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Off D49 SIS Charter Student

October Count 2023-2024

Presented By:

Brittany Jilek,

Malou Koster,

Deb Hall

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October Count Agenda

Remember to breath!

We are here to help and baby Remington is cheering you on

What is October Count

Eligibility Requirements

October Count Timeline
What’s new in 23/24?
New Resources
Additional Resources
October Count Scorecards
Documentation & Resources:

Pre Window
During Window
Count Day (expanded!)
Post Window

Duplicate Student Count
Top Audit Concerns
Questions?

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What is October Count?

Each year all public schools districts across the state of Colorado and the CSI (charter school institute) participate in the Student October Count data submission to the Colorado Department of Education.

The purpose of this data collection is to obtain required student-level data as provided for by state statute, including information regarding student’s funding eligibility as outlined in the Public School Finance Act of 1994, as amended. �

This data is collected by the Colorado Department of Education using a platform called the Data Pipeline.

District 49 staff, such as the Student Information System (SIS) Team, are the only ones with direct access to this Data Pipeline as D49 is the authorizing district of all schools under the D49 umbrella, charters and coordinated alike.

The count day (Pupil Enrollment Count Day)
The count window (Pupil Count Enrollment Period)
Duplicate student count (Battle of the Districts)
Audits (some of which are done in the current year and others are three years behind but take place every year)�

Pupil Enrollment Count Day

The pupil enrollment count day is October 1st of each year, unless that date falls on a weekend or major religious holiday. In that case, the count date will be the following weekday

Monday, October 2nd

Pupil Count Enrollment Period

The 11-day pupil enrollment count (“11-day count period”) refers to the five school days before the count date, the count date itself, and the five school days after the count date based on the district calendar
Due to D49’s Fall break, our count window is often cut short

For each student, districts are required to provide, at a minimum, attendance records that include the entire 11 day count period.

Essentially October Count is composed of 4 parts

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Eligibility Requirements

In order to be eligible for funding, students must - at a minimum - meet at least three funding requirements (as of, or during the semester of, the pupil count date). To include:

Enrollment
Attendance, and
Scheduled teacher pupil instruction and contact hours

Students who meet the enrollment and attendance requirements are eligible to be considered for funding.

The level at which students are funded (full-time, part-time, no funding) is determined by the number of hours of teacher pupil instruction and contact time the student is scheduled to receive in the first semester.

Funding Status:

Full time must be scheduled for at least 360+ hours in the 1st semester
Part time must be scheduled for a minimum of 90 hours in the 1st semester but less than 360
Funding status can be found under Enrollment> Transfer Info> Current Enrollment

The funding status calculations should be done yearly and are a building responsibility. Please see this resource for calculation details.

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October Count Timeline

There will be a point in the collection window where we switch from requesting and appending new files to sending you the adjustment to manually make in your SIS.

This is due to the manual adjustments needed when appending files such as the duplicate student demographic records as there can be only 1 DEM record per student�

**Please be sure all �documentation is uploaded prior to going on your fall break.**

October Count Window

Starts: Monday, September 25, 2023

Ends: Monday, October 09, 2023 �

Official Count Day�Monday, October 2nd, 2023�

Deadline for error free DEM and SSA files:

October 06, 2023�

Deadline for an error free snapshot

Monday, October 10th, 2023

These are errors that occur from the combination of the DEM and SSA files throughout the district

IMPORTANT!

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What’s New in 23/24?

Demographic Changes

Legal Gender

Additional legal gender option: Nonbinary ��

FRL ELigibility Identification

Added in response to House Bill 22-1202
Creates a new At Risk measure in the school finance formula
Any Free student must also have a 1-2 identification as shown below:��

Student School Association Changes

Postsecondary Program Enrollment moved from the DEM file to the SSA file
Removed ASCENT carryforward codes 09, 10
Added Postsecondary codes for TREP 18, 19, 20�

Funding Changes

Preschool: schools will be reporting all preschool students with a funding code of 86 - Not Eligible, nonspecific
This is due to D49 joining UPK �

Timeline Changes

The deadline to submit October Count documentation to CDE has moved from the end of the day, to 12pm

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What New Resources are Available?

Special Circumstance Guidance:

Homebound vs Home Based
Reduced Schedules - IEP Funding Determination Guidance
Expelled Students - CDE

Expelled - SIS coding

Detention Center
Facility Students
Foreign Exchange
Drop Out Recovery
Contractual Education Students

CDE confirmed they want this documentation in the format of individual student packets

Concurrent Enrollment

CDE confirmed they want this documentation in the format of individual student packets

ILOP

Based on CDE feedback from the active audit, we have increased the resources available for audit documentation:

New Student Packet

This includes specific documents for students new to your school from within Colorado and student new to the state of Colorado

Absent Student Packet

Attendance ELigibility:

Present on Count Day
Present in Count Window both pre and post count day

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Previous Resources Quick View

RITS ACCESS

We have received approval to grant all Registrars View Only access to the Colorado Department of Education (CDE) Record Integration Tracking System (RITS) �
Your credentials are as follows:

Username: Email
Password: will be shared at training
RITS Link�

Please see this resource on how to navigate RITS�

D49 Schools & School Codes

If not on this list, do not use entry or exit code 11�

Zoom Office Hours

The SIS team will be providing virtual “office hours” where we can help walk you through any errors and view your data in real time

Additional CDE resources

Official 23/24 CDE Audit Guide�
Demographic FIle

Student School Association File

Short Bytes

Topic PDFs

Detention Center vs. Facility

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Where do I put my documentation?

How do I know what documentation is needed?

You will continue to utilize your October Count folders within Filezilla (aka SFTP)

This will be how you submit files, receive error reports, and provide all audit documentation
However, there will be a sub folder for all audit documentation

Please do not create additional sub folders�

If you run into issues utilizing Filezilla, please ensure you maintain personally identifiable information (PII) confidentiality by sending these student details (such as files) through a D49 email account.

If you do not have a D49 charter email account but need one, please let us know and we’ll submit a Sentinel ticket to get you one

We have created a daily October Count checklist/calendar for you to follow along throughout the count window.�

This checklist has hyperlinks to how to resources as available/appropriate but are PowerSchool focused and are an optional resource for you to use�
This checklist also has a column for the naming convention of required files�

It is important you follow this naming convention to ensure your school has a successful audit and won’t be asked to pay back any student funding in future years

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Resources & Documentation

Continue working the weekly CDE errors�
Check for full student schedules for the full year (audit focuses on Sem 1 only)�
Do a warm body count - ensure class lists are accurate

Best recommendation is to ensure teachers are taking consistent attendance so you can identify who is not attending.

4. Ensure all non-returning students have� adequate documentation of transfer and� drop them from your SIS. �

5. Upload your school’s calendar following the� appropriate naming conventio n

6. Upload your bell schedule(s) following the� appropriate naming convention

7. Collect documentation for special� Circumstance situations

October Count Checklist

Pre-Window

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Resources & Documentation

During Window

Verify your teachers are submitting attendance every day, for each attendance period.

Here is a PSCB report to pull what teachers are missing attendance for a window of time�

Continue collecting documentation for the special circumstances at your school.

COUNT DAY

Run all student schedules. Save and upload to your Filezilla folder

One PDF for all students please or by grade level�

Run the Student Absentee Report, save and upload to your Filezilla folder

Ensure you have documentation on these students to meet CDE requirements for funding on these students.

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New Students?

Verify they start attending (butt in seat) on Count Day �
Assign a full class schedule & verify funding code is appropriate for that schedule �
Complete the new student packet

Notify the SIS team of this new student so we can ensure any extra steps are taken

In State - We send a letter to the other CO district (start of window through Count day)
Out of State - We submit an exception request to CDE for funding (count day till end of window)

COUNT DAY, Continued

New Student who doesn’t start on their assigned enrollment day?

Please be sure and adjust their enrollment start date (and class start date) to:

Match each other
To reflect the actual date the student began at your school

This will save you time come Duplicate Student Count & IEP Services

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Post Count Window

Run the Student Attendance Audit Report for the full window

Collect additional documentation on any student absent on Count Day that doesn’t show attendance before and after the count day�
Ensure all documentation for your special circumstance students is collected �
Verify all documentation is uploaded into your Filezilla folder as outlined in this checklist resource

Required Documentation

School Calendar (example)
Bell Schedule (example)
Student Schedules
Students Attendance
Additional Documentation

Failure to include this documentation will be questioned by the CDE auditor and in turn reimbursement of the previously received funding.

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Verify your October Count Numbers�
Complete and submit your October Count Verification Sheet:

Email to the D49SIS@d49.org AND
Upload to your Audit Folder following the naming convention�

Prepare and upload any/all potential Duplicate Student Count documents as outlined on the next slide(s) �

4. Please prioritize and respond to emails from� the D49 SIS before leaving for break and upon� returning from break.

This collection is VERY time sensitive and impacts a great deal more than just funding!

Post Window, Continued

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The Duplicate Student Count (also known as the battle of the districts) is a process that identifies students submitted for funding by multiple districts. Funding duplicates are students who were claimed over 1.0 FTE. To ensure no student exceeds the maximum funding level, the duplicate process is run after all districts and CSI have submitted their Student October Snapshots.

Schools who have duplicate claimed students must provide all required audit documentation to the SIS team, who will submit everything to the CDE Auditing Team through a secure file transfer called Syncplicity.

The CDE Auditing Team reviews all submitted documentation and determines which district/school will receive funding for every duplicate student.

The Duplicate Student Count has a very short timeline so it is essential that your school is prepared. The turnaround time for providing duplicate count documentation is very short within this process.

The SIS team will be regularly pulling reports from CDE to identify any possible duplicate students. As potential duplicates are identified, you will be notified via school or via your Filezilla folder due to PII. Please work on ensuring all documents are gathered and ready for submission if these students are in fact duplicate claims.

Linked here is the guidance on what documentation is required as well as what naming convention to follow for students who should be claimed for funding and for those who were mistakenly claimed for funding.

The file format and naming convention must be followed as CDE will be using that as a quick reference to compare student submissions. Any variation or error may result in loss of funding

Duplicate Student Count

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Missing or incomplete bell schedules/calendar/handbooks �
Missing detailed attendance during October Count Fall Window�
Inconsistent teacher attendance�
Missing or incorrect enrollment history�
Incomplete student schedules�

Missing detailed attendance history, enrollment history and proper documentation required for enrollment exception (students who enroll during October Count Window). �
Missing IEPs or IEP documentation not showing services or effective dates during October Count window

Service minutes met part-time funding requirements but student was submitted as full time

Top Audit Errors

From 18/19 (current audit still pending)

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Thank you!

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