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Instructions: 2020–21 School Student Counts

Consolidated Application Winter Release data entry instructions for the 2020–21 Title I, Part A School Student Counts data collection form.
Data Collection Purpose

The purpose of the school student counts data collection form is to report low-income measurement, total student enrollment counts, and eligible low-income students ages 5-17 only counts. The information entered will be used to calculate eligibility and ranking for Title I, Part A school allocations.

Note: Effective fiscal year (FY) 2019–20, this form must be certified annually.

Guidance

Total student enrollment and eligible low-income students ages 5-17 only counts will be pre-populated into this form with prior FY data from the certified California Longitudinal Pupil Achievement Data System (CALPADS) Fall 1 submission. Note: The local educational agency (LEA) may use either prior year data or current year data to calculate eligibility and ranking for Title I, Part A school allocations. The LEA may choose to manually enter current year data in place of prior year data.

School student enrollment should include the total 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. Revisions may be necessary to reflect actual school allocations.

If the grade levels of a school have changed, then the LEA County-District-School (CDS) coordinator 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, Program, and Support Office
rderose@cde.ca.gov
916-323-0472

Procedures - Ranking and Funding Options
Step Action Program Instructions
1 Select a School Ranking Option.

Required field. Select the highest to lowest school ranking method:
- within the LEA; or
- within each grade span group.
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 dropdown 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 comment field will display and will be required.

Displayed Data

School name, School code, Low grade offered, and High grade offered: Source data from the CDE CDS database, as reflected in the 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 PRIOR year certified data from the CALPADS Fall 1 submission report. 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.

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

Required for all schools. Allowable values are 1, 2, or 3. LEA may accept or overwrite the pre-populated value. For additional information, please refer to the School Grade Span Group Assignment Guidance web page.

5 Verify 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 is selected, then a description comment is required.
Grade Span Group School: [School Name] must have a grade span group assigned. Required field. Enter an allowable value.
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.
Eligible Low Income Students Ages 5-17 Count School: [School Name] the eligible low income students ages 5-17 count cannot be greater than the student enrollment count. Ensure that the data entered is correct.
Not field name specific School: [School Name] 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 form. This is most likely caused by an update in the CDS database. Open the form and resave it.

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Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
Last Reviewed: Thursday, January 14, 2021
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