The Annual Count: Understanding the Process and Its Implications

2. About NDTAC Neglected-Delinquent TA Center (NDTAC) Contract between U.S. Department of Education and the American Institutes for Research John McLaughlin, Federal Coordinator, Title I, Part D Neglected, Delinquent, or At Risk Program NDTAC’s Mission: Develop a uniform evaluation model Provide technical assistance Serve as a facilitator between different organizations, agencies, and interest groups

3. Agenda and Presenters Part 1: DeAngela Milligan, Research Associate, NDTAC Overview of the Counting Process Annual Count for State Agency Programs (Subpart 1) Questions Part 2: Greta Colombi, Senior Researcher, NDTAC Annual Count for Local Agency Programs (Subpart 2) Part D Annual Count Summary: At-a-Glance Comparisons and Next Steps Questions

6. Contacts and Support U.S. Department of Education (ED) Paul (Sandy) BrownProgram Analyst, Student Achievement and School Accountability Programs (SASA) paul.brown@ed.gov John McLaughlinFederal Coordinator, Title I, Part D john.mclaughlin@ed.gov NDTAC State Liaisons: http://www.neglected-delinquent.org/nd/direct_assistance.asp Contact NDTAC: ndtac@air.org

7. ED and NDTAC Resources on the Annual Count Federal Regulations Title I, Part D, Statute Title I, Part D, Nonregulatory Guidance Annual Count survey form, guidance on eligibility and worksheet from ED NEW! NDTAC Annual Count Toolkit: Determining Formula Counts for Title I, Part D, Funding Allocations When working on the Count, you may have noticed that there are a number of resources ED and NDTAC provide. The Federal Regulations, statute, and Nonregulatory Guidance include the lion share of requirements. However, some additional details are included in the Annual Count survey form and materials ED provides on an annual basis. To help you make sense of all of the requirements and provide helpful tools, NDTAC just released a new toolkit on the Annual Count. It includes a brief intro describing the purpose of the count, the annual count process and relationship between counting, serving and reporting for Title I, Part D. In addition, it includes an index of resources by Annual Count activity (e.g., assessing facility and student eligbility for counting,) as well 3 helpful tooks: a simplified checklist of Annual Count requirements, an Annual Count process checklist, and a timeline template you can use to plan your Annual Count activities. Today’s presentation will provide an overview, touching on some of the content of the new toolkit.When working on the Count, you may have noticed that there are a number of resources ED and NDTAC provide. The Federal Regulations, statute, and Nonregulatory Guidance include the lion share of requirements. However, some additional details are included in the Annual Count survey form and materials ED provides on an annual basis. To help you make sense of all of the requirements and provide helpful tools, NDTAC just released a new toolkit on the Annual Count. It includes a brief intro describing the purpose of the count, the annual count process and relationship between counting, serving and reporting for Title I, Part D. In addition, it includes an index of resources by Annual Count activity (e.g., assessing facility and student eligbility for counting,) as well 3 helpful tooks: a simplified checklist of Annual Count requirements, an Annual Count process checklist, and a timeline template you can use to plan your Annual Count activities. Today’s presentation will provide an overview, touching on some of the content of the new toolkit.

8. Annual Count: An Overview ED uses formula counts to calculate funding allocations; counts are collected on an annual basis via a survey form with two parts: Part 1 of the Survey = LEA Section Count of students who are delinquent for Title I, Part D, Subpart 2 funds that are allocated to LEAs via the SEA Count of students who are neglected for Title I, Part A, funds Part 2 of the Survey = SA Section Count of students who are neglected or delinquent for Title I, Part D, Subpart 1 funds that are allocated to SAs via the SEA The Annual Count procedures for the State Agency (Subpart 1) and Local Educational Agency (Subpart 2) programs are different. So, let’s get started…So, let’s get started…

9. Annual Count: An Overview

10. From Counting to Reporting The Annual Count (aka the Annual Child Count and the October Count) An annual count of children to determine funding for the subsequent fiscal year Funding and Reporting Program Performance Students included in the Annual Count are most likely different individuals than the students who subsequently benefit from the funding once allocated The eligibility criteria for being included in the Annual Count are different than the eligibility criteria for being served (more later) and reported under Part D Counts are based on student caseload data that are months old when the fund administration occurs in the spring/summer

11. Annual Count for State Agency Programs (Subpart 1)

12. State Agency / Subpart 1 Annual Count: Eligibility State Agency Eligibility Agencies responsible for providing free public education to children and youth who are in N or D institutions, community day programs, or adult correctional institutions Facility Eligibility Facilities that serve neglected or delinquent children and youth Facilities that have an average length of stay of at least 30 days Student Eligibility Students who are 20 years or younger Students who are enrolled in State-funded regular program of instruction for at least 15 hours/week if in an adult facility or 20 hours/week in a juvenile facility or community day program

13. State Agency / Subpart 1 Annual Count: Procedure Eligible SAs select a date Each State Agency may select any one day during the current calendar year. Each SA may select its own date, but every institution under a particular SA must use the same date. SEAs may also work with SAs to select a date to use across all SAs. Eligible facilities conduct count Each facility counts eligible students. SAs or facilities adjust the count to reflect the length of the school year of the agency or institution The child count reported by each SA to the SEA should be an adjusted count based on the formula below SEA combines SA adjusted counts and submits to ED SEAs are responsible for rolling up SA adjusted counts and completing Section A, Part II of the Annual Count survey.

14. State Agency / Subpart 1 Annual Count: Procedure (cont.) Impact of the Adjusted Count

15. State Agency / Subpart 1: Annual Count Quiz

16. State Agency / Subpart 1: Annual Count Quiz

17. Common State Agency/Subpart 1 Count Issues Students who have earned their diploma Students who have earned their GED Students who are enrolled with but do not reside at a community day program

18. Annual Count for Local Agency Programs (Subpart 2) Greta Colombi

20. Local Educational Agency / Subpart 2 Annual Count: Procedure SEAs or eligible LEAs select a 30-day count window At least one day in the 30-day window must be in October SEAs can set the 30-day window for all LEAs to use, or elect to allow LEAs and facilities to select their own windows

21. Local Educational Agency / Subpart 2 Annual Count: Count Window

22. Local Educational Agency / Subpart 2 Annual Count: Count Window Quiz Which of the following date ranges are acceptable for the Subpart 2 Annual Count? Oct. 1 – Oct. 30 Sept. 20 – Oct. 10, Oct. 20 – Nov. 10 Oct. 31 – Nov. 29 Sept. 1 – Sept. 30 Sept. 1 – Oct. 1

23. Local Educational Agency / Subpart 2 Annual Count: Count Window Quiz Which of the following date ranges are acceptable for the Subpart 2 Annual Count? Oct. 1 – Oct. 30 Sept. 20 – Oct. 10, Oct. 20 – Nov. 10 Oct. 31 – Nov. 29 Sept. 1 – Sept. 30 Sept. 1 – Oct. 1

24. Local Educational Agency / Subpart 2 Annual Count: Procedure (continued) Eligible facilities conduct count Each eligible facility must be designated as a neglect or delinquent institution, but not both, even if it serves both. Facilities should maintain consistency with how it was designated last year. If a facility has never counted before or its charter has changed, designate it according to its charter. If a facility’s charter is not clear or unavailable and the facility never counted before, designate the facility based on its enrollment. Count each unique case/enrollment in a facility’s caseload NOTE: Neglect and at-risk programs may receive Subpart 2 funding and services per the Title I, Part D, statute, even though students in those programs are not included in the count upon which Part D funding allocations are based.

25. Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 1 How many students who reside in a facility that is designated as a neglect institution should be counted ? Joe and Kelly are considered neglected and Shawn is considered delinquent.

26. Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 1 How many students who reside in a facility that is designated as a neglect institution should be counted ? Joe and Kelly are considered neglected and Shawn is considered delinquent.

27. Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 2

28. Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 2

29. Local Educational Agency / Subpart 2 Annual Count: Procedure (continued) SEA combines LEA counts and submit LEAs must separately identify count information for the following types of students: Students residing in neglect institutions for the Title I, Part A, neglect reservation Students residing in delinquent institutions for Title I, Part D, Subpart 2 SEAs are responsible for rolling up LEA counts and completing Section A, Part I of the Annual Count Survey

30. Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 3

31. Local Educational Agency / Subpart 2 Annual Count: Counting Quiz 3

32. Common LEA/Subpart 2 Count Issues Students who change programs within the same facility Students who were voluntarily placed in a group home Students residing in a county jail LEAs resistant to count

33. Part D Annual Count Summary:At-a-Glance Comparisons and Next Steps

34. Annual Count Processes: How are State andLocal Educational Agency Counts Different? State Agency Count In a program for youth who are N or D, including juvenile and adult correctional facilities and community day programs Enrolled in a State funded “regular program of instruction”* Enrolled in a program that has an average length of stay of at least 30 days on day of count during the calendar year 20 years of age or younger Local Educational Agency Count Living in local institutions for children and youth who are N or D or adult correctional institutions Living in the institution for at least 1 day during the 30 day count period 5 through 17 years of age

35. State Agency / Subpart 1 Program:Students Counted vs. Students Served Students Counted (Annual Count) In a program for youth who are N or D, including juvenile and adult correctional facilities and community day programs Enrolled in a State funded “regular program of instruction”* Enrolled in a program that has an average length of stay of at least 30 days on day of count during the calendar year 20 years of age or younger Students Served In a program for youth who are N or D, including juvenile and adult correctional facilities and community day programs Enrolled in a State funded “regular program of instruction” Enrolled in a program that meets the length of stay requirements for the given program type (requirements vary) 21 years of age or younger

36. Local Agency / Subpart 2 Program:Students Counted vs. Students Served Students Counted (Annual Count) Living in local institutions for children and youth who are N or D or adult correctional institutions Living in the institution for at least 1 day during the 30 day count period 5 through 17 years of age Students Served Living in local institutions for children and youth who are delinquent or in adult correctional institutions; eligible for services under Title I, Parts A and C; or identified as “at risk” (e.g., migrants, immigrants, gang members, pregnant or parenting youth) 21 years of age or younger

37. Annual Count vs. the CSPR Students in the Annual Count Purpose: to determine formula counts for allocating funds Instructions differ per Subpart A subset of “eligible” students enrolled during a specific time period within the calendar year Adjustments are made to calculations to estimate the student population (SA/Subpart 1) Multiple enrollments within a facility can be counted (LEA/Subpart 2) Students in the CSPR Unduplicated Count Purpose: to track student achievement Instructions do not differ per Subpart Adult corrections = Subpart 1 At-risk programs = Subpart 2 ALL students that benefitted from Part D funding during the school year Unduplicated counts are not adjusted - actual counts of the total population served Students are counted once per facility, regardless of multiple enrollments

38. What You Can Do? Prepare for the count Understand the purpose of the count and its process Plan for the process Develop/update your materials (e.g., survey forms) Provide training/technical assistance (T/TA) as appropriate Plan what T/TA you will offer (e.g., training, phone calls, conference calls) Revise T/TA materials based on data/experience Be prepared to address common issues (e.g., facility and student eligibility questions) Verify and submit counts Review counts before submitting Submit counts with additional information if necessary

39. Annual Count Resources Visit NDTAC’s Annual Count Page (http://www.neglected-delinquent.org/nd/topics/index2.php?id=2) to access: Official ED Annual Count Forms ED Annual Count Guidance ED Annual Count Worksheets NEW! NDTAC Annual Count Toolkit Today’s PowerPoint Presentation Contact your NDTAC State Liaison with questions: http://www.neglected-delinquent.org/nd/direct_assistance.asp