Section 7: Enrollment reporting procedures

This is an archived version of the rules and guidance from the 2013-14 school year. Current rules and guidance can be found here.

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Rule Text

(7) Enrollment reporting procedures: Effective the 2011-12 school year, the full-time equivalency of students enrolled in an alternative learning experience must be determined as follows:

(a) The school district must use the definition of full-time equivalent student in WAC 392-121-122 and the number of hours the student is expected to engage in learning activities as follows:

(i) On the first enrollment count date on or after the start date specified in the written student learning plan, subject to documented evidence of student participation as required by WAC 392-121-106(4), the student's full-time equivalent must be based on the estimated average weekly hours of learning activity described in the student's written student learning plan.

(ii) On any subsequent monthly count date, the student's full-time equivalent must be based on the estimated average weekly hours of learning activity described in the written student learning plan if:

(A) The student's progress evaluation conducted in the prior calendar month pursuant to subsection (4)(c) of this section indicates satisfactory progress; or

(B) The student's progress evaluation conducted in the prior calendar month pursuant to subsection (4)(c) of this section indicates a lack of satisfactory progress, and an intervention plan designed to improve student progress has been developed, documented, and implemented within five school days of the date of the prior month's progress evaluation.

(iii) On any subsequent monthly count date if an intervention plan has not been developed, documented, and implemented within five school days of the prior month's progress evaluation, the student's full-time equivalent must not be included by the school district in the subsequent month's enrollment count.

(iv) Enrollment of part-time students is subject to the provisions of RCW 28A.150.350, and generates a pro rata share of full-time funding.

(b) The enrollment count must exclude students meeting the definition of enrollment exclusions in WAC 392-121-108 or students who have not had contact with a certificated teacher for twenty consecutive school days. Any such student must not be counted as an enrolled student until the student has met with a certificated teacher and resumed participation in their alternative learning experience or is participating in another course of study as defined in WAC 392-121-107;

(c) The enrollment count must exclude students who are not residents of Washington state as defined by WAC 392-137-115;

(d) The enrollment count must exclude students who as of the enrollment count date have completed the requirements of the written student learning plan prior to ending date specified in the plan and who have not had a new written student learning plan established with a new beginning and ending date that encompasses the count date;

(e) For alternative learning experience programs that end prior to June 1st, the June enrollment count date may be the last school day in May and include students whose written student learning plan includes an ending date that is the last school day in May.

(f) Graduating alternative learning experience students whose last school day is in May may be included in the June enrollment count if the following conditions are met:

(i) The alternative learning experience program calendar identifies that the last day of school for the graduating students is in May.

(ii) The students' written student learning plan includes an end date that is the last day of school for graduating students in May.

(g) School districts claiming alternative learning experiences students for funding for nonresident students must document the district of the student's physical residence, and shall establish procedures that address, at a minimum, the coordination of student counting for state funding so that no student is counted for more than one full-time equivalent in the aggregate including, but not limited to:

(i) When a resident district and one or more nonresident district(s) will each be claiming basic education funding for a student in the same month or months, the districts shall execute a written agreement that at minimum identifies the maximum aggregate basic education funding each district may claim for the duration of the agreement. A nonresident district may not claim funding for a student until after the effective date of the agreement.

(ii) When a district is providing alternative learning experiences to nonresident students under the school choice enrollment provisions of RCW 28A.225.200 through 28A.225.230 and chapter 392-137 WAC the district may not claim funding for the student until after the release date documented by the resident district.

Comments

Enrollment Reporting Guidance

Guidance can be found on the SAFS page of the OSPI website. (Choose "Instructions" from the menu, then "Enrollment Reporting", then the year in question.)

Note: This section was revised prior to the 2013-14 school year. See the revisions.

Common Questions



Q. Do students need to keep monthly logs of learning activities/hours?

A. For purposes of enrollment reporting, no. However, some school districts will require documentation of learning activities/hours for purposes of issuing course credit. This is entirely a local school board policy issue, within the context of State Board of Education regulations regarding courses of study and equivalencies and high school graduation requirements.

Last updated: 8/12/2011

Q. How is FTE calculated for purposes of enrollment reporting in an ALE program?

A. FTE is calculated based on the estimated weekly hours in the learning plan. Partial FTE is determined by the percentage of hours in the learning plan as compared to a 1.0 FTE student. For students enrolled in state funded full-day kindergarten and grades 1st through 3rd, 1.0 FTE is equal to 20 weekly hours of instruction. For students enrolled in half day kindergarten, the student is reported as 0.5 FTE, which is equal to 10 weekly hours. For students in grades 4th through 12th, 1.0 FTE is equal to 25 weekly hours of instruction. Pursuant to WAC 321-121-011, you would report the FTE to two (2) decimal places.

  1. Example: A 7th grade student's WSLP states the student will spend 15 estimated weekly hours learning. The student would be reported as a 0.60 FTE (15/25=0.60).
  2. Example: A 1st grade student's WSLP states the student will spend 15 estimated weekly hours learning. The student would be reported as a 0.75 FTE (15/20=0.75).

Last updated: 8/15/2012

Q. A student is enrolled in ALE, Running Start, and Work Based Learning courses of study. How are these addressed in the WSLP and enrollment counting?

A. The rules that govern Running Start and Work Based Learning are separate and distinct from the rules governing ALE. Thus, Running Start credits and Work Based Learning hours, and the resulting FTE, should be maintained and reported separately from ALE hours and FTE.

While the WSLP may address all three components of a student's education (in an effort to portray the full scope of a student's educational program), only ALE hours should be included in the "estimate of the average number of hours per week that the student will engage in learning activities to meet the requirements of the student learning plan" referenced in WAC 392-121-182 (4)(b) and subsequently used to calculate ALE FTE.

There are limitations on the amount of FTE a student can be counted for by a district (WAC 392-121-136). The Running Start and Skills Center enrollment, as well as, enrollment at other districts should be considered when developing the WSLP to ensure that these limitations are not exceeded.

Last updated: 8/12/2011

Q. If a part-time student logs more hours than what is estimated in the WSLP, can the student be reported as a higher FTE?

A. No. You can only report the FTE that is established based on the estimated hours of learning activities specified in the WSLP. If, in the judgment of the certificated teacher supervising the WSLP, the estimated hours do not provide enough time for the student to successfully complete the learning goals and performance objectives of the WSLP, the teacher can modify the plan for subsequent months to more appropriately accommodate the student's educational needs. Of course, this is subject to the maximum FTE of 1.0. Teachers should exercise caution in adjusting student FTE when the student is being served by more than one district school or program, or by another district subject to an inter-district agreement.

Last updated: 8/12/2011

Q. Can a district charge Washington state students tuition for an ALE course or program?

A. School districts are prohibited from charging tuition for student time that is claimed for state basic education funding. The district may charge tuition and fees to full-time students who choose to enroll in district credit retrieval or acceleration courses, or other optional enrichment courses. For online courses not being claimed for state funding, any costs to students should be outlined in district policy.

Last updated: 8/12/2011

Q. In order to be counted for apportionment in September, a student is required to be enrolled and actually participate in learning activities during the first four days of the new school year. How does this apply to ALE programs?

A. In order to be included in the apportionment reporting for September, a student's approved ALE WSLP must have a start date within the first four days of the school year and there must be documented evidence of student participation the ALE courses listed on the WSLP. Evidence of participation within the first four days of the year could include: a direct personal contact log, attendance records indicated either in-person instructional contact or synchronous digital instructional contact, a dated student signature on the WLSP, or evidence that the student has begun work in an online course.

Last updated: 8/17/2012

Q. Can a student’s enrollment be split between a regular education program and an ALE program? How is enrollment calculated in this situation?

A. Yes, a student can be split between an ALE program and regular education program. Calculate the ALE FTE in the usual manner. Report the ALE FTE that generates state apportionment on the monthly P223 and SAFS ALE Enrollment Reporting system.

Last updated: 8/15/2012

Q. Do ALE students need to show up in person on the count day (first day of school)?

A. No, ALE students don’t have to be physically on-site on the first day of school. But, the ALE program must be able to document evidence of participation within the first four days of school in order to claim the student for September.

Last updated: 9/16/2011

Q. If a student’s FTE in an ALE program changes mid-month, how is the change accounted for in reporting ALE enrollment?

A. Enrollment counts are based on the students enrolled on a given month's count day. If the student withdraws mid-month, the ALE enrollment count does not change. Likewise, if a student started the month with a 0.60 FTE and increased mid-month to a 1.0 FTE, he would be counted as a 0.60 FTE both at the beginning and in the ALE reduction columns at the end of the month.

Last updated: 8/15/2012

Q. The WSLP was in place on October 1, and the ALE enrollment was included in the Total K-12 District Enrollment on the P-223. However, the progress evaluation did not occur during October. May I claim funding for the student in October?

A. Yes, and you should enter the October ALE enrollment in the SAFS ALE reporting application. However, if the evaluation is not completed within five school days of the last day of October, the student may not be counted for November.

Last updated: 8/19/2013

Q. The WSLP was in place on October 1, and the ALE enrollment was included in the Total K-12 District Enrollment on the October P-223. The monthly evaluation showed unsatisfactory progress and intervention plan was not in place within five school days. May I claim funding for the student in October?

A. Yes, and you should enter the October ALE enrollment in the SAFS ALE reporting application. However, the student may not be counted for November. (This is rule change beginning 2013-2014. Previously, you were instructed to remove the ALE enrollment from the October P-223.)

Last updated: 8/19/2013

Q. During the monthly evaluation that was delivered to the student occurred within the 5 day extension period from the end of the month, a student’s average weekly hours are revised in the WSLP. Can the revised FTE be claimed in the current month’s reporting? For example, if a student was at 20 hours per week in October, then the WSLP is modified to move the student to 25 hours during the “October” evaluation that is held on November 5, can the student be claimed as a 1.0 FTE in November?

A. No. The rules state that FTE is based on the estimated hours on the WSLP on the monthly count date. In this example, the WSLP showed 20 hours of estimated learning activities on the November count day, so .8 FTE could be claimed. The 5 day extension period was provided to fulfill the monthly evaluation requirement of direct personal contact with the student. Schools may want to adjust the day they deliver the results of the evaluation if they expect there may be a change to the WSLP.

Last updated: 1/9/2014

Q. If a student does not make contact for 20 days, are they not counted and withdrawn from school?

A. In section 7b of the rules, “The enrollment count must exclude students meeting the definition of enrollment exclusions in WAC 392-121-108, or students who have not had direct personal contact with a certificated teacher for twenty consecutive school days.” You do not necessarily need to withdraw the student, but you can’t claim funding for the student. You should, however, be thinking about your truancy procedures and the Becca Bill. OSPI guidance on ALE student truancy can be found in this memo posted on November 5, 2013.

Last updated: 11/06/2013

Q. I have a student who will be traveling out of state for a number of months. Can they continue to be enrolled in the ALE program and can the district continue to claim funding for the student?

A. An enrolled student must be a resident of Washington (WAC 392-121-106). Residency is defined as the district where a student is expected to live for 20 consecutive school days (WAC 392-137-115). Students who are absent for 20 consecutive school days may not be counted as an enrolled student, WAC 392-121-108.

There is an exemption to the 20 day rule in Section (1)(a) of WAC 392-121-108 that provides for the following: "If there is a written agreement between the appropriate school official and a student's parent or guardian pursuant to RCW 28A.225.010 that the student's temporary absence is not deemed to cause a serious adverse effect upon the student's educational progress, the absent student may be counted as an enrolled student for up to two monthly enrollment count dates as specified in WAC 392-121-122.

Last updated: 10/9/2012

Q. How is ALE enrollment reported for June and what are the ALE requirements for June?

A. Beginning in the 2011-12 school year, school districts reported their enrollment for the month of June based on their enrollment count on the first school day of that month. Some options exist for programs that end in May or who have seniors that graduate in May. Note: To claim funding in June, all ALE requirements must be met for the weeks school is in session. Direct personal contact will not be required as part of the evaluation conducted in June if the evaluation takes the form of the delivery of final grades to the student. An intervention plan is not required if the evaluation is delivered within the last five school days of the school year.

Last updated: 6/7/2013

Q. Can we count our ALE enrollment for June if our program’s calendar ends in May?

A. If your ALE program’s calendar ends prior to June 1, districts can use the program’s last school day in May as their June count day. If the WSLP ends before the program’s last school day or the student completes the WSLP before the last school day, the ALE student cannot be counted for June unless a new WSLP is created.

Last updated: 6/7/2013

Q. If our school district’s last day of school is in June, but the seniors graduate in May, may I count the ALE graduating seniors for June?

A. Yes, provided that the end date on the WSLP is the last school day in May for the senior class, and the student continues the weekly contact up until that date. School districts would use the senior class’ last school day in May as the June count day for graduating ALE students.

Last updated: 6/7/2013

Q. If a student completes his ALE course in May, does he or she qualify to be counted on the June P-223?

A. A student that has met the requirement of their ALE written learning plan in May would not qualify to be counted on the June P-223 unless the program's calendar ends in May or the student graduates in May. Otherwise, the written student learning plan should be revised to include additional instruction to qualify for June count.

Last updated: 6/7/2013

Relevant Forms or Samples

Note: These sample forms were developed by a working group that included representation from WALA, the State Auditor's Office, OSPI, and several ALE programs. They are intended to be used as samples, and use of the sample forms provided is not required.