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Instructions: School Student Counts, Actuals

Consolidated Application, Winter Release program instructions for the 2012-13 School Student Counts, Actuals.
Data Collection Purpose

The purpose of this data collection is to allow the LEA to select allowable ranking and funding options and to enter school level student data. The information entered will be used to calculate eligibility and ranking for EIA and or Title I Part A school allocations.

Note: this data collection will not display if the LEA did not apply for either EIA and/or Title I Part A.

Note: The columns and student count options displayed below are based on the selections made. They are also displayed based on the school type and whether or not the school qualifies for EIA funding via the ConApp.
Guidance

If a school grade level configuration is modified the LEA must initiate the CDS change process located at the CDE Schools and Districts Web page. The proper form may be found under the section "School and District Updates," "School Forms," then select "Change Request for a CDS Code" (form TSD-02). This form must be submitted to the CDE per instructions.

The term “educationally disadvantaged” applies to students who meet any one of the following criteria:


CDE Program Staff Contact

State Compensatory Education (SCE): Rina DeRose-Swinscoe, Education Programs Consultant, 916-323-0472, rderoseswinscoe@cde.ca.gov

LEP: Gustavo Gonzalez, Education Programs Consultant, 916-319-0420, ggonzalez@cde.ca.gov


Preloaded Data

Group By Grade Span: The “No” option is preselected. If the LEA wishes to group by grade span, click on the “Yes” option.

Low Income Measure: The “FRPM” option is preselected. If the LEA wishes to select a different measure, click on the arrow to reveal the drop-down menu.


Procedures
Step Action Program Instructions
1
Enter the Comment if required. If Composite is selected, an explanation must be provided detailing how the number is derived.

Preloaded Data

Funding Method: The “SCE/LEP” option is preselected. If the LEA wishes to fund LEP-only, click on the “Yes” option. This option will not be displayed if the LEA does not apply for EIA.


Procedures
Step Action Program Instructions
2

Select the appropriate SCE Ranking Method option.

This ranking determination is only applicable to EIA.

The option selected will determine how SCE eligible schools are ranked for SCE funding.

  • Schools will be ranked by the number of SCE students by selecting the “Count” option.
  • Schools will be ranked by percentage of SCE students by choosing the “Percent” option.
  • Schools will be ranked by percent of students of poverty by choosing the “Low Income Percent” option.

This option will not be displayed if the LEA does not apply for EIA or if the LEP-only Funding Method is selected.

Error Message: A SCE Ranking Method is missing. Either Count or Percent must be selected.

Reason: If the Funding Method is SCE/LEP, then SCE Ranking Method is required.

Preloaded Data

School Name and Code: Source data reported on the California School Directory (CSD) Web page.

Low Grade Offered and High Grade Offered: Source data reported on the CSD Web page.

Grade Span Group: Prepopulated data from the CARS 2012-13 School Student Counts, Projected data collection. The number 1, 2, or 3 identifies the grade-span designation for each school. The grade span group may be changed on the School Student Counts, Actuals data entry form if it is incorrect. Generally, grade-span 1 is for elementary grades, grade-span 2 is for middle grades, and grade-span 3 is for high schools. See the School Grade Span Assignment section in the Program Guidance for more information on grade spans.

Student Enrollment: Prepopulated data from the CARS 2012-13 School Student Counts, Projected data collection. Included are the numbers of children enrolled in each school, plus the number in each school attendance area that are not enrolled in public schools (e.g., students in private schools, dropouts). More recent data may be used to update student enrollment provided records are maintained to verify revisions.

Low Income Students: Prepopulated data from the CARS 2012-13 School Student Counts, Projected data collection. More recent data may be used to update student information provided records are maintained to verify revisions. This column will not be displayed if the LEA does not apply for Title I Part A funds and selects Funding Method LEP Only. Error Message: School: the Low Income Count cannot be greater than Enrollment. Reason: The Low Income Count cannot be greater than the total school enrollment count.

Qualifies for EIA: Displayed data from the CARS 2012-13 School Student Counts, Projected data collection. For a district school to qualify it must not be a locally funded charter and must qualify to receive EIA funding via the ConApp. It does not mean the school meets eligibility requirement. For a county office of education school to qualify it must be a juvenile court school.

LEP Students: Prepopulated data from the CARS 2012-13 School Student Counts, Projected data collection. More recent data may be used to update student information provided records are maintained to verify revisions. This column will not display if the LEA does not apply for EIA. This column will not accept data if the school is a locally funded charter. Error Message: School: the LEP Count cannot be greater than Enrollment. Reason: The LEP Count cannot be greater than Enrollment.

EDY Students: Prepopulated data from the CARS 2012-13 School Student Counts, Projected data collection. More recent data may be used to update student information provided records are maintained to verify revisions. The EDY count should be calculated individually for each school:

  1. EDY includes all ELs and all non-ELs who are considered below grade level in either math or ELA.
  2. Most districts use the California Standards Test to determine (non-EL) EDY eligibility.
  3. Primary grade (non-EL) EDY count is determined by district measures of below grade level performance.
  4. EDY should include all EL students and those who are below grade level in math or ELA.
  5. Districts have discretion over which assessments are used.

This column will not display if:

Error Message: School: the EDY Count cannot be less than the LEP Count. Reason: The EDY Count cannot be less than the LEP Count. Error Message: School: the EDY Count cannot be greater than Enrollment. Reason: The EDY Count cannot be greater than Enrollment.

CE Students: Prepopulated data from the School Student Counts, Projected data collection. More recent data may be used to update student information provided records are maintained to verify revisions. This column will not display if LEP Only is selected.


Error Messages
Error Message Resolution
Application for Funding must be certified before School Student Counts, Actuals. Abide by Certification Dependency Sequence.
A SCE Ranking Method is missing. Either Count or Percent must be selected. If Funding Method = SCE/LEP, then SCE Ranking Method is required.
School is missing. A school level record is missing for this data collection, if this error message displays verify the school record exists then reload the school file. A school level record is missing for this data collection. If this error displays, please contact CARS Support Desk.
School: the LEP Count cannot be greater than Enrollment. The LEP Count cannot be greater than Enrollment.
School: the EDY Count cannot be less than the LEP Count. The EDY Count cannot be less than the LEP Count.
School: the EDY Count cannot be greater than Enrollment. The EDY Count cannot be greater that the total school enrollment count.
School is not a valid school for this LEA to serve. If this error displays, please contact CARS Support Desk. School is not a valid school for this LEA to serve. If this error message displays the LEA should report the error to the CARS Support Desk.
School: the Low Income Count cannot be greater than Enrollment. The Low Income Count cannot be greater than the total school enrollment count.

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