Charter 20 Day Instructions, FY 2018–19Charter School 20 Day Attendance Report (Charter 20 Day) instructions for fiscal year (FY) 2018–19.
The Charter School Special Advance web page provides additional information on the requirements to receive an apportionment and on the overall apportionment process.
Use the following instructions to complete the Charter 20 Day report to receive a Charter School Special Advance apportionment. Pursuant to Education Code (EC) Section 47652 , a charter school that submitted a Pupil Estimates for New or Significantly Expanding Charters (PENSEC) report for state funding must also complete a Charter 20 Day report.
The logon drop down lists are populated based on schools that filed the 2018–19 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 email to email@example.com and include your charter school name, number and 14-digit county-district-school (CDS) code.
Use the County drop down list to select the county associated with the charter school.
Use the District drop down list to select the charter school’s authorizing agency.
Use the School drop down list to select the charter school.
Enter the charter school’s personal identification number (PIN). The Charter 20 Day PIN is the same PIN that was provided by the California Department of Education (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 firstname.lastname@example.org and include your charter school name, number and 14-digit CDS code.
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 .
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.
Provide contact information for the person completing the Charter 20 Day report, including name, telephone number, facsimile (FAX) number, and email address. The telephone and FAX numbers must include the area code and be in the format of xxx-xxx-xxxx. The email address must be in a commonly recognized format such as email@example.com.
Section 2 - Funding Data Elements
The Charter 20 Day report collects various types of data including actual enrollment, average daily attendance (ADA), unduplicated pupils, and other demographic data. This information is needed to calculate an advance on Local Control Funding Formula (LCFF) and Education Protection Account (EPA) State Aid funding. Section 2 will automatically display the questions relevant to either a new or expanding charter school.
New Charter School
Enter the actual enrollment count as a whole number and include:
- All grade levels (K–12)
- 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
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 2018–19 ADA any Extended Year Special Education Special Day Class and Extended Year Special Education, Nonpublic, Nonsectarian Schools ADA per EC sections 56366(a)(7) and 56836.165 . ADA is reported to two decimal places.
If the school will operate multi tracks, estimate the ADA for each track separately by grade span and then combine each track’s ADA to report as one sum number for the Charter 20 Day. For example, if the estimated grades K-3 ADA for Track A is 19.50, and estimated grades K-3 ADA for Track B is 17.00, then you would report estimated grades K-3 ADA of 36.50 in the Charter 20 Day.
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 consistent with the provisions of EC sections 47605.1 and 51747.3 . 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. A charter school that is a county program charter or a countywide charter pursuant to EC sections 47605.5 or 47605.6 , respectively, is required to report physical location data. For additional information, see PADC Software Webinar Frequently Asked Questions.
Pursuant to EC Section 42238.02(f)(2) , 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 office of education (COE) or the State Board of Education (SBE) 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.
To add school districts, do the following sequence until all districts applicable to the school's physical location(s) have been added:
Select the county where the district is located using the drop down list.
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; COEs 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 2018–19. 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 2017–18 Second Principal Apportionment (P-2) ADA by grade level in the PENSEC. This FY 2017–18 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 2018–19 ADA for the first 20 days of instruction for the new grade level(s).
- Columns 1 and 2 display, for information only, the FY 2017–18 P-2 ADA previously reported by grade level. The total of each column equals the certified FY 2017–18 P-2 ADA reported to the CDE in the 2017–18 P-2 reporting period.
- Enter in columns 3 and 4 the actual FY 2018–19 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 2018–19 ADA for a grade if any prior year P-2 ADA was reported for that grade. Include with the FY 2018–19 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) .
Pursuant to EC Section 47652(b) , 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 2017–18. 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 Charter School 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 Special Advance funding for LCFF State Aid.
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 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.
Enter the charter school's actual FY 2018–19 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.
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 Charter School Special Advance apportionment and second quarter EPA State Aid payment. The certification should be printed, signed by all parties with original wet signatures, and then delivered to the CDE.
Data with signed certifications received by the CDE by October 31, 2018, will be included in the 2018–19 Charter School Special Advance apportionment and second quarter EPA apportionment. Data or certifications received by the CDE after October 31, 2018, 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 email to firstname.lastname@example.org and include your charter school name, number and 14-digit CDS code.
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. 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, COEs, SBE 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 delivered to the CDE along with the Data Certification for further review.
- Charter schools whose authorizer is a school district or COE:
- 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 delivered to the CDE.
- Ensure your approver(s), e.g., school district and/or COE, have ample time to review, sign and deliver your original Data Certification fully signed with wet signatures to the CDE’s Principal Apportionment Section by October 31, 2018.
- Deliver 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 email@example.com or 916-324-4541.
- Charter schools whose authorizer is the SBE:
- A printed copy of the Charter 20 Day Data Report must be delivered with your certification.
- Your printed Data Certification, signed by your charter authorizer with a wet signature, must be delivered 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, 2018.
- Deliver 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 SBEOVERSIGHT@cde.ca.gov or 916-322-6029.