Student'swardofresidenceforstudentsresidingwithintheDistrictofColumbia.

GeneratedbytheDCMasterAddress

Repository(MAR)based

onLEAreportedStudentStreet

Address,StudentCity,

StudentState,andStudentZIP

Code

1,2,3,4,5,6,7,8


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Programinformation ELIndicator

AnindicationthatthestudentisLimitedEnglishProficient(EL)pertheirELIdentificationassessmentofprioryear’sACCESSforELLstestresults.

LEASIS

Yes–ThestudentisELorNon-EnglishProficientNo–thestudentisnotELorNEP

Programinformation

FreeandReduced-PriceMealStatus

Anindicationofwhetherastudentisreceivingfreemeals,reduced-pricemeals,orpayingformealsinfull.Thisisusedasanindicatorofastudent’spovertylevel.

LEASIS

Free–studentqualifiesforfreelunchReduced–studentqualifiesforreduced-pricedlunch;Paid–studentdoesnotqualifyforfreeorreduced-pricedlunchCEP-TheLEAparticipatesintheCommunityEligibilityProvisionoftheNationalSchoolLunchProgram

ProgramInformation

OSSEVerifiedResidency

Anindicationthatthestudent’sresidencewasverifiedthroughasourcethatrequiresproofofresidencetobeprovided

DHHS,TCP,MKV,OTR,

CFSA

Yes–thestudentqualifiesasanOSSEVerifiedResidencystudentNo-thestudentdoesnotqualifiesasanOSSEVerifiedResidencystudent

Programinformation

WardofStateIndicator

AnindicationthatthestudentisunderDCfostercare.

PopulatedbyOSSEusing

dataprovidedbytheChildrenandFamilyServicesAgency

Yes–thestudentisunderthecareoftheDistrict'sfostercaresystemNo–thestudentisnotunderthecareoftheDistrict'sfostercaresystem

Programinformation

NonpublicPopulationIndicator

Anindicationthatthespecialeducationstudenthasbeenplacedinanonpubliceducationalprogram.

LEASIS

Yes–thestudentisplacedinanonpublicschool;No–thestudentisnotplacedinanonpublicschool


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Programinformation

At-RiskIndicator

Anindicationthatthestudentishomeless,intheDistrict’sfostercaresystem,qualifiesforTANForSNAP,orthatthehighschoolstudentisoneormoreyearsolder,thantheexpectedagefortheLEA-identifiedgradelevel.

DerivedbyOSSEbaseda

studenthavingatleastoneindicator

Yes–thestudentisconsideredat-riskNo–thestudentisnotconsideredat-risk

Programinformation Overage

Anindicationthatthehighschoolstudentisoneormoreyearsolderthantheexpectedageforthegradeinwhichthestudentisenrolled.

DerivedbyOSSEbased

LEA-identifiedgradelevel,studentdateofbirth,and

specialprogramtype

Yes–thehighschoolstudentisoverageNo–thehighschoolstudentisnotoverage

Programinformation

SEDSNonpublicIndicator

ThisfieldwillindicatewhetherastudentisattendingaschoolwithLEAcode7000.

LEASIS YesNo

Programinformation

HomelessIndicator

Anindicationthatthestudentishomeless.

PopulatedbyOSSEbasedondatareceived

throughtheMcKinney-Vento

QuickBaseapplicationand/or

homelessdatafeeds

Yes–thestudenthasbeenidentifiedashomelessNo–thestudenthasnotbeenidentifiedashomeless


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StudentEnrollment

LEA-identifiedGradeLevel

Thegradelevelorprimaryinstructionallevelatwhichastudententersandreceivesservicesinaschooloraneducationalinstitutionduringagivenacademicsession.

LEASIS

PK3-Pre-kindergarten(3-year-olds)PK4-Pre-kindergarten(4-year-olds)KG-Kindergarten01-Firstgrade02-Secondgrade03-Thirdgrade04-Fourthgrade05-Fifthgrade06-Sixthgrade07-Seventhgrade08-Eighthgrade09-Ninthgrade10-Tenthgrade;11-Eleventhgrade12-TwelfthgradeAO-AdultUN-Ungraded(onlypermittedforschoolsdesignatedasSpecialEducationorAlternative)


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StudentEnrollment

UPSFFGradeLevel/Special

Program

Thetranslationofthestudent'sLEA-identifiedgradeleveltotheUPSFFweightingaccordingtothestudent'sLEA-identifiedgradelevelandthespecialprogramtype(adult,specialeducation,andalternative).

DerivedbyOSSEusing

LEAidentifiedgradelevelandspecialprogram

designations;studentswithmissingorinvalidLEAidentifiedgradelevelsareplacedintoage-

appropriategrades

PK3-Pre-kindergarten(3-year-olds)PK4-Pre-kindergarten(4-year-olds)KG-Kindergarten01-Firstgrade02-Secondgrade03-Thirdgrade04-Fourthgrade05-Fifthgrade06-Sixthgrade07-Seventhgrade08-Eighthgrade09-Ninthgrade10-Tenthgrade;11-Eleventhgrade12-TwelfthgradeAO-AdultUN-Ungraded(onlypermittedforschoolsdesignatedasSpecialEducationorAlternative)

StudentEnrollment LEAID

AuniquecodeassignedtoeachLEAbytheDCOSSE’sSchoolandLEAInformationManagementSystem(SLIMS).

SLIMS Numeric

StudentEnrollment LEAName

TheofficialnameoftheLEApertheSchoolandLEAInformationManagementSystem(SLIMS).

SLIMS Alpha

StudentEnrollment SchoolID

AuniquecodeassignedtoeachschoolbytheSchoolandLEAInformationManagementSystem(SLIMS).

SLIMS Numeric

StudentEnrollment SchoolName

TheofficialnameoftheschoolpertheSchoolandLEAInformationManagementSystem(SLIMS).

SLIMS Alpha

StudentEnrollment SiteID

Thelocationwherethestudentisactuallyattendingschool.

SLIMS 5-digitnumeric


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StudentEnrollment SiteName

Thelocationwherethestudentisactuallyattendingschool.

SLIMS Alpha

StudentEnrollment

ResidencyIndicator

TheLEA’sdeterminationthatthestudentisorisnotaresidentoftheDistrictofColumbia.

LEASIS,afterLEA

ResidencySiteReview,thefieldwillbebasedon

auditoutcome

Yes–thestudentisaresidentofDCNo–thestudentisnotaresidentofDC

StudentEnrollment

TuitionIndicator

Anindicationthatastudentisorshouldbetuitionpaying.

LEASIS

Yes–thestudentpays/shouldpaytuitionNo–thestudentdoesnotneedtopaytuition

StudentEnrollment EntryDate

Themonth,day,andyearonwhichthestudententersandbeginstoreceiveinstructionalservicesinaschooloraninstitutionduringagivenschoolyear.


StudentEnrollment EntryCode

Theprocessbywhichastudententersaschoolduringagivenacademicsession(schoolyear),mappedtothepermittedenrollmentcodevalues.

LEASIS Enrollmentcodes

StudentEnrollment Exitdate

Themonth,day,andyearofthefirstdayafterthedateofanindividual’slastattendanceinschool(ifknown),thedayonwhichanindividualgraduated,orthedateonwhichitbecomesknownofficiallythatanindividualleftschool.



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StudentEnrollment ExitCode

Thecircumstancesunderwhichthestudentexitedfrommembershipinaneducationalinstitution,mappedtothepermittedexit/withdrawaltypecodevalues.

LEASIS

Thecompletelistofexit/withdrawalcodescanbefoundontheOSSEwebsiteathttp://osse.dc.gov/publication/entry-and-exit-codes-guidance

StudentEnrollment

DuplicativeEnrollmentIndicator

Anindicationthatthestudentisenrolledatmorethanoneschooland/orLEA.

DerivedbyOSSEbased

onthestudent'sschoolofenrollmentandUSIin

thedailydatafeeds

Yes-thestudentiscurrentlyenrolledatmultipleschoolsNo-enrolledatonlyoneschool

StudentEnrollment

TuitionPaidasofOct.5,

2017

Theamountofmoneythestudenthaspaidintuitionforthe2017-18schoolyearasofOct.5,2017(onlyapplicabletononresidents)

OER Numeric(no$sign)

SpecializedEducationInformation

AgeasofOct.52017

Student'sageasofOct.5,2017.

SEDS Numeric


SEDSLEAType

ThetypeofLEAidentifiedinSEDS. SEDS

DCPSDCPSpubliccharterschoolIndependentpubliccharterschoolNonpublicOSSEStateSchool

http://osse.dc.gov/publication/entry-and-exit-codes-guidance




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SEDSSchoolType

ThetypeofschoolidentifiedinSEDS. SEDS

Cluster1Cluster10Cluster2Cluster3Cluster4Cluster5Cluster6Cluster7Cluster8Cluster9DCPSPCSEarlyStagesIndependentPCSNPResidentialNP:SurroundingCountiesNP:TuitionGrantNULLParentallyPlaced:PrivateStateSchool


SPEDPrimaryDisability

Student’sprimarydisability(underIDEA)asidentifiedatthemostcurrentfinalizedEligibilityDeterminationmeetinginSEDS.

SEDS

AutismSpectrumDisorder(KnownasAutism)Deaf-BlindnessDeafnessDevelopmentalDelayEmotionalDisturbanceHearingImpairedIntellectualDisabilityMultipleDisabilitiesOrthopedicImpairmentOtherHealthImpairmentSpecificLearningDisabilitySpeechorLanguageImpairment

TraumaticBrainInjuryVisualImpairment(IncludingBlindness)


SEDSSPEDEnvironment

TheeducationalenvironmentidentifiedinSEDSfromthemostcurrentfinalizedIEP.

SEDS SeeAppendixD


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SEDSSPEDEnvironment

Date

ThedatethemostcurrentfinalizedIEPwasenteredintoSEDS(CreatedDate).

SEDS Numeric-mm/dd/yyyy


ChildCountEducation

Environment

TheeducationalenvironmentthatwillbeusedforthepurposesoftheChildCount.

SEDS SeeAppendixE


ChildCountEducation

EnvironmentSource

ThisfieldwilldisplaythesourcefromwhichtheeducationalenvironmentusedforChildCountistaken.ThisisbasedonthemostcurrentdateofentryineitherSEDSortheEnrollmentAudit/ChildCountQuickBaseapplication.

SEDS SEDSEA/CCQBApplication


MostRecentIEPDate

ThedateofthemostcurrentfinalizedIEPinSEDS.Eventdateisused.



IEPEventID

TheEventIDfromthemostcurrentfinalizedIEPinSEDSascapturedonthestudenthistorypage.

SEDS Numeric


MostRecentEligibilityDate

ThedateofthemostcurrentfinalizedEligibilityDeterminationinSEDS.EventDateisused.



TotalHoursOutof

GeneralEdSetting

TotalnumberofhoursunderspecializedinstructionandrelatedserviceswherelocationisOutofGeneralEducationSetting.

SEDS Numeric(includinghalfhours)


TotalHoursInGeneralEdSetting

TotalnumberofhoursunderspecializedinstructionandrelatedserviceswherelocationisInofGeneralEducationSetting.

SEDS Numeric


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PercentageOutsideofGeneralEdSetting

Thepercentageofspecializedinstructionandrelated-servicehoursreceivedOutsidetheGeneralEducationSettingdividedbythetotalnumberofinstructionalhoursperweekfortheschoolascapturedinSEDS.

DerivedbyOSSE Calculation


DedicatedAide

ThisfieldindicatesifthestudentisreceivingdedicatedaideservicesasidentifiedonthemostcurrentfinalizedIEPinSEDS.

SEDS YesNo


DedicatedAideHours

ThenumberofhoursidentifiedontheDedicatedAideJustificationPlaninSEDSforwhichthestudentwillreceivededicatedaideservices.

SEDS Numeric


SPEDLEVEL

Thetotalnumberofhoursperweekastudentreceivesspecializedinstructionandrelatedservicesregardlessofthesettingwherereceived,andanydedicatedaidehours.

DerivedbyOSSE

Level1–0to8hoursLevel2–8.01to16hoursLevel3-16.01to24hoursLevel4-morethan24hoursNone


TotalSPEDHours

Thenumberoftotalhoursorspecializedinstructionandrelatedservicesregardlessofthesettinginwheretheservicesarereceivedandanydedicatedaidehoursreceived.

SEDS Numeric


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AppendixE: EducationalEnvironmentforSpecialEducation TheDataAccountabilityCenter,whichprovidestechnicalassistancetostatesonfederalreportingrequirements,hasdatacollectionguidanceonitswebsite,whichisappendedtothisversionoftheOSSEIDEAFactsApplicationUserGuideforLEAstounderstandthefederallegislation.

IDEAPartBDataChildCountFactSheetIDEAPartBDataChildCountQuestionsandAnswers(March2009,ReviewedMarch2012)IDEAPartBDataEducationalEnvironmentsFactSheetIDEAPartBDataEducationalEnvironmentsQuestionsandAnswers(March2012)

ThefollowingtableprovidestheallowableEducationalEnvironmentbasedonagewiththecorrespondingdescriptions.

ForStudentsbetweenAges3-5onOct.5,2017

Environment

Description

InRegularEarlyChildhoodProgram=10hours/week,mostSEservicesingeneraleducationsetting

ThechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesintheRegularEarlyChildhoodProgram(andthechildattendsaRegularEarlyChildhoodProgramatleast10hoursperweek).

InRegularEarlyChildhoodProgram=10hours/week,mostSEservicesinotherlocation

Thechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesinsomeotherlocation(andthechildattendsaRegularEarlyChildhoodProgramatleast10hoursperweek).

InRegularEarlyChildhoodProgram<10hours/week,mostSEservicesingeneraleducationsetting

ThechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesintheRegularEarlyChildhoodProgram(andthechildattendsaRegularEarlyChildhoodProgramfewerthan10hoursperweek).

InRegularEarlyChildhoodProgram<10hours/week,mostSEservicesinotherlocation

Thechildisreceivingthemajorityofhoursofspecialeducationandrelatedservicesinsomeotherlocation(andthechildattendsaRegularEarlyChildhoodProgramfewerthan10hoursperweek).

SeparateClass

Unduplicatedtotalnumberofstudentswhoattendedaspecialeducationprograminaclasswithlessthan50percentchildrenwithoutdisabilities.(Doesnot,includechildrenwhoalsoattendedaregularearlychildhoodprogram.Thesechildrenshouldbereportedinthecategoriesabove.)

SeparateSchool

Unduplicatedtotalnumberofstudentswhoreceivedspecialeducationprogramsinpublicorprivatedayschoolsdesignatedspecificallyforchildrenwithdisabilities.(Doesnotincludechildrenwhoalsoattendedaregularearlychildhoodprogram.Thesechildrenshouldbereportedinthecategoriesabove.)

http://www.ideadata.org/docs/ChildcountPtB-2011.pdf

http://www.ideadata.org/docs/ChildcountPtBQA.pdf

http://www.ideadata.org/docs/EnvironmentPtB-2011.pdf

http://www.ideadata.org/docs/6-21EdEnvironsPtBQA.pdf


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ResidentialFacility

Unduplicatedtotalnumberofstudentswhoreceivedspecialeducationprogramsinpubliclyorprivatelyoperatedresidentialschoolsorresidential(inpatient)medicalfacilities.(Doesnotincludechildrenwhoalsoattendedaregularearlychildhoodprogram.Thesechildrenshouldbereportedinthecategoriesabove.)

Home

Unduplicatedtotalnumberofstudentswhoreceivedspecialeducationandrelatedservicesintheprincipalresidenceofthechild’sfamilyorcaregivers,andwhoattendedneitheraRegularEarlyChildhoodProgramnoraSpecialEducationProgramprovidedinaseparateclass,separateschool,orresidentialfacility.Includechildrenwhoreceivespecialeducationbothathomeandinaserviceproviderlocationorsomeotherlocationthatisnotinanyothercategory.Theterm“caregivers”includesbabysitters.

ServiceProviderLocation

Unduplicatedtotalnumberofstudentswhoreceivedallspecialeducationandrelatedservicesfromaserviceproviderorsomeotherlocationthatisnotinanyothercategory,andwhoattendedneitheraRegularEarlyChildhoodProgramnoraSpecialEducationProgramprovidedinaseparateclass,separateschool,orresidentialfacility.Forexample,speechinstructionprovidedin:• Privateclinicians’offices;• Clinicians’officeslocatedinschoolbuildings;or• Hospitaloutpatientfacilities.


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ForStudentsbetweenAges6-21onOct.5,2017

Environment

Description

SeparateSchool

Unduplicatedtotalnumberofstudentswhoreceivededucationprogramsinpublicorprivateseparatedayschoolfacilities.Thisincludeschildrenwithdisabilitiesreceivingspecialeducationandrelatedservices,atpublicexpense,forgreaterthan50percentoftheschooldayinpublicorprivateseparateschools.Thismayincludechildrenplacedin:

• Publicandprivatedayschoolsforstudentswithdisabilities;• Publicandprivatedayschoolsforstudentswithdisabilitiesfora

portionoftheschoolday(greaterthan50percent)andinregularschoolbuildingsfortheremainderoftheschoolday;and

• Publicandprivateresidentialfacilitiesifthestudentdoesnotliveatthefacility.

ResidentialFacility

Unduplicatedtotalnumberofstudentswhoreceivededucationprogramsandlivedinpublicorprivateresidentialfacilitiesduringtheschoolweek.Thisincludeschildrenwithdisabilitiesreceivingspecialeducationandrelatedservices,atpublicexpense,forgreaterthan50percentoftheschooldayinpublicorprivateresidentialfacilities.Thismayincludechildrenplacedin:

• Publicandprivateresidentialschoolsforstudentswithdisabilities;or

• Publicandprivateresidentialschoolsforstudentswithdisabilitiesforaportionoftheschoolday(greaterthan50percent)andinseparatedayschoolorregularschoolbuildingsfortheremainderoftheschoolday.

Donotincludestudentswhoreceivededucationprogramsatthefacility,butdonotlivethere.

CorrectionalFacility

Unduplicatedtotalnumberofstudentswhoreceivespecialeducationincorrectionalfacilities.Thesedataareintendedtobeacountofallchildrenreceivingspecialeducationin:

• Short-termdetentionfacilities(community-basedorresidential);or

• Correctionalfacilities.


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Homebound/Hospital Unduplicatedtotalnumberofstudentswhoreceiveeducationprogramsinhomebound/hospitalenvironmentincludeschildrenwithdisabilitiesplacedinandreceivingspecialeducationandrelatedservicesin:

• Hospitalprograms;and• Homeboundprograms.

Donotincludechildrenwithdisabilitieswhoseparentshaveoptedtohomeschoolandwhoreceivespecialeducationatthepublicexpense.

ParentallyPlacedinaPrivateSchool

UnduplicatedtotalnumberofstudentswhohavebeenenrolledbytheirparentsorguardiansinregularparochialorotherprivateschoolsandwhosebasiceducationispaidthroughprivateresourcesandwhoreceivespecialeducationandrelatedservicesatpublicexpensefromanLEAorintermediateeducationalunitunderaserviceplan.Includechildrenwhoseparentschosetohomeschool,butwhoreceivespecialeducationandrelatedservicesatthepublicexpense.DonotincludechildrenwhoareplacedinprivateschoolsbytheLEA.

Documents

Student Enrollment Audit & Child Count Handbook · Student Enrollment Audit & Child Count Handbook Guide for Local Education Agencies ... • Greater clarity and transparency for