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Independent Study Ratio Calculations Instructions

Local educational agency-wide independent study ratio calculations instructions for fiscal year 2014-15.
Independent Study Ratio Calculations Instructions
Local Educational Agency-wide Ratio Calculations
For Fiscal Year 2014–15

Pursuant to the California Education Code (EC) Section 51745.6, below are the California Department of Education’s instructions on calculating ratios for independent study.

Highlights:

  • The ratio of average daily attendance (ADA) for independent study pupils to full-time equivalent (FTE) certificated employees responsible for independent study is not to exceed the equivalent ratio of ADA to FTE certificated employees for all other (non-independent study) educational programs (referred to as the comparative ratio).
  • The comparative ratios depend on the type of local educational agency (LEA) and are as follows:

    • School districts: The ratio for all other non-independent study, educational programs in the district.

    • County offices of education (COE): The ratio of all other non-independent study, educational programs of the largest high school or unified school district (based on ADA) in that county.

    • Charter schools: The prior year ratio for all other non-independent study, educational programs of the largest unified school district in the county or counties in which they operate, or a fixed ratio of 25 to 1 pursuant to EC Section 51745.6(d) and California Code of Regulations, Title V, Section 11704.
  • The independent study ratio calculation is performed annually by the LEA at the time of, and in connection with, the second principal apportionment (P-2) report. The results of the ratio calculations should be reflected in the P-2 attendance data submitted to the California Department of Education.
  • Independent study and comparative ratio calculations should be rounded to the nearest tenth of a percent.

  • Independent study and comparative ratio calculations should exclude the following (LEAs may want to separately track ADA and FTE employees for excluded categories):

    • ADA generated by pupils over the age of 18, except for charter schools. Charter schools should include pupils of all ages, as provided pursuant to EC Section 51745.6(d).

    • ADA generated by special education pupils enrolled in special day classes on a full-time basis, and the FTE certificated employees of those classes.

    • ADA and FTE certificated employees in necessary small schools that are eligible to receive funding pursuant to Article 4 (commencing with Section 42280) of Chapter 7 of Part 24 of the EC.

  • There is a 10 percent cap on claiming independent study ADA in continuation high schools and opportunity schools and programs, pursuant to EC Section 51745(b).
ADA to FTE Employee Ratio Cap Instructions

School Districts
County Offices of Education
Charter Schools
Continuation and Opportunity Education

For School Districts
  1. Determine the comparative ratio, which is the ratio of all other educational program pupils’ ADA  to FTE certificated employees for those programs as follows:

    1. Determine the net comparative ADA. Obtain the total number of units of ADA to be reported on lines A-1 and A-5 of the school district’s P-2 Attendance School District entry screen in the Principal Apportionment Data Collection (PADC) software.

      Exclude the following:

      1. Full-time independent study ADA (ADA from short-term independent study supervised by a regular classroom teacher for pupils enrolled in that teacher's class is not considered full-time independent study).

      2. ADA generated by special education pupils enrolled in special day classes on a full-time basis.

      3. ADA generated by pupils in necessary small schools.

    2. Determine the net FTE certificated employees. Obtain the combined total of FTE certificated employees who provided direct instruction to all pupils whose ADA is reported on lines A-1 and A-5 of the school district’s P-2 Attendance School District PADC entry screen.

      Exclude the following:

      1. FTE certificated employees who provide instruction to full-time independent study pupils included in A.1.a. For a certificated employee who provides independent study instruction as well as supplemental or administrative services, count only the fractional amount of time that the employee provided independent study instruction.

      2. FTE certificated employees who provide instruction to special day class pupils included in A.1.b.

      3. FTE certificated employees who teach in necessary small schools and who provide instruction to pupils included in A.1.c.

      4. FTE certificated employees whose services supplement direct instruction or who perform administrative duties. For a certificated employee who provides direct instruction as well as supplemental or administrative services, count only the fractional amount of time that the employee provided direct instruction.

    3. Divide the number of ADA determined in A.1 by the number of certificated employees determined in A.2.

  2. Determine the ratio of independent study pupils' ADA to independent study FTE certificated employees.

    1. Determine the net independent study ADA. Obtain the ADA to be reported on line A-1 of the district's P-2 Attendance School District PADC entry screen for full-time independent study pupils. This should equal ADA reported on line B-1.

      Exclude the following:

      1. Full-time independent study ADA generated by pupils over the age of 18.

      2. Full-time independent study ADA generated by special education pupils enrolled in special day classes on a full-time basis.

      3. Full-time independent study ADA generated by pupils in necessary small schools.

    2. Determine the net FTE certificated employees providing instruction to net independent study pupils. Obtain the combined total of FTE certificated employees who provided direct instruction to pupils whose ADA is to be reported on line A-1 of the school district’s P-2 Attendance School District PADC entry screen through full-time independent study.

      Exclude the following:

      1. FTE certificated employees who provide instruction to full-time independent study pupils over the age of 18 included in B.1.a.

      2. FTE certificated employees who provide instruction to special day class pupils included in B.1.b.

      3. FTE certificated employees who teach in necessary small schools and who provided instruction to pupils included in B.1.c.

      4. FTE certificated employees whose services supplement direct instruction or who perform administrative duties. For a certificated employee who provides direct instruction as well as supplemental or administrative services, count only the fractional amount of time that the employee provided direct instruction.

    3. Divide the number of ADA determined in B.1 by the number of FTE certificated employees determined in B.2.

  3. Determine excess ADA. The following will determine whether any independent study ADA exceeds the maximum allowable for apportionment.

    1. If A.3, the comparative ratio, is equal to or greater than B.3, the independent study ratio, funding is based on the actual ADA reported for independent study.

    2. If A.3, the comparative ratio is less than B.3, the independent study ratio, multiply the difference by the number of employees determined in B.2 and subtract the product from the number of ADA determined in B.1.

  4. Report excess ADA by grade span. The ADA for independent study that exceeds pupil to FTE certificated employee ratios pursuant to EC Section 51745.6 is not funded and should be deducted from the amount of ADA entered by grade span on line A-1 of the school district’s P-2 Attendance School District PADC entry screen. Report excess ADA by grade span on line B-2 of the school district’s P-2 Attendance School District PADC entry screen. Excess ADA should be proportionately allocated to each grade span based on total ADA reported in each grade span.

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For County Offices of Education
  1. Determine the comparative ratio by obtaining the ratio of ADA to FTE certificated employees for all other educational programs operated by the high school or unified school district with the largest ADA in that county.

  2. Determine the ratio of independent study pupils' ADA to independent study FTE certificated employees.

    1. Determine the net independent study ADA by obtaining the total ADA to be reported through the P-2 Attendance County Office of Education PADC entry screens for COEs for full-time independent study pupils.

      Exclude the following:

      1. Full-time independent study ADA generated by pupils over the age of 18.

      2. Full-time independent study ADA generated by special education pupils enrolled in special day classes on a full-time basis.

    2. Determine the net FTE certificated employees providing instruction to net independent study pupils by obtaining the combined total of FTE certificated employees who provided direct instruction to pupils whose ADA is to be reported through the P-2 Attendance County Office of Education PADC entry screens for COEs for full-time independent study pupils.

      Exclude the following:

      1. FTE certificated employees who provide instruction to full-time independent study pupils over the age of 18.

      2. FTE certificated employees who provide instruction to special day classes to pupils in B.1.a.

      3. FTE certificated employees whose services supplement direct instruction or who perform administrative duties. For a certificated employee who provides direct instruction as well as supplemental or administrative services, count only the fractional amount of time that the employee provided direct instruction.

    3. Divide the number of ADA determined in B.1 by the number of FTE certificated employees determined in B.2.

  3. Determine excess ADA. The following will determine whether any independent study ADA exceeds the maximum allowable for apportionment.

    1. If A, the comparative ratio, is equal to or greater than B.3, the independent study ratio, funding is based on the actual ADA reported for independent study.

    2. If A, the comparative ratio, is less than B.3, the independent study ratio, multiply the difference by the number of employees determined in B.2 and subtract the product from the number of ADA determined in B.1.

  4. Report excess ADA by grade span. The ADA for independent study that exceeds pupil to FTE certificated employee ratios pursuant to EC Section 51745.6 is not funded and should be deducted from the amount of ADA reported by pupil type through the P-2 County Office of Education PADC entry screens for COEs. Report excess ADA by grade span on line B-4 of the COE’s P-2 Attendance County Office of Education PADC entry screen or line B-2 of the COE’s P-2 Attendance District or Charter Funded County Programs PADC entry screens. Excess ADA should be proportionately allocated to each grade span based on total ADA reported in each grade span.

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For Charter Schools
  1. Determine the comparative ratio by either obtaining the prior year ratio of ADA to FTE certificated employees for all other educational programs operated by the largest unified school district in the county or counties in which the charter school operates or by using a ratio of 25:1.

  2. Determine the ratio of independent study pupils’ ADA to independent study FTE certificated employees. All non-classroom based pupils are accounted for through independent study.

    1. Determine the full-time independent study ADA by obtaining the total ADA to be reported through the P-2 Attendance Charter School PADC entry screens for charter schools.

      Exclude the following:

      1. Classroom-based ADA including all full-time special day class ADA.

      2. Full-time independent study ADA generated by special education pupils enrolled in special day classes on a full-time basis.

    2. Determine the net FTE certificated employees providing instruction to net independent study pupils by obtaining the combined total of FTE certificated employees who provided direct instruction to pupils whose ADA is determined by the calculation in B.1.

      Exclude the following:

      1. For a certificated employee who provides non-classroom based instruction as well as supplemental or administrative services, count only the fractional amount of time that the employee provided non-classroom based instruction.  “FTE” means an employee who is required to work a minimum 6-hour day and 175 days per fiscal year.

      2. FTE employees who provide instruction to special day classes to pupils in B.1.a.

    3. Divide the number of ADA determined in B.1 by the number of FTE employees determined in B.2.

  3. Determine excess ADA. The following will determine whether any independent study ADA exceeds the maximum allowable for apportionment.

    1. If A, the comparative ratio, is equal to or greater than B.3, the independent study ratio, funding is based on the actual ADA reported for independent study.

    2. If A, the comparative ratio, is less than B.3, the independent study ratio, multiply the difference by the number of employees determined in B.2 and subtract the product from the number of ADA determined in B.1.

  4. Report excess ADA by grade span. The non-classroom based ADA that exceeds pupil  to FTE certificated employee ratios pursuant to EC Section 51745.6 is not funded and should be deducted  from the amount of ADA reported by grade span on line A-1 of the charter school’s P-2 Attendance Charter School PADC entry screen. Report excess ADA by grade span on line B-2 of the P-2 Attendance Charter School PADC entry screen or line C-2 of the P-2 Attendance All Charter District PADC entry screen.  Excess ADA should be proportionately allocated to each grade span based on total ADA reported in each grade span.

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For Continuation and Opportunity Education

According to EC Section 51745(b), “Not more than 10 percent of the pupils participating in an opportunity school or program, or a continuation high school…shall be eligible for apportionment credit for independent study pursuant to this article. A pupil who is pregnant or is a parent who is the primary caregiver for one or more of his or her children shall not be counted within the 10 percent cap.”

For the purposes of this section, “pupils participating” is defined as ADA reported at P-2. Therefore, in computing the limit on pupils in each continuation school and each opportunity school who may be eligible for independent study apportionment credit, do not exceed the number for each that is 10 percent of the current year’s ADA as reported through the PADC.

  • For example, if each continuation school and/or each opportunity school reports 90 ADA, excluding pupils who are pregnant or parents who are the primary caregivers of more than one of their children at P-2, only 9 ADA would be eligible for independent study apportionment credit at each continuation and/or opportunity school.

Continuation or opportunity schools and programs may serve additional pupils via independent study, but may not claim apportionment credit for those additional pupils. If a school chooses to serve additional pupils via independent study and forego funding for those pupils, the school should report the ADA for the pupils as excess ADA for independent study on line B-2  of the school district’s P-2 Attendance School District PADC entry screen.

Contact information
for attendance accounting matters:

Wendi McCaskill, Fiscal Consultant
School Fiscal Services Division
Phone: 916-323-1333
Fax: 916-327-6157
wmccaskill@cde.ca.gov

or

Leslie Sharp Fiscal Consultant
School Fiscal Services Division
Phone: 916-323-4977
Fax: 916-327-6157
lsharp@cde.ca.gov

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Questions: Leslie Sharp | lsharp@cde.ca.gov | 916-323-4977 
Last Reviewed: Monday, September 17, 2018