APSCN October 1 Cycle 2 Reporting

1. APSCN October 1 Cycle 2 Reporting Arkansas Department of Education September 2012

2. Arkansas Public School Computer Network (APSCN) October 1 Cycle 2 • Required Annual Report • Lists district’s enrollment with categorical breakdowns (Free, Reduced, Paid) as of October 1 • Source documents must be dated on or before October 1, 2012 • Report submitted to APSCN between October 1st and October 15th

3. APSCN SIS Coordinators and Child Nutrition Directors • Actively enrolled students should be entered into the StudentPlus software prior to beginning the Cycle 2 pull • Should communicate the pull date to data entry personnel to ensure changes are not made once the pull begins • Data for students enrolled on or before October 1, 2012 should NOT be changed once the pull has begun

4. Cycle 2 Student Data • Child Nutrition Program Data Collection • Enrollment • K-12 Enrollment • Pre-K Enrollment • Other Students (Adult Education, State Line Border Students, i.e. Texarkana, Texas attending public in Texarkana, Arkansas ) • Eligibility of Students • Free • Reduced • Paid

5. ADE Commissioner’s Memos: • FIN-12-024 APSCN Cycle 2 Report: October 1, 2011 Enrollments and Free/Reduced Eligibles 2. FIN-12-025 October 1 Pre-School Reports for Enrollment and Free/Reduced Eligibles

6. Status of Student • NO STUDENT SHALL BE CODED Free or Reduced Status WITHOUT a Source Document authorizing the code. • Source Documents for Cycle 2 reports this year must be dated between July 1, 2012 and October 1, 2012. • New enrollments entered into the system after October 1 should not be in the Cycle 2 pull as of October 1.

7. Source Documents • A currently approved household income application • DIRECT CERTIFICATION list • List provided by the HOMELESS or RUNAWAY liaison • FOSTER CHILD list • List provided by the federally funded HEAD START or EVEN START program director • List provided by the MIGRANT coordinator • MUST BE RETRIEVABLE BY SCHOOL

8. Preparation for Cycle 2 Submission • Source Documents must be matched with APSCN Student Enrollment and Codes This requires: • Possibly Freezing the APSCN DATA ENTRY on students current as of October 1 – District Decision • Communication between the APSCN Coordinator and Child Nutrition (CN) Determining Official.

9. Preparation for Cycle 2 Submission • Must Balance Computer Data and CN Master Roster of Student Eligibles and Enrollment as of October 1 • No changes should be made to current students until after Cycle 2 is submitted and all reports printed. Districts can register new students, but NOT CHANGE EXISTING STUDENT RECORDS.

10. Consequences of Not Balancing with Source Documents • In addition to a corrective action plan to prevent this problem in the future, the Superintendent’s written justification must include: • data corrections on meal status by student • with identification of student’s • school, • grade, • race, and • gender. NO individual names. • In some cases data submission problems will require an audit of 100% of all source documents by ADE CNU with the report going to Legislative Audit.

11. Please REMEMBER: • All Cycle 2 district and school level reports must be reconciled, printed and submitted to APSCN at the SAME TIME AND DATE. Note: Anytime changes are made to APSCN data after Cycle 2 is submitted to Child Nutrition, the revised reports must be sent to Child Nutrition with justification and information from the previous slide. • Technology Coordinators: Please DO NOT SEND Copies of the Cycle 2 Reports Directly to ADE CNU without all six types required documents. Give them to Bookkeeper or CN Director to attach to the September Claim for Reimbursement form.

12. Prevention of Problems • What Happens when all documents are not sent together? • District September Claim for Reimbursement WILL NOT be processed until all documents are received. If the APSCN reports do not come with the claim, the claim is put in a stack of “Do NOT Process or Pay, Missing Information” • Superintendent receives call about problem if all documents are not received by November 15.

13. Prevention of Problems • Possible Problems • Reports submitted with September claim for reimbursement do not match SIS data submitted with Cycle 2 • APSCN records do not match Child Nutrition source document records

14. Prevention of Problems • Data Comparison Analysis between SIS data and CNU Database of Source documents identifies discrepancies in computer submissions and other data problems. Failure to Freeze Current Student Status: Results: Computer Submission to APSCN does not match printed 331,431, 336, & 436 reports submitted with Claim. To prevent discrepancies, all school data entry persons must understand the importance of NOT Changing Current Student’s status until after APSCN and District CN Staff reconcile, print and submit the Cycle 2 report.

15. Prevention of Problems • Consequence:Technology and CN Staff have to identify each student changed and provide a report for the Superintendent’s letter to include the following: • school of student (that did not follow instructions) • new and old eligibility status, • gender, • race, and • grade of each student changed. Do not submit name of the student. • This takes a lot of time and work to find the information when and where this happened.

16. Prevention of Problems Failure to Balance or Reconcile with CN Source Documents: Results: (Works both Ways) • Incorrect codes used by one data entry person for a whole school (reversed code for Free and Paid) • A classroom of students not entered into the system (APSCN Enrollment off by 26 students), • Identification that CN Master Roster was not updated with student drops or adds (Can result in inflated enrollment and eligibles which can trigger an audit )

17. Prevention of Problems • Consequence:Technology and CN Staff have to identify each student changed and provide a report for the Superintendent’s letter to include the following: • school of student (that did not follow instructions) • new and old eligibility status, • gender, • race, and • grade of each student changed. Do not submit name of the student. • This takes a lot of time and work to find the information when and where this happened.

18. Prevention of Problems With regard to updated CN Master Roster: if there had been a balancing process between the computer data and the source documents the problems with the roster would have been identified and corrected prior to submission of the data. Prevention tip: Be sure school secretaries communicate adds and drops in a very timely manner to the district child nutrition director or their designee so that the roster is updated daily and the Master roster and APSCN match frequently while going thru the process.

19. Submitting Cycle 2 Reports • SIX Items Needed: • SEPTEMBERClaim for Reimbursement • DISTRICT DATA – Signed copy of the SIS rpt331 (K-12) (submit total for ALL K-12) • SCHOOL DATA – Signed copies of the SIS rpt431 (K-12) (one for each school) • DISTRICT DATA – Signed copy and SIS rpt336 (pre-K) (submit total for ALL pre-K or indicate ZERO STUDENTS when no pre-K) • SCHOOL DATA – Signed copies of the SIS rpt436 (one for only schools with pre-school programs) • OTHER STUDENTS REPORT – ALL districts must submit this form SIGNED by the Superintendent

20. Other Students Report • Includes students/children participating in the district reimbursable school meals program: • Adult Education • Students served REIMBURSABLE MEALS and enrolled in other districts, i.e., vocational education, alternative education or students from adjacent states • Children between the ages of six weeks and under 3 years of age served in a district sponsored day care program

21. Other Students Report Cont…. • This separate “Other Students Report” MUST be completed by each district • Students reported as “Other” receive reimbursable school meals, but do not fit the age and grade ranges of Pre-K (3-4 years old) for Report #436 and Kindergarten to twelfth grade (K-12) for Report #431 • If the district has no “OTHER” STUDENTS, complete this report by checking the “NOT APPLICABLE” boxes • THE SUPERINTENDENT’S SIGNATURE must be on this report to be accepted

22. Submitting Cycle 2 Reports Cont… • SUBMIT All SIX AT THE SAME TIME • The September claim for reimbursement WILL NOT BE PAID without the complete set of APSCN Cycle 2 Reports and Other Students Report

23. Provision II Districts • PROVISION 2 DISTRICTS MUST FOLLOW A COMPLETELY DIFFERENT PROCEDURE • Technology personnel are included in the Provision 2 Non-Base Year Training held each summer. • PROVISION 2 districts will be mailed individualized school and district level reports to complete. Direct questions to assigned Child Nutrition Unit Area Specialist or Donna Ratliff, School Program Advisor.

24. Review • Physical source documents of student’s eligibility and the APSCN computer data for each student must match each student’s eligibility status as of October 1, 2012 • Notify all APSCN data entry personnel not to make any changes to the meal status on current students until after Cycle 2 is submitted.  They can register new students but not change existing students’ record. 

25. Review • If reporting errors occur, the superintendent is required to justify this discrepancy in writing • The justification of discrepancies in enrollment or eligibles must include changes by school, grade level, eligibility (old and new) and gender of students • All Cycle 2 reports must be reconciled, printed, and submitted to APSCN at the SAME TIME and on the SAME DATE. Failure to follow this procedure will result in reports/source documents that do not match data submitted

26. Questions ??? • It is always good if someone has questions with this process to round up everyone involved and call our office at (501) 324-9502 • We can ask you questions and try to give you the best response where everyone is hearing the response. Terminology can be a problem for us and for you. • Contact Persons at ADE CNU: • Donna Ratliff • Patricia Winders • Suzanne Davidson and all the Area Specialists To find your district Area Specialists got to the CNU Website http://cnn.k12.ar.us/AboutUs/organization/specialists-assignments-map.aspx

27. DEADLINE • NO later than Monday October 15, 2012

28. Submission to ADE • Submit all required October 1Cycle 2 Reports and September claims BY FAX: 501-324-9505 OR BY MAIL: Child Nutrition Unit, Arkansas Department of Education Attn: Donna Ratliff 2020 West 3rd Street, Suite 404 Little Rock, AR 72205