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Charter 20 Day Instructions, FY 2017–18

Charter School 20 Day Attendance Report (Charter 20 Day) instructions for fiscal year (FY) 2017–18.

Pursuant to Education Code (EC) Section 47652 External link opens in new window or tab., certain charter schools are eligible to apply for two special advances on their funding for Local Control Funding Formula (LCFF) State Aid and Education Protection Account (EPA) State Aid. For more information on LCFF, please visit the California Department of Education (CDE) LCFF Web site. Charter schools in their first year of operation that begin instruction by September 30, and continuing charter schools that are expanding by adding one or more grade levels, may apply for the special advances.

The first special advance was the Pupil Estimates for New or Significantly Expanding Charters (PENSEC) report, which collected estimated counts of attendance and pupil demographic data, had a final filing date of July 31, 2017, and is scheduled to pay by the end of September.

The second special advance, the Charter School 20 Day Attendance Report (Charter 20 Day), is based on actual counts of average daily attendance (ADA) and pupil demographic data for the first 20 days of student instruction. The Charter 20 Day is a Web based application located on the Charter 20 Day, FY 2017–18 Web page. The data will be submitted online and must be followed up by transmitting a hard-copy certification to the CDE by October 31, 2017, that is fully signed with original wet signatures. The Charter 20 Day special advance is usually paid by the end of December.

Logon

The logon drop down lists are populated based on schools that filed the 2017–18 PENSEC report. If your charter is not in the drop down lists but is eligible for and wants to file the Charter 20 Day, please send your request by e-mail to Charter20Day@cde.ca.gov and include your charter name, number and 14-digit county-district-school (CDS) code.

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 Charter 20 Day PIN is the same PIN that was provided by the CDE for use with the Charter Schools Annual Information Survey and/or the PENSEC report.

For assistance with a PIN, please send your request by email to Charter20Day@cde.ca.gov and include your charter name, number and 14-digit CDS code.

Report Sections

The four sections of the Charter 20 Day report are:

  • Section 1 – General Information
  • Section 2 – Funding Data Elements (ADA and/or pupil demographic data)
  • Section 3 – Average Daily Attendance by District of Residence
  • Section 4 – Review, Submit and Certify the Data

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 EC sections 47605.5 or 47605.6 External link opens in new window or tab..

Section 1 - General Information

Using the charter status reported in the PENSEC, the Charter 20 Day report will automatically provide the data screens based on whether the charter is new or expanding. Contact information for the person completing the report is required to be entered.

Contact Information

Provide contact information for the person completing the Charter 20 Day 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

The Charter 20 Day report collects various types of data including actual enrollment, ADA, unduplicated pupils, and other demographic data. This information is needed to calculate an advance on LCFF and EPA State Aid funding. Section 2 will automatically display the questions relevant to either a new or expanding charter school.

New Charter School

Enrollment Data

1a. Enrollment: An enrollment count is needed for new charter schools. Enter the actual count of pupils who were enrolled in the charter school on the 20th day of student instruction.

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

  • All grade levels (K–12)
  • Ungraded elementary (any student in kindergarten through grade 8 in an ungraded program including special education students in special day classes)
  • Ungraded secondary (any student in grades 9 through 12, except adults in a K–12 program in an ungraded program including special education students in special day classes)
  • Students over the age of 19 who have been continuously enrolled in public school and working toward a high school diploma
  • Students over the age of 19 and participating in a program that provides instruction exclusively in partnership with entities specified in EC Section 47612.1 External link opens in new window or tab.

1b. Start Date: Enter the date student instruction began using the format mm/dd/yyyy.

Attendance Data – Average Daily Attendance

ADA is the measure of actual student attendance, which differs from the number of students signed-up (enrolled) to attend school. For most programs, ADA is defined as the total number of days of student attendance divided by the total number of days in the regular school year. Include only days of attendance in the calculation, not absences (excused or unexcused).

When calculating attendance specific to the Charter 20 Day, the 20 days of attendance counted should only include student attendance, not staff development days or holidays.

2. ADA: Provide the charter school’s actual ADA, by grade span, for the first 20 days of student instruction (see Title 5, Section 11960, Article 1, Charter School Regular Average Daily Attendance). Include with the regular 2017–18 ADA any Extended Year Special Education Special Day Class and Extended Year Special Education, Nonpublic, Nonsectarian Schools ADA per EC sections 56366(a)(7) External link opens in new window or tab. and 56836.165 External link opens in new window or tab.. ADA is reported to two decimal places.

If the school operates multi tracks, calculate the ADA for all tracks and combine it to report as one number for the Charter 20 Day. For example, if for the first 20 days of instruction Track A had 19.30 ADA and Track B had 18.50 ADA then you would report ADA of 37.80.

Pupil Demographic Data

3. Unduplicated Pupil Count: Enter the number of students as of the last day of the first 20 days of student instruction that met the definition of an Unduplicated Pupil. An unduplicated pupil is a student who is classified as an English Learner, is eligible for a free or reduced-price meal, or is a foster youth. If the student qualifies in more than one category, count them only once for the Unduplicated Pupil Count.

Charter Physical Location

4. Charter Physical Location: Select all school district(s) where the charter school is physically located or has a school facility. The district(s) selected are to be based on the charter school’s physical location(s) and may include districts that are in addition to, or differ from, the charter school’s authorizing district. A charter school with a single location that falls within the boundaries of multiple districts, such as their location/facility falls within both an elementary and a high school district, should report both districts in their list of physical location data. For additional information, see PADC Software Webinar Frequently Asked Questions.

Pursuant to EC Section 42238.02(f)(2) External link opens in new window or tab., when calculating various aspects of the LCFF State Aid (e.g., Unduplicated Pupil Percentage for Concentration Cap, Newly Operational Charter School Floor) the CDE will automatically include in the charter school’s list of physical locations its authorizing district, or sponsoring district if the charter school was approved by the county or state on appeal. Therefore, if the charter school’s authorizing or sponsoring district is the only district the school will be located in, it is not necessary to report physical location data in the Charter 20 Day. NOTE: A charter school that is a county program charter or a countywide charter pursuant to EC sections 47605.5 or 47605.6 External link opens in new window or tab., respectively, should always report physical location data because they do not have an authorizing or sponsoring district.

To add school districts, do the following sequence until all districts applicable to the school's physical location(s) have been added:

County

Select the county where the district is located using the drop down list.

School District

Select the district where the charter school is physically located or has a school facility using the drop down list, then click “Save District.” This list is school districts only; county offices of education are not applicable. To delete a school district previously entered select the county and district from the drop down lists, then click “Delete District.”

A list of school districts selected and saved will display in a table following the data entry section.

Expanding Charter Schools

Grade Level Expansion

1a. New Grades: For expanding charter schools, indicate the grade level(s) that are new in FY 2017–18. NOTE: If a grade level had any ADA in the prior year the selection box will be disabled and it may not be reported in the Charter 20 Day report as a new grade level.

1b. ADA: Charter schools expanding to add one or more grade levels will have previously reported to the CDE their FY 2016–17 Second Principal Apportionment (P-2) ADA by grade level in the PENSEC. This FY 2016–17 P-2 ADA, which identifies the individual grade levels and ADA served by the charter school in the prior year, is shown for informational purposes in the Charter 20 Day.

In the Charter 20 Day you must enter the 2017–18 ADA for the first 20 days of instruction for the new grade level(s).

  • Columns 1 and 2 display, for information only, the FY 2016–17 P-2 ADA previously reported by grade level. The total of each column equals the certified FY 2016–17 P-2 ADA reported to the CDE in the 2016–17 P-2 reporting period.
  • Enter in columns 3 and 4 the actual FY 2017–18 ADA for the first 20 days of student instruction for the new grade level(s) selected in Question 1a. As noted previously, you will not be able to enter FY 2017–18 ADA for a grade if any prior year P-2 ADA was reported for that grade. Include with the FY 2017–18 regular ADA by grade level 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..

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 served in FY 2016–17. Note that it is the highest grade served, not the highest ADA served, that determines the cap. For example, if a charter school is adding Grade 11 with 150 ADA in the Charter 20 Day, and it served Grade 9 with 130 ADA and Grade 10 with 120 ADA in the prior year, the new Grade 11 ADA will be capped in the special advance at 120 because Grade 10 was the highest grade served. Report the full new grade level ADA in the Charter 20 Day and the CDE will cap the ADA, as necessary, before calculating the charter school’s special advance funding for LCFF State Aid.

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 or 47605.6 External link opens in new window or tab. 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 a district of residence, do the following sequence until all districts applicable to the charter 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

Enter the charter school's actual FY 2017–18 Charter 20 Day ADA applicable to the district of residence selected, then click “Save District.” Continue the sequence for new charter schools until the total ADA has been entered by district of residence. For expanding schools, continue the sequence until just the new grade level(s) ADA by district of residence has been entered.

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 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 printed, reviewed for accuracy, and then submitted online to the CDE. After submission a certification will automatically be made available which includes those data elements used in the calculation of the charter school’s LCFF State Aid special advance and second quarter EPA State Aid payment. The certification should be printed, signed by all parties with original wet signatures, and then transmitted to the CDE.

Data with signed certifications received by the CDE by October 31, 2017, will be included in the 2017–18 charter school special advance apportionment and second quarter EPA apportionment. Data or certifications received by the CDE after October 31, 2017, may cause the charter school to wait until a later apportionment to receive state funding.

Review the Data

The data entry screens cannot be accessed once the data is submitted to the CDE so 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 print another copy of the Charter 20 Day report if changes are made.

Submit the Charter 20 Day 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 online to the CDE and a confirmation is provided showing the date and time of the submission.

After the data have been submitted the data entry screens are no longer accessible but the data report and certification may be accessed and printed. If corrections to the data are needed, please send a request to re-open the report by e-mail to Charter20Day@cde.ca.gov and include your charter name, number and 14-digit CDS code.

Data Certification

Charter 20 Day reports that have a successful data submission will automatically be provided with a “Print Data Certification” button in the Charter 20 Day. Data included in the certification are those elements used in the calculation of the LCFF State Aid special advance and second quarter EPA apportionments. District of Residence ADA entered for the school will automatically be included in the certification. Submissions will not be considered complete until the fully signed certification with wet signatures is received by the CDE.

As the first level approver, the charter school representative must sign the Data Certification in the certification block in order for the data to be processed. Second and third level approvers (e.g., school districts, county offices of education, State Board of Education Charter Oversight Unit) must also sign the Data Certification in either the certification or non-certification signature blocks. If non-certification is signed, the reasons for this must be sent to the CDE along with the Data Certification for further review.

  • Charter schools whose authorizer is a school district or county office of education (COE):
    1. A printed copy of the Charter 20 Day Data Report, which is separate from the Data Certification, may be requested by and provided to your authorizer, but it does not need to be sent to the CDE.
    2. Ensure your approver(s), e.g., school district and/or COE, have ample time to review, sign and transmit your original Data Certification fully signed with wet signatures to the CDE’s Principal Apportionment Section by October 31, 2017.
    3. Transmit the Data Certification fully signed with wet signatures to:

      California Department of Education
      School Fiscal Services Division
      Principal Apportionment Section; Charter 20 Day
      1430 N Street, Suite 3800
      Sacramento, CA 95814

Address questions about district- or COE-authorized charter schools to the Principal Apportionment Section at Charter20Day@cde.ca.gov or 916-324-4541.

  • Charter schools whose authorizer is the State Board of Education (SBE):
    1. A printed copy of the Charter 20 Day Data Report must be sent with your certification.
    2. Your printed Data Certification, signed by your charter authorizer with a wet signature, must be sent to the CDE's SBE Charter School Oversight Unit. Ensure that the SBE Charter Oversight Unit has ample time to review and sign the Data Certification by October 31, 2017.
    3. Transmit the Data Certification signed by the charter with a wet signature, plus a copy of the Charter 20 Day Report, to:

      California Department of Education
      SBE Charter School Oversight Unit
      1430 N Street, Suite 5401
      Sacramento, CA 95814

Address questions about SBE-authorized charter schools to the SBE Charter Oversight Unit at Charters@cde.ca.gov or 916-322-6029.

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:

  1. The pupil was enrolled in a public school in pursuit of a high school diploma (or, if a student in special education, an individualized education program (IEP)) while 19 years of age and, without a break in public school enrollment since that time, is enrolled in the charter school and is making satisfactory progress towards award of a high school diploma (or, if a student in special education, satisfactory progress in keeping with an IEP) consistent with the definition of satisfactory progress set forth in subdivision (h) of Section 11965.
  2. The pupil is not over the age of 22 years.

(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:

  1. The whole of a charter school, if the school has an exclusive partnership agreement with one or more of the programs specified in Education Code section 47612.1 and serves no other pupils; or
  2. An instructional program operated by a charter school that is exclusively dedicated to pupils who are also participating in one of the programs specified in Education Code section 47612.1, provided that arrangement is set forth in an exclusive partnership agreement between the charter school and one or more of the programs specified in Education Code section 47612.1.

(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:   Principal Apportionment Section | Charter20Day@cde.ca.gov | 916-324-4541
Last Reviewed: Monday, September 11, 2017
Recently Posted in Allocations & Apportionments