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Instructions: 2018–19 School Student Counts

Consolidated Application Winter Release instructions for the 2018–19 School Student Counts form.
Data Collection Purpose

The purpose of this data collection form is to allow the local educational agency (LEA) to select allowable ranking options and to enter school level student data. The information entered will be used to calculate eligibility and ranking for Title I, Part A school allocations.


School student enrollment should include the number of children enrolled in each school listed. More recent data may be used to update student enrollment, provided records are maintained to verify revisions.

Student enrollment and eligible low income students ages 5-17 counts may be pre-populated into this form with data from the California Longitudinal Pupil Achievement Data System (CALPADS) Fall 1 data collection.

If the grade levels of a school have changed, then the LEA County-District-School (CDS) coordinator or superintendent must submit the update on the California Department of Education (CDE) Online Public Update for Schools (OPUS-CDS) web-based application. For additional OPUS-CDS instructions, please follow the link.

For more information, please refer to the CDE Title I, Part A School Student Counts web page.

CDE Program Staff Contact

Rina DeRose
Education Programs Consultant
Title I Policy and Program Guidance Office

Procedures - Ranking and Funding Options
Step Action Program Instructions
1 Select a Rank and Serve Schools Order option.

Required field. After serving schools that exceed 75 percent low income, from highest to lowest, schools will then be ranked and served annually by either highest to lowest within the LEA, or highest to lowest by grade span.

Note: This selection impacts the order in which schools are displayed in the Title I, Part A School Allocations form.
2 Select a Low Income Measure from the drop down list. Required field.
3 Enter a Comment, if composite is the low income measure selected, to provide an explanation detailing how the student count is derived.

If the LEA selects a low income measure of composite, then this field is required.

Displayed Data – Source Data

School name, School code, Low grade offered, and High grade offered: Source data from the CDE California School Directory web-based application.

Pre-populated Data

Student enrollment and Eligible low income students ages 5-17: These fields will be pre-populated with fall CALPADS data, if that data is available before this data collection form is open. The pre-populated data can be edited in this data collection form. Once this data collection form is saved as a draft, the system will not pre-populate data again. If fall CALPADS data is not available, then these fields will be blank and will require data entry.

Procedures – Student Counts
Step Action Program Instructions
4 Enter the Grade Span Group.

Required if LEA has more than one school. Allowable values are 1, 2, and 3.

5 Enter the Student Enrollment count. Required field. LEA may accept or overwrite a pre-populated count.
6 Enter the Eligible Low Income Students Ages 5-17 count.

Required field. LEA may accept or overwrite a pre-populated count.

Optional Function

Download schools template: Select this option to download school data from the data collection form into an Excel (.xls) spreadsheet.

Upload schools file: Select this option to upload school data from an Excel (.xls) spreadsheet into the data collection form.

Error Messages
Field Name Error Message Resolution
Composite Comment A low income measure of composite was selected. A comment must be entered providing an explanation how the LEA is determining its low income student count. If low income measure of composite was selected, then a description comment is required.
Grade Span Group School: [School Name] must have a grade span group assigned. Enter an allowable value in the field.
Eligible Low Income Students Ages 5-17 Count School: [School Name] the low income count cannot be greater than enrollment. Ensure that the data entered is correct.
Student Enrollment Count School: [School Name] enrollment is equal to zero, this may be reviewed by CDE program staff to determine reasonableness. Warning only. Enter a number equal to or greater than zero.
Not field name specific School: [School Name] is missing. A school level record is missing for this data collection form, 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 form. This is most likely caused by an update in the CDS database. Open the form and resave it.

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Last Reviewed: Wednesday, January 29, 2020
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