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Charter 20 Day Instructions, FY 2020–21

Charter School 20 Day Attendance Report (Charter 20 Day) instructions for fiscal year (FY) 2020–21.

Pursuant to Education Code (EC) Section 43505 [Senate Bill (SB) 98 (Chapter 24, Statutes of 2020)], state special advance apportionments for the 2020–21 fiscal year, for newly operational charter schools will be based upon enrollment of the charter school as of Information Day October 7, 2020 adjusted for the 2019–20 statewide absence rate in lieu of average daily attendance. A newly operational charter school is a charter school that is authorized by the governing board of a school district or county board of education on or before June 30, 2020, or approved by the state board at its July 8 and 9, 2020 meetings and will begin offering instruction in FY 2020–21. Only new charter schools may participate in the Charter School 20 Day Attendance Report (Charter 20 Day).

Data reported through the Charter 20 Day report is used to provide funding to newly operational charter schools through the Charter School Special Advance apportionment. This data allows the department to adjust the amount of the charter school’s state aid Principal Apportionment special advances for Local Control Funding Formula (LCFF) and Education Protection Account (EPA). Payment of the adjusted LCFF State Aid Charter School Special Advance and second quarter EPA State Aid apportionments usually occurs in late December

Use the following instructions to complete the Charter 20 Day report to receive a Charter School Special Advance apportionment. Pursuant to EC Section 47652External link opens in new window or tab., 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.

Logon

The logon drop down lists are populated based on schools that filed the 2020–21 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 csspecialadvance@cde.ca.gov and include your charter school name, number and 14-digit county-district-school (CDS) code. NOTE: A charter school MUST have a complete CDS code to participate in the Charter 20 Day.

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 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 csspecialadvance@cde.ca.gov and include your charter school 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 (Enrollment and/or pupil demographic data)
  • Section 3 – Enrollment 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 – Enrollment by District of Residence, is only required of new county program or countywide charter schools authorized pursuant to EC sections 47605.5 or 47605.6External link opens in new window or tab., respectively.

Section 1 - General Information

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 email address. The telephone number (required) and FAX number (optional) 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 xxxxx@xxxx.xxx.

Section 2 - Funding Data Elements

The Charter 20 Day report collects various types of data including actual enrollment, 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.

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 as of Information Day, October 7, 2020.

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 47612.1External link opens in new window or tab..

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

Enrollment by Grade Span

2. Enrollment by Grade Span: Break out the charter school’s actual enrollment provided in 1a by grade span. Enter enrollment as a whole number. Do not use estimated values.

Pupil Demographic Data

3. Unduplicated Pupil Count: Enter the number of students as of as of Information Day, October 7, 2020, 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 districts where the charter school is physically located or has a school facility. The districts selected are to be based on the charter school’s physical locations 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 47605.1External link opens in new window or tab. and 51747.3External link opens in new window or tab..

A charter school with a single location that falls within the boundaries of multiple districts, such as if 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 47605.6External link opens in new window or tab., respectively, is required to report physical location data. For additional information, see PADC Software Webinar Frequently Asked Questions. Note: These examples are for clarification and are not intended to restrict the definition of physical location.

Pursuant to EC Section 42238.02(f)(2)External link opens in new window or tab., when calculating the Unduplicated Pupil Percentage for Concentration Cap, the CDE will automatically include in the charter school’s list of physical locations its authorizing district, or the district that initially denied the petition 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 denying school district is the only school 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 locations 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; 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.

Section 3 - Enrollment by District of Residence

A new charter school reporting enrollment in the Charter 20 Day report that is a county program charter or a countywide charter pursuant to EC sections 47605.5 or 47605.6External link opens in new window or tab. ,respectively, as well as a California State Board of Education authorized charter school charter schools pursuant to EC Section 47605(j) External link opens in new window or tab. must also report the enrollment by school district of residence. The total enrollment entered by district of residence must balance to the enrollment entered prior in 1a of Section 2.

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 2020–21 Charter 20 Day enrollment applicable to the district of residence selected, then click “Save District.” Continue the sequence until the total enrollment has been entered by district of residence.

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 enrollment 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. For FY 2020-21, the certification should be printed, signed by all parties with original wet signatures, saved as a PDF file and then transmitted to the CDE electronically to csspecialadvance@cde.ca.gov. Please do not send in hard copies of the certification.

Data with signed certifications received by the CDE by November 2, 2020, will be included in the 2020–21 second Charter School Special Advance apportionment and second quarter EPA apportionment. Data or certifications received by the CDE after November 2, 2020, 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 is 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 is submitted online to the CDE and a confirmation is provided showing the date and time of the submission.

After the data has 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 csspecialadvance@cde.ca.gov and include your charter school 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. District of Residence enrollment 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 electronically as a PDF file.

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:
    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 delivered to the CDE.
    2. 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 electronically as a PDF file by November 2, 2020.
    3. Deliver the Data Certification fully signed with wet signatures to: csspecialadvance@cde.ca.gov

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

  • Charter schools whose authorizer is the SBE:
    1. A printed copy of the Charter 20 Day Data Report must be delivered with your certification.
    2. 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 November 2, 2020.
    3. Deliver the Data Certification signed by the charter with a wet signature, plus a copy of the Charter 20 Day Report, electronically to: SBEOVERSIGHT@cde.ca.gov

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

Questions:   Principal Apportionment Section | csspecialadvance@cde.ca.gov | 916-324-4541
Last Reviewed: Wednesday, October 7, 2020
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