Open Enrollment 101: The Basics

1. 1 Open Enrollment 101:The Basics Wisconsin Department of Public Instruction Public School Open Enrollment Workshops November/December 2008

2. 2 What is Open Enrollment? To one degree or another, open enrollment allows a student to transfer to the public school of his or her choice Inter-district: to another school district. Intra-district: to another school within the resident school district (local issue)

3. 3 Two Types of Inter-District OE Full-time open enrollment Student transfers from one school district to another on a full-time basis. Part-time open enrollment High school students may take up to two courses in nonresident school districts.

4. 4 Part-time Attendance for Private School & Home-Based Students High school students enrolled in private school or home-based private educational program: Must be permitted to take up to 2 courses in the resident school district, if space is available. Resident district may count FTE for state aid, but not revenue limits.

5. 5 Full-time Inter-District Public School Open Enrollment in Wisconsin

6. 6 Who Can Open Enroll? Any student in 5-year-old kindergarten to grade 12. Prekindergarten, early childhood education and 4-year-old kindergarten: Only if child’s resident district offers the same type of program, and Only if child is eligible for the program in the resident school district.

7. 7 How Does OE Work? Parent applies in February. Both districts review and can deny only for statutory reasons. If approved by both districts, student can open enroll. Parents are responsible for transportation.

8. 8 Who Pays for OE? Regular Education: DPI transfers state-set amount from resident to nonresident district’s state aid. Special Education: No state aid transfer. Nonresident district bills resident district for basic OE amount plus actual, additional special education costs.

9. 9 School Boards Must Adopt Policies Acceptance & rejection criteria. Statement of required preferences. Guarantees of acceptance, if any. Reapplication requirements, if any. Transportation.

10. 10 Statistics

11. 11 Applying for Open Enrollment Application Period: February 2-20, 2009

12. 12 Getting Ready for the Application Period Be sure necessary OPAL users are authorized and OPAL contact person is current. Establish internal procedures for providing information and accepting applications. Designate one place for receiving paper applications. Designate one person/office to respond to questions.

13. 13 Application Form (PI 9410) On-line (strongly encouraged): https://www2.dpi.state.wi.us/OpenEnrollApp/ School districts are encouraged to link to the DPI web site or directly to the on-line form. Paper form: 4-part carbon-set provided to districts. Half as many forms as last year. Web version: please do not link to paper form. Spanish version (on web only—ok to link).

14. 14 Submitting an On-line Form On-line applications are valid when the parent finishes the application, submits it and receives a confirmation number. Should not also submit a paper form. Both nonresident & resident districts may immediately view and print application; or may download into Excel spreadsheet.

15. 15 Submitting a Paper Form Must be physically submitted to the nonresident district by 4 pm on Feb 20. Hand delivery is recommended. Postmark does not qualify. Not to resident district or DPI. Form submitted to wrong place should be returned ASAP. Nonresident district should date & return copy to parent.

16. 16 Anticipated Move May apply in anticipation of a move: Does not need to live in resident district or in Wisconsin to apply. Must know 2009-10 resident district: If unknown, may not be able to apply. Must live in named resident district before beginning OE and at least through the 3rd Friday in September.

17. 17 Private School, Home-based & Other Non-Enrolled Students May apply for open enrollment. Approve/deny same as other students. Must enroll in resident district prior to attendance in nonresident district. It is not necessary to enroll in the resident district prior to application.

18. 18 Virtual Charter Schools Applicants to virtual charter schools are strongly encouraged to apply on-line. Paper applications are not prohibited, but student must then also submit a virtual school supplement page.

19. 19 Handling Applications

20. 20 Reviewing On-line Applications Edits will catch many, but not all, errors. Review for: Correct nonresident district (e.g. parent indicates virtual school when your district doesn’t offer a virtual school). Age and grade make sense. Parent and student names are correct. ASAP: errors harder to correct later.

21. 21 Reviewing Paper Applications Review for: Timeliness Right place – nonresident district office Complete & accurate: Minimum: Name, birthdate, grade, address, nonresident district, resident district, signed. Resident district means the district the student will reside in for the 2009-10 school year.

22. 22 Handling Paper Applications A copy of each paper application must be sent to the resident district. Paper applications must be entered into OPAL by the nonresident district: Deadline: February 27 (end of day) Communication features of OPAL require all applications to be entered by deadline.

23. 23 Reapplications, Duplicates & Too Many Applications Reapplications: Do not enter into OPAL. If submitted via OPAL, request DPI to delete. Duplicates: Request DPI to delete. Too Many Applications: Excess applications should be withdrawn before end of application period.

24. 24 Special Education & Expulsion Records Nonresident district request for all applicants: Request directly in OPAL. Resident district provide records in 5 working days: Respond directly in OPAL: No records. Yes, expulsion records (send) Yes, special education records (send)

25. 25 Special Education Cost Estimate Nonresident district must provide special education cost estimate: By March 16 on form PI 2092. Only for special education/related services required in IEP. Basic OE amount plus only actual, additional student-specific special education costs. No averaged or prorated costs.

26. 26 Approval/Denial Notification Nonresident district: approve or deny. Resident district: only denial is required. Must be postmarked by April 10, 2009. DPI form recommended (may use OPAL). Affidavit of mailing. Must include: Written reason for denial (include all). Place on waiting list, if applicable. Notice of right to appeal.

27. 27 Notice of School Assignment Nonresident district must notify approved applicants of school assignment & first day of school. By May 15, 2009. (If known, may send with approval notice.) PI 9416. Requested school not guaranteed. Parent must notify nonresident district of intent to attend by June 5, 2009.

28. 28 Intent to Attend On June 30, nonresident districts must notify resident districts of students who have indicated intent to attend. Record directly in OPAL.

29. 29 Invalid Applications

30. 30 Invalid Application Untimely. Applied to more than 3 nonresident districts. No resident district or more than one resident district indicated on form.

31. 31 Not Age Eligible ECE: Must be 3 by the 3rd Friday in September. 4K: Must be 4 by September 1. 5K: Must be 5 by September 1. Adult: Must not have reached 21 by first day of school.

32. 32 Request for Early Admission Parent may request early admission for 4K or 5K. Nonresident district may evaluate. Send conditional acceptance. 5K: must meet criteria in nonresident district only. 4K: must meet criteria in both resident & nonresident districts.

33. 33 PreK, 4K & Early Childhood Resident district must offer the same type of program: 4K: generally same type of program if both can be counted. If not, contact DPI to discuss. ECE: student can OE for special education required in IEP.

34. 34 Nonresident District:Reasons for Denial May Only Deny for Reasons Specified in State Law & School Board Policy

35. 35 Regular Education Space Space not available in schools, programs, classes or grades. May consider: Class size limits, pupil-teacher ratios, tuition agreements with other school districts and enrollment projections. Spaces already occupied by new applicants and siblings.

36. 36 Application is to a district, not to a school. Parent may request specific school & may limit application. If space is not available in requested school, district must approve application if space is available in another school. If parent limited application, district may deny or may approve and assign student to a school with space.

37. 37 Special Education & Related Services Not available in nonresident district. Space not available in special education or related services. Key is “required by student’s IEP.”

38. 38 Referral for Special Education Evaluation A school board may consider whether: A student has been referred to his or her resident school district for a special education evaluation; or Been identified as a child with a disability but has not yet been evaluated by an IEP team.

39. 39 DPI has interpreted this to mean: A referral has been made but evaluation not completed. A student has been identified as a child with a disability, but IEP has not been developed. A student has been identified as a child with a disability, but does not have a valid IEP. Reason for denial is “referred for special education evaluation.” You may further explain the circumstances behind the decision, but do not deny for a reason not specified in statutes (i.e. “no records”). Use DPI form. Check the box.

40. 40 If student has a valid IEP, may not deny on basis of special education referral: Whether or not the student is attending public school. Whether or not the parent has accepted the placement offer. If special education records are not received: Make (and document) every effort to obtain records. Wait until last possible date before acting on application.

41. 41 Expulsion: Current or Preceding Two Years or Pending Disciplinary Proceeding Based on: Bomb threat or false information. Conduct while under school supervision that endangers others. Conduct while not under school supervision that endangers others at school or school authority Possessing a dangerous weapon. Can revoke OE after approval if above criteria are met prior to the beginning of the initial school year.

42. 42 Current Expulsion No school district is required to admit a student during the term of her or his expulsion from another school district. Wis. Stats. § 120.13 (1) (f)

43. 43 Nonresident DistrictSelection of Students

44. 44 Order of Approval Apply criteria to designate a number of spaces by grade. Fill in following order: Guarantees (if provided in policy) Preferences. Random selection.

45. 45 Preferences & Guarantees Must grant preference to: Currently attending students and siblings of currently-attending students. If there are more preference students than spaces, must approve randomly. May guarantee approval to: Currently attending students or siblings. No other preferences or guarantees are permitted.

46. 46 Preference v. Guarantee Preference requires an available space. Equal preference to currently-attending students & siblings. Guarantee applies even if class size exceeds space criteria. May grant guarantee to currently attending students or siblings: Not required to grant guarantee to both.

47. 47 Random Selection If spaces are still available after granting guarantees and/or preferences, remaining spaces must be filled by random selection. If a student is selected randomly, that student’s siblings are given preference to next available space.

48. 48 Resident DistrictReason for Denial Undue Financial Burden

49. 49 Undue Financial Burden Based on only actual, additional cost to provide the special education & related services in the nonresident school district. As proposed to be implemented by the nonresident school district. May not include basic OE amount or any savings as a result of the transfer.

50. 50 Definition In light of a school district’s total economic circumstances, including: Revenue limit. Ability to pay the tuition costs. Per pupil special education costs for children with disabilities continuing to be served by the resident district.

51. 51 May not deny solely because: The special education & related services are available in the resident school district. The resident school district can provide the special education & related services less expensively. The resident district disagrees with how the IEP will be implemented in the nonresident district. The resident district does not wish to pay additional costs.

52. 52 Appeals Test of School Board’s Decision Is On Appeal

53. 53 Parent may file an appeal with the DPI within 30 days after the notice of denial is postmarked or delivered to the parent, whichever is first. DPI must affirm school board’s decision unless the decision was arbitrary or unreasonable. Filing an AppealStandard of Review

54. 54 The Open Enrolled Student

55. 55 Transportation Parents are responsible for open enrollment transportation. Either the resident or nonresident district may provide transportation: The nonresident district may not pick up a child within the boundaries of the resident district unless the resident district agrees. Only the resident district may claim categorical aid.

56. 56 Special Education Transportation IEP-required transportation must be provided by the nonresident district. The cost may be billed to the resident district if it is an actual, additional special education cost.

57. 57 Transportation Cost Reimbursement Low-income parents may apply to the DPI for reimbursement of transportation costs. Low-income means eligible for free or reduced-price meals. Parent applies for reimbursement on application form; submits claim at end of each semester. Refer questions to DPI.

58. 58 Rights & Responsibilities OE students have the same rights and privileges as resident students, and Are subject to the same rules & regulations as resident students. May be disciplined in same manner as resident students: Open enrollment cannot be terminated as a punishment. WIAA governs inter-scholastic athletics.

59. 59 Expelling an OE Student If a nonresident district expels an open enrolled student, it may also terminate the open enrollment. If OE is terminated: Nonresident district should notify the parent that the OE is terminated. Resident district does not have to enroll student during the term of the expulsion. If OE is terminated, resident district provides special education services.

60. 60 If OE is not terminated: Student may return to the nonresident district after expulsion, as long as the OE is not otherwise terminated: Student enrolls in/attends another public or private school. Student has not attended the nonresident by the 3rd Friday in September. Nonresident district must provide special education services.

61. 61 Special Education

62. 62 Students with Disabilities Can (and Do) Participate in OE

63. 63 New OE Student An new open enrolled student is treated as a transfer student. The receiving district must implement the previous school district’s IEP or develop a new IEP.

64. 64 FAPE Agency The nonresident district is responsible to provide FAPE* to open enrolled students: Procedural safeguards. Due process. IEP team. Placement

65. 65 IEP Team The nonresident district is responsible for the IEP team. The resident district must appoint a member to the IEP team. Purpose of IEP team is to provide FAPE. Resident school district membership is not intended to protect the financial interests of the resident district.

66. 66 Placement Same placement responsibility and options as for resident students: In district (requested school is not guaranteed) Out of district: Tuition to another district. CESA. CCDEB. Other cooperative or consortium.

67. 67 Referral Either district may receive a special education referral. Must notify the other district. Nonresident district must have internal procedures whereby the special education team is notified of the student’s OE status. Nonresident district convenes the IEP team.

68. 68 Availability & Space If an OE student’s IEP is developed or revised, the nonresident district may consider whether: The special education & related services are available in the district, or Whether there is space to provide the special education & related services.

69. 69 If not available or no space: Nonresident district requires the student to return to school in the resident school district, which must provide a placement. Must provide written notice to parent and resident district. Include notification of right to appeal. Parent may appeal decision within 30 days of receipt of notice. No “stay put” requirement in open enrollment.

70. 70 If yes, the nonresident district must send to the resident district: Estimate of actual, additional special education costs it will incur to implement the IEP. No average or prorated costs. Send as soon as possible after completion of the IEP. Form PI 2092.

71. 71 Undue Financial Burden If the cost to implement the new or revised IEP is an undue financial burden to the resident district: It may require the child to return to the resident district, which must provide a placement. Must provide written notice to parent and resident district. Include notification of right to appeal. Parent may appeal decision within 30 days of receipt of notice. No “stay put” requirement in open enrollment.

72. 72 Open Enrollment Funding

73. 73 Pupil Count Resident district counts students in membership for state aid & revenue limits. Nonresident district counts student for everything else. Child count. WSLS/ISES. State assessments.

74. 74 Regular EducationState Aid Adjustments DPI transfers OE amount: From the resident district, To the nonresident district. Most transfers made to final June equalization aid payment. If district does not receive enough equalization aid to cover payments, other aid will be withheld.

75. 75 Amount of State Aid Adjustment Prior year statewide average cost/member for: Regular education. Co-curricular activities. Instructional support services. Pupil services. Estimated each May, finalized the following May.

76. 76 History of OE Aid Adjustments

77. 77 Regular Education Example

78. 78 Special Education No state aid adjustment is made by the DPI for special education students. Instead, the resident district pays to the nonresident district: The basic OE amount, plus only Any actual, additional costs to provide special education to the student.

79. 79 Actual Additional Cost Must be actual cost. Must be cost for special education or related services required in the IEP. Must be student-specific. May not include any averaged or prorated costs.

80. 80 Special Education Example

81. 81 Accounting for OE Payments Nonresident District Revenue Regular Education Fund 10 Source 345 Special Education Fund 27 Source 347 Resident District Expenditure Regular Education Fund 10 Function 435 000 Object 382 Special Education Fund 27 Function 437 000 Object 382

82. 82 Revenue Limit ExemptionTransfer of Service Student moves into your district. Previously receiving special education from another governmental unit. Continues to attend previous district under OE/tuition waiver or transfers to a different district under OE. Revenue limit exemption may be granted for the amount of special education tuition charged for the transfer of this new resident student.

83. 83 Reporting & Tracking

84. 84 OPen Enrollment Application Log- OPAL - All tracking and reporting of open enrolled students will be done on-line via OPAL. There will be no more paper lists!

85. 85 Applications Parents apply on-line. Paper applications are entered into OPAL by the nonresident school district. It is essential that this be completed by February 27. Applications in OPAL are immediately accessible to both resident & nonresident districts.

86. 86 Exchange of Information Special education & expulsion records are requested through OPAL. Resident district responds via OPAL. No records. Yes, special education records (send). Yes, expulsion records (send). Nonresident district sends special education estimate.

87. 87 Approval/Denial Summaries Nonresident & resident districts enter each student’s approval/denial status (including reason for denial). No need to send approval/denial summaries to DPI.

88. 88 Intent to AttendWaiting Lists Nonresident districts will enter parents’ responses of intent to attend. No need to send separate listings to resident districts. Districts may indicate when student is accepted from waiting list (or denial is otherwise reversed).

89. 89 Third Friday in September Nonresident district indicates whether student is in attendance on the 3rd Friday in September. If student was in attendance prior to the 3rd Friday in September, but absent on the third Friday, a change of status may be completed if the student attends after the 3rd Friday.

90. 90 Changes of Status Changes of status will be entered directly into OPAL by either district. An email will be sent to the contact person in the other district, which must agree or disagree with the change. The data base will not be updated until both districts agree. If the districts disagree, they must communicate until the issue is resolved.

91. 91 Changes of StatusThat Terminate OE Withdrawal from nonresident district. Move into nonresident district. Enrollment in and attendance at resident district or any other public or private school or home-school. Move to a resident district, other than the one on the application form, prior to the 3rd Friday in September in the initial OE year. No longer a resident of Wisconsin.

92. 92 Change in special education status. Move to a different address within the resident district. Move to a different resident district any time after the 3rd Friday of September in the initial OE year. Resident district on the 3rd Friday in September is OE for entire school year. Changes of StatusThat Do Not Terminate OE

93. 93 Communication Is Still Key! OPAL works only to the extent that districts promptly enter information and changes; and reply to pending changes. If districts disagree on a student’s OE status, they must still communicate with each other until it is resolved. OPAL cannot resolve differences!

94. 94 Reminder OPAL is not currently tied to any other data base, so changes to any other data reported to DPI must be done separately: State aid membership. WSLS/ISES entries.

95. 95 Resources

96. 96 OE Web Site & List Serve Open Enrollment Web Site http://dpi.wi.gov/sms/psctoc.html Open Enrollment List Serve receive information and announcements printed information rarely used to sign up, send email to: maryjo.cleaver@dpi.wi.gov

97. 97 Open Enrollment StaffToll-free: 888-245-2732Fax: 608-267-9207 Mary Jo Cleaver, Open Enrollment Consultant maryjo.cleaver@dpi.wi.gov 608-267-9101 Joan Thompson, Office Operations Associate joan.thompson@dpi.wi.gov 608-267-9248 Bob Soldner, Director, School Management Services robert.soldner@dpi.wi.gov 608-266-7475