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Charter 20 Day Instructions, FY 2013-14

Charter School 20 Day Attendance Report (Charter 20 Day) instructions for fiscal year (FY) 2013-14.

Charter schools in their first year of operation that begin instruction by September 30th, and continuing charter schools that are expanding by adding one or more grade levels, may apply for a special advance on their funding for General Purpose Entitlement and Charter Schools Categorical Block Grant.

The special advance is based on actual average daily attendance (ADA) and pupil demographic data for the first 20 days of student instruction. These data are submitted in the Charter School 20 Day Attendance Report (Charter 20 Day).

Note: Beginning in 2013-14 there is a fundamental change to the way California’s local educational agencies are to be funded. However, development of the new statewide local control funding formula (LCFF) funding system is not yet complete. Consequently, the Charter 20 Day apportionment will continue to be calculated using the existing data collections and time frames. Allocations for new or significantly expanding charter schools pursuant to the Charter 20 Day attendance report are merely estimates used as a means to get advance funding out to the schools. The final LCFF entitlement calculations will not be available until later in the fiscal year. Future notifications about the LCFF will be sent out via the PASE (Principal Apportionment and Special Education) Listserv, which you may subscribe to using instructions on the Principal Apportionment Web page [http://www.cde.ca.gov/fg/aa/pa/].

Logon

The logon drop down lists are populated based on schools that filed the 2013-14 Pupil Estimates for New or Significantly Expanding Charters (PENSEC) report. For assistance with adding your school to the drop downs, please send an e-mail to Melissa Collier, Analyst, Office of Charter Apportionments and District Reorganization, at mcollier@cde.ca.gov, or Dee Salerno, Consultant, Office of Charter Apportionments and District Reorganization, at dsalerno@cde.ca.gov.

County

Use the County drop down list to select the county associated with the charter school.

District

Use the District drop down list to select the charter school’s authorizing agency.

School

Use the School drop down list to select the charter school.

PIN

Enter the charter school’s personal identification number (PIN). The PIN to use for the Charter 20 Day report is the same as was provided by the California Department of Education’s (CDE’s) Charter Schools Division for use with the Charter Schools Annual Information Survey and the Pupil Estimates for New or Significantly Expanding Charters (PENSEC) report.

For assistance with a PIN, please send an e-mail to Melissa Collier, Analyst, Office of Charter Apportionments and District Reorganization, at mcollier@cde.ca.gov, or Dee Salerno, Consultant, Office of Charter Apportionments and District Reorganization, at dsalerno@cde.ca.gov.

Report Sections

The four sections of the Charter 20 Day report are:

Sections 1, 2, and 4 are completed by all charter schools submitting the Charter 20 Day report. Section 3 – Average Daily Attendance by District of Residence, is only required of new or expanding county program or countywide charter schools authorized pursuant to Education Code (EC) sections 47605.5 External link opens in new window or tab. or 47605.6 External link opens in new window or tab. and funded under the block grant.

Section 1 - General Information

Based on information collected in the PENSEC report, the Charter 20 Day report will automatically provide data screens based on whether the charter is new or expanding. Contact information for the person completing the Charter 20 Day report is required for all reports.

Contact Information

Provide contact information for the person completing the report, including name, telephone number, facsimile (FAX) number, and e-mail address. The telephone and FAX numbers must include the area code and be in the format of xxx-xxx-xxxx. The e-mail address must be in a commonly recognized format such as xxxxx@xxxx.xxx.

Section 2 - Funding Data Elements

Depending on the type of charter school, actual ADA, enrollment and pupil demographic data may be needed to calculate an advance on state funding. Section 2 will automatically display the questions relevant to either a new or expanding charter school.

Enrollment Data

An enrollment count is needed for new charter schools. Enter the actual count of pupils who were enrolled in the charter school as of the last day of the first 20 days of student instruction.

Enter the actual enrollment count as a whole number and include:

New Grade Level

For expanding charter schools, indicate the grade level(s) being added in FY 2013-14. Note: If a grade level had any ADA in the prior year, including if it was only a minor amount or was for independent study, it may not be reported in the Charter 20 Day report as a new grade level.

Instruction Begins

For new charter schools, report the date instruction began using the format mm/dd/yyyy.

Average Daily Attendance - New Schools

ADA is the measure of actual student attendance, which differs from the number of students signed-up (enrolled) to attend school. ADA is defined as the total number of days of student attendance divided by the total number of days in the regular school year. A student attending every day of the school year would equal one ADA. ADA usually is lower than enrollment due to factors that prevent students from attending such as students moving, dropping out, or staying home on any given day due to illness.

Provide the charter school’s actual ADA, by grade span, for the first 20 days of student instruction (see following for Title 5, Section 11960, Article 1, Charter School Regular Average Daily Attendance). Include with the regular ADA by grade span Extended Year Special Education Special Day Class and Extended Year Special Education, Nonpublic, Nonsectarian Schools EC Section 56366(a)(7) External link opens in new window or tab. . ADA is reported to two decimal places.

For charter schools sponsored by a unified school district pursuant to EC Section 47632(i) External link opens in new window or tab. , resident and nonresident ADA should be combined for each grade span.

Average Daily Attendance - Expanding Schools

Schools expanding to add one or more grade levels that filed a 2013-14 PENSEC will have previously reported their FY 2012-13 P-2 ADA by grade level.

Pursuant to EC Section 47652(b) External link opens in new window or tab. , when the state special advance is calculated the ADA funded for the new grade level(s) will be capped at the P-2 ADA reported for the charter school’s highest grade in FY 2012-13. The CDE will cap the ADA, as necessary, before calculating the charter school’s special advance funding for the general purpose entitlement and the charter categorical block grant.

Pupil Demographic Data

Provide the following pupil data for FY 2013-14:

Federal Income Eligibility Guidelines

The following table is for use in determining the FY 2013-14 count of pupils considered to have a family income that is economically disadvantaged:

Household Size

Economically Disadvantaged Income Eligibility Guidelines Federal Poverty Guidelines (Annual Income)

National School Lunch Program Income Eligibility Guidelines
Effective 7/1/13 to 6/30/14
Free Meals - 130%
(Annual Income)

National School Lunch Program Income Eligibility Guidelines
Effective 7/1/13 to 6/30/14
Reduced Price Meals - 185%
(Annual Income)

1

11,490

14,937

21,257

2

15,510

20,163

28,694

3

19,530

25,389

36,131

4

23,550

30,615

43,568

5

27,570

35,841

51,005

6

31,590

41,067

58,442

7

35,610

46,293

65,879

8

39,630

51,519

73,316

Each Additional Person Add

4,020

5,226

7,437

Source: Federal Register, Vol. 78, No.61, Friday, March 29, 2013, pp. 19179

Section 3 - Average Daily Attendance by District of Residence

A charter school reporting ADA in the Charter 20 Day report that is a county program charter or a countywide charter pursuant to EC sections 47605.5 External link opens in new window or tab. or 47605.6 External link opens in new window or tab. and funded under the block grant must also report the ADA by school district of residence. The total ADA entered by district of residence must balance to the ADA entered in Section 2 – Funding Data Elements.

To add districts of residence, do the following sequence until all districts applicable to the school have been added:

County of Residence

Select the appropriate county of residence using the drop down list.

District of Residence

Select the appropriate district of residence using the drop down list.

Data Entry

For the district of residence selected, enter the actual FY 2013-14 ADA then click “Save District.” Continue the sequence, entering actual ADA for districts of residence, until all FY 2013-14 ADA have been added for new schools. For expanding schools, continue the sequence until the 2013-14 ADA for the new grade level(s) have been added.

To modify data previously entered, select the county and district from the drop down lists, then modify the data and click “Save District.” To delete a district, select the county and district from the drop down lists, then click “Delete District.”

The data entered for all districts will display in the “County and Sponsoring District of Residence” table following the data entry section. Once data entry is complete, click “Verify Data.” If error messages indicate that the ADA does not balance between this Section 3 – District of Residence, and Section 2 – Funding Data Elements, correct the data in either section so that they balance.

Section 4 - Review, Submit and Certify the Data

Once data entry is complete, the Charter 20 Day report should be reviewed for accuracy and then submitted online to the CDE. After submission a certification will automatically be made available and should be printed, signed, and then mailed to the CDE.

Data with signed certifications received by the CDE by 10/31/2013 will be included in the 2013-14 charter school 20 Day special advance apportionment process.

Review the Data

Since the data entry screens cannot be accessed once the data is submitted to the CDE, it is important that the data be carefully reviewed prior to submission. To review the data, click the “Print Charter 20 Day Report” button then click "open". The report will display on the screen and can be printed using the browser’s Print button. After closing the print window, if corrections to the data are needed, click “Return to Data Entry” and navigate to the data that needs correcting. Make sure to review the report again if changes are made.

Submit the Report

Once the data are correct and ready to submit to the CDE, click “Submit Charter 20 Day Data to CDE.” You will be asked to confirm the submission. If “Yes” is clicked the data are submitted on-line to the CDE and a confirmation is provided showing the date and time of the submission.

Certification

Charter 20 Day reports that have a successful submission will automatically be provided with a “Print Data Certification” button. District of Residence ADA entered for the school will automatically be included in the certification. Submissions will not be considered complete until the signed certification is received by the CDE.

Once the certification is printed, obtain the necessary signatures from, as applicable, the charter school representative, the superintendent of the authorizing entity, the county superintendent of schools, or the State Board of Education/CDE. The charter school must sign the certification block in order for the data to be processed. Authorizers and county offices must also sign, but they have signature blocks for either certification or non-certification. If non-certification is signed, the reasons for this must be sent to the CDE for further review.

Mail the certification with original signatures to:

California Department of Education
School Fiscal Services Division
1430 N Street, Suite 3800
Sacramento, CA 95814
Attention: Melissa Collier

After the data have been submitted the certification and report may be printed again if necessary but the data entry screens are no longer accessible. If corrections are needed, please contact Melissa Collier, Analyst, Office of Charter Apportionments and District Reorganization, at 916-445-7354 or by e-mail at mcollier@cde.ca.gov.

Guidance on Calculating ADA

TITLE 5. Education
Division 1. California Department of Education
Chapter 11. Special Programs
Subchapter 19. Charter Schools
Article 1. Charter School Regular Average Daily Attendance

§11960. Regular Average Daily Attendance for Charter Schools.

(a) As used in Education Code section 47612, “attendance” means the attendance of charter school pupils while engaged in educational activities required of them by their charter schools, on days when school is actually taught in their charter schools. “Regular average daily attendance” shall be computed by dividing a charter school's total number of pupil-days of attendance by the number of calendar days on which school was actually taught in the charter school. For purposes of determining a charter school's total number of pupil-days of attendance, no pupil may generate more than one day of attendance in a calendar day.

(b) The State Superintendent of Public Instruction shall proportionately reduce the amount of funding that would otherwise have been apportioned to a charter school on the basis of average daily attendance for a fiscal year, if school was actually taught in the charter school on fewer than 175 calendar days during that fiscal year.

(c)(1) Beginning in 2004-05, a pupil who is over the age of 19 years may generate attendance for apportionment purposes in a charter school only if both of the following conditions are met:

(c)(2) This subdivision shall not apply to a charter school program specified in Education Code section 47612.1. A charter school program as specified in Education Code section 47612.1 may be either:

(d) No individual who is ineligible to generate attendance for apportionment purposes in a charter school pursuant to subdivision (c) may be claimed as regular attendance for apportionment purposes by a local education agency that is authorized by law to grant charters. This subdivision shall not apply to claims other than claims for regular attendance for apportionment purposes.

NOTE: Authority cited: Section 33031, Education Code. Reference: Sections 41420, 46301 and 47612, Education Code.

Questions: Melissa Collier | mcollier@cde.ca.gov | 916-445-7354 
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