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Annual Counts: Understanding the Process and Its Implications

Annual Counts: Understanding the Process and Its Implications. Contacts and Support. U.S. Department of Education Paul (Sandy) Brown Program Analyst, Student Achievement and School Accountability Programs (SASA) Gary Rutkin Program Manager and Group Leader, SASA NDTAC Funded by USED

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Annual Counts: Understanding the Process and Its Implications

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  1. Annual Counts: Understanding the Process and Its Implications

  2. Contacts and Support • U.S. Department of Education • Paul (Sandy) BrownProgram Analyst, Student Achievement and School Accountability Programs (SASA) • Gary RutkinProgram Manager and Group Leader, SASA • NDTAC • Funded by USED • Provide technical assistance, develop National evaluation model, and support collaboration

  3. Annual Count: An Overview • Annual Count data are used by USED to calculate funding allocations for: • Title I, Part D, Subpart 1 (State Agency Program) • Title I, Part D, Subpart 2 (Local Agency Program) • Title I, Part A • The Count procedures for the State Agency (Subpart 1) and Local Agency (Subpart 2) programs are different.

  4. Annual Count: An Overview (1) ED distributes Annual Count Survey and ESEA, Title I, Program Guidance, (mid-October) (2) States select two periods of time for collecting child counts SAs (Subpart 1) — select any one day during the calendar year LEAs (Subpart 2) — select any 30 consecutive days; at least one of these days must be in October (5) Funds announced in April/May and made available to States in July (States & localities have 27 mos. to obligate funds) (3) Annual Count Survey is reported by States to ED (January) (4) ED generates funding tables

  5. 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 Reporting • An annual report of children served with Title I, Part D funds submitted via the Consolidated State Performance Report (CSPR) • Students included in the Annual Count are often different students from those that benefit from the generated funding and get reported in the CSPR • The eligibility criteria for being included in the Annual Count are different from the eligibility criteria for being served and reported under Part D • Counts are based on population and caseload data that are months old when the funds are used to administer programs January 2008 ----- May 2008 ----- July 2008 ----- January 2010 Child Count Receive Funding (FY2009) Administer Programs (SY08-09) Report on Students Served (SY08-09)

  6. Annual Count _________________________________________________________________ Title I, Part D, Subpart 1State Agency Program

  7. State Agency / Subpart 1 Annual Count: Eligibility Annual survey forms administered by OESE • Forms are distributed mid-October to State Education Agencies (SEAs) • SEAs are responsible for collecting data from eligible State Agencies (SAs) • Completed forms are due to USED in January 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 youth • Facilities that have an average length of stay of at least 30 days Student Eligibility • Student 20 years or younger • Students that are enrolled in State-funded instruction at least 15 hrs/wk if in an adult facility or 20 hrs/wk in a juvenile facility or community day program

  8. State Agency / Subpart 1 Annual Count: Procedure • Select a date and conduct count • 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 • 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. • Combine SA adjusted counts and submit • SEAs are responsible for rolling up SA adjusted counts and completing Section A, Part II of the child count survey (single day count) * (length of school year in days) 180 days

  9. State Agency / Subpart 1 Annual Count: Procedure (cont.) (100 students) * (180 school days) 180 days (100 students) * (220 school days) 180 days Impact of the Adjusted Count (single day count) * (length of school year in days) 180 days = 100 = 122.2

  10. Students Counted Enrolled in a State-supported regular program of instruction* Institution for youth who are neglected or delinquent, including juvenile and adult correctional facilities and community day programs Resident is aged 20 or younger All residents of eligible institutions under the authority of eligible State Agencies Students Served Enrolled in a State-supported regular program of instruction* Institution for youth who are neglected or delinquent, including juvenile and adult correctional facilities and community day programs Resident is aged 21 or younger Residents of institutions selected by State Agencies as those with greatest need State Agency / Subpart 1 Program:Students Counted vs. Students Served * A regular program of instruction is defined as an 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.

  11. State Agency / Subpart 1 Annual Count: Quiz What is/are the optimal day/days to choose for the count?

  12. State 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 1st maximize the counts for the Dept. of Human Services and Dept. of Corrections, respectively.

  13. Questions? • All phones are currently muted • To ask a question: • Un-mute your phone: *7 • Re-mute your phone: *6 • You can also ask a question by typing it into the Question and Answer box near the bottom of the Webinar console

  14. Annual Count ___________________________________________________________________________ Title I, Part D, Subpart 2Local Agency Program

  15. Local Agency / Subpart 2 Annual Count: Eligibility Annual survey forms administered by OESE • Forms are distributed mid-October to State Education Agencies (SEAs) • SEAs are responsible for collecting data from eligible Local Education Agencies (LEAs) • Completed forms are due to USED in January Local Education 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 neglected children, an institution for delinquent children, 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)

  16. Local Agency / Subpart 2 Annual Count: Procedure • Select a 30-day count window and conduct count • 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. • LEAs must separately identify count information for the following types of students: • Students who are neglected (to generate Title I, Part A neglect set-aside) • Students who are delinquent (to generate Title I, Part D, Subpart 2) • Caseload count of each unique case • Combine LEAs’ counts and submit • SEAs are responsible for rolling up LEAs counts and completing Section A, Part I of the Annual Count Survey

  17. Local Agency / Subpart 2 Annual Count 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.

  18. Local Agency / Subpart 2 Annual Count • Each eligible institution must identify itself as either a facility for N students or D students, but not both, even if it serves both • Refer to an institution’s charter to identify the institution’s purpose • The count of students in an institution for neglected youth may include non-N students • The count of students in an institution for delinquent youth may include non-D • Neglected and at-risk programs may receive Subpart 2 services per the Title I, Part D statute, even though students in those programs are not included in the Annual Count

  19. Students Counted Youth living in local institutions for delinquent children and adult correctional institutions Youth that live in the institution for at least one day during the 30-day count period Youth ages 5 through 17 Students Served Youth living in local institutions for delinquent children and adult correctional institutions, plus all youth eligible for services under Title I, Parts A and C Youth identified as “at-risk” Migrants Immigrants Gang Members Pregnant or Parenting… Youth through the age of 21 Local Agency / Subpart 2 Program:Students Counted vs. Students Served

  20. Local Agency / Subpart 2 Annual Count: Quiz – Question 1 of 3 • Which of the following date ranges are acceptable for the Subpart 2 annual count? • Oct. 1 – Oct. 30 • Sept. 20 – Oct. 10, Oct. 20 – Nov. 10 • Oct. 31 – Nov. 29 • Sept. 1 – Sept. 30 • 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.

  21. Local Agency / Subpart 2 Annual Count: Quiz – Question 2 of 3 Child Count = 3

  22. Local Agency / Subpart 2 Annual Count: Quiz – Question 3 of 3 Child Count = 4

  23. Questions? • All phones are currently muted • To ask a question: • Un-mute your phone: *7 • Re-mute your phone: *6 • You can also ask a question by typing it into the Question and Answer box near the bottom of the Webinar console

  24. Additional Information • For additional information: • Official USED Annual Count Forms • USED Annual Count Guidance • USED Annual Count Worksheets • Annual Count FAQ • Today’s PowerPoint Presentation • Visit NDTAC’s Data Corner: • http://www.neglected-delinquent.org/nd/data.asp • Contact your NDTAC State Liaison: • http://www.neglected-delinquent.org/nd/direct_assistance.asp

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