Pupil Enrollment Count
Training for
the 2013-14 Collection
and for the
Data Pipeline
August and September, 2013
Last updated: 9/12/13
Pupil Enrollment Count 2013-2014
And Data Pipeline
 Welcome! And thank you for joining!
 We will begin the webinar shortly.
 The dial-in number is 1-866-764-6750
 Please use *# to mute your phone. You can unmute your phone using *#.
 Support at: datapipeline.support@cde.state.co.us
 This PowerPoint is posted at
http://www.cde.state.co.us/datapipeline/snap_studentoctober under
“Trainings”
2
Webinar Etiquette
 Mute Your Phone (*# Mutes and then un-mutes individual phones)
 Enter your Name and your District when logging into the webinar (no
password will be needed)
 If you have a question:
 Type it in the Chat Box (preferred method) OR
 “Raise Your Hand”:
• A presenter will call your name
• After your name is called, un-mute your phone and speak your
question/comment
 Please be respectful of the other attendees’ time; we may need to have a
separate conversation later to best help you
3
File Layout and Data Definitions
Important locations for documents
 This presentation is posted at
 http://www.cde.state.co.us/DataPipeline/snap_studentOctober.asp
under “Deadlines”
 It may be updated following the webinar. Please refer to the website to
check for updates. The title page has the date last updated.
 Data Pipeline website
 http://www.cde.state.co.us/datapipeline
 Student Interchange data collection documents
 http://www.cde.state.co.us/DataPipeline/inter_student.asp
 Title I Interchange data collection documents
 http://www.cde.state.co.us/DataPipeline/inter_titleI.asp
 Pupil Enrollment (Student October) Count data collection documents
 http://www.cde.state.co.us/DataPipeline/snap_studentOctober.asp
4
Collection Schedule
5
Timeline and Milestones 2013-2014
August
Webinar training sessions (August 13th – September 5th)
Collection opens (Monday, September 2nd)
September
Pupil Enrollment Count date (Tuesday, October 1st)
All districts pass interchange level edits (October 2nd – October 16th)
October
All districts create and pass majority of snapshot level edits
(October 17th – October 31st)
All districts address final issues, review and approve data reports
(November 1st – November 8th)
November
Collection closes – all districts must electronically submit data
to CDE (Friday, November 8th)
Duplicate funding documentation due (Friday, November 15th)
Resubmissions and approvals due (Wednesday, November 27th)
6
Official Count Date
• The pupil enrollment count date is Tuesday, October 1st. All
district students who are in membership (attendance and
enrollment) on October 1st are eligible to be counted.
– In-service days scheduled within the eleven-day window * will be considered as
non-attendance days and no extension will be granted.
– Districts requesting an alternative count date must submit their request in writing
to the CDE Audit Team by Monday, September 16th.
• October 1st is on a Tuesday. The eleven-day window for schools
on a M-F week will be from Tuesday, September 24th to Tuesday,
October 8th.
* The eleven-day count window includes the pupil enrollment count day, as well as, the
five school days preceding and following that day.
CSBOE 2254-R-3.00 and CSL 22-54-103(10)(a)(I)
7
Pupil Enrollment Count Date
Alternative Calendars
• For districts on a Monday – Thursday four-day week, Tuesday,
October 1, 2013 will be the pupil enrollment count day. The
eleven-day window will be from September 23 to October 9.
• For districts on a Tuesday – Friday four-day week, Tuesday,
October 1, 2013 will be the pupil enrollment count day. The
eleven-day window will be from September 20 to October 9.
CSBOE 2254-R-3.00 and CSL 22-54-103(10)(a)(I)
8
Updates for 2013-14
9
Submission Process
Student Interchange Preparation
 Obtain Student Identifiers (SASIDs)
 Update school information in Directory (web form)
 Extract Interchange files in correct format from your Student Information System (you can test in
our QA instance)
 Load the 3 Data Pipeline Student Profile Interchanges:
 Student demographics
 Student – school association
 Advanced course completion
 Load Title I Interchange * (to identify students who receive Title I targeted assistance funding)
• Only districts that have any Title I-funded school(s) that are Targeted Assistance (TA) programs
complete this interchange
• Go to “Cognos Report” on the Pipeline menu to download errors and warnings
• You can view and download them in several formats including as Excel spreadsheets, PDFs, CSV
files, HTML files, or XML files
10
Submission Process
Student October
 Create Student October Count snapshot (Student Profile → Snapshot)
 Not a new file submission
 Snapshot of previously submitted Student Profile Interchanges
 Summarize by grade students with home-based education
 Student Profile -> Home School Data
 Go to “Cognos Report” on the Pipeline menu to download errors and warnings
 Correct errors (within the Pipeline or by loading new interchange files)
 Once all edit checks have passed, submit approval of your data to CDE
 Use Cognos Report to validate data
 Student Profile -> Status Dashboard -> Submit to CDE
 In Pipeline -> Student Profile -> Status Dashboard -> Download Sign Off Form
 CDE resolves SASID duplicates
Note: all errors must be resolved before continuing to the next step in the process
11
Changes for 2013-14 Collection
1. The file layouts have changed within Data Pipeline
2. The Free and Reduced Lunch codes have changed



03 (Not Eligible) is no longer a valid value
03 is replaced with 00 (Not Eligible)
01 (Free Lunch Eligible) and 02 (Reduced Lunch Eligible) remain unchanged
3. Title I targeted assisted students are calculated based on information
in the Title I interchange
4. Race and Ethnicity codes are now 0 (No) or 1 (Yes)


No longer report the federal race and ethnicity value
This is calculated based on race and ethnicity codes
5. Pupil’s Attendance Information code of 26 (Home Based Education –
Home Schooling) is no longer valid


12
Handled with the Home School Data entry screen
Go to Pipeline → Student Profile → Home School Data
Changes for 2013-14 Collection
(continued)
6. Public Finance code of 88 (Not Eligible, Home Based Education) is no
longer valid

Handled with the Home School (home based education) Data entry screen (see
also #5)
7. The Primary Disability code 11 (Preschooler with a Disability) is now
valid for up to 8 years of age
8. Full-time home school students are no longer reported in the file




See also #5 and #6 above
Previously reported with Funding code of 88 (Not Eligible, Home Based Education)
Previously reported with Attendance code of 26 (Home Based Education)
The number of home school students per grade level is now required before Pupil
Enrollment Count data is submitted to CDE
 Students in a home-based education program are now summarized by grade on the
Pipeline “Home School Data” entry screen
13
Changes for 2013-14 Collection
(continued)
9. Colorado Preschool Program (CPP) expansion
 Please refer to the “Early Childhood Education” section for details
10. A new School code was added for 2012-13
 0001
 To be consistent with End of Year data
 Limited to two districts which provide educational services in non-district
locations in collaboration with a private, non-profit agency.
Districts/Programs that should use a school code of 0001 (changed from
2012-13) are limited to:
 APS Children’s Hospital Medical Day Treatment
(district code 0180, school code 0001)
 Robert A. Brown Center for Youth
(district code 2180, school code 0001)
14
Changes for 2013-14 Collection
(continued)
10. The data element “CSAP Alternate Assessment Participant” is now
“Alternate Assessment Participant”




It applies to a student taking an alternate assessment
Eligibility for the alternate assessment must be determined by the
student’s IEP team
The field must be completed for all K-12 students (previously 3-11)
There are currently alternate assessments for:
•
•
•
15
TCAP (for grades 3-11)
CO ACT (for grade 11)
ACCESS (the annual English language proficiency exam given to English
Language Learners in grades K-12)
Review
Additional information on the data elements reviewed in the following
sections can be found:
1. On the Data Pipeline Student Interchanges website within the “File
Layout and Definitions” PDFs at
http://www.cde.state.co.us/DataPipeline/inter_student.asp
2. Within the Student October Count Resource Guide at
http://www.cde.state.co.us/cdefinance/auditunit.htm
16
Attendance Residence Codes
 There are two sets of Attendance codes:
17

(A) One for students who attend a program operated by the
reporting district

(B) Another for students who attend a program that is not run
by the reporting district
(A) Pupils Attending an Educational Program
Operated by the Reporting District
 01-Resident, Designated School
 02-Resident, School of Choice (Open Enrollment)
 03-Resident, Non-District Site (Expelled, Preschool)
 04-Non-Resident, Choice (Public Schools of Choice)
 05-Non-Resident, Non-Choice
 08-Resident, Non-Choice
• These codes are for students who are actually being educated in this district. The district
reporting these students is doing the educating. Resident, non-resident is based on
boundaries. The choice and non-choice indicates if the student had a choice. 03 is a
resident of the school, and district employees are educating the student, but it is done at a
non-district site. This is primarily expelled students and Pre-K students.
18
(B) Resident Pupils Attending an Educational
Program Not Operated by the Reporting District
 24 - Court-Mandated Juvenile Detention
 27 - Non-Public Schools (Contractual Agreement)
 28 - Outside of Colorado Public Education Agency
 29 - Outside of Colorado Non-Public School
 30 - Colorado Public Agency (Contractual Agreement)
 31 – School District or BOCES (Contractual Agreement)
 33 – Online School (Contractual Agreement)
• These codes are used for a district where the student lives within the district’s
boundaries, but the district is not educating the student.
19
Reporting Tuition-Paying Students
 If you are receiving funds from another (outside) source to pay for costs associated
with the education of a student, the student must have a funding code of
 87- Not Eligible, Tuition
 Hours are calculated in the semester of the Pupil Enrollment Count day
Hours of Instruction
No
Yes
< 90
86 - Not Eligible, Non-Specific 87 - Not Eligible, Tuition
>= 90 and < 360
82 - Part-Time
87 - Not Eligible,Tuition
>=360 **
80 - Full Time
87 - Not Eligible, Tuition
** Students limited to a maximum of part‐time funding (regardless of the number of hours scheduled
beyond the 90 hour minimum) include preschool, kindergarten, and home study education.
20
Reporting Students Attending County
Jails
 District of location should report appropriate funding code
for resident and non-resident students
 District of location should report Attendance/Residence
codes of either resident, non-choice (08) or non-resident,
non-choice (05)
 School code is 0006 (County Jails with District-Run
Education)
 Students with a
 Goal of a GED _ Yes for Attends District Funded GED program
 Goal of a Diploma _No for Attends District Funded GED program
21
Reporting Students Attending a
BOCES Program
 BOCES (Board of Cooperative Educational Services) program serves several
districts
 A student who is receiving his or her education through a cooperative
agreement with a BOCES program should be counted by the district of
residence.
 If the program does not have a school code:
 The district should count the student at his/her home school
 If the program has a school code:
 The district should count the student for funding
 BOCES should count the student for membership
 A student attending a BOCES GED program is eligible for the funded count if
his or her resident district allows credit toward a diploma.
22
Reporting Students Going to a
Short-term Detention Center
 Student and detention center both reside within the district:
 Attendance Code = 08 (Resident, Non-choice)
 Funding Code = 80 (Full-Time)
 District in which the student resides reports:
 Attendance Code = 24 (Juvenile Detention)
 Funding Code = 80 (Full-Time) or 86 (No funding)
 District in which the detention center is located reports:
 Attendance Code = 05 (Non-Resident, Non-Choice)
 Funding Code = 87 (Not Eligible, Tuition ) *
* The district may be able to report the student for funding if certain criteria
is met. Please refer to the Student October Count Resource Guide at
http://www.cde.state.co.us/cdefinance/auditunit.htm
23
Continuously Enrolled in Colorado


C o l o ra d o C o nt i n u o u s l y ( E n ro l l e d 3 Ye a rs ) - S t u d e nt h a s b e e n e n ro l l e d i n a C o l o ra d o
p u b l i c s c h o o l s i n c e 3 / 1 0 / 1 1 fo r g ra d e s 3 - 1 0 o r 4 / 2 3 / 1 1 fo r 1 1 t h g ra d e .
P re - K i n d erga r te n a n d K i n d e rga r te n e n ro l l m ent s d o n o t co u nt to w a rd s t h e 3 y e a rs .
Continuously Enrolled in the District


C o nt i n u o u s l y i n D i s t r i c t ( E n ro l l e d 1 Ye a r ) - S t u d e nt h a s b e e n e n ro l l e d i n t h e s a m e
d i s t r i c t s i n c e 3 / 1 0 / 1 3 fo r g ra d e s 3 - 1 0 o r s i n c e 4 / 2 3 / 1 3 fo r 1 1 t h g ra d e .
G ra d e s P K - 1 2 co u nt to w a rd t h e 1 y e a r co nt i n u o u s l y e n ro l l e d i n d i s t r i c t .
Continuously Enrolled in School


24
C o nt i n u o u s l y i n S c h o o l ( E n ro l l ed 1 Ye a r ) - S t u d e nt h a s b e e n e n ro l l e d i n t h e s a m e
p u b l i c s c h o o l s i n c e 3 / 1 0 / 1 3 fo r g ra d e s 3 - 1 0 o r s i n c e 4 / 2 3 / 1 3 fo r 1 1 t h g ra d e .
G ra d e s P K - 1 2 co u nt to w a rd t h e 1 y e a r co nt i n u o u s l y e n ro l l e d i n s c h o o l .
Coding Early Access to Kindergarten &
1st Grade for Highly Gifted Children
For Approved Districts ONLY
Age
25
Grade
Gifted
&Talented
Funding code
options
4
006
(half day
Kindergarten)
1,2,3,4
(select one gifted
category)
82,86,87
(select one)
4
007
(Full day
Kindergarten)
1,2,3,4
(select one)
82,85,86,87
(select one)
5
010
(Grade 1)
1,2,3,4
(select one)
Select proper
funding status code
ASCENT Coding and Edits
Accelerating Students through Concurrent Enrollment
CDE’s ASCENT
Program
Coordinator
Establishes and
confirms district
eligibility to offer
the ASCENT
program
Determines total
number of
ASCENT slots
allocated per
eligible district
26
Student End of Year
(EOY) Data
Collection (prior
year)
Pupil
Enrollment
Count (current
year)
Edits ensure the
number of students
being retained for the
district’s ASCENT
program next year
equals the number of
slots allocated
Edits ensure that
only those
students/SASIDs
identified in the
prior year’s EOY
can be claimed for
ASCENT funding
as 5th year seniors
in the current Pupil
Enrollment Count.
Students entering the
5th year of the
program are thereby
identified by SASID
Contractual Agreement with Third
Party Educators/Programs
Districts will report these students with a Attendance/Residence codes of 01-08.
These students must be assigned to a public school code within the district*
because "third party educators/programs" do not have school codes.
• Report with 1 (yes) for a student receiving all of his or her education
instruction through third party educators/programs.
• Report with 0 (no) for a student not receiving any of his or her
education instruction through third party educators/programs.
• Report with 0 (no) for a student receiving part of his or her education
instruction through third party educators/programs.
* It will be left to the district to determine which school will be reported as the
student’s “home school”
27
Contractual Agreement with Third
Party Educators/Programs ( c o n t i n u e d )
Used when a district enters into a contractual agreement with a third party educator
to provide educational services to the district’s students.
Residence
code
Contractual Agreement with Third
Party field code
Private school
27
No (0)
Head Start
30
No (0)
Approved Facility Schools
30
No (0)
Other district or school (including BOCES and BOCES programs)
31
No (0)
Online school
33
No (0)
01 – 08
Yes (1)
District establishes a contractual agreement with…
Third party program (not associated with a district code or school
code)
*EXCLUDES DISTRICT-RUN PROGRAMS*
Examples of a third party educator include:
 Programs operated and staffed entirely by an institution of higher education
 Privately run GED preparation programs
 Education services provided to expelled students by a private company
28
Duplicate Student Funding Process
 If both your district and another district are claiming the same
student:
 You will, after approving your data, receive an e-mail from CDE
indicating you have an error that needs to be resolved. (documents
are due November 15th)
 Duplicate counts between districts and Approved School
Facilities will also be addressed during this phase of the process.
 Log back into the system and download a new error report with
SASIDs and Student Names.
 You will need to forward documentation to the Audit Team via
email (audit@cde.state.co.us) by November 15th
29
Duplicate Student Funding Process
(continued)
 CDE’s Audit Team will determine who should count the student.
 If you need to change either a SASID or remove a record you will
need to make the change to your file. Email Annie
(matula_a@cde.state.co.us) to reset your district so that you
can make that change, and then update the snapshot and
resubmit.
 Since you have resubmitted your data you will need to download
the latest version of the Data Summary Report and get both
signatures again for approval of both the pupil enrollment
counts and the English Language Learner (ELL) counts.
30
Submission Key Notes
 All students must be reported
 Including Preschool (PK) students regardless of funding status
 Students attending district or BOCES programs must be
attributed to a home school
 Every student who generates funding should be attached to a
school code (exceptions: PK and expelled students)
31
English Language Learners
(ELLs) Review and
Notification
32
English Language Learners (ELLs)
Policies and Statutes
 If a student is classified as Non-English Proficient (NEP) or Limited English
Proficient (LEP) the district must provide language services and the student
must be reported as an ELL.




Lau v. Nichols – 414 U.S 563 (1974)
Equal Educational Opportunities Act of 1974
Castañeda v. Pickard (1981)
Colorado English Language Proficiency Act (ELPA), 22-24-101
 Even if the district does not have a structured ESL or Bilingual program the
district must provide some sort of language services.
 The Home Language Survey (HLS)/Home Language Questionnaire (HLQ) is
just a tool to help identify if other languages than English are present at
home or in the student’s life. It is not legally binding and should only be used
as one piece of a body of evidence to determine if the student is an ELL or
not.
33
Language Background Mapping
An Excel version of the language codes can be viewed at:
http://www.cde.state.co.us/DataPipeline/download/Frequently%20Requested%20Cod
e/ELPA_Language_Codes.xls
Deactivated codes can be viewed at:
http://www.cde.state.co.us/DataPipeline/download/Frequently%20Requested%20Cod
e/ELPA_Language_Codes_Deactivated.xls
34
English Language Learners (ELLs)
Bilingual and ESL
it is up to the District to determine the ELL program that best describes the student’s
education.
Bilingual
• Is only for reporting ELL students in Bilingual programs to develop English.
• Districts may not include English speaking students in Dual language programs in this
field.
Bilingual or ESL ?
• It is up to the District to determine the program that best describes the student’s
English language development educational setting.
• For parent refusal of services: Again, it is up to the District to determine the program
that best describes the program from which the parent/guardian has refused English
Language Development services.
35
English Language Learners (ELLs)
Language Proficiency
 Non English Proficient (NEP)
 Enrolled in an ESL or Bilingual program (ESL or Bilingual status code = 1) or parent refusal
of ELL program services (status code = 5)
 Proficiency code = 1
 Language Background = Same as prior year’s Language Background or if the student is new,
a language other than English
 Limited English Proficient (LEP)
 Enrolled in an ESL or Bilingual program (ESL or Bilingual status code = 1) or parent refusal
of ELL program services (status code = 5)
 Proficiency code = 2
 Language Background = Same as prior year’s Language Background or if the student is new,
a language other than English
 Only use NEP and LEP if the ELL is neither re-designated (Monitored) nor exited from an
ELL program
36
English Language Learners (ELLs)
Language Proficiency
 Fluent English Proficient (FEP)




Moves out of (re-designated from) an ESL or Bilingual program to monitoring phase
Proficiency code = 3
Language Background = Previously coded Language Background
Only code as FEP if the ELL is re-designated or exited from an ELL program
 ELLs not yet re-designated or exited should be coded with LEP or NEP
 Students coded with FEP proficiency do not take ACCESS for ELLs, the annual test that
measures a student’s progress in acquiring academic English
37
En g l i sh L a n g u a ge L e a r ner s ( E LL s )
St u d e n ts Ne w t o D i st rict And P HLOTE a nd FELL
La n g u a ge P r o f i cien c y
 For a student who is new to the district
 The parent/guardian needs to complete a home language survey (HLS or HLQ)
 If HLS/HLQ indicates primary or home language other than English, the student must be
(there are no exceptions) assessed using the W-APT
assessment as part of
Colorado’s ELL identification process.
 W-APT™ stands for the WIDA-ACCESS Placement Test
 District/School produces a body of evidence to determine the student’s eligibility for a
language instructional education program
38
(Continue on next slide)
En g l i sh L a n g u a ge L e a r ner s ( E LL s )
St u d e n ts Ne w t o D i st rict And P HLOTE a nd FELL
La n g u a ge P r o f i cien c y ( c o n t i n u e d )
 Language proficiency will be PHLOTE or FELL if:
 W-APT and body of evidence indicate student is a fluent English speaker
 Primary or home language is other than English (PHLOTE)
 Language background should be other than English and ESL and Bilingual should be 0
39
PHLOTE
FELL
Not former ELL. Has never received
language instruction
Former ELL (received ELL instruction in a
different district)
Language Proficiency code = 4
Language Proficiency code = 5
Can apply to Preschool (PK)
Cannot apply to PK
English Language Learners (ELLs)
Re-designated and Exited
 Monitored (Re-designated) Status
 A re-designated ELL is monitored for 2 years (report as either Monitored Year 1 or
Monitored Year 2)
 Code the program from which the ELL was re-designated (either ESL or Bilingual)
 Continue to code that program each year the student is reported, including after the student
is exited 3+ years (status code = 4) and is no longer considered an ELL. The exception is if the
student returns to an ELL program during Monitored Year 1 or 2, in which case code the
program to which the student returns with a status code of 1.
 Exiting a FEP (Fluent English Proficient) student from ESL or Bilingual




40
Student has completed two consecutive years of monitoring
Language Proficiency = 3 (Fluent English Proficient)
Language Background = Previously coded Language Background
ESL or Bilingual Status Code = 4 (exited program)
English Language Learners (ELLs)
Return to an ELL Program and Federal
Definition
 Re-designated ELL returns to ESL or Bilingual program
 During Monitoring period (Monitored Year 1 or 2)
 District determines that the ELL student is not meeting District standards/expectations in




monitoring period
Language Proficiency = 1 (NEP) or 2 (LEP)
Language Background = Previously coded Language Background
ESL or Bilingual status code = 1 (enrolled in program). Code the ELL program to which the
student returns
The student will need to be tested annually on ACCESS until he or she is re-designated
again
 English Language Learner State Definition (as reflected on CDE’s reports)
 NEP + LEP + FEP Monitor Year 1 + FEP Monitor Year 2
 (excludes FEP Exited Year 3+)
41
English Language Learners
Coding
Language
Proficiency code
ESL or Bilingual
status code
Language
Background
NEP
1
1 or 5
Other than English
LEP
2
1 or 5
Other than English
FEP
3
2 or 3 or 4
Other than English
PHLOTE
4
0
Other than English
FELL
5
0
Other than English
N/A
0
0
English
ELL Status
42
ELL- Example of progress
Year 1
Home language survey
indicates Spanish.
Testing indicates no
English proficiency.
Language
Background
Language
Proficiency
ESL
Status
Bilingual
Status
spa
1
0
1
(Spanish)
(NEP)
(In Program)
Testing indicates
limited proficiency in
English.
spa
2
1
0
(Spanish)
(LEP)
(In Program)
(N/A)
Year 3
Testing shows English
proficiency. ELL is redesignated.
spa
3
2
0
(Spanish)
(FEP)
(Monitored 1)
(N/A)
Year 4
District determines need
for ELL support. Returns
to ELL program.
spa
2
1
0
(Spanish)
(LEP)
(In Program)
(N/A)
Year 5
Testing shows English
proficiency and is redesignated.
spa
3
2
0
(Spanish)
(FEP)
(Monitored 1)
(N/A)
Year 2
43
English Language Learners Status
Edits
•
Students identified as ELLs (ESL or Bilingual) by your district
•
•
must remain ESL or bilingual (codes 1-5) until they leave your district (but can move
from one program to another)
Students reported in an ESL or Bilingual program last year cannot be reported as “Not
Applicable” (ESL and Bilingual = 0) this year.
•
If the prior year ESL or Bilingual code = 1,2,3, or 5, the student cannot be reported as
ESL and Bilingual = 0 (N/A) this year.
•
If the prior year ESL or Bilingual code = 4 (Exited Year 3+) and the district in which the
student is enrolled has not changed, Bilingual and ESL cannot be 0 (N/A) this year
•
Students reported by another district as Exited Year 3+ (4) can be reported in a new
district as ESL and Bilingual = 0 (but would be FELL in the new district)
*** In cases of misidentification of a student, an exception must be approved and granted***
44
English Language Learners
Contacts
 If you have any questions regarding English Language Learners
and submitting exceptions, please contact Morgan Cox in
CDE’s Office of Federal Programs at (303) 866-6784 or
cox_m@cde.state.co.us
 If you have any questions regarding the language codes, please
contact Genevieve Hale at (303) 866-6618 or
hale_g@cde.state.co.us
45
Title I Interchange
46
Student October Count has a Title I flag. Why
do we need a Title I Interchange?
 CDE reports annually to U.S. Dept. of Ed number of students
served by Title I funds—published in Consolidated State
Performance Report (CSPR).
 U.S. Dept. of Ed wants to know how many were served by Title I
school-wide (SW) programs and how many were served by TA
(targeted assistance) programs. Depends on district’s
consolidated application.
 SW Title I funds can be used school-wide, so we assume that all
students have access to them.
 TA Title I funds are targeted to specific students who are underperforming, and only those students have access.
U.S. Dept. of Ed also requires
numbers of students who received:
 Math
 Reading/Language Arts
 Science
 Social Studies
 Vocational/Career
 Other Instructional Services
 Health, Dental, and Eye Care
 Supporting Guidance/Advocacy
 Other Support Services
Up until now . . .
 We had to go back to the districts and ask them to find these
numbers for the previous year.
 This was not accurate
 Districts reported students who were not Title I TA
 Now . . . We will have the schools/districts enter data into the
Title I interchange and update through the year. Then when the
data are final, we can pull the snapshot.
 More accurate
 Will take less time/effort
Remember!!
 Title I
FRM. Being eligible for free or reduced cost meals
does not make a student Title I. Many non-Title I schools have
FRM students; many Title I schools have FRM students who are
performing well.
 A student cannot be Title I unless registered in a school that
receives Title I money. School Title I status changes from year to
year, based on FRM percentages AND district decision about
where to use Title I funds (e.g. grade span).
 An individual’s FRM status does not determine if he gets TA
program resources—academic performance determines.
Title I Interchange
•
Used only by districts that have at least one Title I school that has a Targeted Assistance
(TA) program, only for those specific TA schools.
•
For School-wide (SW) programs, everyone enrolled in the school is assumed to be
receiving some level of Title 1-funded benefits, but TA program benefits are directed to
only certain students.
•
Helps district keep an accurate account of Title I TA students and using the Title I
interchange will increase accuracy and save everyone’s time.
•
The Title I Interchange will populate the Title I field for Pupil Enrollment Count.
•
Please refer to http://www.cde.state.co.us/DataPipeline/inter_titleI.asp for more
information on the Interchange and its associated file layout and definitions.
51
Districts with TA school(s) 2013-14
ACADEMY
BAYFIELD
BRUSH
CALHAN
CHERRY CREEK
DE BEQUE
EATON
FOUNTAIN
GILPIN
HAYDEN
JOHNSTOWN-MILLIKEN
LA VETA
MEEKER
OURAY
PLATEAU VALLEY
PRAIRIE
SILVERTON
STRATTON
WELD 1
WINDSOR
AGATE
BETHUNE
BUENA VISTA
CSI
CHEYENNE COUNTY
DEER TRAIL
EDISON
FOWLER
GRANADA
HINSDALE
JULESBURG
LAMAR
MESA COUNTY VALLEY
PARK (ESTES)
PLATTE CANYON
PRIMERO
SOUTH ROUTT
SUMMIT
WELDON VALLEY
WOODLAND PARK
AKRON
BOULDER
BUFFALO
CHERAW
CHEYENNE MOUNTAIN
DELTA COUNTY
ELBERT
FREMONT
GUNNISON
HI-PLAINS
KARVAL
LEWIS-PALMER
MOFFAT COUNTY 1
PARK COUNTY
PLATTE VALLEY 3
RANGELY
ST VRAIN
SWINK
WEST END
YUMA
ARRIBA-FLAGLER
BRANSON
BURLINGTON
CENTENNIAL
COLORADO SPRINGS
EADS
ELIZABETH
FRENCHMAN
HARRISON
HOEHNE
KEENESBURG
MANCOS
NORWOOD
PLAINVIEW
PLATTE VALLEY 7
RIDGWAY
STEAMBOAT SPRINGS
TELLURIDE
WIDEFIELD
ASPEN
BRIGGSDALE
BYERS
CROWLEY
EAST GRAND
FALCON
GENOA-HUGO
HAXTUN
IDALIA
KIOWA
MANITOU
OTIS
PLATEAU
POUDRE
ROCKY FORD
STRASBURG
WALSH
WILEY
Title I Interchange
Contact
 All districts that will need to use the Title I Interchange will be
informed of upcoming trainings, once scheduled.
 If you have any questions regarding Title I and the Title I
Interchange, please contact Donna Morganstern in the Federal
Programs Unit at: (303) 866-6209 or
morganstern_d@cde.state.co.us
53
Early Childhood Education
54
Colorado Preschool Program (CPP)
Expansion!
 The General Assembly authorized an expansion of the Colorado Preschool




Program effective with the 2013/2014 school year
The expansion includes 3200 child positions funded at .5 FTE
New arm of the CPP program is called ECARE
ECARE slots have added flexibility for use as half day preschool, combined
for full day preschool or to provide full day kindergarten
The way districts use their ECARE slots can change from year to year
 CPP and ECARE slot allocations for the 2013/2014 school year are now
posted on the CPP website:
http://www.cde.state.co.us/cpp/allocations.htm
55
Early Childhood November 1
Alternate Count Date
Please Note: This year the early
childhood alternate count date is
Friday – November 1
Available to all school districts.
(C.R.S. 22-54-103)
Use of the Early Childhood Alternate November 1
Count Date is Optional, but Strongly Encouraged!
56
November 1 Alternate Count Date
Requirements
 November 1 Alternate Count Date
 Applies only to
 Any child with grade level code 004
 Grade Level Coding of 007 ECARE position recipient (must be present during
October 1 count window)
 Districts may use either the October 1st or November 1st count date whichever is higher.
 Using alternate count date
 Still plan to report on October 1st
 Colorado Preschool Program(CPP) count (this will include ECARE slots used for preschoolers)
 Early childhood special education count
 Other early childhood students
 ECARE Kindergarten students count
57
November 1 Alternate Count Date
Requirements
 Whatever date is chosen a district must use the same count date for all
CPP, early childhood special education students and other early
childhood students within the district.
 If using the November 1 date and your count includes ECARE
kindergarten positions, those students must be present during the
October 1 count window.
 ECARE positions can be re-allocated between kindergarten and preschool
 Children must be in attendance on or before November 1.
 Children’s attendance must still be documented prior to and five school
days following November 1.
 You will be asked to select October 1st or November 1st during the
creation of the snapshot.
58
November 1 Alternate Count Date
Requirements ( c o n t i n u e d )
 Children counted on November 1st
 Preschool Half-Day program must have at least 90 hours of teacherpupil instruction or contact in the first semester, and the CPP program
must be available 360 hours in the course of the school year.
 Preschool Full-Day program must have 180 hours of teacher-pupil
instruction or contact in the first semester, and the CPP program must
be available 720 hours in the course of the school year.
 ECARE Full-Day Kindergarten must have 900 hours of teacher-pupil
instruction over the year.
 006 Half-Day kindergarten positions counted Oct. 1 can switch to 007
ECARE positions for eligible children by November 1 so long as the 900
hour-rule will be met.
59
Key Points For Using the Early Childhood
Alternate Count of November 1
 Districts cannot count
 Students who left prior to November 1st
 Students included in another District’s October 1st count
 Students both as CPP and early childhood special education
 Districts cannot exceed their CPP or ECARE allocation.
 Use Funding code 89 (Not Eligible, CPP Allocation Met) to indicate
need for more CPP slots
60
Coding CPP Funded Children
 There are several options for coding CPP funded children
with the advent of ECARE:
 Original CPP Allocation
 CPP preschool half-day: Grade level 004 + Funding code 83
 CPP preschool full-day (two half-day CPP slots as approved through
CDE): Grade level 004 + Funding code 81
 ECARE Allocations:
 ECARE preschool half-day: Grade level 004 + Funding code 83
 ECARE preschool full-day (2 ECARE positions): Grade level 004 +
Funding code 81
 ECARE full-day kindergarten: Grade level 007 + Funding code 83
61
ECARE Expansion Slot Guidance
 An ECARE position may not be used:
 To fund children with no documented eligibility factors.
 To combine with a CPP position to serve a single child. However, two
ECARE positions may be combined to create a full day opportunity for an
eligible child.
 To create full-day opportunities for preschool or kindergarten children
funded through early childhood special education.
 To fund a second year of preschool for children served with CPP funds as
four-year-olds.
 To serve kindergarten age eligible children in preschool.
 To serve kindergarten students who enter a program after the
October 1 count window closes.
62
ECARE Expansion Slots
 ECARE positions may be used to fund a second year of
preschool for eligible children served with CPP funds as
three-year-olds in the prior school year.
 There is no statewide cap on the percentage of the 3,200
ECARE positions that may be used for full-day preschool
opportunities for eligible children.
 NOTE: The 5% statewide cap still applies to the existing 20,160 CPP
positions. In the fall of 2014, districts with existing CPP allocations will still
be provided an opportunity to apply to use two .5 CPP FTE positions in
order to create a full day opportunity for eligible preschoolers.
63
School Codes for Non-Public Schools
 All children funded by Colorado Preschool Program (CPP) and
early childhood special education should have a school code.
 School codes will be identified on the Non-Public Early Childhood
School Code list for children who have an Attendance/Residence
codes of:


27: Non-Public Schools (Contractual Agreement) or
30: Colorado Public Agency (Contractual Agreement) – Head Start, Preschools
operated by a college or university or a recreation center.
 CDE is verifying Colorado Department of Human Service license
numbers for all schools serving preschool children.
64
First Grade Students that Attended
Kindergarten in Another State
 Statute allows a five-year-old to be funded in first grade if the pupil has
attended at least 120 days of kindergarten in a state other than Colorado.
 In these cases, the district should contact CDE to be included in an exception
list.
 The district will need to maintain appropriate documentation of the child’s
attendance in another state.
 Appropriate documentation includes one of the following:
 Enrollment information from the prior school that summarizes how many days the student
attended school out of state
 Actual attendance records that show the student was present in school for 120 days
 Attendance summary document that shows the student attended school for 120 days
 CDE Auditors will verify the documentation at the next district audit.
65
Coding Kindergarten Children
 Three different coding options under the grade level element
for children attending kindergarten:
 Grade 006: Half-Day Kindergarten
 (450+ academic instructional hours)
 Grade 007: Full-Day Kindergarten
 Requires 900+ academic instructional hours.
 Note: This does not include children that attend a half-day
kindergarten program and then attend a child care program in the
second half of their day.
 Grade 007: ECARE Full-Day Kindergarten (with Funding code 83)
 Requires 900+ academic instructional hours.
66
Coding grade level for Kindergarten
students is highly important
 CDE uses information to calculate both supplemental full-day
kindergarten funding and hold harmless kindergarten funding.
 Information is also used to determine if school districts can
use the supplemental full-day kindergarten funding provided
to them, as allowed in HB08-1388.
• For further information see the Legislative Summary of HB081388:
• http://www.cde.state.co.us/cdefinance/LegislativeSummariesFY2008-09.htm or
67
Early Childhood Contacts
• For ECARE and CPP Preschool and Kindergarten:
• Nan Vendegna Vendegna_N@cde.state.co.us (303) 866-6602
• Laura Greenfield Greenfield_L@cde.state.co.us (303) 866-6783
• For Preschool Special Education:
• Penny Dell Dell_P@cde.state.co.us (303) 866-6720
• Heidi McCaslin McCaslin_H@cde.state.co.us (303) 866-6667
68
Migrant, Immigrant and Refugee
69
Migrant
 Migrant
 0 = No
 1 = Yes
 Migrant -- A Migrant student according to 1115(b)(1)(A) and 1309(2) of the No Child Left Behind Act
of 2001 and section 200.81(d) of the Code of Federal Regulations, a child is eligible for the Migrant
Education Program if:
1. The child is younger than 22 and has not graduated from high school or does not hold a high school
equivalency certificate (this means that the child is entitled to a free public education or is of an age below
compulsory school attendance); and
2. The child is a migrant agricultural worker or a migrant fisher or has a parent, spouse, or guardian who is a
migrant agricultural worker or a migrant fisher; and
3. The child has moved within the preceding 36 months in order to obtain (or seek) or to accompany (or join) a
parent, spouse, or guardian to obtain (or seek), temporary or seasonal employment in qualifying agricultural or
fishing work; and
4. Such employment is for economic necessity; and
5. The child has moved from one school district to another.
70
Migrant ( c o n t i n u e d )
 To obtain a listing of all eligible Migrant Students in your district
contact your local Regional Migrant Education Director access this
link:
http://www.cde.state.co.us/cde_english/download/Migrant/migrantregions.pdf
 To obtain a listing of districts by migrant region access this link:
http://www.cde.state.co.us/cde_english/elau_migrant.htm
71
Immigrant
U S DE De f i ni ti on u n d e r S e c ti o n 3 3 0 1(6) T i tl e III
Definition for “immigrant children” :
 are ages 3 through 21; AND
 were not born in a State; AND
 have not attended one or more schools in any combination of States for more than 3
full academic years.
 0 = No
 1 = Yes
 1. “States” are defined in legislation as the 50 states, Washington D.C., and Puerto Rico.
 2. Determining the legality of a student’s immigration status is not a duty of the local school district.
Undocumented children have the same right to attend public schools as do U.S. citizens and
permanent residents. In fact, the student’s parents and the district officials have an obligation to see
that the students attend school as mandated by the Colorado School Attendance Law.
 “Three full academic years” (per the third bullet above) is cumulative
72
Immigrant ( c o n t i n u e d )
Question: May a child born overseas to U.S. military personnel be considered “immigrant” for the
purposes of the Title III immigrant children and youth program authorized in section 3114(d) of ESEA?
Answer: Yes, if the child meets the definition of Immigrant (from previous slide) for Title III
Question: If a parent is a foreign exchange student at a university, would his/her children be considered
immigrant?
Answer: If the children meet the definition of Immigrant for Title III. The children’s visa status or the visa
status of their parents is not a consideration for determining immigrant status under Title III.
Question: Can children born abroad who have been adopted by U.S. parents be considered immigrant
students for purposes of Title III?
Answer: Yes, if they meet the definition of Immigrant for Title III.
More information on Immigrant children and youth under Title III can be found at this U.S. Department
of Education website http://www2.ed.gov/programs/sfgp/nrgcomp.html under section J.
73
Refugee
 Refugee values
 0 = No
 1 = Yes
 Students who are not identified as refugee should default to “No”
 If the district is not able to verify a student's refugee status, then the district should
default this value to "No."
 Refugee definition:
Any person who is outside any country of such person's nationality or, in the case of a person
having no nationality, is outside any country in which such person last habitually resided, and
who is unable or unwilling to return to, and is unable or unwilling to avail himself or herself of the
protection of, that country because of persecution or a well-founded fear of persecution on
account of race, religion, nationality, membership in a particular social group, or political opinion.
1. To be admitted to the United States, refugees must be determined by an officer of the
Immigration and Naturalization Service (INS) to meet the definition of refugee as defined in the
Refugee Act of 1980.
2. Refugees are considered to be "Refugees" until they become US citizens.
74
Contact Information for Migrant,
Immigrant, and Refugee
For questions on Immigrant and Refugee, please contact
Genevieve Hale in the Office of Elementary and Secondary
Education Act (ESEA) Programs at (303) 866-6618 or
hale_g@cde.state.co.us
For questions on Migrant, please contact Brenda Meyer in the
Data Services Unit at (303) 866-6744 or
meyer_b@cde.state.co.us
75
Approved Facility Schools
76
Approved Facility Schools
 Students who are enrolled and active in an Approved Facility
School on October 1 are counted by the Approved Facility
School and are not included in the district count.
 The Office of Facility Schools at CDE collects the information
and sends a report to each district listing the students
reported by an Approved Facility School from that district.
 The report is sent to verify the information, avoid duplicates
and ensure that eligible students are not omitted from the
count.
 Count procedures for detention centers are described
elsewhere and are not included with Approved Facility
Schools.
77
Approved Facility Schools
 It is crucial for each district which receives this notification to respond,
verifying the accuracy or any discrepancies in the notification in a timely
manner.
 If the district of residence for a student is reported in error, the correction
needs to be made and the correct district of residence notified.
 Each district’s Out-of-District Coordinator or Child Welfare Education
Liaison can assist with the process.
 Please respond
 Help us keep the data accurate
 It affects more than just your district
 Contact: Kama Linscome at (303) 866-6976 or linscome_k@cde.state.co.us or
Dema Herrera at (303) 866-6473 or herrera_d@cde.state.co.us
78
Free and Reduced Lunch
79
Free and Reduced Lunch
 What is Verification?
 Confirmation of eligibility of free and reduced price meals
 Overseen by the CDE Office of School Nutrition
 Required for school districts participating in the National School
Lunch Program (NSLP)
80
Important Dates/Data Needed for Free and
Reduced Lunch
Due Dates
 October 1, close of business: Approved Free and Reduced Lunch applications on
file for the current school year; establish a 3% sample pool of applications to
verify
 October 31, close of business: Count all enrolled students with access to the
National School Lunch and School Breakfast Programs (NSLP)
 November 15: Phase 1 of verification must be completed
 December 15: The verification report (verification selection worksheet) is due
to CDE
 If students appear on a direct certified list and on an application, direct
certification takes precedence. They are counted for nutrition purposes under
direct certification and not under applications.
81
Free and Reduced Lunch
 For More Information
 7 CFR 245.6a (Verification Requirements)
 Eligibility Manual for School Meals, Part 8
http://www.fns.usda.gov/cnd/Guidance/EliMan.pdf
 More information on Free & Reduced Lunch, verification, and the
application process can be found at
http://www.cde.state.co.us/cdenutritran/nutriformsbook.htm
 Contacts
Julie Griffith Griffith_J@cde.state.co.us (303) 866-6759
Backup: Jennifer Otey otey_j@cde.state.co.us (303) 866-6450
82
Record Integration Tracking
System (RITS)
83
RITS: Important Links
RITS Log in:
https://edx.cde.state.co.us/rits/
RITS Rules, Process, and Training:
http://www.cde.state.co.us/DataPipeline/yr_RITS.asp
For SASID issues, please contact:
Debbie Pulscher
RITS/EDIS Consultant
pulscher_d@cde.state.co.us
(303) 866-6612
Thank you
84
Documentation and
Additional Resources
85
Helpful Hints
 For questions, first refer to the Student October Resource Guide on the Audit
Team website: http://www.cde.state.co.us/cdefinance/auditunit.htm
 Bookmark the document and search for the item(s) regarding your question
 This will be the tool I will reference first to respond to your questions. If you can find the
answer first, it will save us all time. 
 That said, please do not hesitate to ask questions! If the documentation is unclear, we can
update it.
 After reviewing the Student October Resource Guide, if you still have
questions please email me at matula_a@cde.state.co.us or contact the
Pupil Enrollment contact listed on the next slide for the data element
which you have a question regarding.
 All emails (to any CDE staff) should include:
 General Topic (i.e.; error message, report question, coding options)
 If a return phone call is preferred, a good time and number to reach you
86
Contacts for Pupil Enrollment Count Questions, Comments, and
Suggestions
Annie Matula matula_a@cde.state.co.us - General
Donna Morganstern morganstern_d@cde.state.co.us (303) 866-6209 – Title I
Julie Griffith Griffith_J@cde.state.co.us (303) 866-6759 - Free & Reduced Lunch
Jennifer Otey otey_j@cde.state.co.us (303) 866-6450 – backup for Free & Reduced Lunch
Audit Team: audit@cde.state.co.us - Count Issues, Audit Requirements, Detention
Centers
Kama Linscome linscome_k@cde.state.co.us (303) 866-6976 – Approved Facility Schools and
Facility Codes
Jessica Allen allen_j@cde.state.co.us (303) 866-6821 - TCAP/CoAlt, CO ACT and ACCESS for
ELLs
Brenda Meyer meyer_b@cde.state.co.us (303) 866-6744 - Migrant, Immigrant, Refugee Status
Morgan Cox cox_m@cde.state.co.us (303) 866-6784 - English as a Second Language (ESL) or
Bilingual programs, ELL
Genevieve Hale hale_g@cde.state.co.us (303) 866-6618 – Language Background, deactivated
languages
Annette Severson severson_a@cde.state.co.us 303) 866-6824 – RITS, SASIDs
Dennis St. Hilaire st.hilaire_d@cde.state.co.us (303) 866-6840 - Private schools, School
Directory info (new schools, closed schools, change in grade levels served, etc)
For ECARE and CPP Preschool and Kindergarten: Nan Vendegna Vendegna_N@cde.state.co.us
(303) 866-6602 or Laura Greenfield Greenfield_L@cde.state.co.us (303) 866-6783
For Preschool Special Education: Penny Dell Dell_P@cde.state.co.us (303) 866-6720 or
Heidi McCaslin McCaslin_H@cde.state.co.us (303) 866-6667
87
Data Services Unit Team
 Annie Matula matula_a@cde.state.co.us







88
 Pupil Enrollment Count (Student October) and Student Interchange
Kevin Smith (303) 866-6723 smith_kevin@cde.state.co.us
 End of Year submission and Student Interchange
Debbie Pulscher (303) 866-6612 pulscher_d@cde.state.co.us
 RITS/EDIS
Annette Severson (303) 866-6824 severson_a@cde.state.co.us
 Staff Interchange, HR, and Safety and Discipline
Dennis St.Hilaire (303) 866-6840 st.hilaire_d@cde.state.co.us
 Directory, Report Card March, Identity Management, and new schools
Kristi Gleason (303) 866-6420 gleason_k@cde.state.co.us
 Discipline Interchange, Special Education December Count, and Special Education Discipline
Lindsey Heitman (303) 866-5759 Heitman_l@cde.state.co.us
 Special Education End of Year
Jan Rose Petro, Director of Data Services, (303) 866-6838 petro_j@cde.state.co.us
89
EDAC Approved
90