FTE by HC111118171129

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									  FTE
 USER’S
 GUIDE




DeKalb County School System
    Dr. Johnny E. Brown
      Superintendent
   School Year 2002-2003
Information Systems                                                        FTE User’s Guide


                                      FTE USER’S GUIDE




With Governor Barnes’ A+ Education Reform Act, each school will earn FTE funding based on
the individual students enrolled in the school and the programs in which they are served.
Although this is the same as in the past, an allotment sheet will be generated for each school, and
each school will only earn the FTE funding for the numbers of students and programs listed on
the allotment sheet. Ninety percent of all funds must be spent at the location where the student
was served. In other words, each school is responsible for the amount of FTE funds (and
teachers) earned, i.e. FTE translates to “points” earned at each school.

Also, Governor Barnes’ new law intends to bring communities and schools closer together
through school councils. The seven-member council is composed of two parents, two teachers,
two business representatives, and the principal who will be the chairperson. All DeKalb Schools
held elections in May, 2002 for School Council members. All DeKalb Schools now have School
Councils in place. Exception: Alternative Schools, Special Education Centers, and Charter
Schools are not required to participate.

This manual will serve as a guide to step you through the processes necessary to assure
maximization of FTE funds for your school. The “Overview of FTE Responsibilities”, the
“Critical Data Reports Schedule”, and the “Explanations/Maintenance of Critical Reports Data”
found in this manual will define FTE responsibilities and help schools meet the various deadlines
with accurate student data.

We want to especially thank Dr. Jim Mullins and Mr. Rick Cost for their help in determining the
various ways that the Education Reform Act will affect FTE reporting and ultimately the FTE
funds earned for each reporting school. We also want to thank Dr. Donna O’Neal, President,
Advancing Education, Inc. for the “H.B. 656 and H.B. 1187 Handbook – Implementing Reform
Legislation”. Much of the information regarding the Education Reform Act in this FTE User’s
Guide was referenced from this Handbook.




This FTE User’s Guide was compiled by:
      Charlotte Kinsey, FTE/Attendance Coordinator
      Martha Day, FTE Specialist




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                                                      TABLE OF CONTENTS

                                                                                                                                Page No.
Introduction........................................................................................................................ 6
SECTION I
  The QBE Funding Formula – FTE ............................................................................... 7

SECTION II
 How The A Plus Education Reform Act Affects FTE ............................................ 8-9

SECTION III
 Glossary of FTE Terms .......................................................................................... 10-13

SECTION IV
 FTE Program Earnings Spreadsheet .................................................................... 14-15

SECTION V
 DeKalb County Allotment Sheet for FY 2003 ...................................................... 16-18

SECTION VI
 General Operations Budget Diagram ......................................................................... 19

SECTION VII
 FTE Dates and Information For 2002-2003 ............................................................... 20

SECTION VIII
 Overview of FTE Responsibilities of FTE Facilitators/Schools ......................... 21-27

SECTION IX
 Critical Data Reports Schedule ............................................................................. 28-32

SECTION X
 Instructions for Running Critical Reports ........................................................... 33-35

SECTION XI
 Explanations/Maintenance of Critical Reports Data .......................................... 36-48
ALL SCHOOLS:
 Active Enrollment by Date ........................................................................................... 36
 No Shows – Count One Only ....................................................................................... 36
 Dropout Students – Count One Only .......................................................................... 37
 Retained Students – Count One Only ................................................................... 38-39
 Special Education ........................................................................................................ 39
 In School Suspension ............................................................................................. 39-40
 Students Absent 10 Days Prior to Count Day ............................................................ 40
 FTE Duplicate SSN ....................................................................................................... 41



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                                                                                                                         Page No.
ELEMENTARY SCHOOLS ONLY:
 Maximum Class Size .................................................................................................... 41
 Underage Kindergarten and First Grade ............................................................. 41-42
 Gifted Students.............................................................................................................. 42
 Special Programs Reports ...................................................................................... 42-43
 Early Intervention Program (EIP) .............................................................................. 43
MIDDLE AND HIGH SCHOOLS:
 Maximum Class Size Reports ..................................................................................... 44
 Missing/Incomplete Schedules ..................................................................................... 45
 Gifted Students.............................................................................................................. 45
 ESOL Student Reports ........................................................................................... 45-46
  Block Scheduling.......................................................................................................... 46
HIGH SCHOOLS:
 Graduated Students with Diploma Type .................................................................... 47
 Students with Study Halls ............................................................................................ 47
 Students in Post Secondary Option Classes ............................................................... 47
 Students in Remedial Classes ................................................................................ 47-48

SECTION XII
  YEAR ROUND SCHOOLS:
  Critical Data Reports Schedule for Year Round Schools .................................. 49-52
  Explanations/Maintenance of Critical Reports Data ........................................ 53-60
  Active Enrollment by Date .......................................................................................... 53
  No Shows – Count One Only ...................................................................................... 53
  Dropout Students – Count One Only ......................................................................... 54
  Retained Students – Count One Only .................................................................. 55-56
  Special Education ........................................................................................................ 56
  In School Suspension ............................................................................................. 56-57
  Students Absent 10 Days Prior to Count Day ........................................................... 57
  FTE Duplicate SSN ................................................................................................ 57-58
  Maximum Class Size.................................................................................................... 58
  Underage Kindergarten and First Grade ............................................................ 58-59
  Gifted Students............................................................................................................. 59
  Special Programs Reports ..................................................................................... 59-60
  Early Intervention Program (EIP) ............................................................................. 60




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                                                                                                                   Page No.
SECTION XIII
 Maximum Class Size Guidelines ........................................................................... 61-75
 Maximum Class Size Definitions ........................................................................... 61-63
 Regular and Vocational Programs ........................................................................ 64-65
 Students with Disabilities ....................................................................................... 66-67
 Alternative and Gifted Programs ................................................................................ 68
 Regulated Gifted Program Delivery Models ........................................................ 69-71
 English to Speakers of Other Languages (ESOL) ..................................................... 72
 Early Intervention Programs (EIP) ...................................................................... 73-75
 Instructional Extension ................................................................................................ 75

SECTION XIV
  Rule 160-4-2-.05 Middle School Program Criteria ............................................. 76-78

SECTION XV
 Items on the Registration Form Requiring Special Attention ............................ 79-80

SECTION XVI
 Rule 160-5-1.24 Procedure for Requesting Student Social
 Security Numbers ........................................................................................................ 81

SECTION XVII
 Social Security Waiver Form ....................................................................................... 82

SECTION XVIII
 Instructions for Verifying Duplicate Social Security Numbers .......................... 83-84

SECTION XIX
 Instructions for Entering Special Programs Data for Elementary Schools ............ 85
 Initial Coding Forms For EIP / ESOL .................................................................. 86-87
 Early Intervention Program (EIP/Title I) ........................................................... 88-92
 ESOL – Itinerant/Non Itinerant ............................................................................ 93-95

SECTION XX
 FTE Funding Codes ................................................................................................ 96-97
 Special Education Area of Disability Codes ............................................................... 98

SECTION XXI
FTE Records Retention Schedules for All Schools and System Level ....................... 99




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                                         INTRODUCTION


The maximization of FTE funding for DeKalb County Schools requires the correct accounting of
each student within each educational program. FTE reporting requires the support from the
Departments of Administration, Instruction, Information Systems, and from the local schools
through the use of long-range planning, specific FTE training, and workable time-framed
processes.


The following actions will assist in the accomplishment of the above mandate.


      Naming an FTE Facilitator and a back-up for each individual school or center that has the
      responsibility for assuring the FTE processes and the accuracy of student records for his or her site.

      Providing FTE training for each Area Executive Director and his/her team which includes the
      Instructional Coordinator and Principal, FTE Facilitator and FTE backup within the DeKalb
      County School System.

      Supplying a comprehensive up-to-date FTE manual for each administrator who has an FTE
      responsibility. The manual will include the latest information regarding how the Education
      Reform Act affects FTE funding. The manual will be available in hard copy and also found on
      DeKalb School System’s web site, www.dekalb.k12.ga.us. Links to Board Policies that affect
      FTE are also found on DeKalb’s web site.

      New for School Year 2002-2003: First Class web sites showing the FTE Count Days, the FTE
      training schedule, and a link to the FTE Manual and Board Policies that affect FTE. Other
      important FTE related information to be added at a later date. The addresses are:
      fc.dekalb.k12.ga.us/~Martha_Day and fc.dekalb.k12.ga.us/~Charlotte_Kinsey.




                                                SECTION I


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                             THE QBE FUNDING FORMULA: FTE

On April 16, 1985, Governor Harris signed into law the Quality Basic Education Act (QBE).
QBE requires school systems to report student enrollment in terms of Full-Time Equivalent
(FTE). FTE is the state funding mechanism based on student enrollment and the educational
services which school systems provide. An FTE is equal to six instructional segments. An
instructional segment is the service provided to a student during one-sixth of an academic day.
The academic day is divided into six equal segments for reporting purposes. Funding is allocated
only for state-approved instructional programs. FTE counts are conducted two times per year
and reported to the Georgia Department of Education. (Federal reporting for special education
is conducted each year on December 1.)

 A weighted funding formula assumes that instructional programs vary in operational costs;
therefore, each of the programs funded by QBE is assigned a different value or program weight.
These weights reflect the cost of teachers, aides, and other instructional personnel, instructional
materials, facility maintenance and operations cost, media center personnel and materials costs,
school and central office administration costs and staff development.

The high school, grades 9-12, program is defined as the base program for the purpose of
determining relative program costs. The cost of each component of the high school program
(grades 9-12) are totaled and the result is given a weight of 1.000. Other instructional programs
are assigned weights that reflect their cost relative to that of the high school program.

The base amount is established annually by the Georgia General Assembly through the General
Appropriations Act to ensure sufficient funding to provide a quality basic education to all
students. To adjust for varying levels of training, experience, and responsibility, a percentage
factor is added for each school system. This Training and Experience Factor (T & E) is based on
an annual report made by the DeKalb County Staff Services Department and through the
Certified/Classified Personnel Information (CPI) Report, and therefore, will be different for each
school system. For the current fiscal year, the State Base Amount (SBA) is $2,334.03.

 “The Governor shall appoint a task force every three years to review the effectiveness of existing
program weights and to recommend to the General Assembly any changes needed. The task
force shall be comprised of members of the General Assembly, the State Board of Education, the
Governor’s office, and representatives of local school systems.”

Each local system shall spend a minimum of 90 percent of funds designated for direct
instructional costs. This 90 percent of funds designated for direct instructional costs must be
spent at the school site in which the funds were earned. The exception to this rule is that the
funds earned for special education programs shall be combined for the purpose of this 90
percent expenditure control.

FTE will account for approximately 46.4% of the present budget of DeKalb County Board of
Education.


                                           SECTION II


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                      HOW THE A PLUS EDUCATION REFORM ACT AFFECTS FTE:

          Governor Roy Barnes signed into law the A Plus Education Reform Act (formerly known
          as H.B. 1187) April 25, 2000. The primary component of the A Plus Education Reform
          Act is the development of a system of accountability for individual schools including
          teachers, principals, etc., as well as for the school systems and their central
          administrators.

    Funding class sizes have been written into law with this act. The funding class sizes are set at
     1 to 15 for kindergarten, 1 to 17 for grades 1 – 3, 1 to 11 for early intervention grades K – 3, 1
     to 23 for grades 4 – 5 and for grades 6 – 8 unless the school qualifies as a middle school
     program and then the ratio is 1 to 20, 1 to 23 for high school general education, 1 to 20 for
     vocational laboratory, 1 to 15 for remedial education, 1 to 15 for alternative education, and 1
     to 7 for ESOL. For special education it can range from 1 to 3 to 1 to 12.

               The Act mandates that the maximum class sizes “shall not exceed the funding class
               size by more than 20 percent, unless specifically authorized by the State Board of
               Education.”

               The Act includes several exceptions that the State Board cannot exceed the 20 percent
               range. The maximum class sizes are being phased in over a period of four years which
               started with the 2000-2001 school year. By 2003-2004 all target class sizes will be in
               effect. See Section XIII, “Maximum Class Size Guidelines” in the FTE User’s Guide
               for additional information on funding class sizes and maximum individual class sizes.

    Five new QBE Formula Earnings Categories were put in place in the 2000-2001 school year.
             Kindergarten Early Intervention Program
             Grades 1-3 Early Intervention Program
             Grades 6-8 Middle School Program
             Alternative Education Program
             English for Speakers of Other Languages (ESOL)

    One new additional category was put into effect in the 2001-2002 school year. This replaced
     REP grades 4 – 5.
            Grades 4-5 Early Intervention Program

    The loss of the Non-Vocational Laboratory category; the maximum class size for Non-
     Vocational Labs remains at 28 but will earn FTE funding at regular education weight for
     grades 9 – 12.

    The Remedial Education grade levels will be grades 9–12 only.



    Allotment sheets are to be issued following the midterm adjustment for each school system
     and each school. For each QBE program, a system is required to spend 90 percent or more of
     its funds for direct instructional cost (by site not by program) at each school with the
     exception of special education.

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         Special Education - The five Special Education programs are grouped together as one
          program at each site.
         Alternative Program - Beginning FY2003, funding will be based on actual students
          served, converted to FTEs, limited to no more than two and one-half percent of the FTEs
          in grades 6–12. Funding for the Alternative Education Program is by program not by site
          and can be used for all grades as needed. Students served in this program on the count
          day earn both regular education and Alternative Education funding.

    The director of the Office of Education Accountability shall have the authority to supervise
     and conduct an onsite audit of any school at any time. In making such a performance audit,
     the auditors are required to obtain information from administrators, teachers, and parents
     pursuant to rules developed to prevent a school “from screening the information.” The
     auditors report will be presented to the local board, the local school council, appropriate
     school administrators, the Education Coordinating Council and the State Board of
     Education.

    The Act changes the compulsory attendance age from the previous 7 to 16 years of age to one
     year younger, ages 6 to 16.

    The Act allows students and their parents to choose a school different from that assigned by
     the local board under two circumstances. First, if the school to which the student is assigned
     does not have permanent classroom space available and another school within the school
     system has permanent classroom space available, the parents may request reassignment to
     the second school. Second, if a student’s residence is closer to a school other than the school
     to which the student is assigned, regardless of the school district to which the closer school is
     located, a parent can ask for reassignment to the closer school if the State Board of Education
     determines that the travel time to the school to which the student is assigned is “excessive”
     and the school to which the student seeks assignment has available permanent classroom
     space. The receiving school will receive the FTE funding if the student attended that school.

    The Act gives the State Board the duty of the identification of “schools and local school
     systems . . where an insufficient supply of qualified teachers is available . . in the fields of
     mathematics, science, special education, or foreign language. The State Board can request
     funds from the General Assembly not to exceed one step increase for teachers willing to take
     these positions”.

    The Act allows principal supplements to be calculated and paid differently. The General
     Assembly will appropriate an amount each year for this purpose. This amount will be
     divided by the total weighted FTE for the state. This FTE figure will be multiplied by the
     weighted FTE count for each school to determine the annual supplement to be paid to the
     principal of the school.




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                                                SECTION III

                                    GLOSSARY OF FTE TERMS

              FTE (Full-Time Equivalent) is the state funding mechanism based on student
               enrollment and the educational services that each school provides. The Quality Basic
               Education (QBE) ACT of 1985 requires local school systems to report student enrollment in
               terms of Full-Time Equivalent (FTE).

              Count Day – The day designated by the Department of Education for the purpose of
               providing a picture of the scheduled instructional services students receive at the local
               school(s). Count Day One is the first Tuesday in October. Count Day Two is always
               December 1 or the school day closest to December 1 if that day falls on a weekend. Count
               Day Three is the first Thursday in March.

              FTE Cycles – The steps and processes necessary to accurately report FTE. FTE data
               are reported in three different cycles. Cycle One is the fall FTE process. Cycle Two
               occurs in December, and Cycle Three occurs in the spring. Cycle One and Cycle Three
               data, collected on regular and special education students, determine state funding. Cycle
               Two data, collected on special education students, are used for calculating federal special
               education funding.

              Site Based Funding - FTE funding for the 2002-2003 school year will be site based except
               for the Alternative Program.

              Ninety- Percent Expenditure Control Test – Each local school system shall spend a
               minimum of 90 percent of funds designated for direct instructional costs. This 90
               percent of funds designated for direct instructional costs must be spent at the school
               site in which the funds were earned. The exception to this rule is that the funds
               earned for special education programs shall be combined for the purpose of this 90
               percent expenditure control.

              Instructional Segment – The service provided to a student during one-sixth of an academic
               day. The academic day is divided into six equal segments. An FTE is equal to six
               instructional segments.

              Weighted FTE – The assigned weight given to a FTE category. The weighted funding
               formula assumes that instructional programs vary in operational costs. Each of the
               programs funded by QBE is assigned a different value or program weight. The high school,
               grades 9 – 12, program is defined as the base program for the purpose of determining
               relative program costs. The costs of each component of the high school program (grades 9
               – 12) are totaled and the result is given a weight of 1.000. All other instructional programs
               are assigned greater weights that reflect their cost relative to that of the high school
               program. It is determined by the cost of providing the state-funded courses approved by the
               Georgia Board of Education.

              Unweighted FTE – The sum of all segments for a given program, divided by six and

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               rounded to the nearest whole number. It does not represent a student. A student may have
               more than one weighted category during an academic day. Weighted FTE = Unweighted
               FTE multiplied by the Program Weight.

              State Base Amount – The base amount is established annually by the Georgia General
               Assembly through the General Appropriations Act to ensure sufficient funding to provide a
               quality basic education to all students. For FY 2003 the State Base Amount is $2,334.03.
               All other QBE formula programs earn at assigned weights greater than the base amount
               above.

              QBE Formula Programs – The nineteen instructional categories or levels for FTE
               funding. The Education Reform Act abolished the Non-Vocational Laboratory category and
               added the following six funding programs:
                Kindergarten Early Intervention (EIP) – A program to provide additional resources
                  to help students in grades K – 5 with documented developmental levels below
                  expectations for their respective ages. This program will be offered at each elementary
                  school in the DeKalb County School System from 1-6 segments per day. All students
                  eligible for the EIP program must be served. Reading Recovery and Literacy
                  Collaborative programs will be offered at selected schools as a part of the EIP
                  curriculum. You may also refer to Rule 160-4-2-.17 “Early Intervention Program
                  (EIP)” at http:/www.doe.k12.ga.us/legalservices/160-4-2-.17.pdf.
                Grades 1-3 Early Intervention (same as above)
                Grades 4-5 Early Intervention (same as above) - The EIP program for grades 4-5
                  was approved by the legislature and was in place for the FY2001-2002 school year.
                  It replaced REP for grades 4-5.
                Grades 6-8 Middle School – In previous years, funding for this program came from a
                  Categorical Grant. This program became a QBE Formula Program with the passage
                  into law of the Education Reform Act. See Section XIV, Rule 160-4-2-.05, “Middle
                  School Program Criteria”, in the FTE User’s Guide. You may also refer to Rule
                  160-4-2-.05 “Middle School Program Criteria” at
                  http:/www.doe.k12.ga.us/legalservices/160-4-2-.05.pdf.
                Alternative Education Program - In previous years, funding for this program came
                  from a Categorical Grant. This program became a QBE Formula Program with the
                  passage into law of the Education Reform Act. For FY2001 and FY2002 funding was
                  set at 2.5 percent of the total system-wide FTEs for grades 6–12. Students, who were
                  serving In School Suspension on the count day, were flagged alternative. Beginning
                  FY2003, funding will be based on actual students served, converted to FTEs,
                  limited to no more than two and one-half percent of the grades 6–12 FTEs.
                  Funding for the Alternative Education Program is by program not by site and can
                  be used for all grades as needed. Students served in this program on the count day
                  earn both regular education and Alternative Education funding.
                English for Speakers of Other Languages (ESOL) - In previous years, funding for
                  this program came from a Categorical Grant. This program became a QBE Formula
                  Program with the passage into law of the Education Reform Act. Students in this
                  program earn both regular education and ESOL funding for those segments in
                  which they are served by the ESOL program. The maximum number of ESOL
                  segments funded by FTE are:
                   Grades K-3 = 1 segment
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                         Grades 4-8 = 2 segments
                         Grades 9-12 = 5 segments

              Remedial Education Program (REP) – Students in grades 9-12 who meet two or more of
               the required criteria for the Remedial Education Program. No more than 25 percent of the
               full-time equivalent population in eligible grades shall be eligible for funding purposes for
               the Remedial Education Program unless the school has more than 50 percent of its student
               population receiving free and reduced priced lunches. Those schools may provide remedial
               education services for up to 35 percent of the students in grades 9–12. You may also refer
               to the Rule IDBB Remedial Education located under “State Board Policies Related to
               FTE” at http:/www.dekalb.k12.ga.us/adminservices/fte/.

              FTE Codes – The funding codes for the various educational programs. (See Section XX,
               “FTE Funding Codes” in the FTE User’s Guide.

              Class Size Funding Ratio – The number of students needed to earn state funds, calculated
               on the base amount, to pay for a single class in each of the QBE formula programs.
               (Example – The funding class ratio for kindergarten is 15 i.e., it takes 15 kindergarten
               students to earn a kindergarten teacher.)

       The following terms present major areas of concern and require much time and effort from
       the individual schools:
                 Maximum Class Size (MCS) – The maximum number of students to be taught by a
                   teacher in a class segment. The Education Reform Act mandates new class size
                   guidelines. (See Maximum Class Sizes Guidelines in Section XIII of the FTE
                   USERS GUIDE.) You may also refer to Rule IEC Class Size located under
                   “State Board Policies Related to FTE” at
                   http:/www.dekalb.k12.ga.us/adminservices/fte/.

                         Duplicate Social Security Number (SSN) – Students in DeKalb County Schools
                          who have the same SSNs as students in other school systems throughout
                          Georgia. This is a major issue that cannot be overemphasized. It requires
                          immediate attention for verification and correction (if applicable) of duplicate
                          numbers.

                         Underage Kindergarten and First Grade – Students who enroll in
                          Kindergarten must be 5 years of age by 9/01; students who enroll in first grade
                          must be 6 years of age by 9/01. The only exception is students who are
                          transferring from an out of state accredited school. These students must be the
                          proper age by 12/31 of the current year. The underage students (with the
                          exception of the students transferring from out of state) will not earn FTE
                          funding.

                         Missing/Incomplete Schedules – With few exceptions students in middle and
                          high schools must have a complete schedule. Students with missing schedules
                          do not earn FTE funding; students with incomplete schedules earn FTE
                          funding only for the courses scheduled.


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                         Students Absent Ten Days Prior to the Count Day – Students must be present
                          one day out of the ten school days prior to the Count Day to earn FTE funding.
                          Students who are absent the entire ten school days before the Count Day will
                          not earn FTE funding with the exception of students who are
                          Hospital/Homebound. Students who are Hospital/Homebound should be
                          counted present if instructional services are provided a minimum of three
                          hours per week.




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                                        SECTION IV

                      FTE PROGRAM EARNINGS SPREADSHEET


The following page is a spreadsheet showing each QBE Funding Formula Program (Direct
Instructional Cost programs). The purpose of the spreadsheet is to show amounts earned for the
Annual Weighted FTE Average for each of the programs for one FTE. One FTE represents six
segments of the program. The FTE Code and the FTE funding Weight of each program is also
listed.

In addition to the Annual Weighted FTE Average for each program, the spreadsheet shows the
amount earned by weighted FTE for one segment of October, one segment of March, one
complete FTE (which is six segments) for October, one complete FTE (six segments) for March,
and an annual average FTE by segment.

The calculations are based on the State Basic Unit Cost of $2,334.03 An example of how the
figures were calculated is found at the bottom of the page.




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                                                           One Segment/One Count       One WFTE/One Count            One Segment       ONE WFTE/ ANNUAL AVG
                                                                                                                      /Annual Avg.
PROGRAM                                CODE    WEIGHT           OCT.       MAR.            OCT.          MAR.
                                                              COUNT       COUNT          COUNT          COUNT
REGULAR EDUCATION
Kindergarten PGM                         A      1.6354         416.60      208.30       2,499.62       1,249.81            312.48            3,749.81
Kindergarten Early Intervention PGM      E      2.0142         513.10      256.55       3,078.60       1,539.30            384.86            4,618.36
Grades 1-3 PGM                           B      1.2744         324.64      162.32       1,947.85         973.93            243.51            2,922.07
Grades 1-3 Early Intervention PGM        F      1.7757         452.34      226.17       2,714.06       1,357.03            339.29            4,071.50
Grades 4-5 PGM                           C     1.0280          261.87      130.94       1,571.24         785.62            196.43            2,357.10
Grades 4-5 Early Intervention PGM        G     1.7691          450.66      225.33       2,703.98       1,351.99            338.03            4,056.37
Grades 6-8 Middle Grades PGM             9      1.0123         257.87      128.94       1,547.25         773.62            193.43            2,321.10
Grades 6-8 Middle School PGM             9      1.1143         283.86      141.93       1,703.15         851.57            212.91            2,554.98
Grades 9-12                              D      1.0000         254.74      127.37       1,528.45         764.22            191.08            2,292.90

SPECIAL EDUCATION
Category I                                      2.3594         601.04      300.52       3,606.22       1,803.11            450.82            5,409.87
Category II                                     2.7597         703.01      351.50       4,218.06       2,109.03            527.31            6,327.72
Category III                                    3.5121         894.68      447.34       5,368.06       2,684.03            671.07            8,052.89
Category IV                                     5.6891        1,449.25     724.62       8,695.49       4,347.74          1,087.04        13,044.54
Category V                                      2.4337         619.96      309.98       3,719.78       1,859.89            465.02            5,580.23

GIFTED EDUCATION                         I      1.6449         419.02      209.51       2,514.14       1,257.07            314.30            3,771.59
REMEDIAL EDUCATION                       J      1.2989         330.88      165.44       1,985.30         992.65            248.19            2,978.25
VOCATIONAL LABS                          K      1.1938         304.11      152.06       1,824.66         912.33            228.11            2,737.26
ALTERNATIVE EDUCATION PGM                       1.5799         402.47      201.23       2,414.79       1,207.40            301.88            3,622.55
ENG.FOR SPEAKERS OF OTHER                       2.4785         631.38      315.69       3,788.26       1,894.13            473.58            5,682.95
LANG. (ESOL) PGM

Calculation Based on State SBA of:                    $2,334.03
The following example shows how the above figures were calculated:
For Kindergarten (Code A):      SBA(2,334.03) equals WFTE Annual Average(3,749.81 )
                                      WFTE Annual Average X 66.66 % (October cycle counts double) equals One WFTE for cycle one (2,499.62)
                                      One WFTE for cycle one divided by 6 segments equals one October segment (416.60)
                                      WFTE Annual Average X 33.33% (March cycle counts once) equals One WFTE for cycle three (1,249.81)
                                      One WFTE for cycle three divided by 6 segments equals one March segment (208.30)
                                      One segment of Annual Average WFTE (312.48) equals the Annual Average WFTE divided by 12


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                                        SECTION V
                         DEKALB COUNTY ALLOTMENT SHEET FOR FY2003

The following report from the Georgia State Department of Education indicates the annual FTE funding for
the DeKalb County School System for Fiscal Year 2003. The information is based on the QBE Funding
Formula using the previous year’s FTE data and incorporates the new QBE formula programs initiated by the
Education Reform Act.

The allotment sheet for FY 2003 includes the Earnings by Direct Instructional Cost separated into the
categories of FTE, Salary, Operating, QBE Earnings, Less Local 5 Mills and State Funds. The salaries for
the positions earned reflect the Office of Planning and Budget’s FTE and Training and Experience (T & E)
estimates, the 3.25% salary increase and the 13.10% Health Insurance increase.
Of special interest is the number of positions earned for each program based on the reported FTEs.
Also listed are the minimum required positions.

Indirect Costs lists positions earned for central administrators, school administrators and Facility M & O.

Media Center Programs also earn positions.

Staff and Professional Development funds are listed.

20 Days Additional Instruction funds are listed.

Other revenue is earned for Categorical Grants as follows:
    Pupil Transportation Program - Revenue is earned for students who live outside a 1.5 mile radius
       of their school. Replacement equipment dollars are also earned for buses. For FY2003 this grant will
       be $5,753,916, which includes 327 drivers and bus replacement funds of $1,090,872.

         Principal Supplement – For FY2003 this supplement will be $390,552. (Calculation for principal
          supplement is - 390,552 divided by total FTEs in the system multiplied by number of FTEs at the
          individual school = the amount of principal supplement earned by a particular principal.)

         Vocational Supervisors - For FY2003 this Supplement will be $268,760. The funding ratio is 1 to
          300, and the expenditure control test will be 100% for this position.

         Nursing Services – For FY2003 this grant will be $1,770,026. The expenditure test for nurses will
          be based on the total program cost instead of by position. Each system must have at least one
          licensed nurse to supervise the nursing program. The nurse(s) may supervise school health workers
          who are non-licensed.




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          TOTAL EARNINGS FOR QUALITY BASIC EDUCATION IS REDUCED BY
          LOCAL 5 MILLS:

          Each local board of education is required to provide and use local funds in support of the
          QBE Act. A minimum of 5 mills must be provided. Each program is reduced by the
          value of 5 mills worth of property tax revenue. (For example: The Kindergarten Program
          is reduced by $5,680,880.) For FY2003 DeKalb’s Local Fair Share will be $84,187,673.

          STATE EARNINGS FOR FY2003 QUALITY BASIC EDUCATION IS
          SUPPLEMENTED BY:

          Educational Equalization Funding Grant - Equalization grants are additional State
          funds earned by school districts whose property “wealth per student” (WPS) is below the
          percentile (set by law) of all districts in the State. For FY2003 DeKalb will receive
          equalization earnings of $2,632,872.




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The DeKalb County School System Allotment Sheet and individual school allotment sheets for
FY2003 may be viewed and/or printed from the web site www.dekalb.k12.ga.us. You may print and
insert this information in the FTE User’s Guide if needed.

Instructions

   Click Administrative Services
   In the Administrative Information Box Click FTE Manuals
   Select DeKalb’s Allotment Sheet on DOE Web Site
   Click Okay
   Select Year from the drop down box above. 2003
   Click Set FY
   Select the desired report from the drop down box above. QBE003 System and Site
    Allotment Sheets
 Click GO
 Select a System from the System drop down box DeKalb County 644
 To print a System Allotment Sheet, select “System” from the School drop down box
 To print an individual school allotment sheet, select the desired school from the School drop
    down box
 Click Run Report
Note: To print this document click inside the document and click on the “Print” icon on the tool
bar. (You must have Acrobat Reader installed on your PC in order to print this document.)
 Click OK




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                            SECTION VI
             THE 2002-2003 GENERAL OPERATION (K - 12)
                          BUDGET DOLLAR
                      WHERE IT COMES FROM




          PROPERTY TAX ...… 51.8
          $366,212,977                                        OTHER-LOCAL ....... 1.8
                                                                   $12,350,000

                                                              TRANSFERS ........$90,000




                                                                     STATE/QBE 46.4
                                                                     $327,877,495


                                  Total Budgeted Receipts
                                         $706,530,472


Funds generated by FTE provide 46.4 of the 2002-2003 operating budget for DeKalb County
School System.




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                                                  SECTION VII

                         FTE DATES AND INFORMATION FOR 2002-2003


 Cycle One            Tuesday, October 1, 2002              Count One Day
                                                            Transmissions for Count One begin.
                      Tuesday, October 8, 2002              Last date for initial transmission of Cycle One
                                                            FTE data.
                      Tuesday, October 15, 2002             Deadline for re-transmission with Duplicate
                                                            Student ID errors corrected.
                      Monday, October 21, 2002              Last date for GDOE receipt of Cycle One FTE
                                                            data. Deadline for Superintendent’s sign-off.

Warning: Any FTE data received after October 21, 2002 will not be eligible for state funding.

 Cycle Two            Monday, December 2, 2002              Count Two Day (December 1 Count) -
                                                            Transmissions for Count Two begin.
                      Thursday, December 5, 2002            Last date for initial transmission of December
                                                            1 data.
                      Thursday, December 12, 2002           Last date for GDOE receipt of December 1
                                                            data. Deadline for Superintendent’s sign-off.

Warning: Any data received after December 12, 2002 will not be eligible for funding .

 Cycle Three          Thursday, March 6, 2003               Count Three Day
                                                            Transmissions for Count Three begins.
                      Friday, March 14, 2003                Last date for initial transmission of Count
                                                            Three FTE data.
                      Wednesday, March 19, 2003             Deadline for re-transmission with Duplicate
                                                            Student Id errors corrected.
                      Thursday, March 27, 2003              Last date for GDOE receipt of Cycle Three
                                                            FTE data. Deadline for Superintendent’s sign-
                                                            off.


Warning: Any FTE data received after March 27, 2003 will not be eligible for state funding .

Note: Verification that information is accurate is required no later than the dates specified above. The system
superintendent must verify accuracy by electronically signing the FTE100 System Sign off report.




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                                            SECTION VIII

        OVERVIEW OF FTE RESPONSIBILITIES of FTE FACILITATORS/ALL SCHOOLS


Schools are responsible for inputting and maintaining accurate student data on
the AS400 including all programs in which the student is served.

To ensure that each school site receives accurate FTE funding, each school will
have a FTE Facilitator and a FTE Back-up as follows:
    Elementary Schools – FTE Facilitator - Assistant Principal for Instruction,
      FTE Back-up – Principal
    Middle/High Schools – FTE Facilitator - Assistant Principal for Instruction,
      FTE Back-up – Registrar

The FTE Facilitator is responsible for overseeing and coordinating the FTE processes in his/her
school. While the FTE Facilitator may delegate many of the FTE processes, the responsibility
for the accuracy of the student data that generates the FTE funding for the school belongs to the
FTE Facilitator.

              REGULAR SCHOOLS:
                For a detailed list of critical dates, instructions, and verification reports,
                 please refer to Section IX, “Critical Data Report Schedule”, Section X,
                 “Instructions for Running Critical Reports”, and Section XI,
                 “Explanation/Maintenance of Critical Reports Data” in the FTE User’s
                 Guide. Data maintenance instructions are also provided.

              YEAR ROUND SCHOOLS:
                Please refer to Section XII, “Critical Data Report Schedule” in the FTE
                 User’s Guide and follow the schedule for running reports and verifying data
                 as directed. See “Explanation/Maintenance of Critical Reports Data” for a
                 detailed explanation of each report. Data maintenance instructions are also
                 provided.

The FTE processes include the following:

              Enrolling and withdrawing students daily as the event occurs.
                Enrollment - Enter the actual date of the first day the student is on roll in
                  your school. If the student has been enrolled in a DeKalb County School in
                  the past, the following may appear on the Enrollment Screen.
                   “IEP = “Y” in the upper right hand corner of the Enrollment Screen
                      indicates that a student has an active IEP and should be served in the
                      Special Education program. Notify the Special Education Lead Teacher
                      by making a copy of the student’s enrollment screen to assure that the
                      student is properly served. IEP = “N” indicates no special education.
                   “IEP = I” in the upper right hand corner of the Enrollment Screen
                      indicates that a student has an inactive IEP. An inactive IEP usually
                      means that the student was a special education student who may be
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                          reentering a DeKalb school after having withdrawn from a DeKalb
                          School to go to another Georgia public school or to a school out of the
                          state. Notify the Special Education Lead Teacher by making a copy of
                          the student’s enrollment screen to assure that the student is properly
                          served. IEP = “N” indicates no special education.
                         “GFT = Y” in the upper right hand corner of the Enrollment Screen
                          indicates that a student is actively enrolled in the Gifted program. Notify
                          the Gifted Lead Teacher by making a copy of the student’s enrollment
                          screen to assure that the student is properly served. GFT = “N” indicates
                          not gifted.
                         “SPG = Y” (elementary schools only) in the upper right hand corner of
                          the Enrollment Screen indicates that a student is enrolled in one of the
                          two special programs available to elementary students, EIP or ESOL.
                              SPG = “N” indicates no special programs. To determine to which
                          special program the student is enrolled, follow the instructions below:
                          1. At Enrollment & W/D menu key 16 for Student Rcd/FTE
                              Maintenance.
                          2. At Student Rcd/FTE Main menu key 1 for Support Program Maint-
                              Ind.
                          3. At Student Information Prompt menu key student number or name.
                              The list of special programs appears. The special program in which
                              the student is enrolled will be highlighted.
                           Notify the proper teacher for the program by making a copy of the
                              enrollment screen to assure that the student is properly served.

                         Withdrawal – Important: Enter the first day the student is not on roll as
                          the withdrawal date (not the last date that the student attended).


              Pre-Withdrawals – During the FTE processing period do not pre-withdraw a
               student on the AS400 if the pre-withdrawal date falls on the count day or a date
               after the count day. You may print a withdrawal form for the parent/guardian
               if one is needed without actually withdrawing the student on the AS400.


              Verifying Birth Certificates. Elementary schools should pay particular attention to
               Birth Certificates. Validate the student’s date of birth when enrolling the student.
               Underage kindergarten and first grade students earn no FTE funding with one
               exception. See below:
                Kindergarten students are required to reach 5 years of age by September 1.
                   Exception, students transferring to DeKalb schools from accredited out of state
                   schools must be 5 by December 31.
                First grade students are required to reach 6 years of age by September 1.
                   Exception, students transferring to DeKalb schools from accredited out of state
                   schools must be 6 by December 31.
                Please refer to Section XI, Explanation/Maintenance of Critical Reports
                   Data, “Underage Kindergarten and First Grade” in the FTE User’s Guide
                   for additional information.

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              Verifying accuracy of students’ Social Security Numbers (SSNs). The Social
               Security Number or the FTE Number is used to report student information for state
               reporting of student data, i.e. FTE, Testing, Student Record, Hope Scholarship, Free
               and Reduced Lunches, etc. If the same number is used by another school system
               in Georgia to report a student, a duplicate SSN occurs.
                During the enrollment of a student, if the SSN will be used to identify the student
                   for state reporting purposes, make a copy of the student’s Social Security card,
                   write the actual Social Security number on the copy, and file in the student’s
                   folder.
                If the parent refuses to give the SSN, have the parent sign a copy of the SSN
                   waiver and file it in the student’s folder. A FTE number will be assigned by the
                   system. For a sample copy of a SSN Waiver, please see Section XVII, “Social
                   Security Waiver Form” in the FTE Users’ Guide.
                Check your email at least twice daily during the FTE cycle.
                The FTE Department will notify the FTE Facilitators by email when to start
                   running the FTE Duplicate SSN reports on a daily basis.
                Due to the number of steps involved in verifying SSNs, a whole section has
                   been devoted to the research and correction of duplicate SSNs. Please refer
                   to Section XVIII, “Instructions for Verifying Duplicate Social Security
                   Numbers” in the FTE User’s Guide.
                Although schools are encouraged to collect the students’ SSNs, schools
                   cannot require the SSN for enrollment. You may also refer to the Rule
                   JBC(2) Procedure for Requesting Student Social Security Numbers located
                   under “State Board Policies Related to FTE” at
                   http:/www.dekalb.k12.ga.us/adminservices/fte/.


               Scheduling students. Middle/High school students must have a complete
               schedule on the AS400 including courses taken at high schools of technology and
               centers. Please refer to Section XI, Explanation/Maintenance of Critical Reports
               Data, “Missing/Incomplete Schedules” in the FTE User’s Guide for additional
               information.
                Middle/High School students who are taking Gifted, Special Education, ESOL,
                    REP (high schools) Vocational (high schools), etc. courses should be scheduled
                    with course codes that reflect these special areas. Students taking these special
                    courses earn FTE funding at a weight greater than regular education. Please refer
                    to Section IV, “FTE Program Earnings Spreadsheet”, in the FTE User’s
                    Guide for additional information.
              High school students taking post secondary option (PSO) courses must be
               scheduled in the designated post secondary courses. The FTE code for those courses
               is “M”. All post secondary option students are reported during the FTE process even
               if they do not take any courses at the high school. Communication must be
               maintained with all post secondary option students. All dropped courses must be
               recorded on the AS400. PSO courses earn no FTE funding for the school. Please
               refer to Section XI, Explanation/Maintenance of Critical Reports Data,
               “Students in Post Secondary Option (PSO) Classes” in the FTE User’s Guide for
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               additional information.


                     High school students taking Study Halls – although 12th grade students who
                      are on course for graduation along with a few other exceptions are allowed to
                      have a study hall, no FTE funding is earned. An effort should be made to
                      schedule all students in courses that earn Carnegie units. Please refer to
                      Section XI, Explanation/Maintenance of Critical Reports Data, “Students
                      with Study Halls” in the FTE User’s Guide for additional information.


              Assuring that special services such as Special Education, ESOL, Gifted, Early
               Intervention Program (EIP) are entered on the AS400 for those students
               receiving those services.
                All Schools – Students who are receiving Gifted or Special Education services
                  should be entered into the Gifted or Special Education programs on the AS400.
                  The individual school can now enter Gifted information on students; however,
                  special education data on students must still be entered by the Special Education
                  Department. The special education lead teacher is responsible for sending the
                  correct documentation to the Special Education Department in a timely manner.
                  Please refer to Section XI, Explanation/Maintenance of Critical Reports
                  Data, “Gifted Students” and “Special Education” in the FTE User’s Guide
                  for additional information.

                      Elementary Schools – ESOL data for elementary students and EIP data for
                      grades K-5 must be entered by the school on the AS400 through the special
                      programs menu. Please refer to Section XIX, “Instruction for Entering
                      Special Programs Data for Elementary Schools” in the FTE User’s Guide for
                      instructions. Please refer to Section XI, Explanation/Maintenance of
                      Critical Reports Data, “Special Program Reports” in the FTE User’s Guide
                      for additional information.


              Following Maximum Class Size standards. Reducing the pupil/teacher ratio is an
               integral part of the A+ Education Reform Act.
                New Maximum Class Size Guidelines will be strictly enforced.
                The building of efficient Master Schedules in the middle and high schools is a
                   necessity.
                Maximum Class Size Exception report will assist with the balancing and
                   monitoring of class sizes for middle and high schools. Please refer to Section
                   XI, Explanation/Maintenance of Critical Reports Data, “Maximum Class
                   Size Report” in the FTE User’s Guide for additional information.
                   Elementary School Exception: No maximum class size reports on the
                     AS400 are available for elementary schools at this time because there is no
                     elementary scheduling on the AS400. However, elementary scheduling on
                     the AS400 is planned for elementary schools. At that time an official
                     maximum class size report will be created for elementary schools.
                    The FTE Facilitator at the elementary school should work with the

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                          principal, counselor, and teachers to maintain maximum class size
                          standards.
                     An existing report on the AS400 that can be used as a guide for maximum
                      class sizes is the “Homeroom Enrollment Inquiry”. Please refer to Section
                      XI, Explanation/Maintenance of Critical Reports Data, Elementary Schools
                      Only: “Maximum Class Size” in the FTE User’s Guide for additional
                      information.

                         For the actual class sizes, class models, and paraprofessional information
                          for all FTE funding categories, please refer to Section XIII, “Maximum
                          Class Size Guidelines” in the FTE User’s Guide for additional
                          information. You may also refer to Rule IEC Class Size located under
                          “State Board Policies Related to FTE” at
                          http:/www.dekalb.k12.ga.us/adminservices/fte/.


              Recording absences daily into the AS400. The FTE Facilitator communicates to the
               school’s Attendance Principal/Secretary (high schools and middle schools) and
               secretary/data clerk (elementary schools) important FTE dates and processes.
                Starting with the first day of school, attendance must be taken and absences
                   entered into the AS400 daily. Students will be counted present on the AS400 if
                   they are in attendance for at least half the required instructional time for their
                   grade.
                        Grades K-3: Present at least 135 of the 270 required instructional
                           minutes.
                        Grades 4-5: Present at least 150 of the 300 required instructional
                           minutes.
                        Grades 6-12: Present at least 165 of the 330 required instructional
                           minutes.
                    SmartWeb Electronic Grade Book – will be used in all high schools,
                       middle schools, most alternative schools, most visiting schools, and some
                       centers.
                        Each teacher will enter absences and tardies into SmartWeb for every
                           class they teach.
                        The AS400 official student attendance for the day will be derived
                           electronically from the period attendance from SmartWeb.
                Withdrawing “No Shows” - In order to provide accurate student enrollment
                   figures for the offices of Instruction, Budget, and Planning, students who
                   have no attendance in the current school year on the AS400 will be
                   withdrawn from school electronically on Monday, August 19, 2002. Please
                   refer to Section XI, Explanation/Maintenance of Critical Reports Data, “No
                   Shows” in the FTE User’s Guide for additional information.
                The Area Executive Directors will contact their schools that have not recorded
                   absences on the AS400 during the first critical days of school.
                Students who have no attendance in the current school year at the Year
                   Round Schools will be withdrawn from school electronically on Monday,
                   July 22, 2002. Please refer to Section XII, Year Round Schools
                   Explanation/Maintenance of Critical Reports Data, “No Shows” in the FTE
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                      User’s Guide for additional information.
                     No shows will be withdrawn by the system with a withdrawal code of “U”
                      Unknown which is a “Dropout Code”.

                     Ten days prior to FTE Count Day - Communicate the dates for the Ten days
                      prior to FTE Count Day (Monday, September 17, 2002 through Monday,
                      September 30, 2002) to staff members. Students must attend at least one day
                      in the ten school days prior to the count day to earn FTE funding. Please
                      refer to Section XI, Explanation/Maintenance of Critical Reports Data,
                      “Students Absent 10 Days Prior to Count Day” in the FTE User’s Guide for
                      additional information.
                     The ten days prior to FTE Count Day for Year Round Schools (Wednesday,
                      September 4, 2002 through Monday, September 30, 2002). Please refer to
                      Section XII, Year Round Schools Explanation/Maintenance of Critical
                      Reports Data, “Students Absent 10 Days Prior to the Count Day” in the FTE
                      User’s Guide for additional information.
                     In-School Suspension (ISS) - Communicate the importance of recording
                      attendance for students serving In-School Suspension with the proper
                      attendance code “3”. Students attending ISS on the count day earn both
                      Alternative and regular education FTE funding. Please refer to Section XI,
                      Explanation/Maintenance of Critical Reports Data, “In-School Suspension
                      (ISS) Report” in the FTE User’s Guide for additional information.
                     Hospital/Homebound Students – Students should be counted present if
                      instructional services are provided for at least three hours per week.
                      Referrals for Hospital/Homebound Instruction must go through:
                      The office of Dr. Dorothy Brown (Exceptional Education and Support Services)
                      at (678) 676-2439.

              Checking email messages. Check for email messages at least twice a day during the
               four weeks before a FTE Count Day and during the four weeks following a Count
               Day.

              Verification of special student data required for FTE Count One only (October
               count).
                All Schools:
                Dropouts – Students who have been withdrawn with a dropout code any time
                  starting the day after the previous October FTE Count to the day before the
                  current FTE Count Day (10/03/2001 – 09/30/2002). . Please refer to Section XI,
                  Explanation/Maintenance of Critical Reports Data, “Dropout Students” in
                  the FTE User’s Guide for additional information.

                     Retained Students - Actively enrolled students who have been retained in the
                      same grade as the previous year by the school and keyed into the Retained File at
                      the end of the school year on the AS400. Please refer to Section XI,
                      Explanation/Maintenance of Critical Reports Data, “Retained Students” in
                      the FTE User’s Guide for additional information.

                     High Schools Only:

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                         Graduated Students with Diploma Type - Students who graduated
                          during the previous school year (including summer school) with their
                          respective diploma types. Please refer to Section XI,
                          Explanation/Maintenance of Critical Reports Data, “Graduated Students
                          with Diploma Type” in the FTE User’s Guide for additional information.


              Verifying the accuracy of required data within the various instructional
               programs.
                Accurate student data cannot be overemphasized. In order to verify the
                  accuracy of various programs within the school, the FTE Facilitator is
                  responsible for running the critical verification reports.




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                             SECTION IX
                      CRITICAL DATA REPORTS SCHEDULE


Please Note: To run the required AS400 reports on the dates specified below
see Section X, “Instructions for Running Critical Reports” in the FTE User’s
Guide.

For detailed explanation of each report and the maintenance of the data, see
Section XI, “Explanation/Maintenance of Critical Reports Data” in the FTE
User’s Guide.

All Schools:


 Critical Reports         Date School Runs Reports:   Data Must be Correct By:

 Student Enrollment       Monday, 08/12/2002          All corrections made on the AS400
                          Through                     by 2 p.m. on Friday, 09/20/2002
                          Tuesday, 10/01/2002         and all final corrections made by 2
                               (Daily)                p.m. on Tuesday, 10/01/2002.

 Retained Students        Friday, 09/06/2002          All corrections made on the AS400
                                                      by 2 p.m. on Friday, 09/20/2002.
                                                      Final report to be run after 2 p.m.
                                                      on Friday, 09/27/2002.
 Dropout Students         Friday, 09/06/2002          All corrections made on the AS400
                                                      by 2 p.m. on Friday, 09/20/2002.
                                                      Final report to be run after 2 p.m.
                                                      on Friday, 09/27/2002.

 Gifted Students          Gifted data now keyed by     All corrections made on the AS400
                          IAP/Gifted teacher. Gifted by 2 p.m. on Friday, 09/27/2002.
                          data due for keying, Friday,
                          09/20/2002. First report run
                          on Tuesday, 09/24/2002.
                          Second report run on
                          Friday, 09/27/2002




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 Critical Reports             Date School Runs Reports:       Data Must be Correct By:

 Students Absent 10 Days      Report run on Friday,           All corrections made on AS400 by
 Prior to Count Day           09/20/2002 for first 3 days     2 p.m. on Friday, 10/04/2002.
 (09/17/2002 through          (09/17/2002– 09/19/2002).       Final report to be run after 2 p.m.
 09/30/2002)                  Final report for the 10 days    on Friday, 10/04/2002.
 Note: Year Round Schools:    prior to count (09/17/2002 –
 Use dates 09/04/2002         09/30/2002) run on
 through 09/30/2002           Monday, 09/30/2002 after 2
                              p.m.
 Special Education List by    Schools may run SPCR630         Corrections to Special Education
 Name (SPCR630)               anytime as needed for           data given to the Special
                              verification.                   Education Department by
                              Schools may also run            Wednesday, 09/11/2002. Deadline
                              Special Ed Class Lists          for all Special Ed data entry to be
                              (SPCR610) to list students      completed on the AS400 by the
                              in a particular disability as   Special Education Department is
                              needed.                         Thursday, 09/26/2002. Special
                                                              Education worksheets for FTE
                                                              run on Monday, 09/30/2002 after 2
                                                              p.m.
 FTE Duplicate SSN (outside   Schools will be notified of     Duplicates must be corrected daily
 county school district)      start date. Schools will run    from start date. All SSN
                              the report daily during the     duplicates must be correct by 2
                              FTE processing periods.         p.m. on Tuesday, 10/15/2002.




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Elementary Schools:


 Critical Reports              Date School Runs Reports:     Data Must be Correct By:
 Homeroom Enrollment           Friday, 09/20/2002            Classes should be balanced as
 Inquiry Report (ENRR253)      Friday, 09/27/2002            needed to comply with Maximum
 For Maximum Class Size        Tuesday, 10/01/2002           Class Size Standards.
 purposes
 Underage Kindergarten and     Friday, 09/20/2002            All corrections made on AS400 by
 First Grade                   (Students from an out of      2 p.m. on Friday, 09/27/2002.
                               state accredited school       Final report to be run on Friday,
                               should be enrolled with an    09/27/2002 after 2 p.m. The
                               enrollment code of “4”.)      names and student numbers of
                                                             students not meeting the FTE
                                                             funding qualification for age
                                                             requirements must be emailed to
                                                             Charlotte Kinsey or Martha Day
                                                             by 3 p.m. on 10/01/2002.

 Elementary ESOL               Run initial report on         Final corrections made on AS400
                               Friday, 09/06/2002            by 2 p.m. on Friday, 09/27/2002.
 Last date for releasing       (Corrections due for keying   Final Report to be
 students from the             by Wednesday, 09/11/2002)     run on Friday, 09/27/2002 after 2
 International Center before   Run report on Friday,         p.m.
 the FTE count day is          09/13/2002
 Friday, 09/20/2002.           (Corrections due for keying
 Remaining students will be    by Wednesday, 09/18/2002)
 held at the Center until      Run report on Friday,
 Friday, 10/18/2002.           09/20/2002

 EIP (Early Intervention       (Forms due for keying         Final corrections due on
 Program)                      Friday, 08/30/2002)           Wednesday, 09/25/2002
                               Report run on Friday,         Final report will be run on Friday,
                               09/06/2002.                   09/27/2002 after 2 p.m.
                               (Corrections due on Friday,
                               09/13/2002)
                               Report run on Friday,
                               09/20/2002
                               (Corrections due on
                               Wednesday, 09/25/2002)
                               Run report on 09/27/2002.




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Middle and High Schools:

 Critical Reports              Date School Runs Reports:      Data Must be Correct By:
 Maximum Class Size            Tuesday, 09/03/2002            Balance classes as needed.
                               Tuesday, 09/10/2002            Final corrections made on the
                               Tuesday, 09/17/2002            AS400 by 2 p.m. on Friday,
                               Tuesday, 09/24/2002            09/27/2002.
                               Tuesday, 10/01/2002            Classes must be in compliance
                                                              through Friday, 10/25/2002.
 Missing/Incomplete            Tuesday, 09/03/2002            All students should have a
 Schedules                     Tuesday, 09/10/2002            complete schedule. Final
                               Tuesday, 09/17/2002            corrections made on the AS400
                               Tuesday, 09/24/2002            by 2 p.m. on Friday,
                               Tuesday, 10/01/2002            09/27/2002.
                                                              Final report to be run for
                                                              verification after 2 p.m. on
                                                              Friday, 09/27/2002.
 ESOL Student Report           Tuesday, 09/03/2002            Correct schedules as needed on
 MS/HS                         Tuesday, 09/10/2002            the AS400. Final corrections
                               Tuesday, 09/17/2002            made on the AS400 by 2 p.m.
 Last date for releasing       Tuesday, 09/24/2002            on Friday, 09/27/2002.
 students from the             Tuesday, 10/01/2002            Final report to be run for
 International Center before                                  verification after 2 p.m. on
 the FTE count day is                                         Friday, 09/27/2002.
 Friday, 09/20/2002.
 Remaining students will be
 held at the Center until
 Friday, 10/18/2002.
 In-School Suspension          Tuesday, 10/01/2002            All corrections made on the
 Report                        (Students serving ISS on the   AS400 by 2 p.m. on Friday,
                               count day earn Alternative     10/04/2002.
                               as well as general education   Final report to be run for
                               funding)                       verification after 2 p.m. on
                                                              Friday, 10/04/2002.




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High Schools:


 Critical Reports             Date School Runs Reports:   Data Must be Correct By:
 Students with Study Halls    Tuesday, 09/03/2002         All corrections made on the
                              (Study halls do not earn    AS400 by 2 p.m. on Friday,
                              FTE funding. Schools        09/20/2002.
                              should try to schedule      Final report to be run for
                              students in courses that    verification after 2 p.m. on
                              earn Carnegie Units)        Friday, 09/20/2002.
 Graduated Students with      Friday, 09/13/2002          Final corrections made on
 Diploma Types                                            the AS400 by 2 p.m. on
                                                          Friday, 09/20/2002. Final
                                                          report to be run for
                                                          verification after 2 p.m. on
                                                          Friday, 09/20/2002.
 Students in Post Secondary   Friday, 09/20/2002          Final corrections made on
 Classes                                                  the AS400 by 2 p.m. on
                                                          Friday, 09/27/2002.
                                                          Final report to be run for
                                                          verification after 2 p.m. on
                                                          Friday, 09/27/2002.
 Students in Remedial         Friday, 09/20/2002          Final corrections made on
 Classes                                                  the AS400 by 2 p.m. on
                                                          Friday, 09/27/2002.
                                                          Final report to be run for
                                                          verification after 2 p.m. on
                                                          Friday, 09/27/2002.




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                                            SECTION X
                               INSTRUCTIONS FOR RUNNING CRITICAL REPORTS


ENRD011                              Enrollment & W/D                  System: DEKALB 760
041802                                                                 Device: I760W057S1

Location . . . :

Select one of the following:

     1.   Student Maintenance/Inquiry             13.   Reports
     2.   Student Withdrawal                      14.   Mass Student Withdrawal
     3.   Mass Homeroom Change                    15.   Online Rolodex Inquiry
     4.   HS & MS Homeroom Assignment             16.   Student Rcd/FTE Maintenance...
     5.   Mass Counselor Assign/Change
     6.   Student Inquiry by House#               18.   Mentoree Maintenance
     7.   Parent Inquiry                          19.   Media Ctr Download - Winnebago
     8.   Homeroom Enrollment Inquiry             20.   Student Retainee Maintenance
     9.   Grade Level Enrollment Inquiry          21.   Student Drop Out Maintenance
    10.   School District Inquiry by House        22.   SAT Seminar Registration Maint
                                                  23.   Homeroom Maintenance


Selection: 16

F3=Exit to Main Menu        F12=Previous Menu




    From the Student Rcd/FTE Main, select one of the following Options and press ENTER.



ENRD080                            Student Rcd/FTE Main                System: DEKALB 760
041802                                                                 Device: I760W057S1

Location . . . :

Select one of the following:

      1. Support Program Maint - Ind              13. Elementary FTE/Stu Rcd Reports..
      2. Support Program Maint - Mass             14. Middle Sch FTE/Stu Rcd Reports..
      3. ES Gifted Served Maintenance             15. High Sch FTE/Stu Rcd Reports...



      7. Retainee Maint




Selection: 13

F3=Exit to Main Menu        F12=Previous Menu




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     From the ES FTE/ Stu Rcd Rpts Menu, select the report, key the Option number and press ENTER.


ENRD081                          ES FTE/Stu Rcd Rpts                System: DEKALB
 082401                                                              Device: I760W057S1

    Location . . . :   ELEMENTARY SCHOOL

    Select one of the following:

       1. Enrollment by Date                     8. SE Act Stu with Inactive IEPs

       2. No Show Student List     (Cnt 1)       9. Attend. In Sch. Suspension Rpt.
       3. Dropped Out Student List (Cnt 1)      10. Absenteeism by Criteria
       4. Retained Students        (Cnt 1)      11. FTE Dup SSN (Outside County)

                                                12.   Homeroom Enrollment Inquiry
       6. Special-Ed List by Name         630   13.   KK & 1ST Grade Underage Std. Rpt
       7. Special-Ed Class Lists          610   14.   Gifted Student Report
                                                15.   Special Programs Report - Elem



    Selection:

    F3=Exit to Main Menu    F12=Previous Menu




     From the MS FTE/Stu Rcd Rpts Menu, select the report, key the Option number and press ENTER.



        ENRD082                         MS FTE/Stu Rcd Rpts               System: DEKALB 568
         090302                                                            Device: I760W057S1

         Location . . . :   MIDDLE

         Select one of the following:

              1. Enrollment by Date                     9.   Attend. In Sch. Suspension Rpt.
              2. No Shows Student List    (Cnt 1)      10.   Absenteeism by Criteria
              3. Dropped Out Student List (Cnt 1)      11.   FTE Duplicate SSN (outside cnty)
                                                       12.   Maximum Class Size Exception Rpt
              4. Retained Students         (Cnt 1)     13.   Missing/Incomplete Schedules
                                                       14.   Gifted Student Report
                                                       15.   ESOL Class Report
              6. Special-Ed List by Name      630      16.   SE Collaborative Class Report
              7. Special-Ed Class Lists       610      17.   ESOL Classes – NO ESOL Funding
              8. SE Act Stu with Inactive IEPs
                                                       24. User Defined Master Schedule Rpt


         Selection:




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     From the HS FTE/Stu Rcd Rpts Menu, select the report, key the Option number and press ENTER.



ENRD083                            HS FTE/Stu Rcd Rpts             System: DEKALB
 082401                                                             Device: I760W057S1

    Location . . . :   HIGH SCHOOL

    Select one of the following:

       1.   Enrollment by Date                  12.   Missing/Incomplete Schedules
       2.   No Show Student List     (Cnt 1)    13.   Gifted Student Report
       3.   Dropped Out Student List (Cnt 1)    14.   ESOL Class Report
       4.   Retained Student List    (Cnt 1)    15.   Maximum Class Size Exception Rpt
                                                16.   Students Who Have Graduated
       6.   Special-Ed List by Name      630    17.   Study Hall Report
       7.   Special-Ed Class Lists       610    18.   PSO Course Listing
       8.   SE Act Stu with Inactive IEPs       19.   High School Remedial Report
       9.   Attend. In Sch. Suspension Rpt.     20.   SE Collaborative Class Report
      10.   Absenteeism by Criteria             21.   ESOL Classes – NO ESOL Funding
      11.   FTE Duplicate SSN (outside cnty)
                                                24. User Defined Master Schedule Rpt

    Selection:

                                F3=Exit to Main Menu      F12=Previous Menu




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                                             SECTION XI

                       EXPLANATION/MAINTENANCE OF CRITICAL REPORTS DATA

          REPORTS TO BE RUN AND VERIFIED FOR ACCURACY:
          (For run dates, see Section IX, “Critical Data Reports Schedule”; for instructions on
          how to run the reports, see Section X, “Instructions for Running Critical Reports”
          in the FTE Users Guide.

          ALL SCHOOLS:

              Active Enrollment by Date (ENRR614) – This report should be run daily to verify
               accuracy during the first few weeks of school. Central Office Administrators will also
               be running this report to verify student enrollment and teacher requirements.

              No Shows (ATTR645) – Count One only – Students who are actively enrolled on
               the AS400 but who have not attended school this school year will be withdrawn
               electronically by the Student Accounting Department on the No Shows date of
               Monday. August 19, 2002.
                Starting with the first day of school, attendance must be taken and entered
                   into the AS400 daily.
                The Area Executive Directors will contact their schools that have not recorded
                   absences on the AS400 during the first critical days of school.
                The FTE Facilitator will run the No Show report by using the Student
                   Absenteeism Report (ATTR645). Use the following options for running the
                   report:
                    The beginning date, “08/12/2002”.
                    The ending date, “08/16/2002”.
                    The minimum number of days absent, “05”.
                    The consecutive days absent, “Yes”.
                    Include tardies, “No”.
                    Absence type, “Both”.
                The FTE Facilitator will collaborate with the person in the school responsible for
                   student attendance to verify the accuracy of the No Show report.
                Students that have been absent the first five days of the school year, August
                   12 through August 16, 2002, will be withdrawn as No Shows by the system on
                   Monday, August 19, 2002.
                The No Shows will be withdrawn by the system with a withdrawal code of
                   “U” Unknown, a dropout code. These students will appear on the schools’
                   dropout reports. Please see below.




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               Dropout Students (FTER544) – Count One only – Students who have been
                withdrawn with a dropout code any time starting the day after the previous
                October FTE Count to the day before the current FTE Count Day (10/03/2001
                – 09/30/2002).
                Your school’s dropouts will be reported on the State Report Card.
                Students who were withdrawn by the system as No Shows will appear on the
                   Dropout Report with a “U” Unknown withdrawal code.
                Run the Students Who Have Dropped Out report. Enter the date range
                   (10/03/2001-09/30/2002). It is very important to use this date range. The FTE
                   Facilitator at the middle and high schools should collaborate with the Head
                   Counselor to verify whether or not the names on the report are correct. The
                   elementary FTE Facilitators may want to work with the principal and the
                   secretary/AS400 clerk to verify the accuracy of the report. It is important to
                   research the reason a student withdrew from your school and to change the
                   dropout code to a non-dropout code when you know the student has transferred to
                   another school or is being home schooled.
                The designated DeKalb dropout codes are:
                    A = Any Other Reason
                    B = Marriage
                    E = Expelled
                    F = Job Related/Financial Hardship
                    I = Incarcerated/Juvenile Justice
                    J = To an Institution
                    M = Military
                    O = Adult Education
                    P = Pregnant/Parent
                    R = Removed for Lack of Attendance
                    S = Serious Illness/Accident
                    U = Unknown
                    X = Restricted Reentry

              To delete students from the Dropout File:
                1. From the Enrollment & W/D Menu, select #21 Student Drop Out
                   Maintenance
                2. On the Student Drop Out Maintenance screen, enter the date range
                   10/03/2001 – 09/30/2002 and press Enter.
                3. At the Student Selection Screen, select the student and type 2 to edit, press
                   Enter.
                4. Student Drop Out Maintenance Screen appears. Press F4 for list of
                   withdrawal codes. The withdrawal code may now be changed.
                5. Select the withdrawal code and type 1 to select, press ENTER, press ENTER
                   again to confirm.




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               Retained Students (STDR470) – Count One only - Actively enrolled students who
               have been retained in the same grade as the previous year by the school and keyed
               into the Retained File on the AS400 will be reported to the Department of Education
               during the October FTE reporting period.
                Run the Retained Students report. The report shows both the Retained Grade
                   and the Current Grade.
                If the grade is not the same for both grades, an error condition may exist.
                Follow the instructions to make any necessary corrections.
                If the Current Grade is not correct, the student may have been placed in the wrong
                   homeroom. Correct the homeroom.
                The FTE Facilitator at the middle and high schools should collaborate with the
                   Head Counselor to verify whether or not the names on the report are correct. The
                   elementary FTE Facilitators may want to work with the principal and the
                   secretary/AS400 clerk to verify the accuracy of the report.
                Your school’s retained students will be reported on the State Report Card.
                Students who have completed course work in summer school and are no
                   longer “retained” should be removed from the Retained File on the AS400.
                A student who has been retained by his/her school at the end of the school year
                   and who then transfers to another school in DeKalb before the FTE count day will
                   be reported as retained by the school the student is currently attending.
                The FTE Facilitator must also share the “Retained Students Report” with
                   the Lead Teacher for Special Education. The Lead Teacher for Special
                   Education must verify all Special Education students who are on the retained
                   file. Special Education students who are in the same grade this year as last
                   year for Special Education reasons (as indicated by the IEP) should not be
                   reported as retained for FTE purposes and must be removed from the
                   retained file. Special Education students who have been retained for regular
                   education reasons will be reported as retained.

              To add students to the Retained File:

                      1. From the Enrollment & W/D Menu, select Student Retainee Maintenance
                         (#20).
                      2. Select a grade level (use two digits). Press ENTER.
                      3. Screen will display all students who had previously been entered into the
                         Retainee File (if file is empty, no students have been entered).
                      4. To add students to the Retainee File, press F6.
                      5. From the Retention Type Selection Menu, select retention type and key 1
                         to select, press ENTER.
                      6. Key student number (up to 14 per screen) for a particular grade. When
                         screen has been filled, press ENTER. Student names and grade will be
                         displayed. Press ENTER again to confirm.
                      7. Screen will then be empty again so that more student numbers can be
                         keyed. (Follow instructions in step 6.)
                      8. When a grade level has been completed, press F12. This will take you
                         back to the initial screen and display all the students you have entered as
                         retained.
                      9. To enter students for a different grade level, press F12. At the Student
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                      Retainee Maintenance screen select a different grade level (two digits).
                      Press ENTER and repeat steps 3 through 8.

         To delete students from the Retainee file.

     1. From the Enrollment & W/D Menu, select Student Retainee Maintenance (#20).
     2. Select a grade level (use two digits). Press ENTER.
     3. Screen will display all students who had previously been entered into the Retainee
        File.
     4. Key a “4” beside the student’s name/number, press ENTER, a confirm screen will
        be displayed, press ENTER again, and the student will be removed from the
        Retainee file.

              Special Education – Two reports are available for the school to run.
                Student Listing by Name Order (SPCR630) – List of students in alpha order.
                  Use this report for verifying special education students.
                Class Rolls by Disability (SPCR610) – Lists students by area of disability. The
                  disability code must be entered to run this report. To see a list of Special
                  Education codes, see Section XX “Special Education Area of Disability
                  Codes”, in the FTE User’s Guide.
                FTE Facilitators will run the Student Listing by Name Order (SPCR630)
                  report on Friday, 09/06/2002 and will collaborate with the Special Education
                  Lead Teacher to assure that all special education students are included on the
                  reports.
                Both reports can be run at anytime for verification purposes.
                Students who have a current IEP will earn at a Special Education funding
                  weight associated with the student’s disability area and hours per week
                  served.
                Please note that schools cannot enroll students into the Special Education
                  program on the AS400. To add or delete special education student information on
                  the AS400, the Special Education Lead Teacher will submit required data entry
                  forms to the Special Education Student Records Office at East DeKalb Campus by
                  Wednesday, 09/11/2002.
                The FTE Special Education worksheets will be run on Monday, 09/30/2002
                  after 2 p.m. All additions and corrections to the Special Education data file
                  should be completed before the worksheets are printed. The worksheets are used
                  to record the special codes used to report the different disability areas for the FTE
                  process.
                Please refer special education questions to Ms. Annie Grier, Special Education
                  Coordinator, at 678 676-2022.

              In School Suspension (ISS) Report – Students in grades 6–12 who have been
               assigned to In School Suspension (ISS) and who served ISS on the FTE Count
               day earn additional FTE funding for Alternative Education.
                FTE Facilitators run the ISS report and collaborate with the Discipline Assistant
                   Principal to verify accuracy.
               Please Note: Only students who serve ISS on the actual Count Day will earn the
               additional FTE funding for Alternative Education.

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              Students Absent 10 Days Prior to Count Day (ATTR645) – Students who are
               absent the entire ten school days before the count day will not earn FTE funding.
                Students must attend at least one day in the ten school days prior to the count day
                  to earn FTE funding.
                The ten day time frame is 09/17/2002 through 09/30/2002.

                     To identify those students most likely to be absent the entire 10 days prior to the
                      count day, the FTE Facilitators must run the report on 09/20/2002 to identify
                      those students who have been absent the FIRST THREE DAYS of the ten
                      day period (09/17/2002 through 09/19/2002). This report should be given to
                      the person in the school who is in charge of Student Attendance. Schools
                      should attempt to get chronically truant students back in school for at least one
                      day during the ten-day period.
                     On Monday, 09/30/2002, the FTE Facilitators must run the report to identify
                      students who have been absent the entire ten school days prior to the count day.
                      The ten-day time frame is 09/17/2002 through 09/30/2002. The FTE
                      Facilitator must work with the person in charge of Student Attendance to
                      assure that all necessary corrections to this data are made on the AS400 by
                      the deadline, Friday, 10/04/2002.
                     The FTE Facilitator will identify these students by running the Student
                      Absenteeism Report (ATTR645). Use the following options for running the
                      report:
                       The beginning date, 09/17/2002.
                       The ending date, 09/30/2002 (or 09/19/2002 if creating the 3 day report).
                       The minimum number of days absent, “10” (or “03” if creating the 3 day
                          report).
                       The consecutive days absent, “Yes”.
                       Include tardies, “No”.
                       Absence type,“ Both”.
                     Please Note: Hospital/Homebound students should be counted present if
                      instructional services are provided for at least three hours per week. A student is
                      eligible for hospital/homebound educational services when a completed medical
                      referral form that contains the necessary documentation is submitted to the
                      system. You may also refer to the Rule IDDC Hospital/Homebound
                      Instruction located under “State Board Policies Related to FTE” at
                      http:/www.dekalb.k12.ga.us/adminservices/fte/. Referrals for
                      Hospital/Homebound Instruction must go through:
                      The office of Dr. Dorothy Brown (Exceptional Education and Support Services)
                      at (678) 676-2439.




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              FTE Duplicate SSN (FTER432) - Students in DeKalb who have the same Social
               Security Numbers as students in schools outside of DeKalb.
                Schools will be notified by email each day during the FTE cycle to run their
                  Duplicate SSN reports by 10 a.m. and to research and make necessary
                  corrections to duplicate numbers on their school’s list.
                This will be a top priority for schools once they have received the notification
                  to begin the duplicate SSN process.
                Students with duplicate SSNs will not earn FTE funding unless the number
                  is corrected or a FTE number is assigned by the FTE office.
                The Superintendent cannot sign off on the FTE data until all duplicate SSNs
                  have been researched and needed corrections made on the AS400.
                Due to the number of steps involved in the process of research and correction of
                  duplicate SSNs, a whole section in the FTE User’s Guide has be devoted to this
                  area. Please refer to Section XVIII, “Instructions for Verifying Duplicate
                  Social Security Numbers” in the FTE User’s Guide for complete instructions.


          ELEMENTARY SCHOOLS ONLY:

              Maximum Class Size – Although there are no reports dedicated to identify maximum
               class size errors for elementary schools on the AS400 at this time, an existing report,
               the “Homeroom Enrollment Inquiry” can be used as a guide for maximum class sizes.
                This report is different from the usual report that is run for verifications.
                   Class loads can be viewed from the screen. To print the data that is on the
                   screen, click the Print Screen icon in the upper left-hand corner of the screen
                   for each screen of data. Individual homeroom teachers can be viewed and/or
                   printed.
                The FTE Facilitator at the elementary school should work with the principal,
                   counselor, and teachers to maintain maximum class size standards. Classes
                   should be balanced as needed.
                When classes are out of compliance and cannot be balanced due to staffing
                   constraints, the FTE Facilitator must E-mail his/her Area Executive Director
                   and Doug Roberts by Friday, 09/27/2002 the course name and the teacher
                   name of all classes that will not be brought into compliance by the FTE Count
                   Day.


            Underage Kindergarten and First Grade – Underage kindergarten and first
              grade students must be identified to determine if they are eligible for FTE
              funding.
              Kindergarten students should be five on or before September 1. First grade
                students should be six on or before September 1. The exception to the rule is a
                student who was a legal resident of another state and was legally enrolled in an
                accredited kindergarten or first grade in that state. In this exception if such child
                will attain the age of five for kindergarten or six for first grade by December 31 of
                the current year, and is otherwise qualified, the child will earn FTE funding.
              The FTE Facilitator will run this report which lists students in grades KK

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                      and 01 who are underage based on the 09/01 date.
                       The elementary FTE Facilitator will research the background and date of
                         birth of each child on the report. All dates of birth, homerooms, and/or
                         demographic data, which are in error, must be changed on the AS400 by
                         the deadline, Friday, 09/20/2002.
                       An entry code of “4” indicates that the student came from out of state. If
                         these students are the proper age by 12/31, they will earn FTE funding.
                         If the students are not the proper age by 12/31, they will not earn FTE
                         funding.
                       An entry code other than “4” usually indicates an underage kindergarten
                         or first grade student who has been enrolled in a DeKalb school and has
                         not transferred from an accredited out of state school. These students
                         will not earn FTE funding.
                       The FTE Facilitator must E-mail Mrs. Kinsey or Mrs. Day by 3 p.m. on
                         Friday, 09/20/2002 the name, student number, and SSN or FTE number for
                         each child who is underage and does not meet the out of state qualifications.
                          Note: Schools that have underage kindergarten and/or first grade students
                             and who have not emailed the FTE office by 9/20/2002 will be contacted
                             regarding the status of the underage students.

              Gifted Students (SPCR630C) – Students who have tested gifted in three of the four
               required areas may earn additional FTE funding if they are served in Gifted classes
               that meet maximum class size standards.
                FTE Facilitators will run the Gifted Students report and collaborate with the
                   Gifted teacher to determine the accuracy of the report.
                Please Note: Schools can now enter students into the gifted program by
                   keying the gifted data into the AS400.
                Under the direction of Dr. Patti Muench, the Gifted teachers will code special
                   FTE worksheets for Gifted students to identify the Gifted courses for each
                   student. These are the courses that earn the Gifted FTE funding.
                Any questions regarding the gifted students should be referred to Dr. Patti
                   Muench, Coordinator of the Gifted Department at 678 676-1887.
                For classroom models approved by Dr. Muench, please see Section XIII,
                   “Maximum Class Size Guidelines” the “Regulated Gifted Program Delivery
                   Models” in the FTE User’s Guide.

              Special Programs Reports (ENRR660) – The FTE Facilitator will run both the
               ESOL report and the EIP report. The ESOL data remains on the student’
               records until it is deleted by the school when the student tests out of the
               program. The EIP data is wiped out at the end of the school year and built from
               scratch at the beginning of the new school year. To run these reports, select the
               ESOL or the Early Intervention Program (EIP) in the Special Programs Reports
               Menu.
                ESOL – When the first ESOL report is run, the students listed on the report
                  will reflect last year’s ESOL data.
                   The FTE Facilitator will work with the ESOL teachers to identify those
                      students who need to be deleted from the ESOL program and those who
                      need to be added to the ESOL program on the AS400. The students will
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                          be identified by Itinerant or Non-Itinerant teacher status and keyed into
                          the ESOL program on the AS400 by the school.
                         Students attending the International Center must be entered into the
                          ESOL program on the AS400 by the home school as Non-Itinerant
                          Teacher status.
                         Students in ESOL classes earn ESOL funding as well as regular
                          education funding for the same classes.
                         The FTE Facilitator will follow the “Critical Data Reports Schedule” for
                          running the ESOL reports and continue to work with the ESOL teachers
                          to assure accuracy of the data.
                         To insure that proper FTE funding is generated for all ESOL students,
                          no students will be released from the International Center to their home
                          schools after Friday, September 20, 2002. The remaining International
                          Center students will be held at the Center until the next release date,
                          Friday, October 18, 2002.
                         ESOL data for students being served in the program must be entered into
                          the AS400 by 2 p.m. on Friday, 09/27/2002 to earn FTE funding for the
                          program.
                         The registrar at the International Center will also run the ESOL reports
                          for each school for monitoring purposes.
                         Refer ESOL questions to Dr. Joanne Lottie, Director of the International
                          Center, at 678 676-6602.

                     EIP (Grades K-5) -The EIP file will be empty at the beginning of the school
                      year.
                       Students will be added into the EIP file as they are identified and placed
                         in the EIP classes.
                       Students will be served in the EIP program from 1-6 segments. The
                         school will enter the exact number of segments that each EIP student is
                         served into the EIP program on the AS400.
                       Students in EIP classes earn FTE funding at a greater weight than
                         regular education.
                       The FTE Facilitator will follow the “Critical Data Reports Schedule” for
                         running the EIP reports and continue to work with the EIP teachers to
                         assure that every student in the program is reported for FTE properly.

                         EIP data for students being served in the program must be entered into
                          the AS400 by 2 p.m. on Friday, 09/27/2002 to earn FTE funding for the
                          program.

    To enter Special Programs data on the AS400 (both ESOL and EIP), please refer to
     Section XIX, “Instructions for Entering Special Programs Data for the Elementary
     Schools” in the FTE User’s Guide.


          MIDDLE AND HIGH SCHOOLS:

              Maximum Class Size Reports (SCAR616) – The Maximum Class Size Exception
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               Report lists the courses that exceed maximum class size standards that were written
               into law by the Education Reform Act. The exception report is used to resolve the
               maximum class size problems. Classes that are not brought into compliance will
               not earn FTE funding for the entire class with certain exceptions, i.e. classes
               which earn at a weight greater than grade level may drop to grade level weight
               provided grade level maximum class sizes aren’t exceeded.

                     FTE Facilitators in the Middle and High Schools run the Maximum Class
                      Size Exception Report weekly starting the second week of school.

                     The Area Executive Directors and their designated FTE Instructional Coordinators
                      also run the Maximum Class Size Exception report weekly and work with the
                      FTE Facilitators in their schools to balance classes.
                     These reports are created to direct attention to the correction of the maximum
                      class size problems.
                     $$$$Note: The maximum class size reports which requires a “critical
                      response” from the FTE Facilitator will be run by the schools on Tuesday,
                      09/24/2002. The FTE Facilitator must E-mail his/her Area Executive Director
                      and Doug Roberts by Friday, 09/27/2002 the course name, the section, the
                      period, and the teacher name of all classes that will not be brought into
                      compliance by the FTE Count Day.
                     The maximum class size reports will be run by the FTE Office on the Count
                      Day, Tuesday, 10/01/2002. The Department of Instruction keeps these
                      reports for state auditing and documentation purposes for five years.
                     For the actual class sizes, class models, and paraprofessional information for
                      all FTE funding categories, see Section XIII, “Maximum Class Size
                      Guidelines” in the FTE User’s Guide.
                     You may also refer to Rule IEC Class Size located under “State Board
                      Policies Related to FTE” at http:/www.dekalb.k12.ga.us/adminservices/fte/.




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              Missing/Incomplete Schedules (SCDR403) –This report lists students with
               incomplete or missing schedules.
                Students with the exception of Open Campus, DeKalb Alternative Day
                  School and DeKalb Transition Academy (5 courses), DeKalb Alternative
                  Night School (4 courses), some Post Secondary Option students, and Druid
                  Hills High School students should be scheduled with at least six segments of
                  classes.
                Students earn FTE funding based on each instructional segment. Students
                  with incomplete and missing schedules earn reduced or no FTE funding.
                FTE Facilitators run the report for students with incomplete or missing
                  schedules on a weekly basis and make corrections to the student schedules on
                  the AS400.
                The FTE Facilitator must contact the Counselor at visiting schools, i.e.
                  North/South High Schools of Technology, Warren Tech, etc. to assure that
                  their students attending classes at those schools have a complete schedule.
                The FTE Office will also run this report and send it to the Chief Academic
                  Officer for the purpose of directing attention to the correction of missing and
                  incomplete schedules.
                The FTE Facilitator is responsible for assuring the accuracy of students’
                  schedules on the AS400.


              Gifted Students (SPCR630C) – Students who have tested gifted in three of the four
               required areas may earn additional FTE funding if they are served in Gifted classes
               that meet maximum class size standards.
                FTE Facilitators will run the Gifted Students report and collaborate with the
                   Gifted teacher to determine the accuracy of the report.
                Students listed on this report are actively enrolled in the Gifted program;
                   however, Gifted students must be scheduled in Gifted designated courses to
                   earn Gifted funding.
                Under the direction of Dr. Patti Muench, the Gifted teachers will code special
                   FTE worksheets for Gifted students to identify the Gifted courses for each
                   student. These are the courses that earn the Gifted FTE funding.
                Any questions regarding the gifted students should be referred to Dr. Patti
                   Muench, Coordinator of the Gifted Department at 678 676-1887.
                For classroom models approved by Dr. Muench, please see Section XIII,
                   “Maximum Class Size Guidelines” the “Regulated Gifted Program Delivery
                   Models” in the FTE User’s Guide.
                Please Note: Schools can now enter students into the gifted program on the
                   AS400.

              ESOL Student Report (FTER495)– This report lists students who are taking ESOL
               courses.
                Students who are taking ESOL courses earn ESOL funding plus regular education
                  funding for each ESOL course.
                Students who are being served by the ESOL program must be scheduled into the
                  identified ESOL courses to earn ESOL funding.
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                  Students who are attending the International Center must be scheduled by the
                   home school in the courses designated for the International Center.
                Students who are attending the ESOL labs at Clarkston and Cross Keys High
                   Schools should be enrolled in the school as 7th and 8th graders and scheduled in
                   the designated non-Carnegie unit courses.
                The FTE Facilitator will run the report and collaborate with the ESOL teacher(s)
                   to determine the accuracy of the report.
                To insure that proper FTE funding is generated for all ESOL students, no students
                   will be released from the International Center to their home schools after Friday,
                   September 20, 2002. The remaining International Center students will be held at
                   the Center until the next release date, Friday, October 18, 2002.
               The registrar for the International Center will also run the ESOL reports for each
               school for monitoring purposes. Questions regarding ESOL students should be
               referred to Dr. Joanne Lottie, Director of the International Center, phone number 678
               676-6602.


          Block Scheduling – Keep FTE Count date in mind when building the schedule:
           4 x 4 Block (4 classes which meet each day):
              Reports the classes scheduled as the first 4 segments. The highest weight segment
                 of the segment is reported as the 5th segment. The lowest weight segment of the
                 day is reported as the 6th segment.
              Potential Problem: Serving half the Gifted students the first semester (October
                 Count) and the other half of the Gifted students second semester (March Count)

              A/B Block (Odd/Even):
                DOE Manual requires that we report the students as follows:
                          October (Fall Count) – reports the 4 classes that are scheduled for the
                            official count day as the first 4 segments. Segments 5 and 6 are
                            obtained from the day before the count. (One segment reflects the
                            highest weight code. One segment reflects the lowest weight code).
                          March (Spring Count) – reports the 4 classes that are scheduled on the
                            day before the count as the first 4 segments. Segments 5 and 6 are
                            obtained from the day of the official count (a high weighted segment
                            and a low weighted segment).
                   Potential Problems for A/B Block:
                      Gifted, Special Education, REP, and Vocational students who are not
                         scheduled for these programs on the day of which the 4 segments are
                         reported.
                      Solution:
                          Run the full schedule of classes on the 2 Count Days for your
                            students (approved by DOE) as well as other days as needed.




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          HIGH SCHOOLS:

              Graduated Students with Diploma Type (FTER442) – (Count One Only) This
               report lists students who graduated during the previous school year (including
               summer school) along with their respective diploma types.
                FTE Facilitators will run this report and collaborate with the school
                  counselors to determine the accuracy of the report. From the Student
                  Information System – Report Request menu enter the date range 10/03/2001
                  – 09/30/2002, Immed, Local, 01, press Enter.
                Your school’s graduates with diploma types will be reported on the State
                  Report Card.
                If you have questions regarding the diploma type or graduating students for the
                  previous school year, please call Ms. Jewel Porter or Marilyn Echols in the
                  Student Accounting Department.


              Students with Study Halls (SCDR638) – This report lists students who have
               been scheduled with one or more study halls.
                Students with study halls do not earn FTE funding for those segments.
                FTE Facilitators will run this report twice during each FTE cycle.
                The first study hall report is run on Tuesday, 08/20/2002. Using the first
                  study hall report, the FTE Facilitator will attempt (with the understanding
                  that Board Policy allows seniors who are on track for graduation to schedule
                  study hall for one or more segments) to schedule the study hall students into
                  classes which earn Carnegie units.
                The report will be run the second time on Tuesday, 09/03/2002 to verify the
                  accuracy of the report and make changes if needed.


              Students in Post Secondary Option (PSO) Classes – This report lists students
               who take PSO courses.
                These students must be reported through the FTE process although they
                  earn no FTE funding for the school for these courses.
                Students taking post secondary option courses must be scheduled in
                  designated PSO courses that have a FTE code of “M”.
                The FTE Facilitator runs the reports and collaborates with the counselors to
                  determine the accuracy of the report.
                Any corrections must be made to the students’ schedules on the AS400 by the
                  deadline, 2 p.m. on Friday, 09/27/2002.

              Students in Remedial Classes (grades 9-12 only) – This report lists students who
               take remedial classes which earn FTE funding at a higher weight if maximum
               class sizes are followed.




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                     The DeKalb County School System follows the “Reduced Class Size Model”
                      to serve REP students in the areas of English, Math, and Reading. This
                      model allows students to continue their regularly scheduled coursework for
                      both the academic and technical diplomas. Following the “Reduced Class
                      Size Model”, class size is limited to 18 students to better meet the diverse
                      needs of the REP learners.
                     The FTE Facilitator runs the reports and determines if maximum class size
                      guidelines are in place for remedial classes.
                     If the maximum class size guidelines aren’t met, the remedial weight for the
                      class cannot be earned. (The MCS Exception report should indicate if the
                      REP class is out of compliance. Regular education funding will be earned on
                      REP classes that are out of compliance.




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                                          SECTION XII

                                YEAR ROUND SCHOOLS
                          CRITICAL DATA REPORTS SCHEDULE


Please refer to Section VIII, “Overview of FTE Responsibilities of FTE Facilitators/All
School,” in the FTE User’s Guide.

Please Note: To run the required AS400 reports on the dates specified below see Section X,
“Instructions for Running Critical Reports” in the FTE User’s Guide.

For detailed explanation of each report and the maintenance of the data, see
“Explanation/Maintenance of Critical Reports Data”. Please Note: There is a direct
correlation between the student data reflected on the FTE reports and the school’s funding
allotment sheet for the next school year.



       Critical Reports      Date School Runs              Data Must be Correct By:
                             Reports:
Student Absenteeism – No-    Run report on Friday,         All absences for the first week
Shows (Students absent       07/19/2002 after regular      must be recorded on the AS400 by
first 5 days of school)      attendance is taken using     the end of the school day on
(ATTR645)                    the dates, 07/15/2002         Friday, 07/19/2002. All No Show
                             through 07/19/2002.           students will be withdrawn on
                                                           AS400 by the Student Accounting
                                                           Dept. on Monday, 07/22/2002.
Student Enrollment           Monday, 07/15/2002            All corrections made on the AS400
(ENRR614)                    Through                       by 2 p.m. on Monday, 09/16/2002.
Intersession I Sept. 16-24   Tuesday, 10/01/2002           Last minute corrections by 2 p.m.
Fall Break Sept. 25-27                                     on Monday, 09/30/2002.
Homeroom Enrollment          Friday, 07/19/2002            Classes should be balanced as needed
Inquiry Report (ENRR253)     Friday, 07/26/2002            to comply with Maximum Class Size
for Maximum Class Size       Friday, 08/09/2002            Standards.
purposes                     Friday, 08/16/2002
                             Friday, 08/23/2002
                             Friday, 08/30/2002
                             Friday, 09/06/2002
                             Friday, 09/13/2002
                             Monday, 09/30/2002




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       Critical Reports       Date School Runs             Data Must be Correct By:
                              Reports:
Retained Students             Thursday, 08/08/2002         All corrections made on the AS400
(STDR470)                                                  by 2 p.m. on Friday, 08/30/2002.
                                                           Final report to be run after 2 p.m.
                                                           on Monday, 09/16/2002.

Dropout Students              Thursday, 08/08/2002         All corrections made on the AS400
(FTER544)                                                  by 2 p.m. on Friday, 08/30/2002.
                                                           Final report to be run after 2 p.m.
                                                           on Monday, 09/16/2002.

Underage Kindergarten and     Thursday, 08/08/2002         All corrections made on AS400 by 2
First Grade (FTER522)         (Students from an out of     p.m. on Friday, 08/30/2002. Final
                              state accredited school      report to be run on Monday,
                              should be enrolled with an   09/16/2002 after 2 p.m. The names
                              enrollment code of “4”.)     and student numbers of students
                                                           not meeting the FTE funding
                                                           qualification for age requirements
                                                           must be emailed to Charlotte
                                                           Kinsey or Martha Day by 3 p.m.
                                                           on Monday, 09/16/2002.

Elementary ESOL               (Forms to add or remove      All corrections made on AS400 by 2
(ENRR660)                     students from the program    p.m. on Thursday, 09/12/2002. Final
                              due to school                report to be run on Monday,
Last day for releasing        secretary/clerk for keying   09/30/2002 after 2 p.m.
students from the             Wednesday, 08/07/2002.
International Center          Report run on Wednesday,
before the FTE count day      08/14/2002.
is Friday, 09/20/2002.        (Corrections due
Remaining students will       Wednesday, 08/21/2002 to
be held at the Center until   secretary/clerk)
Friday, 10/18/2002.           Next report run on
                              Wednesday, 08/28/2002.




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       Critical Reports     Date School Runs               Data Must be Correct By:
                            Reports:
EIP (Early Intervention)    (Forms to add or remove        All corrections made on AS400 by 2
(ENRR660)                   students from the program      p.m. on Monday, 09/16/2002. Final
                            due to school                  report to be run on Monday,
                            secretary/clerk for keying     09/30/2002 after 2 p.m.
                            Thursday, 08/08/2002)
                            Report run on Thursday,
                            08/15/2002
                            (Corrections due Thursday,
                            08/22/2002 to
                            secretary/clerk)
                            Next Report run on
                            Thursday, 08/29/2002.
Special Education List by   Friday, 08/09/2002             Corrections to Special Education
Name (SPCR630)              Schools may run SPCR630        data given to the Special Education
                            anytime as needed for          Dept. by 09/11/2002. Deadline for
                            verification. Schools may      all Special Ed data entry to be
                            also run Special Ed Class      completed on the AS400 by the
                            Lists (SPCR610) to list        Special Education Dept. is Friday,
                            students in a particular       09/27/2002. Special Ed. Worksheets
                            disability as needed.          will be run on Monday, 09/30/2002
                                                           after 2 p.m.




Gifted Students             Gifted data now keyed by       Corrections to first report due
(GFTR604)                   API/Gifted teacher. Gifted     Wednesday, 08/21/2002. All
                            data due for keying,           corrections made on the AS400 by 2
                            (include the number of         p.m. on Thursday, 09/12/2002. Final
                            gifted segments served for     report to be run on Monday,
                            each student) Monday,          09/30/2002 after 2 p.m.
                            08/12/2002. First report run
                            on Friday, 08/16/2002.
                            Second report run on
                            Monday, 08/26/2002.




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       Critical Reports      Date School Runs                Data Must be Correct By:
                             Reports:
Students Absent 10 Days      Report run on Monday,           All corrections to attendance data
Prior to Count Day           09/09/2002 after 2 p.m. for     made on AS400 by 2 p.m. on
(ATTR645)                    the first 3 days (09/04/2002-   Monday, 09/30/2002. Final report
                             09/06/2002). Final report       to be run after 2 p.m. on Monday,
                             for the 10 days prior to        09/30/2002.
                             count (09/04/2002 –
                             09/30/2002 run on Monday,
                             09/30/2002 after 2 p.m.

In-School Suspension         Tuesday, 10/01/2002             All corrections to attendance data
Report                       (Students serving ISS on the    made on AS400 by 2 p.m. on Friday,
(FTER523)                    count day earn Alternative      10/04/2002.
                             as well as general education    Final report to be run for
                             funding)                        verification after 2 p.m. on Friday,
                                                             10/04/2002.
FTE Duplicate SSN            Schools will be notified of     Duplicates must be corrected daily
(FTER432) - outside county   start date. Schools will run    from start date. All SSN duplicates
school district              the Duplicate SSN report        must be correct by 2 p.m. on
                             daily until notified            Tuesday, 10/15/2002.
                             otherwise.




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                            YEAR ROUND SCHOOLS
              EXPLANATION/MAINTENANCE OF CRITICAL REPORTS DATA

          REPORTS TO BE RUN AND VERIFIED FOR ACCURACY:
          (For run dates, see “Critical Data Reports Schedule”; for instructions on how to run
          the reports, see Section X, “Instructions for Running Critical Reports”. Please refer
          to Section VIII, “Overview of FTE Responsibilities of FTE Facilitators/All School,”
          in the FTE User’s Guide.


              Active Enrollment by Date (ENRR614) – This report should be run daily to verify
               accuracy during the first few weeks of school. Central Office Administrators will also
               be running this report to verify student enrollment and teacher requirements.

              No Shows (ATTR645) – Count One only – Students who are actively enrolled on
               the AS400 but who have not attended school this school year will be withdrawn
               electronically by the Student Accounting Department on the No Show date of
               Monday, July 22, 2002.
                Starting with the first day of school, attendance must be taken and entered
                   into the AS400 daily.
                The Area Executive Directors will contact their schools that have not recorded
                   absences on the AS400 during the first critical days of school.
                The FTE Facilitator will run the No Show report by using the Student
                   Absenteeism Report (ATTR645). Use the following options for running the
                   report:
                    The beginning date, “07/15/2002”.
                    The ending date, “07/19/2002”.
                    The minimum number of days absent, “05”.
                    The consecutive days absent, “Yes”.
                    Include tardies, “No”.
                    Absence type, “Both”.
                The FTE Facilitator will collaborate with the person in the school responsible for
                   student attendance to verify the accuracy of the No Show report.
                Students that have been absent the first five days of the school year, July 15
                   through July 19, 2002, will be withdrawn as No Shows by the system on
                   Monday, July 22, 2002.
                The No Shows will be withdrawn by the system with a withdrawal code of
                   “U” Unknown, a dropout code. These students will appear on the schools’
                   dropout reports. Please see below.




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              Dropout Students (FTER544) – Count One only – Students who have been
               withdrawn with a dropout code any time starting the day after the previous
               October FTE Count to the day before the current FTE Count Day (10/03/2001 –
               09/30/2002).
                Your school’s dropouts will be reported on the State Report Card.
                Students who were withdrawn by the system as No Shows will appear on the
                  Dropout Report with a “U” Unknown withdrawal code.
                Run the Students Who Have Dropped Out report. Enter the date range
                  (10/03/2001 – 09/30/2002). It is very important to use this date range. The
                  elementary FTE Facilitators may want to work with the principal and the
                  secretary/AS400 clerk to verify the accuracy of the report. It is important to
                  research the reason a student withdrew from your school and to change the
                  dropout code to a non-dropout code when you know the student has transferred to
                  another school or is being home schooled.
                The designated DeKalb dropout codes are:
                   A = Any Other Reason
                   B = Marriage
                   E = Expelled
                   F = Job Related/Financial Hardship
                   I = Incarcerated/Juvenile Justice
                   J = To an Institution
                   M = Military
                   O = Adult Education
                   P = Pregnant/Parent
                   R = Removed for Lack of Attendance
                   S = Serious Illness/Accident
                   U = Unknown
                   X = Restricted Reentry

    To delete students from the Dropout File:
             1. From the Enrollment & W/D Menu, select #21 Student Drop Out
                 Maintenance.
             2. On the Student Drop Out Maintenance screen, enter the date range
                 10/03/2001 – 09/30/2002 and press Enter.
             3. At the Student Selection Screen, select the student and type 2 to edit, press
                 Enter.
             4. Student Drop Out Maintenance Screen appears. Press F4 for a list of
                 withdrawal codes. The withdrawal code may now be changed.
             5. Select the withdrawal code and type 1 to select, press ENTER, press ENTER
                 again to confirm.




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               Retained Students (STDR470) – Count One only - Actively enrolled students who
               have been retained in the same grade as the previous year by the school and keyed
               into the Retained File on the AS400 will be reported to the Department of Education
               during the October FTE reporting period.
                Run the Retained Students report. The report shows both the Retained Grade
                   and the Current Grade.
                If the grade is not the same for both grades, an error condition may exist.
                Follow the instructions to make any necessary corrections.
                If the Current Grade is not correct, the student may have been placed in the wrong
                   homeroom. Correct the homeroom.
                The elementary FTE Facilitators may want to work with the principal and the
                   secretary/AS400 clerk to verify whether or not the names on the report are correct.
                Your school’s retained students will be reported on the State Report Card.
                Students who have completed course work in summer school and are no
                   longer “retained” should be removed from the Retained File on the AS400.
                A student who has been retained by his/her school at the end of the school year
                   and who then transfers to another school in DeKalb before the FTE count day will
                   be reported as retained by the school the student is currently attending.
                The FTE Facilitator must also share the “Retained Students Report” with
                   the Lead Teacher for Special Education. The Lead Teacher for Special
                   Education must verify all Special Education students who are on the retained
                   file. Special Education students who are in the same grade this year as last
                   year for Special Education reasons (as indicated by the IEP) should not be
                   reported as retained for FTE purposes and must be removed from the
                   retained file. Special Education students who have been retained for regular
                   education reasons will be reported as retained.
                To add students to the Retained File:

                      1. From the Enrollment & W/D Menu, select Student Retainee Maintenance
                         (#20).
                      2. Select a grade level (use two digits). Press ENTER.
                      3. Screen will display all students who had previously been entered into the
                         Retainee File (if file is empty, no students have been entered).
                      4. To add students to the Retainee File, press F6.
                      5. From the Retention Type Selection Menu, select retention type and key 1
                         to select, press ENTER.
                      6. Key student number (up to 14 per screen) for a particular grade. When
                         screen has been filled, press ENTER. Student names and grade will be
                         displayed. Press ENTER again to confirm.
                      7. Screen will then be empty again so that more student numbers can be
                         keyed. (Follow instructions in step 6.)
                      8. When a grade level has been completed, press F12. This will take you
                         back to the initial screen and display all the students you have entered as
                         retained.
                      9. To enter students for a different grade level, press F12. At the Student
                         Retainee Maintenance screen select a different grade level (two digits).
                         Press ENTER and repeat steps 3 through 8
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              To delete students from the Retainee file.
               1. From the Enrollment & W/D Menu, select Student Retainee Maintenance
                  (#20).
               2. Select a grade level (use two digits). Press ENTER.
               3. Screen will display all students who had previously been entered into the
                  Retainee File.
               4. Key a “4” beside the student’s name/number, press ENTER, a confirm
                  screen will be displayed, press ENTER again, and the student will be
                  removed from the Retainee file.


              Special Education – Two reports are available for the school to run.
                Student Listing by Name Order (SPCR630) – List of students in alpha order.
                  Use this report for verifying special education students.
                Class Rolls by Disability (SPCR610) – Lists students by area of disability. The
                  disability code must be entered to run this report. To see a list of Special
                  Education codes, see Section XX “Special Education Area of Disability
                  Codes”, in the FTE User’s Guide.
                FTE Facilitators will run the Student Listing by Name Order (SPCR630)
                  report on Friday, 08/09/2002 and will collaborate with the Special Education
                  Lead Teacher to assure that all special education students are included on the
                  reports.
                Both reports can be run at anytime for verification purposes.
                Students who have a current IEP will earn at a Special Education funding
                  weight associated with the student’s disability area and hours per week
                  served.
                Please note that schools cannot enroll students into the Special Education
                  program on the AS400. To add or delete special education student information on
                  the AS400, the Special Education Lead Teacher will submit required data entry
                  forms to the Special Education Student Records Office at East DeKalb Campus by
                  Wednesday, 09/11/2002.
                The FTE Special Education worksheets will be run on Monday, 09/30/2002
                  after 2 p.m. All additions and corrections to the Special Education data file
                  should be completed before the worksheets are printed. The worksheets are used
                  to record the special codes used to report the different disability areas for the FTE
                  process.
                Please refer special education questions to Ms. Annie Grier, Special Education
                  Coordinator, at 678 676-2022.

              In School Suspension (ISS) Report (FTER523) – Students in grades 6–12 who
               have been assigned to In School Suspension (ISS) and who served ISS on the
               FTE Count day earn additional FTE funding for Alternative Education.
                FTE Facilitators run the ISS report and verifies the accuracy of the report.
               Please Note: Students serving ISS must be entered into the AS400 Attendance
               menu using a code of “3”. Only students who serve ISS on the actual Count Day
               will earn the additional FTE funding for Alternative Education.


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              Students Absent 10 Days Prior to Count Day (ATTR645) – Students who are
               absent the entire ten school days before the count day will not earn FTE funding.
                Students must attend at least one day in the ten school days prior to the count day
                  to earn FTE funding.
                The ten day time frame is 09/04/2002 through 09/30/2002.
                To identify those students most likely to be absent the entire 10 days prior to the
                  count day, the FTE Facilitators must run the report on 09/09/2002 to identify
                  those students who have been absent the FIRST THREE DAYS of the ten
                  day period (09/04/2002 through 09/06/2002). This report should be given to
                  the person in the school who is in charge of Student Attendance. Schools
                  should attempt to get chronically truant students back in school for at least one
                  day during the ten-day period.
                On Monday, 09/30/2002, the FTE Facilitators must run the report to identify
                  students who have been absent the entire ten school days prior to the count day.
                  The ten-day time frame is 09/04/2002 through 09/30/2002. The FTE
                  Facilitator must work with the person in charge of Student Attendance to
                  assure that all necessary corrections to this data are made on the AS400 by
                  the deadline, Monday, 09/30/2002 after 2 p.m.
                The FTE Facilitator will identify these students by running the Student
                  Absenteeism Report (ATTR645). Use the following options for running the
                  report:
                   The beginning date, 09/04/2002.
                   The ending date, 09/30/2002 (or 09/06/2002 if creating the 3 day report).
                   The minimum number of days absent, “10” (or “03” if creating the 3 day
                       report).
                   The consecutive days absent, “Yes”.
                   Include tardies, “No”.
                   Absence type,“ Both”.
                Please Note: Hospital/Homebound students should be counted present if
                  instructional services are provided for at least three hours per week. A student is
                  eligible for hospital/homebound educational services when a completed medical
                  referral form that contains the necessary documentation is submitted to the
                  system. You may also refer to the Rule IDDC Hospital/Homebound
                  Instruction located under “State Board Policies Related to FTE” at
                  http:/www.dekalb.k12.ga.us/adminservices/fte/. Referrals for
                  Hospital/Homebound Instruction must go through:
                  The office of Dr. Dorothy Brown (Exceptional Education and Support Services) at
                  (678) 676-2439.

              FTE Duplicate SSN (FTER432) - Students in DeKalb who have the same Social
               Security Numbers as students in schools outside of DeKalb.
                Schools will be notified by email each day during the FTE cycle to run their
                  Duplicate SSN reports by 10 a.m. and to research and make necessary
                  corrections to duplicate numbers on their school’s list.
                This will be a top priority for schools once they have received the notification
                  to begin the duplicate SSN process.
                Students with duplicate SSNs will not earn FTE funding unless the number
                  is corrected or a FTE number is assigned by the FTE office.
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                     The Superintendent cannot sign off on the FTE data until all duplicate SSNs
                      have been researched and needed corrections made on the AS400.
                     Due to the number of steps involved in the process of research and correction of
                      duplicate SSNs, a whole section in the FTE User’s Guide has be devoted to this
                      area. Please refer to Section XVIII, “Instructions for Verifying Duplicate
                      Social Security Numbers” in the FTE User’s Guide for complete instructions.

               Maximum Class Size – Although there are no reports dedicated to identify
               maximum class size errors for elementary schools on the AS400 at this time, an
               existing report, the “Homeroom Enrollment Inquiry Report” (ENRR253) can be used
               as a guide for maximum class sizes.
                This report is different from the usual report that is run for verifications.
                   Class loads can be viewed from the screen. To print the data that is on the
                   screen, click the Print Screen icon in the upper left-hand corner of the screen
                   for each screen of data. Individual homeroom teachers can be viewed and/or
                   printed.
                The FTE Facilitator at the elementary school should work with the principal,
                   counselor, and teachers to maintain maximum class size standards. Classes
                   should be balanced as needed.
                When classes are out of compliance and cannot be balanced due to staffing
                   constraints, the FTE Facilitator must E-mail his/her Area Executive Director
                   and Doug Roberts by Monday, 09/30/2002 the course name and the teacher
                   name of all classes that will not be brought into compliance by the FTE Count
                   Day.

                     Underage Kindergarten and First Grade (FTER522) – Underage
                      kindergarten and first grade students must be identified to determine if they
                      are eligible for FTE funding.
                     Kindergarten students should be five on or before September 1. First grade
                      students should be six on or before September 1. The exception to the rule is a
                      student who was a legal resident of another state and was legally enrolled in an
                      accredited kindergarten or first grade in that state. In this exception if such child
                      will attain the age of five for kindergarten or six for first grade by December 31 of
                      the current year, and is otherwise qualified, the child will earn FTE funding.
                     The FTE Facilitator will run this report which lists students in grades KK
                      and 01 who are underage based on the 09/01 date.
                       The elementary FTE Facilitator will research the background and date of
                          birth of each child on the report. All dates of birth, homerooms, and/or
                          demographic data, which are in error, must be changed on the AS400 by
                          the deadline, Friday, 08/30/2002.
                       An entry code of “4” indicates that the student came from out of state. If
                          these students are the proper age by 12/31, they will earn FTE funding.
                          If the students are not the proper age by 12/31, they will not earn FTE
                          funding.
                       An entry code other than “4” usually indicates an underage kindergarten
                          or first grade student who has been enrolled in a DeKalb school and has
                          not transferred from an accredited out of state school. These students
                          will not earn FTE funding.

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                         The FTE Facilitator must E-mail Charlotte Kinsey or Martha Day by 3 p.m.
                          on Monday, 09/16/2002 the name, student number, and SSN or FTE
                          number for each child who is underage and does not meet the out of state
                          qualifications.
                           Note: Schools that have underage kindergarten and/or first grade students
                             and who have not emailed the FTE office by 9/30/2002 will be contacted
                             regarding the status of the underage students.

              Gifted Students (SPCR630C) – Students who have tested gifted in three of the four
               required areas may earn additional FTE funding if they are served in Gifted classes
               that meet maximum class size standards.
                FTE Facilitators will run the Gifted Students report and collaborate with the
                   Gifted teacher to determine the accuracy of the report.
                Please Note: Schools can now enter students into the gifted program by
                   keying the gifted data into the AS400.
                Under the direction of Dr. Patti Muench, the Gifted teachers will code special
                   FTE worksheets for Gifted students to identify the Gifted courses for each
                   student. These are the courses that earn the Gifted FTE funding.
                Any questions regarding the gifted students should be referred to Dr. Patti
                   Muench, Coordinator of the Gifted Department at 678 676-1887.
                For classroom models approved by Dr. Muench, please see Section XIII,
                   “Maximum Class Size Guidelines” the “Regulated Gifted Program Delivery
                   Models” in the FTE User’s Guide.

              Special Programs Reports (ENRR660) – The FTE Facilitator will run both the
               ESOL report and the EIP report. The ESOL data remains on the student’
               records until it is deleted by the school when the student tests out of the
               program. The EIP data is wiped out at the end of the school year and built from
               scratch at the beginning of the new school year. To run these reports, select the
               ESOL or the Early Intervention Program (EIP) in the Special Programs Reports
               Menu.
                ESOL – When the first ESOL report is run, the students listed on the report
                  will reflect last year’s ESOL data.
                   The FTE Facilitator will work with the ESOL teachers to identify those
                      students who need to be deleted from the ESOL program and those who
                      need to be added to the ESOL program on the AS400. The students will
                      be identified by Itinerant or Non-Itinerant teacher status and keyed into
                      the ESOL program on the AS400 by the school.




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                         Students attending the International Center must be entered into the
                          ESOL program on the AS400 by the home school as Non-Itinerant
                          Teacher status.
                         Students in ESOL classes earn ESOL funding as well as regular
                          education funding for the same classes.
                         The FTE Facilitator will follow the “Critical Data Reports Schedule for
                          Year Round Schools” for running the ESOL reports and continue to
                          work with the ESOL teachers to assure accuracy of the data.
                         To insure that proper FTE funding is generated for all ESOL students,
                          no students will be released from the International Center to their home
                          schools after Friday, September 20, 2002. The remaining International
                          Center students will be held at the Center until the next release date,
                          Friday, October 18, 2002.
                         ESOL data for students being served in the program must be entered into
                          the AS400 by 2 p.m. on Thursday, 09/12/2002 to earn FTE funding for
                          the program.
                         The registrar at the International Center will also run the ESOL reports
                          for each school for monitoring purposes.
                         Refer ESOL questions to Dr. Joanne Lottie, Director of the International
                          Center, at 678 676-6602.

                     EIP (Grades K-5) -The EIP file will be empty at the beginning of the school
                      year.
                       Students will be added into the EIP file as they are identified and placed
                         in the EIP classes.
                       Students will be served in the EIP program from 1-6 segments. The
                         school will enter the exact number of segments that each EIP student is
                         served into the EIP program on the AS400.
                       Students in EIP classes earn FTE funding at a greater weight than
                         regular education.
                       The FTE Facilitator will follow the “Critical Data Reports Schedule for
                         Year Round Schools” for running the EIP reports and continue to work
                         with the EIP teachers to assure that every student in the program is
                         reported for FTE properly.
                       EIP data for students being served in the program must be entered into
                         the AS400 by 2 p.m. on Monday, 09/16/2002 to earn FTE funding for the
                         program.




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                                          SECTION XIII

                      MAXIMUM CLASS SIZE GUIDELINES

“While program funding weights under QBE have always been based on a specified
teacher-student ratio, those ratios have never been written into the law until” the A Plus
Education Reform Act. The State Board of Education is still responsible by rule for
establishing maximum class sizes but the Act mandates that such maximum class sizes
“shall not exceed the funding class size by more than 20 percent, unless specifically
authorized by the State Board of Education.”

The Act includes several exceptions where the State Board is not authorized to exceed the
20 percent cap. These include mathematics, science, social studies, or English classes and
classes in grades 1 – 3 except for art/music and physical education. An aide maybe used to
increase the maximum class size in kindergarten from 18 to 20 and may be used in all other
programs to increase class size as allowed by the State Board of Education rule, except that
an aide shall not be used to increase the maximum class size in grades 1 – 3. This means
that an aide (paraprofessional) cannot be used to increase maximum class size except where
specifically referred to in the following charts listing maximum class size numbers. In
determining maximum class sizes using the 20 percent test, fractions can be rounded to the
next highest student.

Starting with the 2000-2001 school year and for a period not to exceed four years, the State
Board of Education will establish rules to phase in the maximum class sizes.

I. DEFINITIONS:

(a) Individual Class Size Funding Ratio – The number of students needed to earn state
    funds, calculated on the base amount, to pay for a single class in each of the QBE
    formula programs.

(b) Maximum Individual Class Size – Maximum number of students that may be taught by
    a teacher in a class segment.

(c) Gifted Resource Class Delivery Model – Classes for gifted students that emphasize
    interdisciplinary enrichment. Although the curriculum has academic content, the
    instruction focuses on thinking skills, problem solving, research and communication
    skills, and creative productivity. (Example: Elementary Pull-Out Enrichment Class)

(d) Gifted Advanced Content Delivery Model – Achievement-grouped advanced classes in
    academic content areas. The curriculum is differentiated in content, pacing, process-
    skills emphasis, and expectation of student achievement to provide challenge for gifted
    learners. (Example: middle school Algebra I; Honors/AP/IB courses)

(e) Resource Delivery Model – Instruction for students with disabilities outside the regular
    classroom for three or fewer segments of the instructional day.

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(f) Self-Contained Delivery Model – Instruction for students with disabilities in one area of
    exceptionality for four or more segments of the instructional day.

(g) Areas of Exceptionality – Areas of exceptionally with maximum class sizes are as
    follows.
     S/L: Speech-Language Impairment
     D/HH: Deaf/Hard of Hearing
     LD: Specific Learning Disability
     EBD: Emotional and Behavioral Disorder
     MID: Mild Intellectual Disability
     SID: Severe Intellectual Disability
     MOID: Moderate Intellectual Disability
     OI: Orthopedic Impairment
     PID: Profound Intellectual Disability
     VI: Visual Impairment
     DB: Deaf-Blind
     SED: Severe, Emotional and Behavioral Disorder
     SDD: Significant Developmental Delay

(h) Early Intervention Program (EIP) – Program to serve students in grades K through 5
    who are at risk of not reaching or maintaining academic grade level to obtain the
    necessary skills to reach grade-level performance in the shortest possible time as
    specified in Rule 160-4-2-.17 Early Intervention Program.

(i) Remedial Education Program – an instructional program designed for students in
    grades 9-12 who have identified deficiencies in reading, writing, and math as identified
    by Rule 160-4-5-.01 Remedial Education.

(j) Physical Classroom – Effective with the 2003-2004 school year, the maximum class size
    for grades K-3 is applicable to the physical classroom. The physical classroom is the
    space used for the purposes of instruction to students. By way of example, to have
    more than twenty-one students in a K-3 classroom will require a divider, temporary or
    permanent. Whether the partition is temporary or permanent, the system will need the
    approval of the fire marshal and the Georgia Department of Education.

(k) Instructional Extension – A state-funded instructional program beyond the regular
    school day to address the academic needs of low-performing students. Included in this
    group are students with disabilities as defined by Section 504 of the Rehabilitation Act
    of 1975 and Individuals with Disabilities Education Act (IDEA).


     II. REQUIREMENTS:

    Local boards of education and schools shall comply with maximum class sizes and
     schedules listed in following maximum class size guidelines.

         Paraprofessionals may be used to reduce teacher/pupil ratio only as provided in the
          following guidelines. Local boards of education shall ensure that state funds earned
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          for paraprofessionals in kindergarten shall be used to provide paraprofessional
          services to all kindergarten classes.

         A school shall not count for FTE purposes any class that exceeds the maximum class
          size as provided in the following guidelines.

         A school shall count vocational labs and remedial classes that exceed maximum
          class size only as regular classes, provided they do not exceed the maximum regular
          class size.

         The number of students taught by a teacher at any time after the first 15 school
          days of a school year may not exceed the maximum such number unless
          authorization for a specific larger number is requested of the State Board, along
          with the educational justification for granting the requested exemption, and the
          state board has approved said request.

         Local boards of education not complying with maximum class size requirements
          shall be subject to a loss of funding for the entire class or program that is out of
          compliance.

         By the year 2003-2004, the maximum class size for the kindergarten and primary
          grades programs is defined as the number of students in a physical classroom.

         This rule shall become effective July 2001.



     Please see the maximum class size guidelines on the following pages:




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                              Regular and Vocational Programs

                                                   MAXIMUM              MAXIMUM
                             FUNDING               INDIVIDUAL           INDIVIDUAL
                             CLASS SIZE            CLASS SIZE *         CLASS SIZE**

                                                   99-00 00-01 01-02 02-03                     03-04

Regular Kindergarten                15             21    21     20      19                     18
With full-time paraprofessional     15             28    26     24      22                     18

Regular Grades 1-3
No paraprofessional                 17             25    24     23      22                     21
With full-time paraprofessional     17             33    30     27      24                     21

Grades 4-5 (English, Math, Science, Social Studies)
                                    23              33   32     31      30                     28

Grades 6-8 (Middle Grades – English and Language Arts, Math, Science and Social Studies)
                                   23            33     32     31      30            28

Grades 6-8 (Middle Schools – All academic classes as defined in Rule 160-4-2-.05 Middle
School Program Criteria.)
                                    20            33      32     31     30             28

Fine Arts Grades K-3                NA             NA    33     33      33                     33

Fine Arts and Foreign Language instructional programs
Grades 4-5                          NA             NA    33     33      33                     33
Grades 6-8                          NA             NA    33     33      33                     33

Grades 4-8
All other (see exceptions)          23             33    33     33      33                     33

Grades 9-12
English, Math, Social
Studies, Foreign Language           23             35    34     32      30                     28

Grades 9-12
Science                             23             28    28     28      28                     28

Grades 9-12
All other (see exceptions)          23             35    35     35      35                     35




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                               Regular and Vocational Programs

                                                     MAXIMUM              MAXIMUM
                               FUNDING               INDIVIDUAL           INDIVIDUAL
                               CLASS SIZE            CLASS SIZE *         CLASS SIZE**
                                                     99-00 00-01 01-02 02-03        03-04

Vocational labs                      20              28     28       28    28                     28

Remedial (grades 9-12)
No paraprofessional                  15              18     18       18    18                     18
With full-time paraprofessional      15              24     24       24    24                     24

Exceptions to the Maximum Individual Class Size for grades K-12 shall be as follows:

                      COURSE                         MAXIMUM
                                                     INDIVIDUAL
                                                     CLASS SIZE

Typing/Keyboarding                                          35
Instrumental Music (e.g., band, orchestra)                  100
Choral Music (e.g., mixed chorus)                           80
Physical Education
No paraprofessional                                         40
With full-time paraprofessional (Elementary schools)        54
Co-op Supervision                                           56

* Defined as class size by full-time equivalent reporting segment.

** In the year 2003-2004, all class sizes shall conform to the maximum individual class size.




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                                   Student with Disabilities


Service Delivery Models shall be resource ( R ) or self-contained ( SC ).
CLASS                                                       MAXIMUM                EXCEPTION
GROUP/                       FUNDING                        INDIVIDUAL             TO
MAXIMUM
EXCEPTION                    CLASS SIZE                     CLASS SIZE             2
SEGMENTS
PROGRAM                                                     *       **             PER DAY
                                                                                   PER
TEACHER
                                                                                   WITH A
PARA-

          PROFESSIONAL

1.   GROUP I
       S/L-SC                        8                     11      15                          +1
       LD-SC                         8                     12      16                          +1

2.   GROUP II
       MID-SC                        6.5                   10      13                          +1
       MID-R                         6.5                   10      13                          +1


3.   GROUP III
       SID-SC                        5                     NA      7                           +1
       D/HH                          5                     6       8                           +1
       S/L-R                         5                     7       NA                          NA
       BD-R                          5                     7       10                          +1
       LD-R                          5                     8       10                          +1
       BD-SC                         5                     8       11                          +1
       MOID-SC                       5                     NA      11                          +1
       OI-SC                         5                     NA      11                           0

4.   GROUP IV
       D/HH                          3                     3       4                           +1
       VI-R                          3                     3       4                           +1
       OI-R                          3                     4       5                           +1
       VI(DB)-SC                     3                     NA      6                           +1
       PID-SC                        3                     NA      6                            0

5.   GROUP V                         8                     NA      NA                          NA

NOTE: Each paraprofessional is the equivalent to 1/3 teacher and affects individual class size
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proportionately. Various teacher/paraprofessional models shall be averaged independently.

NOTE: If students from different exceptionalities programs are within the same segment, the
program with the smallest class size shall determine the maximum class size.

NOTE: Middle schools and high school students served in a departmental model shall have an
individual maximum class size of seven without a paraprofessional and ten with a
paraprofessional, provided the number of students of any one exceptionality within the class does
not exceed the individual maximum class size for that exceptionality.

EXCEPTION TO INDIVIDUAL MAXIMUM CLASS SIZE: The individual maximum class size
with a paraprofessional may be increased as noted for two segments per day per teacher for the
remainder of the school year. Maximum teacher/pupil ratio without a paraprofessional may not
be increased. (See also Rule 160-4-7)

                      * No paraprofessional         ** With paraprofessional




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                              Alternative and Gifted Programs

CLASS/GROUP                                                    MAXIMUM
EXCEPTION                           FUNDING                    INDIVIDUAL
PROGRAM                             CLASS SIZE                 CLASS SIZE
                                                         99-00 00-01 01-02 02-03 03-04

1.   ALTERNATIVE PROGRAMS
       No paraprofessional                 15            NA     18     18         18          18
       With full-time paraprofessional     15            NA     24     24         24          24

NOTE: In-school suspension is the only program that may be monitored by a paraprofessional.

2.   GIFTED
       Elementary Resource (K-5)        12               17     17     17         17
       17    Middle School Resource and           12            21     21         21          21
       21    Advanced Content (6-8)
             High School Resource and             12            21     21         21          21
       21
       Advanced Content (9-12)




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                      REGULATED GIFTED PROGRAM DELIVERY MODELS
                                           2002-2003
    DELIVERY               GROUPING            CERTIFICATION               DELIVERY             SCHEDULE
     MODEL
     DIRECT
    SERVICES:

RESOURCE               Elementary – 17         Gifted certified        -   All students    -    10 segment
CLASS (K-12)           Middle and High         teacher                     are identified       maximum/
                       Schools – 21                                        gifted               week
                                                                       -   Interdiscipli-  -    Minimum of
                                                                                                225 minutes
                                                                           nary enrich-
                                                                                                per week/
                                                                           ment activities      student
                                                                       -   Pullout model
ADVANCED               -   Middle and          -   Gifted certified    -   Only students -      No limit for
CONTENT                    High Schools            Teacher                 that qualify         core content
CLASS                       – 21                                           gifted can be        courses only
(6-12)                 -   Homogeneously                                   counted at the
                             grouped based                                 gifted weight
                             on                                        -   Differentiatio
                             achievement                                   n of how the
                             and interest in                               advanced
TYPES OF                     a specific                                    course
ADVANCED                     academic                                      content,
CONTENT                      content area                                  pacing,
CLASS MODELS: -            Enrichment /                                    process skills
                           High Achiever                                   emphasis, and
                           students                                        expectation of
                           allowed but not                                 student
                           weighted                                        outcomes
                                               -   AP certified and        differ from
1. Advanced       -        High School – 21        10 clock hours –        the regular,
   Placement (AP)                                  Nature and              on grade level
   Course                                          Needs of Gifted         course
                                                   Students

                       -   High School - 21
2. International                               -   Content certified
   Baccalaureate                                   and 10 clock
   (IB) Courses                                    hours - Nature
                       -   Middle and High         and Needs of
                           School – 21             Gifted Student
                       -
                       -   Homogeneously       -   Content
3. Honors/                 Grouped                 certification and
   Advanced                                        the gifted
   Courses                                         certification

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                      -   5-8 gifted         Gifted certified      -   Differentiated       2 segments
CLUSTER                   students per an    teacher                   lessons must         maximum/day
GROUPING (K-              otherwise                                    be provided          or 10 segments
12)                       regular class                                and                  per week
                          setting of High                              documented
                          Achievers /                                  for identified
                          Enrichment                                   gifted
                          students                                     students
                      -   All core subject                         -   Homogeneous
                          areas apply                                  grouping
                      -   Because                                      preferred
                          differentiated
                          planning is
                          required, it is
                          recommended to
                          keep the class
                          size smaller
INDIRECT
SERVICES:
COLLABORATIVE -           8 gifted           Gifted certified      -   Regular              -   One
TEACHING (K-12)           students/class     teacher is the            classroom            -   planning
                          and no more        collaborator with a       teacher                  period is
                          than 3 regular     regular classroom         implements               required for
                                                                                                every three
                          classes/segment    teacher                   the lesson
                                                                                                collaborative
                          or 24 gifted                             -   Teacher must
                                                                                                classes
                          students per         Enrichment /           be allotted          -   All core
                          gifted teacher        High                   appropriate              subjects
                                                Achiever               planning             -    could be
                      -   Regular            students                  periods for              served
                          Education’s           recommended            collaboration,
                          Maximum class                                individual and
                          size is followed                             small group
                                                                       work, etc.




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MENTORSHIP/           For every 15 gifted   Gifted certified       -  A mentor             1 – 2 segments
INTERNSHIP            students being        teacher                   works with a         per day may be
                      supervised in this                              gifted student       counted
                      service equates to                              to explore a
                      one planning period                             profession of
                      for the gifted                                  interest
                      teacher                                      - Gifted teacher
                                                                      works with
                                                                      the mentor
                                                                      and student
JOINT                 If student is enrolled College instructors   Post-secondary          Students must
ENROLLMENT/           in college, university                       school receives         be served, on
POSTSECONDAR          or technical school                          FTE funds               campus, for at
Y OPTIONS             courses, the student                                                 least three
                                                                                           instructional
                      will receive both
                                                                                           segments
                      high school and
                      college credits, and
                      this instruction may
                      serve as the gifted
                      instruction




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                      English to Speakers of Other Languages (ESOL)


                                                            MAXIMUM
                                         FUNDING            INDIVIDUAL
                                         CLASS SIZE         CLASS SIZE
                                              *                  *     **

                      K-3                      7                      9          11
                      4-8                      7                      11         14
                      9-12                     7                      13         18

* No paraprofessional
* * With full-time paraprofessional




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                                     Early Intervention Programs (EIP)


   Self-Contained and pull-out * Models

                                            Funding Size                 Maximum Class Size
Kindergarten                                11                                14
Grades 1-3                                  11                                14
Grades 4-5                                  11                                14

Self-contained classes may be multi-grade-level classes as long as the class size does not exceed
the maximum class size.
   Augmented Class Model – Kindergarten *


A state certified early childhood/elementary teacher will work for a minimum of one
segment (45 minutes) with no more than 14 Early Intervention Program students.


FUNDING
CLASS SIZE

                                                           99-00 00-01 01-02 02-03                    03-04
15                    Maximum Class Size
                      Regular Kindergarten                 21    21      20    19                     18
                      Maximum Class Size
                      with full-time paraprofessional      28    26      24    22                     18

A maximum of 14 EIP students may be in an augmented class.

   Augmented Class Model – Grades 1-3 *

A state certified early childhood/elementary teacher will work for a minimum of one
segment (45 minutes) with no more than 14 Early Intervention Program students.

FUNDING
CLASS SIZE
                                                           99-00 00-01 01-02 02-03                    03-04
17                    Maximum Class Size                   25    24    23    22                       21
                      Maximum Class Size
                      with full-time paraprofessional      33    30      27    24                     21

A maximum of 14 EIP students may be in an augmented class.

Augmented Class Model – Grades 4-5*

A state certified early childhood/elementary teacher will work for a minimum of one
segment (50 minutes) with no more than 14 Early Intervention Program students.
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FUNDING
CLASS SIZE
                                                        99-00 00-01 01-02 02-03                03-04
23                    Maximum Class Size                NA    NA    31    30                   28

A maximum of 14 EIP students may be in an augmented class.

* Under the augmented and pull-out models, students will be counted as regular segments and
EIP segments to the extent necessary to equal the total number of segments served by the teacher,
but not to exceed 90 segments for kindergarten, 102 segments for grades 1-3, and 138 segments
for grades 4-5.

Reduced Class Model – Kindergarten

EIP Students                               Non-EIP Students         Maximum Total in Class
       1                                         14                            15
       2                                         13                            15
       3                                         11                            14
       4                                         10                            14
       5                                         9                             14
       6                                         7                             13
       7                                         6                             13
       8                                         5                             13
       9                                         3                             12
       10                                        2                             12
       11                                        1                             12

A full-time paraprofessional may be used in kindergarten models to increase class size by 2
students. The 2 additional students may be either EIP or regular students.

Reduced Class Model – Grades 1-3 **

EIP Students                               Non-EIP Students         Maximum Total in Class
       1                                         16                            17
       2                                         14                            16
       3                                         13                            16
       4                                         12                            16
       5                                         10                            15
       6                                         8                             14
       7                                         7                             14
       8                                         5                             13
       9                                         4                             13
       10                                        2                             12




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Reduced Class Model – Grades 4-5**

EIP Students                         Non-EIP Students              Maximum Total in Class
       1                                   22                                 23
       2                                   20                                 22
       3                                   18                                 21
       4                                   16                                 20
       5                                   14                                 19
       6                                   12                                 18
       7                                   10                                 17
       8                                   8                                  16
       9                                   6                                  15
       10                                  4                                  14
       11                                  2                                  13
       12                                  1                                  13

**Paraprofessionals may not be used to reduce teacher/student ratio in grades 1-5.


Reading Recovery

The Reading Recovery Program may be used as a model for the Early Intervention Program.

                                     Funding Size                  Maximum Class Size

                                             11                            14

Students served by Reading Recovery may be counted for one segment of EIP instruction for the
entire year.


Instructional Extension

                                     Funding Size                  Maximum Class Size

After-school, Saturday,
Summer, and inter-session
programs                                     15                            18




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                                        SECTION XIV

                      RULE 160-4-2-.05 MIDDLE SCHOOL PROGRAM CRITERIA

(1) DEFINITIONS.

(a) Academic classes – instruction in English and language arts, reading, mathematics, science,
    and social studies. Instruction in foreign language may be included at the discretion of the
    local school system.

(b) Academic team – an interdisciplinary team of teachers of academic classes with common
    planning time who share a common group of students.

(c) Common group of students – a group of students assigned to an academic team.

(d) Common planning – planning for instruction, student needs, and modifications of student
    groupings or schedules during the students’ instructional day by academic teams for a
    common group of students. Such planning may include parent conferences and participation
    in professional development.

(e) Connections (exploratory) classes – instruction beyond the academic classes that is
    designed to integrate and apply the skills and concepts taught in the academic classes by
    reinforcing critical reading, writing, and thinking skills.

(f) Middle school – a school or portion of a school containing grades six, seven, and eight, or
    grades seven and eight, with a full-time principal.

(g) Remediation – academic instruction designed to bring students not performing on grade
    level, as defined by the Office of Educational Accountability, to grade level performance.


(2) REQUIREMENTS FOR MIDDLE SCHOOL PROGRAM FUNDING.

(a) Each middle school shall have a full-time principal who serves as the instructional leader
    and oversees the implementation of the middle school program criteria.

(b) The middle school program shall have academic teams.

(c) The middle school shall provide each academic team a minimum of 55 consecutive minutes
    for common planning.

(d) The academic team shall provide its common group of students a minimum of five hours of
    instruction in academic classes. Each academic team shall have control over the academic
    instructional time and schedules of its common group of students.




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      1. Instruction provided during the academic classes shall include remediation for students
         not performing on grade level. Remediation shall be designed to support the student’s
         access to and mastery of the grade level curriculum.

      2. The academic team shall consider the student’s performance on criterion-referenced
         assessments in making decisions about the student’s need for remediation.

      3. Priority for remediation shall be placed on reading and mathematics unless otherwise
         determined by the academic team.

(e) A local system may include foreign language instruction as an additional academic class or
    as a Connections class. If foreign language is included as an academic class, class sizes for
    academic classes must be followed. Foreign language taught as an academic class must be
    taught by a teacher certified in the language.

(f) Beyond the minimum of five hours of academic instruction, the local board of education
    shall have the authority to schedule academic classes or Connections classes for the
    remainder of the day.

(g) Except as provided below, each middle school student shall complete at least one
    Connections class each grading period or term.

      1. Any student shall be allowed to take an additional academic class instead of a
         Connections class at the request of the parent or guardian, subject to availability.

      2. Any student performing below grade level may receive additional academic remediation
         instead of taking a Connections class.

      3. The local board shall determine the number of instructional contact hours for each
         Connections class.

(h) All Connections class offerings shall be made from the list of state-funded courses in Rule
    160-4-2-.03 List of State Funded K-8 Subjects and 9-12 Courses in the following areas and
    follow Quality Core Curriculum content standards for the course:

      1. Agricultural/Environmental/Technical Education. Courses in agricultural and
         environmental education are designed to develop awareness of the scope and importance
         of agriculture, ecology and conservation, agribusiness, and the basic use of the
         equipment and technologies related to agricultural and environmental preservation.
         Courses in technology education are designed to develop awareness of and gain practical
         experience with a variety of technologies essential to modern society, such as robotics,
         electronics, aeronautics, computer-aided design, and computer numerical control which
         are used in areas such as aviation, construction, communications, engineering, and
         manufacturing.




      2. Business and Information Technology Education. Courses in business and information
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           technology are designed to develop awareness of the importance and scope of business
           in areas such as entrepreneurship, finance, international business, management, and
           marketing. Students develop awareness of the rapidly evolving fields of information
           technology and e-commerce and develop or enhance knowledge and computer skills
           necessary for living, learning, and working in the modern era of electronic
           communication and ready access to information.

      3. Communication/Performing/Visual Arts Education. Courses in fine arts and exploratory
         foreign language are designed to enable students to learn the basics of other languages
         and build an understanding of the cultures of other countries. Courses in performing and
         visual arts develop student knowledge and skill in drama, art, instrumental music, and
         vocal music.

      4. Home/Careers/Community Education. Courses in family and consumer sciences and
         career connections courses are designed to develop knowledge and skills in areas such as
         nutrition, household safety, consumer decision making, family responsibilities, and
         community responsibilities and service. Career connections courses develop an
         awareness of broad career fields, learn interests and aptitudes related to educational and
         career alternatives, and build understanding of the academic prerequisites for post
         secondary education and future careers.

      5. Physical/Health Education. Courses in physical and health education are designed to
         provide students with the opportunity to learn the information and skills necessary to be
         active and healthy now and for their entire lives. Students also learn cooperation and
         teamwork skills that can be applied in family, school, work, and community situations.

(i) Connections classes shall count toward promotion requirements.

(j) Pass-fail grades are prohibited in academic classes and Connections classes.




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                                               SECTION XV

Items on the Student Information Sheet Requiring Special Attention
          1. Procedures for Requesting Student Social Security Numbers:
             (See Section XVI, “Rule 160-5-1.24 Procedure for Requesting Student Social
             Security numbers” in the FTE User’s Guide. You may also refer to Rule JBC(2)
             Procedure for Requesting Student Social Security Numbers located under “State
             Board Policies Related to FTE” at
             http:/www.dekalb.k12.ga.us/adminservices/fte/.

                             Do not deny enrollment

                             Provided in the language of the student

                             Must indicate voluntary

                             Waiver must be available for those who withhold the SSN

                             SSN application forms must be at the school

                             Must have upon request where the SSN number is used


          2. Age requirements: DO NOT ALLOW THE ENROLLMENT OF UNDERAGE
             STUDENTS with the exception of students who have been enrolled in an out-of state
             accredited school. Enrolling under-aged students will result in the loss of FTE funding
             for each student until they are out of first grade. (The system can lose two years of FTE
             funding when an underage Pre-K student is enrolled)

                      Pre-K must be 4 years old by September 1

                      K must be 5 years old by September 1

                      First grade must be 6 years old by September 1
                      (Out of state students must meet age requirement for their grade by December 31)


          3. Elementary schools must collect Pre-K school type for all elementary students.

          4. The International Center is responsible for completing the registration forms for all
             International students who are new to DeKalb. International students are defined as
             those who were born outside of the United States. Students born in the United States
             to parents whose first language is not English must also report to the International
             Center for registration.



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          5. An alien entry date must be entered for students born outside the United States.
             For those students born in the United States to parents whose first language is not
             English, the alien entry date must be left BLANK.

          6. A birthplace is required for ALL students, both International and Non-International.

        7. Schools must first check for current enrollment or previous enrollment at a
           DeKalb school prior to enrolling a student on the AS400. Check the student’s full
           name, date of birth, race, sex, etc., to prevent duplicate student records.

          8. Secondary students must have a schedule for FTE.




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                                          SECTION XVI

          Rule 160-5-1-.24 Procedure for Requesting Student Social Security Numbers.

  (1) PURPOSE. The Purpose of this rule is to establish uniform statewide procedures for
      obtaining Social Security numbers from students and the procedure for waiving this
      requirement.

  (2) REQUIREMENTS.

    (a) No student shall be denied enrollment in any public school of this state for declining to
        provide a Social Security number to the local unit of administration (LUA) or for
        declining to apply for such number.

    (b) Each LUA shall adopt and implement a procedure consistent with this rule for providing
        the public notice of the information required of each student under its jurisdiction prior to
        the beginning of each school year. This notice shall include the statement in (2)(a).

1. The procedure of each LUA shall require that the notice be provided in English and any
   language prevalent in the school district.

    (c) Each LUA, at the time of initial enrollment or at the beginning of a school year for a
        student already enrolled but who has not provided a Social Security number, shall, in a
        language appropriate for the parent, guardian, student or person enrolling the student:

    1.   Request the Social Security number.
    2.   Give notice that providing the Social Security number is voluntary.
    3.   State the purpose for which the Social Security number shall be used.
    4.   Cite the provision of law which authorizes the LUA to request the provision of the student
         Social Security number.

    (d) Each LUA shall provide a form for the individual in (2)(c) to sign stating that the
        individual does not wish to provide the Social Security number.

    (e) Upon receipt of a student’s Social Security number, the LUA shall make said number part
        of the student’s record to be treated in the same manner as all other records in accordance
        with the Family Educational Rights and Privacy Act (FERPA) of 1974.

    (f) Each LUA shall provide a temporary alternate number to a student who is applying for a
        Social Security number or a permanent number if a Social Security number will not be
        provided.




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                                      Section XVII

                               Social Security Waiver Form



                           STATEMENT OF OBJECTION TO USE

                              OF SOCIAL SECURITY NUMBER




I do not wish to have my child’s Social Security Number placed into the school records for
purposes of identification.

                                        ________________
                                        Name of School

                                         ___________________
                                         Child’s Name


                                    _____________________
                                Signature of Parent of Guardian


                                       ________________
                                             Date




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                                       SECTION XVIII

   INSTRUCTIONS FOR VERIFYING DUPLICATE SOCIAL SECURITY NUMBERS


Duplicate Social Security Numbers - Social Security Numbers or FTE Numbers of our
students that share the same numbers with students in other school systems in the state.

The Duplicate SSN report must be run daily between the hours of 9:30 and 10:30 a.m. during the
FTE processing time frame to ensure that all duplicate SSNs at your school have been verified
and corrected before the deadline. Schools will be notified when it is no longer necessary to run
this report. The Duplicate SSN report will provide the following information: Student Number,
Social Security Number, Student Name, DeKalb School Name and the other school system and
the Other School name, Date of Birth, Grade, Race, Sex, and True Dup (by true dup we mean
that the student shares the same date of birth, race, sex, and grade - which means that the
student is probably the same student).

If your school has no duplicate SSNs, your report will indicate that no duplicates are
present. No action is required until you run the report the next day.

It is imperative that you take the time to determine whether or not the student
can be “legally counted” for FTE by visiting the student’s homeroom teacher
and asking whether the student is currently attending class and if the student
attended at least one day in the ten school days prior to the count day.

Call the opposing school after the research below has been done to resolve all
SSN differences! For a directory of Georgia Public Schools go to
www.doe.k12.ga.us/legislation/directory.asp and follow instructions below:
1. Click: Georgia Public Education Directory
2. Click on the binocular icon (Find) on the tool bar for this document.
3. Type the school system name. Example: DeKalb County Schools (You must use the
   system name not the school name.)
4. Click: Find
5. Scroll down to find the school. Schools are in alphabetical order and are listed after the
   school system administrators.
6. To enlarge the print on the screen, use the (Zoom In) icon on the tool bar for this
   document. To reduce the print on the screen, use the (Zoom Out) icon on the tool bar
   for this document.
7. Return to the beginning of the document to find other school systems in Georgia and
   repeat steps 2, 3, and 4.




Note: Immediately follow the steps below to verify or correct duplicate SSNs.
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Check the student’s folder for a copy of the SSN card.

          If the SSNs match, make a copy of the card, write the SSN on the copy (in case the
          copied SSN is not legible).
          If the student can be legally counted for FTE, write “Yes for FTE” on the copy of the
          SSN, fax to my office at 678 676-0734 (fax) 678 676-0767 (copier) or bring the copy to
          my office.
          If the student cannot be legally counted for FTE, write “No for FTE” on the copy of
          the SSN, fax to my office at 678 676-0734 (fax) 678 676-0767 (copier) or bring a copy to
          my office.

           The SSN in the folder does not match the duplicate SSN, make a copy of the card, write
          the correct SSN and the incorrect duplicate SSN on the copy. Correct on the AS400.
          If the student can be legally counted for FTE, write “Yes for FTE” on the copy of the
          SSN, fax to my office at 678 676-0734 (fax) 678 676-0767 (copier) or bring the copy to
          my office.
          If the student cannot be legally counted for FTE, write “No for FTE” on the copy of
          the SSN, fax to my office at 678 676-0734 (fax) 678 676-0767 (copier) or bring the copy
          to my office.

           If no copy of the SSN is in the folder and the SSN cannot be verified in the time-
          frame given, blank out the SSN on the student’s record on the AS400, and insert “Y” for
          waiver. The system will automatically assign a FTE number for the student. E-mail
          Martha Day or myself with this information. Indicate in the E-mail whether the student
          can be legally counted or cannot be legally counted for FTE.

     It is also imperative that you meet the deadline in Section IX, Critical Data
     Reports Schedule, regarding duplicate SSNs. Each student with a
     duplicate SSN must be researched and the FTE office notified. All
     students with duplicate SSNs errors must be corrected to earn FTE
     funding.




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                                         SECTION XIX

        INSTRUCTIONS FOR ENTERING SPECIAL PROGRAMS DATA FOR
                        ELEMENTARY SCHOOLS

The following section includes:

    Initial coding forms for EIP/ESOL


Instructions for keying the special programs data on the AS400 for elementary schools. Special
programs are EIP, ESOL (Itinerant and Non-Itinerant).

Please Note: DO NOT remove special programs from students who withdraw. The student’s
special program(s) information is helpful to the receiving school for placement purposes.

Note: The reports should be run separately, i.e. ESOL Itinerant; ESOL Non-Itinerant;
and EIP. Please run these reports for verification and make any corrections on the AS400.




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                                                           Initial Coding for EIP
          SCHOOL NAME: ______________________________                SCHOOL NUMBER: ________

          TEACHER/ GRADE LEVEL: ____________________________

STUDENT        Last          First                                        Check the EIP                               Served By
NUMBER         Name          Name               CLASSROOM                Segments Served         Model        Grade
                                                 TEACHER             1     2   3   4   5    6                         EIP    Title I




To add a segment: Write the number of segment(s) in the appropriate box above.
To delete a student from the program: Write, “Delete”.
To change the number of the segments: Write the words “change to “ and the number of segment(s).

REMINDER: EIP for grades K-5 only (maximum of 6 segments). If students are being served for all 6 segments, place „A‟ for ALL in the Subjects Served
column.
DO NOT remove special programs from students who withdraw. The student’s special program(s) information is helpful to
receiving school for placement.
Date: ______________

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                                                           Initial Coding for ESOL
School Name: _________________________________                    School Number: _______________
Teacher Name:_______________________________                      Date: _________________

           STUDENT NUMBER                      ESOL                ESOL Non           G       Last Name            First Name
                                               Itinerant           Itinerant          R
                                               #                   #                  A
                                               Segments             Segments          D
                                                                                      E




To add a segment: -Write the number of segment(s) in the appropriate box above.
To delete a student from a program: - Write "Delete".
To change the number of segments – Write the words “Change to” and the number of segment(s).
REMINDER: ESOL students in grades K-7 may be enrolled in ESOL Itinerant or Non-Itinerant (maximum of 2 segments) or they may have one of each.




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                EARLY INTERVENTION PROGRAM (EIP/Title I)
Only students in grades KK-05 may be enrolled in the following EIP programs and class size
models: (maximum of 6 segments).

Op Sg Cd Description                       Op Sg Cd Description
 _ _ 01 EIP Reading (Augmented)             _ _ EN Support Program ESOL Non-iti
 _ _ 02 EIP Reading (Reduced Class S              01 Envrnmt Local inst for negle
 _ _ 03 EIP Reading (Pull Out)                    02 Envrnmt Local inst for delin
 _ _ 04 EIP Reading (Reading Recover              03 Envrnmt Homeless
 _ _ 11 EIP Math (Augmented)                _ _ MA Title I Mathematics
 _ _ 12 EIP Math (Reduced Class Size        _ _ RE Title I Reading/Language Arts
 _ _ 13 EIP Math (Pull Out)                 _ _ RR Title I Reading Recovery
 _ _ 21 EIP Writing (Augmented)             _ _ RX Title I Reduced Class Size
 _ _ 22 EIP Writing (Reduced Class S        _ _ SC Title I Self-Contained
 _ _ 23 EIP Writing (Pull Out)              _ _ T1 Title I Oral Language
 _ _ 31 EIP ALL (Self-Contained)            _ _ T2 Title I Pre-K
 _ _ 32 EIP ALL (Reduced Class Size)
 _ _ EI Support Program ESOL Itinera


Please Note: DO NOT remove special programs from students who withdraw. The student’s
special program(s) information is helpful to the receiving school for placement purposes.

Reminder: When keying from the Initial Coding Form for EIP, please notice the following:

Subject:                                   Model:
R = Reading                                AU = Augmented
M = Math                                   PO = Pull Out
W = Writing                                RC = Reduced Class Size
A = All                                    SC = Self Contained
                                           RR = Reading Recovery


Example: Initial Coding Form for EIP


Check the EIP Subjects & Segments                                   Model                Served
                        Served                                                             By
1          2        3        4               5         6                             EIP          Title I
      R               R   M          W                          RC                   Yes



2 R’s = 2 Segments of Reading (Reduced Class Size)
1 M = 1 Segment of Math (Reduced Class Size)
1 W =1 Segment of Writing (Reduced Class Size)
Served by EIP Teacher
Maximum of 6 Segments
Example: Key the following on the AS400:



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Op Sg Cd Description                         Op Sg Cd Description
 _ _ 01 EIP Reading (Augmented)               _ _ EN Support Program ESOL Non-iti
 1 2_ 02 EIP Reading (Reduced Class S               01 Envrnmt Local inst for negle
 _ _ 03 EIP Reading (Pull Out)                      02 Envrnmt Local inst for delin
 _ _ 04 EIP Reading (Reading Recover                03 Envrnmt Homeless
 _ _ 11 EIP Math (Augmented)                  _ _ MA Title I Mathematics
 1 1 12 EIP Math (Reduced Class Size          _ _ RE Title I Reading/Language Arts
 _ _ 13 EIP Math (Pull Out)                   _ _ RR Title I Reading Recovery
 _ _ 21 EIP Writing (Augmented)               _ _ RX Title I Reduced Class Size
 1 1_ 22 EIP Writing (Reduced Class S         _ _ SC Title I Self-Contained
 _ _ 23 EIP Writing (Pull Out)                _ _ T1 Title I Oral Language
 _ _ 31 EIP ALL (Self-Contained)              _ _ T2 Title I Pre-K
 _ _ 32 EIP ALL (Reduced Class Size)
 _ _ EI Support Program ESOL Itinera



NOTE: ONLY when the Title I box in the far right column of the Initial Coding form for EIP
has been checked, you will need to key the appropriate Title I description for each segment.

Example: Initial Coding Form for EIP

Check the EIP Subjects & Segments                                  Model                Served
                        Served                                                            By
1          2        3        4                5        6                            EIP          Title I
      R               M                                         Augmented                         Yes



1 R = 1 Segment of Reading (Augmented)
1 M = 1 Segment of Math (Augmented)
Served by Title I Teacher
1 Segment of Title I Reading/Language Arts
1 Segment of Title I Mathematics
Maximum of 6 Segments

Example: Key the following on the AS400:

Op Sg Cd Description                         Op Sg Cd Description
 1 1 01 EIP Reading (Augmented)               _ _ EN Support Program ESOL Non-iti
 _ _ 02 EIP Reading (Reduced Class S                01 Envrnmt Local inst for negle
 _ _ 03 EIP Reading (Pull Out)                      02 Envrnmt Local inst for delin
 _ _ 04 EIP Reading (Reading Recover                03 Envrnmt Homeless
 1 1_ 11 EIP Math (Augmented)                 1 1 MA Title I Mathematics
 _ _ 12 EIP Math (Reduced Class Size          1 1 RE Title I Reading/Language Arts
 _ _ 13 EIP Math (Pull Out)                   _ _ RR Title I Reading Recovery
 _ _ 21 EIP Writing (Augmented)               _ _ RX Title I Reduced Class Size
 _ _ 22 EIP Writing (Reduced Class S          _ _ SC Title I Self-Contained
 _ _ 23 EIP Writing (Pull Out)                _ _ T1 Title I Oral Language
 _ _ 31 EIP ALL (Self-Contained)              _ _ T2 Title I Pre-K
 _ _ 32 EIP ALL (Reduced Class Size)
 _ _ EI Support Program ESOL Itinera




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          ALL SCHOOLS:

          Enrollment & W/D menu, key 16 for Student Rcd/FTE Maintenance. Press Enter.
          Student Rcd/FTE Main menu - Select one of the following:

          1.   Support Program Maint - Ind Use this screen to:
              Add an individual student.
              Check to see if the student is in the EIP program/model.
              Change the number of segments or class model.
              Remove a student from the EIP program/model.

          Selection: Key 1
          Press Enter
          Student Information prompt - Key student number, press Enter.

          Select a Special Program - The student’s number, name, grade and homeroom appears with
          a list of special programs.
           To add student, use the Down Arrow Key to select the EIP Math, Reading, or Writing
               Program/Model.
                Key a 1 in Option. Key the number of segments and press Enter.
                The student is enrolled in a program/model if it is highlighted.
                To change segments, key 2 in Option and key the number of segment(s), press
                   Enter.
                To delete a student from the program/model on the AS400, use the Down Arrow
                   Key to select the EIP Program/Model, key a 4 in Option, press Enter. When the
                   system returns and the program/model is not highlighted, the student has been
                   removed from the program/model.



          2. Support Program Maint - Mass. - Enrolling one or more students into the EIP
             Program/Model. One to 12 student numbers may be keyed using this screen.

          Selection: Key 2
          Press Enter
          Mass Entry by Support Program
          Press F4
          Select a Support Program


              A list of EIP programs/models is available. (Use Page Down and Page Up Keys.)
              Use the Down Arrow Key to select the EIP Program/Model, key a 1 and press Enter.
              If the system returns with the “Type (F4): EP ( The EIP Program/Model that you



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               selected) and Code: (number), press Enter.
              Twelve blank lines will appear for you to key student numbers and number of
               segments, press the Enter key to bring up the student(s) name or error messages.


All student numbers correct for your school:
The system will return with the name, grade and school number beside each student number.
Verify that these are the students that are to be placed in the program/model. If all the students are
correct, press Enter. The students have now been placed in the program/model and the system
returns with the “Mass Entry or Support Program” menu. To enroll more students, press Enter
again and 12 blank lines appear or F3 to exit.

Errors found on the screen:
The system returns with an error message located at the bottom of your screen. (See error
messages listed below.) The cursor will be sitting on the first digit of the student number in error.
To remove the student number, press the + key to the right of the number pad. Press the + key
again to remove the segment. If there are additional number(s) to be processed on the screen the
cursor drops to the first digit of the next student number. Press Enter. The system either returns
with the correct student name(s), grade(s) and school number(s) or another error message. This
process is repeated until all errors are removed. When the cursor returns to the first position of a
blank line, you may key another student number and segment, press Enter. If no other student
numbers are to be keyed, press Enter. This will enroll the students on the screen in the
program/model. To enroll more students, press Enter again and 12 blank lines appear or F3 to
exit.


Please Note: The F12 key will cancel any action being taken on student(s) number(s) displayed
on the screen.

Student Already In This program. Use Individual Maint. Option to change.
This message will appear at the bottom of the screen.
Erase the student number and segment using the + key to the right of the number pad.
Press Enter key.
Note: Please key Option 1 to verify a student’s special program(s)/model(s), or to remove a student
from a program/model.

Student Number Not Found or Not Valid for This School.
 This message will appear at the bottom of the screen.
Erase the student number and segment using the + key to the right of the number pad.
Press Enter key.
You will need to obtain and enter the correct student number to place the student in the
program/model.

Number of Segments Invalid for Code and Grade Level.
This message will appear at the bottom of the screen.


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Erase the student number using the + key to the right of the number pad.
Press Enter key. Students must be in grades K-5 to be enrolled in the EIP program. Maximum of
6 segments.




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                      ESOL - ITINERANT / NON-ITINERANT
Students in grades K - 3 may be enrolled in ESOL Itinerant or ESOL Non-Itinerant for
maximum of 1 segment. Students in grades 4 - 7 may be enrolled in ESOL Itinerant or Non-
Itinerant (maximum of 2 segments) or they may have one of each.
Please Note: DO NOT remove special programs from students who withdraw. The student’s
special program(s) information is helpful to the receiving school for placement purposes.

          ALL SCHOOLS:

          Enrollment & W/D menu, Key 16 for Student Rcd/FTE Maintenance. Press Enter.
          Studentd Rcd/FTE Maint menu - Select one of the following.


          1. Support Program Maint - Ind Use this screen to:
           Add an individual student.
           Check to see if the student is already in the program.
           Change number of segments.
           Remove a student from the program.
          Selection: Key 1
          Press Enter
          Student Information prompt - Key student number, press Enter.

          Select a Special Program - The student’s number, name, grade and homeroom appears with
          a list of special programs.
            To add a student, use the Down Arrow Key to select “EI Support Program ESOL
                Itinerant” or “EN Support Program ESOL Non-Itinerant”.
            Key a 1 in Option. Key the number of segments and press Enter.
            The student is enrolled in a program if it is highlighted.
            To change segments, key 2 in option and key the number of segment(s), press Enter.
            To delete a student from the program, use the Down Arrow Key to select “EI Support
                Program ESOL Itinerant” or “EN Support Program ESOL Non-Itinerant”, key a 4 in
                Option, press Enter. When the system returns and the program is not highlighted,
                the student has been removed from the program.

          2. Support Program Maint - Mass - Enrolling one or more students into the program.
          One to 12 student numbers may be keyed using this screen.
          Selection: Key 2
          Press Enter
          Mass Entry by Support Program
          Press F4
          Select a Support Program




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              A list of programs is available on three pages. (Use Page Down and Page Up Keys.)
              Use the Down Arrow Key to select either “SP Support Program EI ESOL Itinerant” or
               “SP Support Program EN ESOL Non-Itinerant”, key a 1, press Enter.
               If the system returns with either “Type (F4): SP Support Program Code: EI ESOL
               Itinerant”or “Type (F4): SP Support Program Code: EN ESOL Non-Itinerant”, press
               Enter.
              Twelve blank lines will appear for you to key student numbers and number of
               segments, press Enter key to bring up students(s) name or error messages.

All student numbers correct for your school:
The system will return with the name, grade and school number beside each student number.
Verify that these are the students that are to be placed in the program. If all the students are
correct, press Enter. The students have now been placed in the program and the system returns
with the “Mass Entry or Support Program” menu. To enroll more students, press Enter again and
12 blank lines appear or F3 to exit.

Errors found on the screen:
The system returns with an error message located at the bottom of your screen. (See error
messages listed below.) The cursor will be sitting on the first digit of the student number or
segment in error. To remove the student number, press the + key to the right of the number pad.
Press the + key again to remove the segment. If there are additional number(s) to be processed on
the screen the cursor drops to the first digit of the next student number. Press Enter. The system
either returns with correct student name(s), grade(s) and school number(s) or another error
message. This process is repeated until all errors are removed. When the cursor returns to the first
position of a blank line, you may key another student number and segment, press Enter. If no
other student numbers are to be keyed, press Enter. This will enroll the students on the screen in
the program. To enroll more students, press Enter again and 12 blank lines appear or F3 to exit.

Please Note: Pressing the F12 key will cancel any action being taken on student(s) number(s) that
is displayed on the screen.

Student Already In This Program. - Use Individual Maint. Option to change.
This message will appear at the bottom of the screen.
Erase the student number and segment using the + key to the right of the number pad.
Press Enter key.
Note: Please use Option 1 to verify a student’s special program(s), make changes to segments, or
to remove a student from a program.




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Student Number Not Found or Not Valid for This School.
This message will appear at the bottom of the screen.
Erase the student number and segment using the + key to the right of the number pad.
Press Enter key.
You will need to obtain and enter the correct student number to place the student in the program.

Number of Segments Invalid for Code and Grade Level.
This message will appear at the bottom of the screen.
Erase the student number and segment using the + key to the right of the number pad.
Press Enter key.
Students must be in grades K-3 for ESOL-Itinerant or ESOL Non-Itinerant for maximum of 1
segment. Students in grades 4-7 may be enrolled in ESOL Itinerant or ESOL Non-Itinerant
(maximum of 2 segments) or they may have one of each.




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                                             SECTION XX

          FTE Funding Codes – The funding codes for the various educational programs.

    Regular Education codes are:


                     A = Kindergarten
                     E = Kindergarten Early Intervention
                     B = Grades 1 – 3
                     F = Grades 1 – 3 Early Intervention
                     G = Grades 4 – 5 Early Intervention
                     C = Grades 4 – 5
                     9 = Grades 6 – 8 Middle Grades Program
                     9 = Grades 6 – 8 Middle School Program
                     D = Grades 9 – 12
                     I = Gifted Education
                     J = Remedial Education
                     K = Vocational Laboratory
                         Alternative Education Program
                         English for Speakers of Other Languages (ESOL)


               Non-FTE funded program codes are:
                M = Joint Enrollment/Post Secondary
                N = Study Hall
                O = Non-state supported program


               Special Education codes are:
                P = Mild Intellectual Disability
                Q = Moderate Intellectual Disability
                R = Severe Intellectual Disability
                S = Profound Intellectual Disability
                T = Emotional and Behavioral Disorder (including SED students)
                U = Specific Learning Disability
                V = Orthopedic Impairment
                W =Hearing Impairment
                X = Deaf
                Y = Other Health Impairment
                Z = Visual Impairment
                1 = Blind
                2 = Deaf and Blind
                3 = Speech-Language Impairment


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                     4 = Psychoeducational Program
                     6 = Autism
                     7 = Traumatic Brain Injury
                     8 = Significant Developmental Delay




                        SPECIAL EDUCATION AREA OF DISABILITY CODES

           Code:                             Name:
           AP                                ADAPTED PHYSICAL ED
           AC                                AIR CONDITIONING


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           AT         ASSISTIVE TECHNOLOGY
           AU         AUDIOLOGY
           43         AUTISM
           81         BLIND
           BA         BUS AIDE
           CS         CAR SEAT
           CO         COUNSELING
           20         DEAF
           28         DEAF AND BLIND
           DS         DIAGNOSTIC SERVICE
           42         EGLESTON HOSPITAL
           13         EMOTIONAL AND BEHAVIORAL DISORDER
           30         GIFTED
           21         HEARING IMPAIRMENT
           LB         LIFT BUS
           51         MILD INTELLECTUAL DISABILITY
           53         MODERATE INTELLECTUAL DISABILITY
           66         OCCUPATIONAL THERAPY
           OM         ORIENTATION/MOBILITY
           62         ORTHOPEDIC IMPAIRMENT
           AS         OTHER
           46         OTHER HEALTH IMPAIRMENT
           OX         OXYGEN
           65         PHYSICAL THERAPY
           90         PRE-SCHOOL SPECIAL ED
           55         PROFOUND INTELLECTUAL DISABILITY
           PS         PSYCHOLOGICAL SERVICES
           LS         RECREATION SERVICE
           SV         SAFETY VEST
           SH         SCHOOL HEALTH
           SW         SCHOOL SOCIAL WORK
           SZ         SEIZURES
           12         SEVERE EBD
           54         SEVERE INTELLECTUAL DISABILITY
           70         SPECIFIC LEARNING DISABLED
           23         SPEECH/LANGUAGE DISORDER
           ST         TRANSPORTATION SERVICES
           44         TRAUMATIC BRAIN INJURY
           80         VISUAL IMPAIRMENT
           WC         WHEEL CHAIR




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                                   SECTION XXI
                      FTE Records Retention Schedules

All Schools:
Retention Standard = Two years

1) FTE critical reports that require verification and sign off by department heads/
   and other school personnel.
       Room and Teacher Schedule Reports (for Maximum Class Size), Missing
         and Incomplete Schedules
       Gifted, Special Education, ESOL, REP, PSO, Study Hall
       Graduates, Retained, Dropouts, Not Present 10 Days Prior to Count Day,
         ISS
       Underage Kindergarten and First Grade, EIP,

2) FTE reports generated from the Georgia Department of Education (DOE).


System Level:
Retention Standard = Five years

1) FTE Journals, FTE File Layouts, Backup Tapes, Maximum Class Size Reports
2) FTE reports by school/system generated from the Georgia Department of
   Education (DOE).
3) FTE reports produced from the AS400 Student Accounting System.




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