Calculating Full Enrollment

Goal: Measuring enrollment vs. Staffed Capacity

A process should be created to gather and track the following data from each participating site, on a regular basis (at least quarterly):

1.     Staffed capacity, as described above.

2.     Actual Enrollment should be reported as the monthly average for each center (by classroom), or by age in a home.

Note: Vacancies due to circumstances such as a child “aging up”, or slots being held for certain children: report as vacancies for that month, since even temporary gaps lead to lost revenue.

3.     Enrollment vs. staffed capacity – or how close enrollment is to the desired level – is calculated by dividing #2 by #1, expressed as a percentage.

5.     Identify barriers to maintaining consistent staffed capacity and full enrollment, e.g.:

Gaps in subsidy eligibility or part-time authorization

Payment gaps due to incomplete paperwork, etc.

Under-enrollment in 4-year-olds due to Universal PreK or Head Start availability in other locations

1. You can only enter data in blue cells. All other cells are locked.

2. Enter the staffed FTE capacity of each classroom, for each month, in lines 29-32 (add lines if necessary for more classrooms).

Note:if you insert more row(s), be sure the new Total Center calculation (now in row 33) includes all classrooms.

3. Enter the average monthly FTE enrollment in each classroom, for each month, in lines 37-40 (add lines if necessary for more classrooms).

Note:if you insert more row(s), be sure the new Total Center calculation (now in row 41) includes all classrooms.

4. All other numbers will be automatically calculated.

Calculation (example below shows 4 classrooms):

Staffed Capacity (see definition above):

Average monthly enrollment:

Enrollment as % of staffed capacity:

Average enrollment over all months

Average vacancy rate over all months