School Level Enrollment ReportingUser Guide

Updated as of September 7, 2016Note that this User Guide is updated regularly and contains the most current known requirements and instructions.

School Level Enrollment Reporting User Guide by Office of Superintendent of Public Instruction is licensed under a Creative Commons Attribution 4.0 International License.

Table of Contents

Section 1 – Introduction……………………………………………………………………………………………………………………………………………… 1Section 2 – Basics of Enrollment Reporting…………………………………………………………………………………………………………………. 2Section 3 – Available Schools………………………………………………………………………………………………………………………………………. 2Section 4 – Reporting Headcount (HC) and Full-Time Equivalent (FTE) Rules………………………………………………………………. 3Section 5 – Status of Files………………………………………………………………………………………………………………………………………….… 4Section 6 – Buttons and Their Actions……………………………………………………………………………………………………………………….… 4Section 7 – Reporting Enrollment by Resident District and “Manage Resident Districts” Function…………………………….… 5

Cleaning Up Unnecessary Resident District/School Relationships……………………………………………….……………………….... 5Adding a New Resident District Relationship…………………………………………………………….………………………………………...…. 6Removing a Resident District Relationship With Specific Schools…………………………….………………………………………..…... 7Removing a Resident District……………………………………………………………………………………………………………………………….… 7

Section 8 – Accessing the NEW School Level Reporting…………………………………………………………………………………………..….. 8EDS Roles…………………………………………………………………………………………………………………………………………………………….… 8Finding the School Level Reporting Application………………………………………………………………………………………………….…. 8

Section 9 – Inputting Enrollment Data………………………………………………………………………………………………………………….……. 9Method #1 – Manual Input……………………………………………………………………………………………………………………………………. 9Method #2 – Upload a TXT File Through the EDS WEB Tool……………………………………………………………………………………. 12Method #3 – Upload Through an FTP Process………………………………………………….……………………………………………………. 13Viewing the “Import History” Log………………………………………………………………………………………………………………………….. 14

Section 10 – Revising Enrollment Files………………………………………………………………………………………………………………………… 15Section 11 – Submitting Files and Checking Enrollment Data Accuracy……………………………………………………………………….. 16

About Validations………………………………………………………………………………………………………………………………………………..... 16About Edits……………………………………………………………………………………………………………………………………………………………. 17Submitting File Process and Running Validations and Edits………………………………………………………………………….………… 17

Run Validations…………………………………………………………………………………………………………………………….…………………. 18Run Edits……………………………………………………………………………………………….………………………………………………………… 18Submitting File………………………………………………………………………………………………………….…………………………………….. 19

Section 12 – Data Extracts…………………………………………………………………………………………………………………………………………… 20Section 13 – Enrollment Reports………………………………………………………………………………………………………………………………… 22Section 14 – TXT File Requirements……………………………………………………………………………………………………………………………. 23

Filename Format……………………………………………………………………………………………………………………………………………………. 23Record Layout………………………………………………………………………………………………………………………………………………………… 24Screen Shots of Files With Field Numbers……………………………………………………………………………………………………………….. 25Field Numbers Details…………………………………………………………………………………………………………………………………………….. 27

Section 15 – Getting Help……………………………………………………………………………………………………………………………………………. 31

Section 1 – Introduction

State basic education and special education funding provided to districts, charter schools, tribal compact schools, and direct funded technical colleges is based in part on the reported monthly enrollment. Districts, charter schools, and tribal compact schools report their basic education and special education enrollment electronically through the Education Data System (EDS) each month. Direct funded technical colleges only report basic education enrollment but use the EDS application too.

Prior to the 2016–17 school year, enrollment was reported to Office of Superintendent of Public Instruction (OSPI) at the district level. For the 2016–17 school year, enrollment will be collected at the school level. Beginning with the September 2016 count, districts, charter schools, tribal compact schools, and direct funded technical colleges will report their enrollment in both the District Level (OLD) enrollment application, as well as the School Level (NEW) enrollment application. Each reporting entity will be submitting through EDS two P223s – one at the district level and one at the school level. Both P223s will have the same due date and the enrollment numbers should be the same – just reported in more detail in the School Level application.

Once OSPI determines the School Level application’s enrollment data quality is sufficient to be used for funding, the District Level application will be eliminated. When this occurs, the School Level application will become the sole enrollment reporting application and will be used for state funding.

Note that this User Guide is updated regularly and meant to provide districts, charter schools, tribal compact schools, direct funded technical colleges, and their student information system (SIS) providers the most current known requirements and instructions. This guide is subject to change as OSPI continues with the necessary programming and addresses questions received. It will be updated as these changes are made. The link to this guide is: http://www.k12.wa.us/safs/INS/ENR/1617/User_Guide_School_Level_Reporting.docx and any future updates will be posted here.

Additionally, notification of these updates will be sent via GovDelivery. To sign up for School Apportionment and Financial Services (SAFS) GovDelivery notifications, go to: https://public.govdelivery.com/accounts/WAOSPI/subscriber/new?topic_id=WAOSPI_309.

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Section 2 – Basics of Enrollment Reporting

The annual Enrollment Reporting Handbook contains detailed instructions on how to count student enrollment for state funding and the different categories to report. Additionally, this handbook is a good resource to answer specific enrollment reporting questions, due dates for reporting, and contact information. The 2016–17 Enrollment Reporting Handbook can be found here: http://www.k12.wa.us/safs/INS/ENR/1617/Enrollment_Handbook_2016-17.pdf. For this User Guide’s purpose, instructions provided address the new School Level Enrollment Reporting – how to navigate the screens, import data, check data accuracy, and run reports and data extracts. Refer to the Enrollment Handbook for specific rules on claiming students for state funding.

The enrollment reported is based on the monthly count day which is the fourth school day of September and the first school day of the remaining months. Non-standard school year and ancillary services enrollment is based on the actual hours of instruction.

The enrollment forms reported electronically in EDS are as follows:

P223 form collects the basic education enrollment for the standard school year (September through June). For Open Doors enrollment only, a July and August P223 form is used.

P223H form collects the special education enrollment for the standard school year. P240 form collects the ancillary service enrollment for the standard school year. P223S form collects the basic educational enrollment excluding Open Doors enrollment for the non-standard

school year (July and August).

Section 3 – Available Schools

For the School Level Enrollment Reporting, each district, charter school, tribal compact school, and direct funded technical college will have access to their schools listed in the EDS Education Directory: https://eds.ospi.k12.wa.us/DirectoryEDS.aspx. This is the official list of Local Education Agencies (LEA) that is used by OSPI for state and federal reporting. There is a formal process for opening or closing schools on this official list. Bulletin # 018-16 (http://www.k12.wa.us/BulletinsMemos/Bulletins2016/B018-16.doc) issued May 2, 2016, provides details on the process and provides instructions for updating this directory. School changes must be requested by July 1 prior to the school year they are effective.

There is no requirement to report enrollment at each of the schools available in the School Level Enrollment Reporting. If the school does not have students, there would be no enrollment reported for that school.

Please send any changes required to Becky McLean at becky.mclean@k12.wa.us. For a school that is not available or one that needs to be removed, please provide a brief explanation why access or removal is needed for this school. Requests will be evaluated and approved or denied.

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Section 4 – Reporting Headcount (HC) and Full-Time Equivalent (FTE) Rules

In the School Level Reporting application, all enrollment will be reported at the school level, except for Open Doors HC and FTE and ancillary services. Open Doors HC and FTE will be reported at the district level P223 screen. The P240 screen used for reporting ancillary services does not require a selection of a school and will be a district level collection.

A student’s HC is limited to be reported once by each district, charter school, or tribal compact school in the following fields.

Total K–12 HC High Poverty (HP) HC Alternative Learning Experience (ALE) HC Remote & Necessary (R&N) HC Running Start (RS) HC RS Only HC Transitional Bilingual Instruction Program (TBIP) HC Exited TBIP HC Special Education HC

Student’s HC for all these fields except ALE HC is reported at the student’s primary school. A student’s primary school is the one that the student is marked as “IsPrimarySchool” in Comprehensive Education Data and Research System (CEDARS). See element C10 in the CEDARS Data Manual. It is important to only report the student’s HC at one school per monthly P223 or P223H. ALE HC is reported at the school that the student attends his ALE program.

A student’s FTE, exclusive of RS FTE, is reported at the school where the student attends. A student’s RS FTE should be reported at the student’s primary school. The following limitations pursuant to WAC 392-121-136 apply to the student’s FTE:

No student can be counted for more than a 1.0 FTE on any count day. For a student enrolled in more than one school, the total FTE may not exceed 1.0 FTE

A student enrolled in both high school and RS can be counted for a combined 1.20 FTE for any monthly count day except for January’s. Exceeding the 1.20 FTE in January is only allowed when a student’s high school first semester overlaps with the college winter quarter. When this occurs, the student’s spring quarter available RS FTE may be reduced to ensure the student does not exceed the 1.20 annual average FTE (AAFTE). Neither the high school nor the college can claim a student for more than a 1.0 FTE.

A student enrolled in both high school and a skill center can be counted for a combined 1.60 FTE on any count day. Neither the high school nor the college can claim a student for more than a 1.0 FTE.

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Section 5 – Status of Files

The different statuses for enrollment files are described as follows:

“In Progress” is a file that is at the district. “Submitted by District” is a file that has been submitted by the district and is waiting for the ESD to review and

submit to OSPI. “Submitted by ESD” is a file that has been submitted by the district, reviewed and submitted by the ESD, and is

waiting for OSPI to accept. “Accepted by OSPI” is a file that has been submitted by the district, reviewed and submitted by the ESD, and

accepted by OSPI. Before OSPI can process the monthly enrollment, all P223 and P223H must be in “Accepted by OSPI” status.

Section 6 – Buttons and Their Actions

Next to each file listed on the “List Enrollment” screen, buttons appear to the left. Below provides the action rules for the buttons that are seen by districts, charter schools, tribal compact schools, and direct funded technical colleges.

"Submit" is seen when the file status is “In Progress.” Clicking this button will take you to the Validation/Edit page and allows you to submit the file.

"Update" is seen when the file status is “In Progress.” Clicking this button will allow you to edit the file. "View" is seen when the file status is anything other than “In Progress.” Clicking this button will allow

you to view the file only and no edits can be made. "Revise" is seen when the file status is “Accepted by OSPI.” Clicking this button will allow you to

change the file’s status to “In Progress” so that you can make revisions to the file.

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Section 7 – Reporting Enrollment by Resident District and “Manage Resident Districts” Function

Districts and direct funded technical colleges will continue to report enrollment by the student’s resident districts in the School Level Reporting application.

Students that reside in the reporting school or who are attending the district through a choice transfer are reported as residents of the reporting district. Charter schools and tribal compact schools report all their students with the resident district of the charter school or tribal compact school. Students that attend a district’s school via an interdistrict agreement or a skill center consortium agreement are reported as a resident of their sending district. Direct funded technical colleges report all their enrollment based on the resident district of the student.

Districts and direct funded technical colleges will use the “Manage Resident Districts” tool to add or remove resident districts. In the School Level Reporting application, each Resident District must have a relationship established with a district school. Resident District relationships that were created prior to the 2016–17 school year will have an established relationship with all the district’s schools. New relationships created in the School Level Reporting application must be assigned to a specific school(s). When relationships with schools are not created, the following message will appear when trying to access a Resident District/School screen.

Cleaning Up Unnecessary Resident District/School Relationships

To ensure that the enrollment data collected remains manageable, districts should review their existing Resident District relationships and remove any unnecessary relationships. For example, if District A had prior to the 2016–17 school year reported some of their students as residents of District B, in the new School Level Reporting application, each of District A’s schools could report a student from District B. For large districts, this could result in many lines of unnecessary data. District A should review the schools that District B students would actually attend and remove any relationships with schools where a District B student would not attend.

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Adding a New Resident District Relationship

There are two steps to add a new Resident District relationship.

First step, add a “Resident District.” 1. Access “Manage Resident Districts” tab.2. In the drop-down menu, select “Manage

Resident Districts.”3. Find the new Resident District in the

“Available Districts” box.4. Click on the “>>” button.5. Hit save.

Second step, create a relationship with a school. 1. In the drop-down menu, select “Manage

Resident District Schools.”2. Find the new Resident District in the “Resident

District” drop-down menu.3. In the “Available District Schools” box, select the

district school for the new Resident District.4. Click on the “>>” button. 5. Hit save.

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Removing a Resident District Relationship With Specific Schools

To remove a specific school’s relationship with a Resident District:1. In the drop-down menu, select “Manage Resident District Schools.”2. Find the Resident District in the “Resident District” drop-down menu.3. In the “Associated Resident District Schools” box, select the district school to be removed for this Resident District.4. Click on the “<<” button. 5. Hit save.

Removing a Resident District

To remove a Resident District, follow these steps while referencing the previous page screen view:1. Access “Manage Resident Districts” tab.2. In the drop-down menu, select “Manage Resident Districts.”3. Find the new Resident District in the “Associated Resident Districts” box.4. Click on the “<<” button. 5. Hit save.

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Section 8 – Accessing the NEW School Level Reporting

EDS Roles

To access the School Level Reporting, one of the following roles must be assigned by the District Security Manager. Note the difference for each of these roles.

SAFS District Enrollment User User with this role can:o View enrollment files.o Create, update, and revise enrollment files.o Run enrollment reports.

SAFS District Enrollment SubmitterUser with this role can:o View enrollment files.o Create, update, and revise enrollment files.o Run validations, edits, and submit files to ESD.o Manage resident districts.o Run enrollment reports.

Depending on the district, charter school, tribal compact school, or direct funded technical college’s size and business service practices, assignment of both roles may not be necessary. Having the “SAFS District Enrollment Submitter” role allows access to all the necessary features to submit enrollment. Large districts that use clerical staff to input the enrollment, while supervisors review and submit the enrollment, may find that assigning both roles is more appropriate.

Finding the School Level Reporting Application

The new School Level Reporting application is found in the EDS. Once logged into EDS, select “SAFS” from your list of available applications.

Select “NEW Enrollment” to access the School Level Reporting application.

Select “OLD Enrollment” to access the District Level Reporting application. This is the same application that had been previously used to report enrollment. No changes have been made to the District Level Reporting application.

IMPORTANT: Each of these applications are separate, distinct data collections. The data reported in one application does not import into the other application.

Beginning with the 2016–17 school year, districts, charter schools, tribal compact schools, and direct funded technical colleges will report their enrollment twice – once in the “OLD Enrollment” application and again in the “NEW Enrollment” application. Once the District Level Reporting is eliminated, the tab labeled “OLD Enrollment” will remain for making revisions for prior school years.

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Section 9 – Inputting Enrollment Data

Districts, charter schools, tribal compact schools, and direct funded technical colleges will have three methods to report their enrollment data.

1. Manual Input. 2. Upload a TXT File Through the EDS WEB Tool. 3. Upload Through an FTP Process.

Method #1 – Manual Input

P223 and P223H files can be manually created once for each month. The P240 file can be create one time for the school year but at any time during the school year. The P223S file can only be created during the months of July and August.

To create a file, at the “List Enrollment” tab, click on the button for the file you wish to create.

For the P223, P223H, and P223S files, when the file is created, you are taken to the “District Level” summary page where all fields except for the Open Doors HC and FTE are grayed out and not available to input numbers. The Open Doors fields are blue and are available for inputting numbers.

When a P240 file is created, you are taken to a screen where all the fields are open for inputting. Note that ancillary services reported on the P240 are not reported at the school level.

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Below is a view of the P223 “District Level” summary page.

To access a school for inputting enrollment numbers, select a school from the “Select the School” drop down menu and hit the “Get District/School” button.

To report enrollment for a different Resident District, select the Resident District from the “Select the Resident Organization” drop down menu and hit the “Get District/School” button. For instructions for reporting enrollment for other Resident Districts, refer to the “Reporting Enrollment by Resident District” section of this User Guide.

Once at the school level screen, all fields are available for inputting and numbers can be placed in any field and the file can be saved. However, when submitting the file, you must run the validations on this file. Validations will check to see if the enrollment reporting rules are met. If they are not, then you will need to go back to the file and correct. For more information on Validations, refer to Section 11 of this User Guide.

Once the data is inputted for that school, the school screen must be saved. There are two options to save a file. The “Save” button ① allows you to save the page and select another school or Resident District. The “Save & Go to Resident District Totals” button ② takes you to the “District Summary” page. Hitting the “Return to Resident District Totals” button ③ will not save the screen and takes you to the “District Summary” page.

Full view of a school screen.

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① ② ③

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Once back to the “District Summary” page, districts, tribal compact schools, and direct funded technical colleges can input their approved Open Doors HC and FTE.

There are two methods to save the file. The “Save” button ① allows you to save the page and select another school or Resident District. The “Save & Return” button ② saves your data and takes you out to the “List Enrollment” page. The “Return” button ③ will not save the file’s data and takes you to the “List Enrollment” page.

Partial view of a “District Summary” page.

① ② ③

Method #2 – Upload a TXT File Through the EDS WEB Tool

The School Level Reporting application allows a TXT file of the enrollment numbers to be uploaded – using the WEB Tool. To successfully upload a TXT file, the file’s name must meet the Filename Format requirements and the layout of the TXT file must meet the Record Layout formatting. Below provides the steps to use the WEB Tool and reviewing the upload process. Refer to this User Guide’s Section 14 – TXT File Requirement section for the FileName Format and the Record Layout requirements.

Note that the WEB Tool allows for previously submitted files to be over-written. For example, if an original September P223 has already been created, a revised September P223 can be uploaded that will overwrite the previous P223. However, remember that any changes made manually to the original P223 will be erased.

To use the WEB Tool:

1. Select “Import” on the second light green bar.

2. Select “Click here to import FTP & for instructions.”

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3. Click on “Browse” button and find the saved TXT file on your computer.

4. Click on the “Open” button once the file is found.

5. Click on “Upload” button and then “Return.”

The message displayed in the above picture (“Your file was successfully uploaded”) provides the status of the Upload process. However, the file may not have imported correctly. Refer to the guidance provided later in this section on how to view your “Import History” log to verify that the import process was successful.

Method #3 – Upload through an FTP Process

The FTP process is a specifically designed option to submit a file through your IT organization. FTP accounts that were previously used to submit for the OLD Enrollment (District Level) application remain active for the District Level Reporting application only. A new FTP account must be established to use the FTP process for the NEW Enrollment (School Level) application. Contact OSPI Customer Support at customersupport@k12.wa.us for a new FTP account and for questions regarding the FTP Process.

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Note that the FTP Process allows for previously submitted files to be overwritten. For example, if an original October P223H has already been created, a revised October P223H can be uploaded that will overwrite the previous P223H. However, remember that any changes made manually to the original P223H will be erased.

Viewing the “Import History” Log

For Method #2 and Method #3, the user can view the “Import History” log to check to see if the import was a success or if there were issues. To view the “Import History” log, click on the “Search” button.

The most recently uploaded files will appear. Scrolling down will allow you to see earlier files.

If the “*” column is Green and the “Warnings” column states “ok” your file and all data quality checks have passed and data was added to the file.

If the “*” column is Yellow and the “Warnings” column states “warnings,” one or more records failed the data quality checks but not in a way that prevented the processor from continuing. One reason the records may failed is due to duplicate records.

If the “*” column is Red and the “Warnings” column states “errors,” an error has occurred in the uploading process. A new file may have been created depending on where the error occurred. However, the data may not appear in the file. Typically, an error occurs due to bad file formatting.

Click on “View Report” to see the issues with the file when receiving a “warnings” or “error” message.

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Section 10 – Revising Enrollment Files

Enrollment files can be revised at any time during the current school year except when OSPI is processing the monthly enrollment. Revisions can be made manually or by uploading a new file using Method #2 or Method #3 described in Section 9 of this User Guide.

Revise a file manually, depending on the file status, either by hitting the “Revise” button (for files that are in “Accepted by OSPI” status”) or by hitting the “Update” button (for files that are in “In Progress” status). For files in “Submitted by District” or “Submitted by ESD” status, contact your ESD to have an “In Progress” file returned to you.

Follow the instructions described as Method #1 in Section 9 of this User Guide, to navigate the enrollment file and to make the necessary corrections.

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Section 11 – Submitting Files and Checking Enrollment Data Accuracy

To ensure accuracy of the enrollment data reported, OSPI has built in a Validations process and Edits process within the School Level Reporting. These processes occur when submitting a file.

About Validations

In the School Level Reporting applications, numbers can be inputted in any field of the forms. Validations makes sure that the current month’s enrollment numbers pass the enrollment reporting rules.

All Validations must be cleared before a file can be submitted. Validations occur for the P223 and P223S only. There are no Validations for the P223H or P240.

Below provides a list of Validations that are run for the P223. Note that some validations are run for each school and others check the total district’s numbers. Similar validations will apply for the P223S.

Validations Run for Each School1. For each grade, Alternative Learning Experience (ALE) FTE cannot exceed the Total K–12 FTE.2. For each grade, High Poverty (HP) HC cannot exceed the Total K–12 HC.3. For each grade, HP FTE must equal Total K–12FTE less ALE FTE.4. For each grade, Remote and Necessary (R&N) HC must equal Total K–12 HC.5. For each grade, R&N FTE must equal Total K–12 FTE.6. For each grade, R&N HC and HP HC cannot be entered at the same school.7. For each grade, R&N FTE and HP FTE cannot be entered at the same school.8. Running Start (RS) Only HC cannot exceed Total RS HC.9. RS enrollment cannot be reported for September.10. Nonvocational RS FTE plus Vocational RS FTE cannot exceed Total RS HC.11. 9th–12th Vocational ALE FTE cannot exceed 9th–12th Vocational FTE.12. 9th–12th Vocational ALE FTE plus Skill Center ALE FTE cannot exceed ALE FTE for 9th–12th grade.13. 9th–12th Vocational FTE plus Skill Center FTE cannot exceed the total of 9th–12th grade Total K–12 FTE.14. 9th–12th Vocational ALE FTE plus Skill Center ALE FTE cannot exceed the total of 9th–12th grade ALE FTE.15. Skill Center ALE FTE cannot exceed Skill Center FTE.16. 7th and 8th Vocational FTE cannot exceed 7th and 8th grade Total K–12 FTE.17. 7th and 8th Vocational ALE FTE cannot exceed ALE FTE for 7th and 8th grade FTE.18. 7th and 8th Vocational ALE FTE cannot exceed 7th and 8th grade Vocational FTE.19. Non High districts cannot report 9th–12th grade enrollment.

Validations Run on the District Total Numbers1. For each grade, Total K–12 FTE cannot exceed the Total K–12 HC, except for Total Half Day K (HDK) FTE cannot

exceed half of Total HDK HC.2. For each grade, HP FTE cannot exceed HP HC, except for HP HDK FTE cannot exceed half of Total HP HDK HC.3. For each grade, R&N FTE cannot exceed R&N HC, except for R&N HDK FTE cannot exceed half of R&N HDK HC.4. For each grade, ALE FTE cannot exceed the Total ALE HC except for ALE HDK FTE cannot exceed half of ALE HDK HC.5. For each grade, ALE HC cannot exceed Total K–12 HC.6. For each grade, HP FTE cannot exceed HP HC except for HP HDK FTE cannot exceed half of HP HDK HC.7. For each grade, R&N FTE cannot exceed R&N HC except for R&N HDK FTE cannot exceed half of R&N HDK HC.8. Open Doors Nonvocational FTE plus Open Doors (OD) Vocational FTE cannot exceed Total Open Doors HC.9. Total RS HC cannot exceed the total of 11th and 12th grade Total K–12 HC.10. Skill Center enrollment cannot be reported by a non-Skill Center district.

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11. R&N enrollment cannot be reported by a non-R&N district.12. Open Doors enrollment cannot be reported for a non-Open Doors district.13. Transitional Bilingual Instruction Program (TBIP) HC plus Exited TBIP HC cannot exceed Total K–12 HC.

About Edits

Edits compare the current file against the prior month’s “Accepted by OSPI” file and warns when the data has significantly changed. Edits are run on the P223 and P223H for the months of October through June. No Edits occur for the September P223 and P223H, and the July and August P223. For the P240 and P223S which are annual files, Edits are not run since there is no prior month data to compare. Edits in the School Level Reporting compare district total enrollment and do not compare enrollment by school.

The following tests occurs when Edits are run: First Test checks the number difference between months. If the difference is more or less than 5 for the P223

and 3 for the P223H, then proceed to Second Test. If not, no Edit occurs. Second Test checks to see if the number difference is more or less than 10%. If so, an Edit occurs. If not, no Edit

occurs.

When an Edit occurs, the enrollment data must be checked and either corrected or a comment submitted detailing why the data is correct.

Submitting File Process and Running Validations and Edits

Once a file is ready to be submit, click on the “Submit” button next to the file.

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Run Validations

You are taken to the “Run Validation/RunEdits” screen. For P223 and P223S, running Validations is required. Click on the “Run Validations” button.

If the file passes the validation test, the message “All Validations have Passed” will appear.

If Validation errors do occur, a message stating “there are Validation Errors that need to be resolved before submitting” will appear. Remember all Validations must be cleared to proceed to running Edits and to submit a file.

The “Validation Message” box will provide a list of errors that require correcting. This list is printable by hitting the “Download Spreadsheet” button. An Excel spreadsheet will be created.

Hit the “Return” button found at the bottom of the screen to go back to the “List Enrollment” screen. Hit the “Update” button next to the file to make the necessary corrections to the file.

Run Edits

Edits are run on the P223 and P223H for the months of October through June. Click on the “Run Edit” button for these files.

If there are no Edits, a message stating “Edit Checks Variances have passed” will appear.

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If Edits do occur, the following screen will appear. (Note that a few changes will be made to this screen).

The “Edit Check Variances” box will provide a list of Edits – areas where your enrollment numbers are significantly different than the previous month’s “Accepted by OSPI” file. The Edit process gives you a chance to verify that your numbers are correct. This list of Edits can be downloaded to an Excel spreadsheet. Click on the “Download Spreadsheet” button.

If the Edits are correct, an explanation for why the variance between months is correct must be provided in the comment box. The comment cannot exceed 255 characters.

As part of the monthly enrollment process, OSPI reviews all Edits received statewide. Edits whose comments do not provide a clear explanation will be questioned and you will be asked by your ESD to provide a better explanation.

Below are examples of Great Comments, Okay Comments, and Bad Comments. Great Comments clearly state why the Edit is correct. Okay Comments may require OSPI to ask for more information. Bad Comments will require you to provide us a better explanation.

Great Comments Okay Comments Bad Comments9-12 Voc FTE count is higher this month due to a new approved art class.

New students. No errors.

New quarter started for Running Start students.

Correct number of students reported. Submit button will not populate for me until I submit a comment.

Increase of student enrolled in 10th and 11th grade.

Improper placement. Accidental edits.

Increased enrollment in Kindergarten from 30 to 36 for October.

Data is correct. I clicked on the wrong button :(

Submitting File

Once all Validations are passed and Edits are verified and explained, the file can be submitted by hitting the “Submit” button at the bottom of the page.

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Section 12 – Data Extracts

Districts, charter schools, tribal compact schools, and direct funded technical colleges are able to run extracts of their enrollment data. To run an extract, select “Extract” from the second top green bar.

The following options are available for running an extract:1. Select the school year for the extract.2. Select the most recent month for the extract.3. Select the “Only Approved by OSPI” button if the extract should contain the most recently “Accepted by OSPI”

data. By not selecting this button, the extract will pull from the most recent non-“Accepted by OSPI” data. 4. Select the “Include Cumulative Months” button if the extract should be a pull of the yearly enrollment data

reported as of the month selected in item #2. By not selecting this button, the extract will pull only the data for the month indicated in Item #2.

5. Select the “School Level” button if the extract should pull school level data. By not selecting this button, the extract will pull data at the district level.

6. Select the “Include Non-Standard” button to include P223S enrollment.7. Click on “Download Spreadsheet” to create the Extract.

①②

③

④

⑤

⑥

⑦

The extracts will result in an Excel file with four different worksheets.

1. The worksheet labeled “Grades” contains the following data: K–12 HC – column labeled “IND” K–12 FTE – column labeled “FTE” K–3 High Poverty (HP) – column labeled “K-3PovIND” K–3 HP FTE – column labeled “K-3PovFTE” Remote and Necessary (R&N) HC – column labeled “RN-IND” R&N FTE – column labeled “RN-FTE” Alternative Learning Experience (ALE) HC – column labeled “ALE-IND”

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ALE FTE – column labeled “ALE-FTE”2. The worksheet labeled “Month” contains the following data:

Running Start (RS) HC – column labeled “RUN-IND” RS Only HC – column labeled “RUN-RSO” RS Nonvocational FTE – column labeled “RS-NV-FTE” RS Vocational FTE – column labeled “RS-VOC-FTE” Transitional Bilingual Instruction Program (TBIP) HC – column labeled “BIL” Exited TBIP HC – column labeled “BIL-EXITED” Open Doors (OD) HC – column labeled “OD-IND” OD Nonvocational FTE – column labeled “OD-NV-FTE” OD Vocational FTE – column labeled “OD-VOC-FTE” 9th–12th Vocational FTE – column labeled “T-VOC-FTE” 9th–12th ALE Vocational FTE – column labeled “T-Voc ALE” 7th & 8th Vocational FTE – column labeled “7-8-VOC-FTE” 7th & 8th ALE Vocational FTE – column labeled “7-8 Voc ALE” Skill Center FTE – column labeled “SKILLS” Skill Center ALE FTE – column labeled “Skills ALE” Special Education Birth to Age 2 – column labeled “AGE-0-2” Special Education Age 3 to 5 – column labeled “AGE-3-5” Special Education Grade K to Age 21 – column labeled “AGE-K-21”

3. The worksheet labeled “Ancillary” contains the following reported on the P240: Ancillary Hours by Grade Group – column labeled “HOURS” Ancillary AAFTE – column labeled “AA-FTE”

4. The worksheet labeled “NS” contains the data from the P223S. More information will be provided as it becomes available.

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Section 13 – Enrollment Reports

To run Reports in the NEW School Level application, select Report on the lower green bar. Do not select Report on the top green bar.

You will be taken to the following screen:

Select a school year. Click the “Approved Only” box to see enrollment reported on “Accepted by OSPI” files only. Leaving this box

unclick will show first enrollment reported on files that are not “Accepted by OSPI” status. Select a month. The displayed month will default to the current month. By selecting an earlier month, only

enrollment reported to that month will display and the average shown will be the average as of that month. Select the District Reports to be run. Note that as of September 7, 2016, only the 1251 (FTE) report is avaialble.

The 1251H (HC) and 1735 (Special Ed) reports will be available around September 13. The 1251SR, 1251HSR, and 1735T will be available later.

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Section 14 – TXT File Requirements

Enrollment data can be imported electronically by creating a TXT file of the enrollment from your Student Information System. The following information provides the Filename Format and the Record Layout Format requirements.

The School Level Enrollment Reporting forms are a fixed width text file using UTF-8 encoding. One TXT file is created for each monthly Record Type (P223, P223H, P240, and P223S) for each district, charter school, tribal compact school, or direct funded technical college.

Filename Format

This section outlines the Filename Format required for OSPI’s Enrollment File Processor to efficiently import a district, charter school, tribal compact school, or direct funded technical college’s enrollment data. The Filename must be consistent and use the following formatting. The Filename Format contains 50 characters.

Note: In the Type column, “N” refers to numeric and “A” to alpha.

Justify Req. Exceptions or ConstraintsLeft Right

Field Name Beg. Len. Type Tb T0 Lb L0

System Identifier 1 4 A ✓ Must Be ‘P223‘

Underscore Filler 5 1 A ✓ ‘_’

Enrollment Type 6 2 N ✓ ✓

09 = ‘Basic Enrollment – P223’10 = ‘Ancillary Enrollment – P240’11 = ‘Non-Standard Enrollment – P223S’12 = ‘Special Education Enrollment – P223H’13 = ‘U of W Enrollment – OSPI Only’

Underscore Filler 8 1 A ✓ ‘_’SchoolYearCode 9 9 A ✓ YYYY-YYYYUnderscore Filler 18 1 A ✓ ‘_’

Month 19 2 A ✓ ✓ 01-13 EX: 09 – Sept, 12 – Dec, 01 – Jan, 13 – P223S or P240

Underscore Filler 21 1 A ✓ ‘_’District Code 22 5 N ✓ ✓ ‘CCDDD – County District Code’Underscore Filler 27 1 A ✓ ‘_’Date 28 10 A ✓ ‘YYYY-MM-DD’Underscore Filler 38 1 A ✓ ‘_’Time 39 8 A ✓ ‘HH-MM-SSPeriod Filler 47 1 A ✓ Must be ‘.’File Extension 48 3 A ✓ Must be ‘txt’

Example(s): ‘P223_09_2015-2016_09_34901_2015-12-04_11-25-35.txt’‘P223_10_2015-2016_10_04251_2015-12-03_05-23-55.txt’‘P223_11_2016-2017_13_34901_2015-12-02_10-11-54.txt’

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Record Layout

This section outlines the format needed for each record type. This includes the necessary fields, the rules for the beginning points, length, and justification, and any exceptions or constraints that may apply. Each record layout requires 80 characters.

Note: In the Type column, “N” refers to numeric, “A” to alpha, and “F” to filler.

Justify Req. Exceptions or ConstraintsLeft Right

Field Name Beg. Len. Type Tb T0 Lb L0

RecordType 1 2 N ✓

09 = ‘Basic Enrollment – P223’10 = ‘Ancillary Enrollment – P240’11 = ‘Non-Standard Enrollment – P223S’12 = ‘Special Education Enrollment – P223H’13 = ‘U of W Enrollment – OSPI Only’

Filler 3 1 F ✓ Must be one space ‘ ‘SchoolYearCode 4 9 A ✓ YYYY-YYYYFiller 13 1 F ✓ Must be one space ‘ ‘

Month 14 2 A ✓ ✓ ‘01’-‘13’ EX: ‘09’ – Sept, ‘01’ – Jan, ‘13’ – P223S or P240

Filler 16 3 F ✓ Must be spaces ‘ ‘DistrictCode 19 5 N ✓ ✓ ‘CCDDD – County District Code’Filler 24 5 F ✓ Must be spaces ‘ ‘

SchoolCode 29 4 N ✓ ✓ EX: ‘0001’, ‘4001’ Use ‘0000’ for district level data3

Filler 33 3 F ✓ Must be spaces ‘ ‘ResidentDistrictCode 36 5 N ✓ ✓ ‘CCDDD – County District Code’Filler 41 10 F ✓ Must be spaces ‘ ‘FieldNumber 51 6 N ✓ ✓ See below screenshots for field numbers.Filler 57 1 F ✓ Must be one space ‘ ‘Amount 58 12 N ✓ ✓ FTE, HeadCount, Hours (Whole Number)DecimalPoint 70 1 F ✓ Must Be ‘.’ (Decimal Point)DecimalAmount 71 2 N ✓ ✓ For FTE only.

Filler 73 8 F ✓ Must be spaces ‘ ‘

Example(s):‘09 2015-2016 05 05402 3737 05402 000096 000000000111.50 ‘‘09 2015-2016 12 34111 0000 34111 000014 000000000001.00 ‘‘11 2016-2017 13 14005 1775 14028 000174 000000000022.00 ‘

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Screen Shots of Files With Field Numbers

This section provide screen shots of each form with the field numbers for the School Level Reporting data entry. For the P223S screen, the current District Level screen is shown and will appear different in the School Level Reporting screen.

Each number in the field boxes corresponds with the appropriate field number in the School Level Reporting files.

P223 fields that are reported on the school screen.

P223 fields that are reported at the district summary screen – for reporting Open Doors HC and FTE only.

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P223H fields that are reported on the school screen.

P240 fields that are reported at the district level.

P223S District Level Enrollment Reporting screen with the field

numbers.

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Field Number Details

The table below provides details for each field number including the field name, level that the data will be collected, number format, default value, length precision, scale, and details on which file type contains the field number.

File TypeField # Field Name Level

# Format

Default Value

Length Precision Scale P223 P223H P240 P223S

2 Anc Gr 4 Hours District Integer 0 18 6 X4 Anc K Hours District Integer 0 18 6 X6 Anc Gr 1-3 Hours District Integer 0 18 6 X8 Anc Gr 5-6 Hours District Integer 0 18 6 X

10 Anc Gr 7-8 Hours District Integer 0 18 6 X12 Anc Gr 9-12 Hours District Integer 0 18 6 X13 Open Doors HC District Integer 0 18 6 X14 Open Doors Non-Voc FTE District Decimal 0 18 6 X15 Open Doors Voc FTE District Decimal 0 18 6 X30 ALE Gr 1 FTE School Decimal 0 18 6 X31 ALE Gr 1 HC School Integer 0 18 6 X32 ALE Gr 10 FTE School Decimal 0 18 6 X33 ALE Gr 10 HC School Integer 0 18 6 X34 ALE Gr 11 FTE School Decimal 0 18 6 X35 ALE Gr 11 HC School Integer 0 18 6 X36 ALE Gr 12 FTE School Decimal 0 18 6 X37 ALE Gr 12 HC School Integer 0 18 6 X38 ALE Gr 2 FTE School Decimal 0 18 6 X39 ALE Gr 2 HC School Integer 0 18 6 X40 ALE Gr 3 FTE School Decimal 0 18 6 X41 ALE Gr 3 HC School Integer 0 18 6 X42 ALE Gr 4 FTE School Decimal 0 18 6 X43 ALE Gr 4 HC School Integer 0 18 6 X X44 ALE Gr 4 Hours School Integer 0 18 6 X45 ALE Gr 5 FTE School Decimal 0 18 6 X46 ALE Gr 5 HC School Integer 0 18 6 X47 ALE Gr 6 FTE School Decimal 0 18 6 X48 ALE Gr 6 HC School Integer 0 18 6 X49 ALE Gr 7 FTE School Decimal 0 18 6 X50 ALE Gr 7 HC School Integer 0 18 6 X51 ALE Gr 8 FTE School Decimal 0 18 6 X52 ALE Gr 8 HC School Integer 0 18 6 X53 ALE Gr 9 FTE School Decimal 0 18 6 X54 ALE Gr 9 HC School Integer 0 18 6 X55 ALE FDK FTE School Decimal 0 18 6 X56 ALE FDK HC School Integer 0 18 6 X X57 ALE FDK Hours School Integer 0 18 6 X

File Type

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Field # Field Name Level

# Format

Default Value

Length Precision Scale P223 P223H P240 P223S

58 ALE HDK FTE School Decimal 0 18 6 X59 ALE HDK HC School Integer 0 18 6 X X60 ALE HDK Hours School Integer 0 18 6 X61 ALE Gr 1-3 HC School Integer 0 18 6 X62 ALE Gr 1-3 Hours School Integer 0 18 6 X63 ALE Gr 5-6 HC School Integer 0 18 6 X64 ALE Gr 5-6 Hours School Integer 0 18 6 X65 ALE Gr 7-8 HC School Integer 0 18 6 X66 ALE Gr 7-8 Hours School Integer 0 18 6 X67 ALE Gr 9-12 HC School Integer 0 18 6 X68 ALE Gr 9-12 Hours School Integer 0 18 6 X69 Skill Center ALE HC School Integer 0 18 6 X70 Skill Center ALE Hours School Integer 0 18 6 X71 Voc ALE Gr 7-8 HC School Integer 0 18 6 X72 Voc ALE Gr 7-8 Hours School Integer 0 18 6 X73 Voc ALE Gr 9-12 HC School Integer 0 18 6 X74 Voc ALE Gr 9-12 Hours School Integer 0 18 6 X75 Skill Center ALE FTE School Decimal 0 18 6 X76 Voc ALE Gr 7-8 FTE School Decimal 0 18 6 X77 Voc ALE Gr 9-12 FTE School Decimal 0 18 6 X78 Skill Center FTE School Decimal 0 18 6 X79 Voc Gr 7-8 FTE School Decimal 0 18 6 X80 Voc Gr 9-12 FTE School Decimal 0 18 6 X81 Exited TBIP HC School Integer 0 18 6 X82 HP Gr 1 FTE School Decimal 0 18 6 X83 HP Gr 1 HC School Integer 0 18 6 X84 HP Gr 2 FTE School Decimal 0 18 6 X85 HP Gr 2 HC School Integer 0 18 6 X86 HP Gr 3 FTE School Decimal 0 18 6 X87 HP Gr 3 HC School Integer 0 18 6 X88 HP FDK FTE School Decimal 0 18 6 X89 HP FDK HC School Integer 0 18 6 X X90 HP FDK Hours School Integer 0 18 6 X91 HP HDK FTE School Decimal 0 18 6 X92 HP HDK HC School Integer 0 18 6 X X93 HP HDK Hours School Integer 0 18 6 X94 HP Gr 1-3 HC School Integer 0 18 6 X95 HP Gr 1-3 Hours School Integer 0 18 6 X96 K–12 Gr 1 FTE School Decimal 0 18 6 X97 K–12 Gr 1 HC School Integer 0 18 6 X98 K–12 Gr 10 FTE School Decimal 0 18 6 X

File Type

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Field # Field Name Level

# Format

Default Value

Length Precision Scale P223 P223H P240 P223S

99 K–12 Gr 10 HC School Integer 0 18 6 X100 K–12 Gr 11 FTE School Decimal 0 18 6 X101 K–12 Gr 11 HC School Integer 0 18 6 X102 K–12 Gr 12 FTE School Decimal 0 18 6 X103 K–12 Gr 12 HC School Integer 0 18 6 X104 K–12 Gr 2 FTE School Decimal 0 18 6 X105 K–12 Gr 2 HC School Integer 0 18 6 X106 K–12 Gr 3 FTE School Decimal 0 18 6 X107 K–12 Gr 3 HC School Integer 0 18 6 X108 K–12 Gr 4 FTE School Decimal 0 18 6 X109 K–12 Gr 4 HC School Integer 0 18 6 X X110 K–12 Gr 4 Hours School Integer 0 18 6 X X111 K–12 Gr 5 FTE School Decimal 0 18 6 X112 K–12 Gr 5 HC School Integer 0 18 6 X113 K–12 Gr 6 FTE School Decimal 0 18 6 X114 K–12 Gr 6 HC School Integer 0 18 6 X115 K–12 Gr 7 FTE School Decimal 0 18 6 X116 K–12 Gr 7 HC School Integer 0 18 6 X117 K–12 Gr 8 FTE School Decimal 0 18 6 X118 K–12 Gr 8 HC School Integer 0 18 6 X119 K–12 Gr 9 FTE School Decimal 0 18 6 X120 K–12 Gr 9 HC School Integer 0 18 6 X121 K–12 FDK FTE School Decimal 0 18 6 X122 K–12 FDK HC School Integer 0 18 6 X X123 K–12 FDK Hours School Integer 0 18 6 X124 K–12 HDK FTE School Decimal 0 18 6 X125 K–12 HDK HC School Integer 0 18 6 X X126 K–12 HDK Hours School Integer 0 18 6 X127 K–12 Gr 1-3 HC School Integer 0 18 6 X128 K–12 Gr 1-3 Hours School Integer 0 18 6 X129 K–12 Gr 5-6 HC School Integer 0 18 6 X130 K–12 Gr 5-6 Hours School Integer 0 18 6 X131 K–12 Gr 7-8 HC School Integer 0 18 6 X132 K–12 Gr 7-8 Hours School Integer 0 18 6 X133 K–12 Gr 9-12 HC School Integer 0 18 6 X134 K–12 Gr 9-12 Hours School Integer 0 18 6 X135 R&N Gr 1 FTE School Decimal 0 18 6 X136 R&N Gr 1 HC School Integer 0 18 6 X137 R&N Gr 10 FTE School Decimal 0 18 6 X138 R&N Gr 10 HC School Integer 0 18 6 X139 R&N Gr 11 FTE School Decimal 0 18 6 X

File TypeFiel Field Name Level # Default Length Scale P223 P223H P240 P223S

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d # Format Value Precision140 R&N Gr 11 HC School Integer 0 18 6 X141 R&N Gr 12 FTE School Decimal 0 18 6 X142 R&N Gr 12 HC School Integer 0 18 6 X143 R&N Gr 2 FTE School Decimal 0 18 6 X144 R&N Gr 2 HC School Integer 0 18 6 X145 R&N Gr 3 FTE School Decimal 0 18 6 X146 R&N Gr 3 HC School Integer 0 18 6 X147 R&N Gr 4 FTE School Decimal 0 18 6 X148 R&N Gr 4 HC School Integer 0 18 6 X149 R&N Gr 5 FTE School Decimal 0 18 6 X150 R&N Gr 5 HC School Integer 0 18 6 X151 R&N Gr 6 FTE School Decimal 0 18 6 X152 R&N Gr 6 HC School Integer 0 18 6 X153 R&N Gr 7 FTE School Decimal 0 18 6 X154 R&N Gr 7 HC School Integer 0 18 6 X155 R&N Gr 8 FTE School Decimal 0 18 6 X156 R&N Gr 8 HC School Integer 0 18 6 X157 R&N Gr 9 FTE School Decimal 0 18 6 X158 R&N Gr 9 HC School Integer 0 18 6 X159 R&N FDK FTE School Decimal 0 18 6 X160 R&N FDK HC School Integer 0 18 6 X161 R&N HDK FTE School Decimal 0 18 6 X162 R&N HDK HC School Integer 0 18 6 X163 RS HC School Integer 0 18 6 X164 RS Only HC School Integer 0 18 6 X165 RS Non-Voc FTE School Decimal 0 18 6 X167 RS Voc FTE School Decimal 0 18 6 X169 Skill Center HC School Integer 0 18 6 X170 Skill Center Hours School Integer 0 18 6 X171 SPED Age 0-2 HC School Integer 0 18 6 X172 SPED Age 3-5 HC School Integer 0 18 6 X173 SPED Age K-21 HC School Integer 0 18 6 X174 TBIP HC School Integer 0 18 6 X175 Voc Gr 7-8 HC School Integer 0 18 6 X176 Voc Gr 7-8 Hours School Integer 0 18 6 X177 Voc Gr 9-12 HC School Integer 0 18 6 X178 Voc Gr 9-12 Hours School Integer 0 18 6 X

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Section 15 – Getting Help

For help on rules regarding enrollment reporting, the Enrollment Reporting Handbook is the primary source of guidance. The most recent handbook can be found at this link: http://www.k12.wa.us/safs/INS/ENR/1617/Enrollment_Handbook_2016-17.pdf.

Additionally, the following WACs provide the laws regarding reporting district enrollment for state funding:

Chapters 392-121 and 392-134 WAC (for basic education enrollment). Chapters 392-122 and 392-172A WAC (for special education enrollment). Chapter 392-169 (for RS enrollment). Chapter 392-700 (for Open Doors enrollment).

General enrollment reporting questions should be referred first to your Educational Service District (ESD) fiscal staff.

ESD Name E-mail PhoneESD 101 DeAnn Wagoner dwagoner@esd101.net 509-456-2718ESD 105 Dustin Kinley dustin.kinley@esd105.org 509-454-3116ESD 112 Christy Price christy.price@esd112.org 360-952-3489ESD 113 Jody Thompson jthompson@esd113.org 360-464-6759ESD 114 Rebecca Mallillin rmallillin@oesd114.org 360-478-6854ESD 121 Jane Murray jmurray@psesd.org 425-917-7778ESD 123 Michelle Dearlove mdearlove@esd123.org 509-544-5776ESD 123 Laura Donley ldonley@esd123.org 509-544-5774ESD 171 Student Coordinators StudentCoords@ncesd.org 509-665-2612ESD 189 Noreen McKinney nmckinney@nwesd.org 360-299-4033

If the ESD or the Enrollment Reporting Handbook are unable to answer your question, contact Becky McLean at OSPI at 360-725-6306 or becky.mclean@k12.wa.us.

For technical questions regarding files transmitting, confirm first with your ESD. If you need further technical assistance in uploading your files or accessing this system, contact OSPI IT Customer Support at 1-800-725-4311, option 7, or customersupport@k12.wa.us.

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