Skip to content
Printer-friendly version

CARS Update Flash #20

Memo to local educational agency (LEA) representatives to provide information about reopening the 2011 Winter data collections, ensuring your 2012-13 Application for Funding is complete, and 2011-12 Free and Reduced Price Meal data clarifications.

To:            LEA Staff

From:       Consolidated Application and Reporting System (CARS) Project Team

Date:        July 18, 2012

RE-OPENING 2011 WINTER DATA COLLECTION(S)

On Friday, July 13, 2012, we closed the 2011 Winter data collections. Some LEAs have asked us to re-open the data collection(s). If your LEA needs a data collection re-opened, please send an e-mail to the Consolidated Application (ConApp) Support Desk at conappsupport@cde.ca.gov with the following information:

Subject line should read: Requesting Re-open of Winter 2011 Data Collection

  1. LEA's County-District-School Code
  2. Name of LEA
  3. Full Name of person requesting re-open (this should be the person responsible for ensuring the data are entered and certified when the data collection is re-opened)
  4. Phone number of person requesting re-open
  5. Reason(s) why the LEA did not complete submissions within the original submission window
  6. Preferred date for re-open
  7. Number of days LEA estimates it will need the collections re-opened in order to complete
  8. Data collection name(s) to be reopened
We will use this information to help us plan a time to re-open the collection(s) in a way that minimizes operational disruptions and helps us understand the reasons why certain LEAs did not submit on time. We cannot guarantee that we can re-open the data collection on the preferred date requested by the LEA, but will take that into consideration in planning. We will respond directly to the LEAs submitting a request once we have gathered sufficient information.
ENSURING YOUR LEA’S 2012-13 APPLICATION FOR FUNDING IS COMPLETE

Filing your 2012-13 Application entails more than just completing and certifying the 2012-13 Application for Funding. Be aware that after you have completed the Application for Funding and saved it, several additional links to data collections will appear. The Categorical Programs for which the LEA applies will determine how many more data collection links will display in CARS. For instance, if your LEA chooses to participate in the four main Categorical Programs: Economic Impact Aid (EIA); Title I, Part A; Title II, Part A; and Title III, Part A Limited English Proficient (LEP) then the following links will appear on your data entry forms tab.

If the district also applies for Title III, Immigrant, then a link for Title III, Part A Immigrant Proposed Obligations will appear.

We hope the following table will clarify which data collections must be certified to constitute a complete application. You need to certify these newly displayed data collections for your application to be complete.

If your LEA elects to participate in the following program on the Application for Funding… …then, the following must be certified in order for the Consolidated Application to be considered complete.
Title I, Part A
  • Title I, Part A Nonprofit Private School Participation
  • 2012-13 School Student Counts, Projected
  • 2012-13 Title I, Part A Planned School Allocations
EIA
  • 2012-13 School Student Counts, Projected
  • 2012-13 EIA School Funding Plan
Title II, Part A
  • Other ESEA Nonprofit Private School Participation
Title III, Part A LEP
  • Other ESEA Nonprofit Private School Participation
2011-12 FREE AND REDUCED PRICE MEAL (FRPM) DATA CLARIFICATIONS

This section attempts to respond to a number of questions that have been asked regarding the 2011-12 FRPM data. For a more comprehensive description of 2011-12 FRPM data refer to the letter sent to superintendents entitled 2011-12 FRPM Data.

Certification Deadlines

Please note that the deadlines for certifying the FRPM data in CARS and the California Longitudinal Pupil Achievement Data System (CALPADS) Late Correction Window are firm and not flexible because the data are needed for calculating 2012-13 funding entitlements for various programs. As a reminder, those due dates are:

Collection Period Name Opens Deadline
CARS FRPM Period 1 7/3/2012 8/3/2012
CALPADS Fall 1 Late Correction Window 8/15/2012 9/12/2012
CARS FRPM Period 2 10/7/2012 10/31/2012
Concerning the Data in the FRPM Downloadable File

The data in the FRPM downloadable file posted on the CDE CALWORKS Data Files Web page was reloaded in the CARS on July 13, 2012 in order to address a translation error that occurred when the downloadable file was first loaded into CARS.

The data in the FRPM download file and CARS reflects CALPADS data certified as of February 24, 2012. Some LEAs decertified and recertified their data after this date. CALPADS data that changed after February 24, 2012 will NOT be reflected in this downloadable file or CARS. LEAs who recertified their data after February 24, 2012, should go into CARS and specify on the “2011-12 Free or Reduced Price Meal Report” page that they will “report later” in CARS. These LEAs must then complete and certify the “2011-12 FRPM Report” data collection in CARS in October 2012 when final Fall 2011 CALPADS data is reloaded into CARS.

Concerning County Offices of Education (COEs) and Direct Funded Charter Schools

The total enrollment count and total FRPM counts from CALPADS that are in the downloadable file and the CARS “2011-12 Free or Reduced Price Meal Report” page may differ from the LEA’s certified enrollment because it only includes students ages 5-17. Federal requirements have always specified that the total enrollment and low income counts for non-district LEAs (i.e., COEs and direct funded charter schools) be based on students ages 5-17 for Title I and Title II funding. Accordingly, CALPADS counts the students who are ages 5-17 on Census Day, and the total is included in the FRPM downloadable file.

The “free count” certified on the CARS “2011-12 Free or Reduced Price Meal Report” page is important for COEs operating juvenile court schools because this count is used to generate EIA funding for these schools.

Students enrolled with a Short Term Enrollment (Enrollment Status code of 30) on Census Day are included in the downloadable file and in CARS and are counted for funding purposes, even if students have open primary enrollments at another school. Alternative Education schools, including Juvenile Court Schools, can submit the FRPM Program record (code 175) to CALPADS for their eligible students who are enrolled with a Short Term enrollment and they will be included in the downloadable file and counted for funding purposes.

Direct funded charter schools that do not operate a National School Lunch Program (NSLP) can determine FRPM eligibility by requesting parents to submit an NSLP application modified by the charter to remove references to NSLP.

The total enrollment counts (ages 5-17) and FRPM counts from CALPADS do not impact school allocations. The data that is pre-loaded into the CARS and shown on the “2012-13 School Student Counts, Projected” page is NOT the FRPM counts; this data is pre-loaded from the 2011-12 School Student Counts, Actuals. The LEA should not attempt to reconcile the data because they are not the same data. Data on the “2012-13 School Student Counts, Projected” page may be adjusted by the LEA to more accurately reflect local need provided it meets the requirements of the school allocations methodology. Please see the CARS instructions for the “2012-13 School Student Counts, Projected” page data collection additional information.

Concerning School Districts (Non COEs)

The total enrollment count and total FRPM counts from CALPADS that are in the downloadable file and the CARS “2011-12 Free or Reduced Price Meal Report” data collection may differ from the LEA’s CALPADS certified enrollment because it only includes students ages 5-17. These counts in the downloadable file and in CARS, however, are not used to determine Title I and II allocations for districts; Title I and II allocations for districts are determined using federal Census data for these LEAs.

The “free count” certified on the CARS “2011-12 Free or Reduced Price Meal Report” data collection is important for EIA designated small rural districts because this count is used to generate EIA funding for these LEAs.

It is still necessary for school districts to separate out the students eligible for free meals and students eligible for reduced price meals because this is required for federal reporting and to determine adjustment factors used in other statewide funding formulas, such as EIA.

The total enrollment counts (ages 5-17) and FRPM counts from CALPADS do not impact school allocations. The data that is pre-loaded into the CARS and reflected on the “2012-13 School Student Counts, Projected” data collection is not the FRPM counts - it is pre-loaded from the 2011-12 School Student Counts, Actuals. The LEA should not attempt to reconcile the data because they are not the same data. Data on the “2012-13 School Student Counts, Projected” data collection may be adjusted by the LEA to more accurately reflect local need provided it meets the requirements of the school allocations methodology. Please see the CARS instructions for the “2012-13 School Student Counts, Projected” data collection for additional information.

For More Information on CARS

You can find more information on the CARS Web page.

If you have any further questions regarding CARS, feel free to e-mail the ConApp Support Desk at conappsupport@cde.ca.gov.

Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
Download Free Readers