Section 7: Enrollment reporting procedures

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

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.)

Common Questions



September enrollment

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 on or before 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: 6/12/15

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

Return to links

June enrollment

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 WSLP 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 WSLP should be revised to include additional instruction to qualify for June count.

Last updated: 6/7/2013

Return to links

How much FTE can be claimed

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. I have a situation where an 8th grade student is attending middle school at .82 FTE and is taking one class through our online school at .18 FTE. I included his headcount in the middle school, not the online school; however, when I input the ALE data for 8th grade I get an Error because my FTE (9.18-total for 8th grade) cannot exceed my headcount (9-total for 8th grade). Does the headcount always go to the ALE school, no matter what their FTE is for ALE?

A. When reporting your ALE enrollment, we are looking for the number of heads and the FTE enrolled in an ALE program. You may share a student between the ALE program and a non-ALE school. But for P-223 columns and for the SAFS ALE reporting, the headcount should be the actual heads enrolled in ALE.

Last updated: 6/12/2015

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 to ensure that the student’s total FTE does not exceed 1.0 FTE.

Last updated: 6/12/2015

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. However, the student is limited to be claimed by both programs for no more than 1.0 FTE. Calculate the ALE FTE in the usual manner. The student’s total enrollment in both programs should be reported in the Total K-12 District columns on the P223. The student’s ALE enrollment should be restated in the P-223 ALE columns, as well as the SAFS ALE application.

Last updated: 6/12/2015

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.

Last updated: 6/1/2015

Q. During the monthly evaluation that was delivered to the student 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's WSLP showed an estimate of 20 hours per week in October, and then the WSLP is modified to move the student to 25 weekly hours during the “October” evaluation that was 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 0.8 FTE could be claimed for November. The 5 day extension period was provided to fulfill the monthly evaluation requirement. 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: 6/12/2015

Return to links

When enrollment can be claimed

Q: If a student enrolls in an ALE program for a new term, can they be claimed for ALE funding?

A. It depends. If the student was not counted by another school on that month’s count day, enrolls in the ALE program at the beginning of a new term, and participates sometime within the first four days of the new term, their enrollment can be claimed on the P223 and can generate state funding. WAC 392-121-106(4) defines an enrolled student as one “who participated on a school day during the first four school days of the current school term (semester or quarter), or on a school day during the current school year on or prior to the date being counted, in a course of study offered by the school district as defined in WAC 392-121-107.”

However, if the student was claimed by another school district on that month’s count day, his enrollment in an ALE program for their new term could not be claimed for that month.

Last updated: 6/1/2015

Q. Can a Skills Center use ALE funding for Summer School Program?

A. You can claim ALE funding for Skills Center Summer School providing that the program offered is a CTE approved summer school offering, the student has not exceeded the 1.6 AAFTE prior to claiming the funding and that you follow the ALE rules. SC programs claiming ALE FTE are not eligible for enhanced funding and will be reimbursed at the Running Start rate.

Last updated: 6/1/2015

Q. If the district isn’t claiming a student using ALE funding during the summer, do the ALE requirements need to be followed?

A. If you are not claiming ALE funding in the summer, you don't need to meet the ALE requirements. If you are claiming ALE funding for summer school, then you need to meet the ALE requirements. Confirm that the student has not exceed the 1.0 AAFTE prior to claiming ALE funding for summer school enrollment.

Last updated: 6/1/2015

Q. If the monthly evaluation did not occur sometime in the previous month, can the student’s enrollment be claimed on the next monthly count day?

A. It would depend. If the evaluation is not completed within five school days of the last day of month, the student may not be claimed for state funding on the next monthly count day. For example, the student was claimed for the month of October and did not receive a monthly evaluation anytime in October, he cannot be claimed for November unless the monthly evaluation occurred in the first five school days of November.

Last updated: 6/12/2015

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. No. If the intervention plan was not in place within five schools days after the monthly evaluation, the student cannot be claimed for funding on the next monthly count day. For example, if the monthly evaluation occurred on October 15th and it showed unsatisfactory progress, an intervention plan must be developed and in place within five school days in order for the student to be claimed on the November P223.

Last updated: 6/12/2015

Q. If a student does not make contact for 20 consecutive school days prior to the monthly count day, can they be claimed for state funding and must they be withdrawn from ALE program?

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 any student who has not had contact with a teacher for more than 20 consecutive school days prior to the monthly count day.

There is an exception provided for the 20 consecutive school day rule. WAC 392-121-108(1)(a) states 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 days as specified in WAC 392-121-122.” When such an agreement is established prior to a student’s absent, the student can be claimed for two months provided that they return to school prior to the end of the school year. For example, an agreement between the school and the parent is in place on December 15th, the student can be claimed for state funding on the January and February P223s but must return to school prior to the end of the school year. If the student does not return, the enrollment claimed for January and February must be removed.

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: 6/12/2015

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.

WAC 392-121-108(1)(a) provides that when there is an agreement in place with the parents and the school that the student will continue his educational progress while temporarily absent, the student can be claimed for state funding for two months. If such an arrangement is in place, the student could be claimed for state funding for two months only but must return to Washington state prior to the end of the school year.

Last updated: 6/12/2015

Q. Can an ALE student’s summer enrollment be claimed for state funding?

A. If a student has not been counted by a public school as a 1.0 FTE, been enrolled full-time in a private school, or doesn’t have an intent to home school on file for ten months of the standard school year (September through June), he would not have exceed the 1.0 AAFTE. As such, he could be eligible for summer school enrollment. Refer to the Enrollment Handbook and the P223S for further instructions on calculating a student’s standard school year AAFTE and how to report a student’s summer enrollment.

Last updated: 6/30/2014

Return to links

Other enrollment reporting 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. 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 and whose tuition-paid enrollment will not be claimed for state funding. For online courses not being claimed for state funding, any costs to students should be outlined in district policy.

Last updated: 6/12/2015

Q. Do Running Start students get reported?

A. Districts should not be reporting their students’ Running Start enrollment on either the ALE monthly report or the SAFS ALE Year End report. Running Start enrollment is claimed by the college and is based on enrolled credits. ALE is any enrolled class whose FTE is based on time away from a classroom and the estimated hours in a WSLP. ALE programs do not include their Running Start monthly enrollment on the SAFS ALE application or year-end report.

Last updated: 6/1/2015

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. When a student submits a Collection of Evidence (COE) and has no other graduation requirements or classes to complete, what is the student’s status while we wait for COE results?

A. The school district could retain the student in the student information system and report a 0 FTE on the monthly apportionment until the results of COE are known. Also, an unenrolled student may submit a COE.

Last updated: 6/1/2015

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.