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Enrollment Reporting

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					Enrollment Reporting

         Dale Sando
         Assistant Audit Manager
         State Auditor’s Office
         School Programs Team
         (360) 725-5607
         sandod@sao.wa.gov
Auditor’s Office
14 Local Audit Teams
•   Accountability
•   Federal/Single Audit
•   Financial

School Programs Team
•   Apportionment
•   Program Audits

Performance Audit Team

Local IS
•   EDP Audits
Accountability Audit Cycles

•   >8,000 students             Annual

•   >1,000 and <8,000           Every 2 years

•   > 100 and <1,000            Every 3 years

•   <100 or No High School      Annual Survey

       Audits are always at least one year behind
In General

   Retention period is 3 years or until audited

   Roster of all students counted

   Headcount or FTE

Attendance Records
Basic Enrollment                        WAC 392-121



   Count Dates

   September does count

   FTE is critical – drives number of funded staff

   List of students counted
Enrollment – General (cont.)

•   Enrollment and Withdrawal records

•   Student Schedules – to identify periods
    (must print before file is over written)

•   Any records related to specific programs
Enrollment – In General (cont.)

    Any Excel or handwritten reconciliations
    (How did you get from Point A to Point B)

    Don’t be afraid to write notes on reports – will help you
     remember what happened 1-4 years later

    Reports do not have to be printed monthly but must be easily
     retrievable

    Not sure about WSIPC ability to generate reports after the fact.
     Some Districts could some could not
Alternative Learning Experience
                                                  WAC 392-121-
182


   Experience is the key word
   List of students counted and their FTE
   Written plan required for each student –must identify planned
    hours per week
   Monthly documented progress evaluation
    Satisfactory or Unsatisfactory progress
   No evaluation = no funding following month
   Must have had contact with student within 20 school days
   Do NOT count out of district students until you obtain written
    release from resident district
Running Start                        WAC 392-169



   Name & FTE claimed for each student
    P223RS
   FTE based on credits not hours of seat time
   Do NOT include college FTE as both running
    start FTE and high school FTE
   Can count 1.0 FTE Running Start and 1.0
    FTE high school
Special Education                             WAC 392-172


   List of students counted

   Must have current Individualized Education Plan (IEP)
    within 1 yr of date counted

   Must have current Evaluation within 3 yrs date counted

   List of students NOT counted but provided services
Vocational Education                        WAC 392-121-138



   List of students by class by period

   May include work based learning
        WAC 392-121-124    WAC 180-50-315


   Course must be approved as Vocational

   Instructor must have endorsement in course taught
Bilingual Enrollment               WAC 392-160



   List of students counted

   Preliminary eligibility test

   Annual test results
Skills Center Students

   Old rule – Maximum 1.0 FTE statewide
               Required splitting 0.4 Resident District
                                  0.6 Skills Center
                                  1.0 Maximum

   New Rule – Maximum 0.6 Skills Center
                     + 1.0 Resident
                       1.6 Maximum
Summer School                                   WAC 392-121-123


   List of students counted

   Must have evidence of FTE already counted in school year
    statewide (other districts, private school, home schooled)

   Summer hours are limited to remaining allowable hours
    (basically 900 annual hours – 100 hours per month attended)

   Based on Attendance

   Read and follow P223-S Form very carefully!
Contracted Enrollment                      WAC 392-121-188



   Any purchased enrollment claimed by your district
   District is responsible for contractor compliance
   List of students and FTE counted
   District should audit contractor to contract terms (Be
    sure they are reporting correctly to you!)
   OSPI plans to amend WAC to allow dropout
    prevention programs to report based on enrolled
    credits (15 = 1 FTE) rather than hours (25 = 1 FTE)
FTE Calculations                       WAC 392-121-122


   High School < 25hrs per week is part time

   Must use published bell schedule

   Class time + Pass time

   All periods are NOT 5 hours per week

   State Board of Education hours per credit waiver
    does not waive hours per FTE requirement
Bell Schedule
        Monday               Tuesday            Wednesday             Thursday               Friday
            1                1st Block               1                2nd Block                 1
        8:00-8:38            8:00-9:45           8:00-8:50             8:00-9:45            8:00-8:50

            2                                         2                                         2
        8:43-9:21                                 8:55-9:45                                 8:55-9:45

            3
       9:26-10:04           4th Block            3rd Block                 3                    3
                            9:50-11:40           9:50-11:40           9:50-10:45           9:50-10:45
           4
       10:09-10:47
                                                                          4                     4
   1st lunch     5-A                                                 10:50-11:40           10:50-11:40
  10:47-11:2210:52-11:30

      5-B    2nd lunch 1st lunch     6A      1st lunch     5A      1st lunch 5A Block 1st lunch     5A
                       1         11:45-12:35
  11:27-12:0511:30-12:051:40-12:15         11:40-12:15 11:45-12:35
                                                                 11:40-12:15          11:40-12:15
                                                                            11:45-12:35         11:45-12:35

            6              6B                   5B                5 B Block               5B
       12:10-12:48     12:20-1:10 2nd lunch 12:20-1:10 2nd lunch 12:20-2:05 2nd lunch 12:20-1:10 2nd lunch
                                  12:35-1:10           12:35-1:10           12:35-1:10           12:35-1:10
          7
       12:52-1:30           7th Block            6th Block                 5A Block             6
                            1:15-3:00            1:15-3:00                 1:15-2:05        1:15-2:05
         Staff
      Development
       Activities                                 Futures
                                                  2:40-3:00               7                    7
                                                                       2:10-3:00            2:10-3:00
 FTE/Hours per Period Calculation

PERIOD                        1          2           3          4            5     6      7

Minutes per period         263        263        273         248         263      243    262
Hours per week            4.38       4.38       4.55        4.13        4.38     4.05   4.37
Minutes per week for 1.0 1500        1500       1500       1500         1500     1500   1500
FTE per period            0.18       0.18       0.18        0.17        0.18     0.16   0.17
                   District reported every class as 5 hours
                   or 0.20 FTE

                                             Classes for 1.0 FTE
                                             7 periods                           1.22   1.00
                                             6 periods                           1.04   1.00
                                             5 periods                           0.86   0.86
                                             4 periods                           0.68   0.68
                                             3 periods                           0.50   0.50
                                             2 periods                           0.33   0.33
                                             1 period                            0.16   0.16

          FTE Warnings report identified students with 4 or less classes
          as part time. It should include students with 5 or less classes.
Attendance

   Must document first 4 days of September by
    student          WAC 392-121-106(4)
        You may need to use a manual system for September


   Must have count date reports (look back 20
    school days)                WAC 392-121-108



   Must monitor teacher attendance activity
Change in WAC Interpretation?

   What to do with Silent Sustained Reading (SSR) and
    other “non-instructional” time

   Letter from OSPI says they will change interpretation
    but we have not been told how it will be changed.

   Until we receive written instructions of what the
    change is and mechanics of calculation we will use
    old method
Reporting Levels

   Verbal Exit Item

   Written Exit Item

   Management Letter

   Finding
At Conclusion of Audit

   Identified errors will be brought to your
    attention

   Please review errors and provide any
    additional information

   The sooner we can resolve differences the
    better
What Happens after the Audit?

   Audit Memorandum to OSPI
    o    Identifies specific detailed errors
    o    Allows calculation of dollar impact


   District may
    o   Concur with audit results
    o   Provide additional supporting documents
    o   Appeal to Administrative Judge

				
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