The Annual Count: Understanding the Process and Its Implications

The Annual Count: Understanding the Process and Its Implications

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About NDTAC

Neglected-Delinquent TA Center (NDTAC)

Contract between U.S. Department of Education and the American Institutes for Research John McLaughlin,

Federal Coordinator, Title I, Part D Neglected, Delinquent, or At Risk Program

NDTAC’s Mission: Develop a uniform evaluation model

Provide technical assistance

Serve as a facilitator between different organizations, agencies, and interest groups

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Agenda and Presenters

Part 1: DeAngela Milligan, Research Associate, NDTAC Overview of the Counting Process Annual Count for State Agency Programs (Subpart 1) Questions

Part 2: Greta Colombi, Senior Researcher, NDTAC Annual Count for Local Agency Programs (Subpart 2) Part D Annual Count Summary: At-a-Glance Comparisons

and Next Steps Questions

Introductory Remarks John McLaughlin

Federal Coordinator, Title I, Part D

Overview of the Counting Process

DeAngela Milligan

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Contacts and Support

U.S. Department of Education (ED) Paul (Sandy) Brown

Program Analyst, Student Achievement and School Accountability Programs (SASA)

[email protected] John McLaughlin

Federal Coordinator, Title I, Part D

[email protected]

NDTAC State Liaisons:

http://www.neglected-delinquent.org/nd/direct_assistance.asp

Contact NDTAC: [email protected]

mailto:[email protected]





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ED and NDTAC Resources on the Annual Count

Federal Regulations Title I, Part D, Statute Title I, Part D, Nonregulatory Guidance Annual Count survey form, guidance on eligibility and

worksheet from ED NEW! NDTAC Annual Count Toolkit: Determining Formula

Counts for Title I, Part D, Funding Allocations

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Annual Count: An Overview

ED uses formula counts to calculate funding allocations; counts are collected on an annual basis via a survey form with two parts:

Part 1 of the Survey = LEA Section Count of students who are delinquent for Title I, Part D, Subpart 2 funds

that are allocated to LEAs via the SEA Count of students who are neglected for Title I, Part A, funds

Part 2 of the Survey = SA Section Count of students who are neglected or delinquent for Title I, Part D,

Subpart 1 funds that are allocated to SAs via the SEA

The Annual Count procedures for the State Agency (Subpart 1) and Local Educational Agency (Subpart 2) programs are different.

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Annual Count: An Overview

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From Counting to Reporting

The Annual Count (aka the Annual Child Count and the October Count) An annual count of children to determine funding for the subsequent fiscal year

Funding and Reporting Program Performance Students included in the Annual Count are most likely different individuals than

the students who subsequently benefit from the funding once allocated The eligibility criteria for being included in the Annual Count are different than

the eligibility criteria for being served (more later) and reported under Part D Counts are based on student caseload data that are months old when the fund

administration occurs in the spring/summer

Report 2010 Annual Count of students to ED

Receive FY 2012 funding and make

awards for SY 2011-12

Report on students

served in SY 2011-12 via CSPR to ED

January 2011 ----- June/July 2011 ----- January 2013

Annual Count for State Agency Programs (Subpart 1)

12State Agency / Subpart 1 Annual Count: Eligibility

State Agency Eligibility

Agencies responsible for providing free public education to children and youth who are in N or D institutions, community day programs, or adult correctional institutions

Facility Eligibility

Facilities that serve neglected or delinquent children and youth Facilities that have an average length of stay of at least 30 days

Student Eligibility

Students who are 20 years or younger Students who are enrolled in State-funded regular program of instruction for at least

15 hours/week if in an adult facility or 20 hours/week in a juvenile facility or community day program

13State Agency / Subpart 1 Annual Count: Procedure

1. Eligible SAs select a date

Each State Agency may select any one day during the current calendar year. Each SA may select its own date, but every institution under a particular SA must

use the same date. SEAs may also work with SAs to select a date to use across all SAs.

2. Eligible facilities conduct count Each facility counts eligible students.

3. SAs or facilities adjust the count to reflect the length of the school year of the agency or institution

The child count reported by each SA to the SEA should be an adjusted count based on the formula below

4. SEA combines SA adjusted counts and submits to ED

SEAs are responsible for rolling up SA adjusted counts and completing Section A, Part II of the Annual Count survey.

(single day count) * (length of school year in days)

180 days

14State Agency / Subpart 1 Annual Count: Procedure (cont.)

Impact of the Adjusted Count

(single day count) * (length of school year in days)

180 days

(100 students) * (220 school days)

180 days

(100 students) * (180 school days)

180 days=

=

100

122.2

15State Agency / Subpart 1: Annual Count Quiz

Department of Human ServicesJune 1 July 1 Aug 1 Sept 1

Facility 1 200 200 150 200

Facility 2 100 125 150 200

Department of CorrectionsJune 15 July 15 Aug 15 Sept 15

Facility 1 750 635 700 650

What is(are) the optimal day(s) to choose for the count?

16State Agency / Subpart 1: Annual Count Quiz

Each facility under a State Agency must use the same day for its Subpart 1 count. However, different State Agencies can use different days. September 1st and June 15 maximize the counts for the Dept. of Human Services and Dept. of Corrections, respectively, and for the State overall.

Department of Human Services

June 1 July 1 Aug 1 Sept 1

Facility 1 200 200 150 200

Facility 2 100 125 150 200

Department of CorrectionsJune 15 July 15 Aug 15 Sept 15

Facility 1 750 635 700 650

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Common State Agency/Subpart 1 Count Issues

• Students who have earned their diploma

• Students who have earned their GED

• Students who are enrolled with but do not reside at a community day program

Annual Count for Local Agency Programs (Subpart 2)

Greta Colombi

19Local Educational Agency / Subpart 2 Annual Count: Eligibility

Local Educational Agency Eligibility LEAs with children and youth in locally operated correctional facilities not operated

by the State, including public or private institutions and community day programs

Facility Eligibility Locally operated facilities that meet the definition of an institution for children and

youth who are neglected, an institution for children and youth who are delinquent, or an adult correctional institution

Facilities need not have a 30 day average length of stay

Student Eligibility Students 5-17 years old Students NOT counted in the State Agency/Subpart 1 Annual Count Students that reside at a live-in institution or facility for at least one day within the

30-day count window (one day of which must be in October)

20Local Educational Agency / Subpart 2 Annual Count: Procedure

1. SEAs or eligible LEAs select a 30-day count window At least one day in the 30-day window must be in October SEAs can set the 30-day window for all LEAs to use, or elect to

allow LEAs and facilities to select their own windows

21Local Educational Agency / Subpart 2 Annual Count: Count Window

September

S M T W T F S1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30

October

S M T W T F S

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31

November

S M T W T F S

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30

• An LEA’s Subpart 2 count window can start as early as September 2nd or as late as October 31st.

• The window must be for 30 consecutive days and at least one day of that window must be in October.

• The SEA may set the window for all LEAs, or it may allow LEAs and facilities to choose their windows independently.

22Local Educational Agency / Subpart 2 Annual Count: Count Window Quiz

Which of the following date ranges are acceptable for the

Subpart 2 Annual Count?

A. Oct. 1 – Oct. 30

B. Sept. 20 – Oct. 10, Oct. 20 – Nov. 10

C. Oct. 31 – Nov. 29

D. Sept. 1 – Sept. 30

E. Sept. 1 – Oct. 1

23Local Educational Agency / Subpart 2 Annual Count: Count Window Quiz

Which of the following date ranges are acceptable for the

Subpart 2 Annual Count?

A. Oct. 1 – Oct. 30B. Sept. 20 – Oct. 10, Oct. 20 – Nov. 10

C. Oct. 31 – Nov. 29D. Sept. 1 – Sept. 30

E. Sept. 1 – Oct. 1

A and C are both acceptable. B is not because the count window is not consecutive; D is not because one of the days in the count window does not fall in October; E is not because the count window is more than 30 days.

24Local Educational Agency / Subpart 2 Annual Count: Procedure (continued)

2. Eligible facilities conduct count Each eligible facility must be designated as a neglect or

delinquent institution, but not both, even if it serves both. Facilities should maintain consistency with how it was designated

last year. If a facility has never counted before or its charter has changed,

designate it according to its charter. If a facility’s charter is not clear or unavailable and the facility

never counted before, designate the facility based on its enrollment.

Count each unique case/enrollment in a facility’s caseload

NOTE: Neglect and at-risk programs may receive Subpart 2funding and services per the Title I, Part D, statute, even thoughstudents in those programs are not included in the count upon which Part D funding allocations are based.

25Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 1

How many students who reside in a facility that is designated as a neglect institution should be counted ?

Sun Mon Tue Wed Thu Fri Sat

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe Joe Joe Joe Joe Joe Joe

Joe Joe

Joe and Kelly are considered neglected and Shawn is considered delinquent.



Sun Mon Tue Wed Thu Fri Sat

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe

Kelly

Joe Joe Joe Joe Joe Joe Joe

Joe Joe

Child Count = 3



Sun Mon Tue Wed Thu Fri SatJoe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Joe Joe Joe Joe Joe Joe

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Joe Joe




Sun Mon Tue Wed Thu Fri SatJoe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Shawn

Joe

Kelly

Joe Joe Joe Joe Joe Joe

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Shawn

Joe

Joe Joe

Child Count = 4



29Local Educational Agency / Subpart 2 Annual Count: Procedure (continued)

3. SEA combines LEA counts and submit LEAs must separately identify count information for the following

types of students: Students residing in neglect institutions for the Title I, Part A,

neglect reservation Students residing in delinquent institutions for Title I, Part D,

Subpart 2

SEAs are responsible for rolling up LEA counts and completing Section A, Part I of the Annual Count Survey


How many students who reside in a facility that is designated as a neglect institution should an LEA count?

Neglect Institution 1

10 students who are neglected10 students who are delinquent


20 students who are neglected

Delinquent Institution 1

40 students who are delinquent





Child Count = 40

How many students who reside in a facility that is designated as a neglect institution should an LEA count?


10 students who are neglected10 students who are delinquent








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Common LEA/Subpart 2 Count Issues

Students who change programs within the same facility

Students who were voluntarily placed in a group home

Students residing in a county jail

LEAs resistant to count

Part D Annual Count Summary:At-a-Glance Comparisons and Next Steps

34Annual Count Processes: How are State andLocal Educational Agency Counts Different?

State Agency Count In a program for youth who are N

or D, including juvenile and adult correctional facilities and community day programs

Enrolled in a State funded “regular program of instruction”*

Enrolled in a program that has an average length of stay of at least 30 days on day of count during the calendar year

20 years of age or younger

Local Educational Agency Count Living in local institutions for

children and youth who are N or D or adult correctional institutions

Living in the institution for at least 1 day during the 30 day count period

5 through 17 years of age

* A regular program of instruction is defined as a educational program that consists of classroom instruction in school subjects such as reading and math. For juvenile facility, the program must provide at least 20 hours of instruction per week; for an adult facility the program must provide at least 15 hours of instruction per week.

35State Agency / Subpart 1 Program:Students Counted vs. Students Served

Students Counted (Annual Count) In a program for youth who are N

or D, including juvenile and adult correctional facilities and community day programs

Enrolled in a State funded “regular program of instruction”*

Enrolled in a program that has an average length of stay of at least 30 days on day of count during the calendar year


Students Served In a program for youth who are

N or D, including juvenile and adult correctional facilities and community day programs

Enrolled in a State funded “regular program of instruction”

Enrolled in a program that meets the length of stay requirements for the given program type (requirements vary)


* A regular program of instruction is defined as a educational program that consists of classroom instruction in school subjects such as reading and math. For juvenile facility, the program must provide at least 20 hours of instruction per week; for an adult facility the program must provide at least 15 hours of instruction per week.

36Local Agency / Subpart 2 Program:Students Counted vs. Students Served

Students Counted (Annual Count)

Living in local institutions for children and youth who are N or D or adult correctional institutions

Living in the institution for at least 1 day during the 30 day count period

5 through 17 years of age

Students Served

Living in local institutions for children and youth who are delinquent or in adult correctional institutions; eligible for services under Title I, Parts A and C; or identified as “at risk” (e.g., migrants, immigrants, gang members, pregnant or parenting youth)


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Annual Count vs. the CSPR

Students in the Annual Count

Purpose: to determine formula counts for allocating funds

Instructions differ per Subpart A subset of “eligible” students

enrolled during a specific time period within the calendar year

Adjustments are made to calculations to estimate the student population (SA/Subpart 1)

Multiple enrollments within a facility can be counted (LEA/Subpart 2)

Students in the CSPR Unduplicated Count Purpose: to track student achievement Instructions do not differ per Subpart

• Adult corrections = Subpart 1• At-risk programs = Subpart 2

ALL students that benefitted from Part D funding during the school year

Unduplicated counts are not adjusted - actual counts of the total population served

Students are counted once per facility, regardless of multiple enrollments

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What You Can Do?

Prepare for the count Understand the purpose of the count and its process Plan for the process Develop/update your materials (e.g., survey forms)

Provide training/technical assistance (T/TA) as appropriate Plan what T/TA you will offer (e.g., training, phone calls, conference

calls) Revise T/TA materials based on data/experience Be prepared to address common issues (e.g., facility and student

eligibility questions)

Verify and submit counts Review counts before submitting Submit counts with additional information if necessary

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Annual Count Resources

Visit NDTAC’s Annual Count Page (http://www.neglected-delinquent.org/nd/topics/index2.php?id=2) to access: Official ED Annual Count Forms ED Annual Count Guidance ED Annual Count Worksheets

NEW! NDTAC Annual Count Toolkit Today’s PowerPoint Presentation

Contact your NDTAC State Liaison with questions: http://www.neglected-delinquent.org/nd/direct_assistance.asp

Documents

The Annual Count: Understanding the Process and Its Implications