FY 2018 Guidance Document for School Readiness Plus Program Design and Site Location and Multiple Calendars Worksheets June 8, 2017 The FY 2018 School Readiness Plus Program Design and Site Location worksheet is intended to be used by school districts and charter schools to apply for a state funded School Readiness Plus program. The data items are required for approval and planning. Each school or program applicant must complete a separate worksheet. Each site that will offer more than one calendar option to families must also complete the Multiple Calendars worksheet. The worksheets must be uploaded with your program s School Readiness Plus online application. Refer to the section entitled Qualifying Characteristics of Eligible Students to learn which students will be eligible for funding and who may be included on this worksheet. Do not save and submit these worksheets until all errors have been corrected. Refer to the section called Validations for more information. Worksheets submitted with errors will be returned and not processed until the errors have been corrected. MDE Contacts Contact Sharon Peck at 651-582-8811 or Kelly Wosika at 651-582-8855 for questions on these worksheets. Contact Early Learning for questions on School Readiness Plus program requirements. Contact Jon Van Oeveren at 651-582-8375 or Laurena Schlottach-Ratcliff at 651-582-8461 for questions on funding. 1
Contents Site Design and Location Worksheet...3 Program Identification...3 Program Contact Information...5 School Readiness Plus Program Calendar Information...5 School Readiness Plus Enrollment Cap for District...6 Estimated Eligible Enrollment Information...6 Qualifying Characteristics of Eligible Students....7 Estimated Participation Impacting Other Funding Sources...8 Validations...8 Multiple Calendars Worksheet... 10 Calendar and Participation... 10 Validations... 11 2
Site Design and Location Worksheet Program Identification Lines 1-2: District Number and District Type. Lines 3 and 5: Site Number and School Name. This is the site number and name of the existing elementary school at which the school readiness plus program will exist or the attendance area from which the School Readiness Plus program will serve. If the program will not be housed at an existing elementary school and will not serve the attendance area of an existing elementary school, report New on line 3. If other than New is entered, the site number must be registered on MDE-Org as an elementary school. The site number reported will be used to calculate the application s ranking. If the School Readiness Plus program will be school-based and located at an existing elementary school site, report that site number, as registered on MDE-Org. Report the corresponding name of that elementary school, as registered on MDE-Org, in line 5. Select School at an Existing School Site in the dropdown in line 8. Leave line 9 blank. If the School Readiness Plus program will be school-based and located at a site that is not currently classified as an elementary school, report New on line 3. Select School at a New School Site in the dropdown in line 8. Leave line 9 blank. If the program will be mixed delivery (see line 9 for a definition) located at an elementary school, report that site number, as registered on MDE-Org. Report the corresponding name of that elementary school, as registered on MDE-Org, in line 5. Select Mixed Delivery at a School Site in the dropdown in line 8. Select the appropriate mixed delivery partner in line 9. If the program will be mixed delivery (see line 9 for a definition) that serves only students from the geographic area of a specific elementary school but will not be located at that elementary school, report that elementary school site s number, as registered on MDE-Org. Report the corresponding name of that elementary school, as registered on MDE-Org, in line 5. Select Mixed Delivery at a New Site Serving Existing School in the dropdown in line 8. If approved, the district s/charter school s Site Verification Coordinator will need to request a new site number for the program for state reporting purposes. Select the appropriate mixed delivery partner in line 9. If the program will be mixed delivery (see line 9 for a definition) that is housed at its own location and will serve students district wide, report NEW on line 3. On line 5 report the name of the new program. If approved, the district s/charter school s Site Verification Coordinator will need to request a new site number for the program. Select the appropriate mixed delivery partner in line 9. Programs that will be located at a site that is currently classified as 85 Prekindergarten/Preschool/School Readiness is not a valid site number. The school readiness plus program will need to be assigned its own site number, classified as an elementary school. The district s Site Verification Coordinator can request the new site number upon program approval. A district s site numbers, site names and Site Verification Coordinators can be found on the MDE-Org website. Enter the district name or number in the Search box and select Search. Scroll down the list to find the correct 3
district and select District View. The site number is the three-digit number following the four-digit district number and two-digit district type. For example, for Citywide Preschool Program 0709-01-010, 010 is the school number. Selecting a specific site will bring up a screen that identifies the site s classification. For example, 10 indicates an elementary school and 85 indicates a prekindergarten/preschool site. Sites with a classification of 84 (ECFE) or 85 (prekindergarten/preschool/school readiness) are not considered elementary schools for purposes of school readiness plus. They cannot be used to report school readiness plus students on MARSS. Line 4: District Name. This will be automatically provided after the district number and type are entered on lines 1 and 2. Line 5: School Name. If the School Readiness Plus program will be located at an existing elementary school site, or serve only the geographic area of an existing school, report the name of the site associated with the site number reported on line 3. If the program will be a mixed delivery located at a new site or a school based program that is located in other than an existing elementary school, report the name of that new site. Report NEW on line 3. Line 6: District Receives Achievement and Integration. Select Yes or No in the dropdown. Line 7: Is this a Title I School, for existing schools only: Y/N. Indicate if this school receives Title I funding. This should be No if New is reported on line 3. Line 8: School or Mixed Delivery Site. Indicate if this program is a school or mixed delivery site. Refer below for a definition of mixed delivery. If the program will be mixed delivery select the program type in line 9 as Head Start, child care center, family child care or community-based organization. School at an Existing School Site the school readiness plus program will be school based and located at an existing elementary school. School at a New School Site the school readiness plus program will be school based and located at a new site, not an existing elementary school. Mixed Delivery at a School Site the school readiness plus program will be offered through a contract with a mixed delivery partner and located at an existing elementary school. Mixed Delivery at a New Site Serving an Existing Elementary Site the school readiness plus program will be offered through a contract with a mixed delivery partner, located at a new site but serve the geographic attendance area of an existing elementary school. Mixed Delivery at a New Site the school readiness plus program will be offered through a contract with a mixed delivery partner and located at a new site. A mixed delivery of services is defined as a district or charter school contract with a Head Start, child care center, family child care program or community-based organization for delivery of a school readiness plus program. Districts or charter schools choosing to contract with a Head Start, child care center, family child care program or community-based organization must have a signed Memorandum of Understanding (MOU) with their partner site who has agreed to meet all program requirements to be submitted by July 1, 2017 along with the site s application. 4
Line 9: If Mixed Delivery, Select Program Type from List. If this is a mixed delivery site, select one of the following partners from the dropdown: Head Start, child care center, family child care or community-based organization. Program Contact Information Lines 10-12: Name, Phone Number and Email. Provide the contact information for the person that MDE can contact with questions on the worksheets. School Readiness Plus Program Calendar Information Line 13: Will there be more than one School Readiness Plus calendar? If there will be more than one classroom of School Readiness Plus students at this site and either their number of instructional days or length of instructional day will be different, select Yes in the dropdown. The number of annual instructional hours determines the ADM and pupil units generated by the School Readiness Plus students which impacts the total number of students for which the program or district is eligible to generate funding. Each program that offers more than one calendar needs to complete the Multiple Calendars worksheet. Contact Kelly Wosika or Sharon Peck with questions on completing the calendar information in lines 14-15 and/or the Multiple Calendars worksheet. Line 14: Number of Scheduled Instructional Days. Provide the number of days that the School Readiness Plus program is scheduled to meet. Include days that are scheduled to be shorter than the regular length of day. For example, a day scheduled to be shortened for students for parent-teacher conferences is still considered an instructional day if all students in the school readiness plus program are expected to attend and participate in the program at the same time with their teacher. These days will be reported on the MARSS A School file as Instructional Days for the school readiness plus participants. If the site will have multiple calendars, report the longer calendar information on lines 14 and 15 and complete the Multiple Calendars worksheet. If the day is used only for parent-teacher conferences and students are required to attend with their parents, albeit families attend at different times, the day is not considered an instructional day. This is the same definition that is used to report calendar information for older grade levels. Line 15: Average Length of Instructional Day. Report the length of the School Readiness Plus program in terms of minutes. Exclude meals if the classroom teacher does not provide instruction during the meal. Exclude transportation time. If the length of day varies during the school year, for example, one day each quarter students are released after a half day of instruction for teacher in-service, the average length of day needs to be calculated. The Flexible Scheduling Report posted to the MARSS-Student Accounting website can be used to calculate the average length of day. This is the same definition that is used to report calendar information for older grades. This figure will be reported on the MARSS A School file as Length of Day for the school readiness plus grade. If the site will have multiple calendars, report the longer calendar information on lines 14 and 15 and complete the Multiple Calendars worksheet. 5
An error message will be displayed if the combination of instructional days and average length of day do not provide at least 350 annual instructional hours. The calendar information will need to be updated to provide at least 350 annual instructional hours. Line 16: Annual Instructional Hours. This item is computed based on the number of Instructional Days and the Length of Day. (Number of Instructional Days X Length of Day in Terms of Minutes / 60 minutes per hour.) The combination of Instructional Days and Length of Day must provide at least 350 annual instructional hours to meet the requirements of statute. Line 17: Maximum ADM Per School Readiness Plus Student. This item is computed based on the Annual Instructional Hours. Average Daily Membership (ADM) equals the lesser of a student s membership hours divided by 850 hours or 0.60. A School Readiness Plus student enrolled all year will generate the full annual instructional hours as membership hours. A school readiness plus student enrolled less than the full school year will generate fewer membership hours and less ADM. School Readiness Plus Pupil Units and Enrollment Cap for District Line 18: District Kgn Pupil Units from February forecast. These pupil units exclude kindergarten students with an IEP. This will be prepopulated based on the district number and type entered in lines 1 and 2. This is used to determine the maximum number of school readiness plus students who can be funded under this statute. The total pupil units generated by the district s or charter school s voluntary pre-kindergarten and School Readiness Plus programs cannot exceed 60 percent of the number of adjusted kindergarten pupil units for the same school year. The district or charter school provided these estimates to MDE via EDRS earlier in the school year. Line 19: Estimated School Readiness Plus Pupil Units. This item is calculated based on the Maximum ADM Per School Readiness Plus Student in line 17 and the Calculated Enrollment in School Readiness Plus in row 22. For planning purposes, it is assumed that all of the students will be enrolled for the full school year. Line 20: Maximum Eligible Enrollment. This item is calculated based on the district s/charter school s estimated Kindergarten Pupil Units in line 18 and the school readiness plus program s Maximum ADM per School Readiness Plus Student on line 17. Estimated Eligible Enrollment Counts Line 21: Total Eligible School Readiness Plus Enrollment, excluding ECSE Students. Provide the number of School Readiness Plus students who will be served in the program. This is used to estimate the number of pupil units that the program will generate. Exclude early childhood special education (ECSE) students who may be served in the program and ineligible students, e.g., those who are three or five years of age as of September 1 or who do not meet any of the qualifying criteria. The ECSE students will generate ADM and pupil units as ECSE students rather than school readiness plus students. The ECSE and ineligible students will not be included in the program s funding cap. 6
Line 22: Calculated Enrollment. This is calculated using the lesser of the maximum number of students that can be served in the School Readiness Plus program from line 20 and the number of students the program plans to serve as reported on line 21. If approved, the program can report no more than this number of students on MARSS as eligible for funding. Line 23: Number of Eligible Nonresidents. Of the total number of eligible students in line 22, estimate the number of School Readiness Plus students who will enroll as nonresidents. All of a charter school s students are nonresidents. Independent districts should estimate the number of School Readiness Plus students who will open enroll to the program; an open enrollment application must be on file for these students. This is used to estimate resident versus adjusted pupil units. Qualifying Characteristics of Eligible Students The data collected in lines 24 through 29 are eligibility criteria for School Readiness Plus. Students must be age four as of September 1 and they must also meet at least one of the qualifying criteria: Eligible for free or reduced price meals English learner Foster child Homeless Risk factors identified in the screening process Special education An individual student may be included on only one of lines 24 or 25, but may be included in more than one of lines 26 through 29. Students with an IEP will not count against the enrollment cap. The program must maintain records of how each student who is reported as eligible for funding met the eligibility criteria, in case of an audit. Line 24: Total Number Eligible for Free Meal. Of the total number of eligible students in line 22, estimate the number of School Readiness Plus students who will be eligible for the free meal program. These students will need to be included on a Direct Certification report or the family will need to provide an eligible Household Income Statement by December 15 for the students to be reported as free meal eligible. This information will be used to estimate compensatory revenue until the actual numbers are reported via the Fall MARSS files. Line 25: Total Number Eligible for Reduced Price Meal. Of the total number of eligible students in line 22, estimate the number of School Readiness Plus students who will be eligible for the reduced price meal program. These students must be included on an eligible Household Income Statement by December 15 for the students to be reported as reduced price meal eligible. This information will be used to estimate compensatory revenue until the actual numbers are reported via the Fall MARSS files. An error message will be displayed if the sum of lines 24 and 25 exceeds the enrollment on line 22. Reduce the number of free and/or reduced price meal count students to correct the error. 7
Line 26: Number of Eligible English Learners. Of the students in line 22, estimate the number of School Readiness Plus students (a) whose home primary language is other than English or American Sign Language, (b) who will be evaluated per the district s/charter school s Written Plan of Service as eligible for EL instruction, and (c) will be served in an EL program. This information will be used to estimate EL Aid until the actual data are reported via MARSS. Line 27: Foster Students. Of the total number of eligible students in line 22, estimate the number of school readiness plus students who are in foster care. Line 28: Homeless. Of the total number of eligible students in line 22, estimate the number of school readiness plus students who are homeless. Line 29: Health and Development Screening Risk Factors. Of the total number of eligible students in line 22, estimate the number of School Readiness Plus students who have been identified through the health and developmental screening process with a potential risk factor that may influence learning. Estimated Participation Impacting Other Funding Sources Line 30: Number of Breakfast Participants. Of the total number of eligible students in line 22, estimate the number of School Readiness Plus students who will participate in the breakfast program. This information will be used to estimate meal reimbursements until the actual data are reported. An error will be displayed if the number of breakfast participants exceeds the enrollment in line 22. Reduce the number of breakfast participants to correct the error. Line 31: Number of Lunch Participants. Of the total number of eligible students in line 22, estimate the number of School Readiness Plus students who will participate in the lunch program. This information will be used to estimate meal reimbursements until the actual data are reported. An error will be displayed if the number of lunch participants exceeds the enrollment in line 22. Reduce the number of breakfast participants to correct the error. Line 32: Number Minority. Of the total number of eligible students in line 22, estimate the number of School Readiness Plus students who are non-white. This information will be used to estimate the impact on Achievement and Integration Revenue. An error will be displayed if the number of minority participants exceeds the enrollment in line 22. Reduce the number of minority students to correct the error. Validations If other than OK is indicated on any of lines 33, 35 or 36, do not submit the School Readiness Plus Program Design and Site Location worksheet. The errors must be corrected prior to submission. 8
Line 33: Has the Multiple Calendar worksheet been completed? If line 13 indicates the School Readiness Plus program at this site will have more than one calendar, the Multiple Calendars worksheet must be completed. Refer to the directions below. Line 34: School Readiness Plus Pupil Units. These data are calculated from elsewhere in the two worksheets. If the School Readiness Plus program at this site will offer a single calendar, i.e., line 13 is No, the pupil units are from line 19. If the School Readiness Plus program at this site will offer more than one calendar, i.e., line 13 is Yes, the pupil units are from line 26 of the Multiple Calendars worksheet. These will be zero until the Multiple Calendars worksheet is completed. Line 35: Do School Readiness Plus Pupil Units exceed 60% of Kgn APU? The district s total voluntary prekindergarten and School Readiness Plus pupil units cannot exceed 60 percent of the district s kindergarten pupil units from line 18. If an error message is displayed, either the number of students in line 21 must be reduced, or the calendar needs to be shortened on lines 14 and/or 15. This edit does not have access to the district s or charter school s other potential voluntary pre-kindergarten or School Readiness Plus applications. Therefore, if other sites are approved, the approved number of students at this site may be reduced during the approval process at MDE. Line 36: Do not Save Submission unless OK is shown here. If an Error appears, update the Multiple Calendars worksheet. 9
Multiple Calendars Worksheet Calendar and Participation For each section of School Readiness Plus at this site that has a different calendar, i.e., the number of instructional days and/or the average length of day differ, a separate number of students and calendar must be completed on this worksheet. The worksheet allows for up to four distinctly different calendars. The data are used to calculate the site s School Readiness Plus pupil units. The total number of students provided on the Multiple Calendars Worksheet must match the total number of students provided on line 22 of the Site Design and Location Worksheet. An error message will be displayed in line 30 if the number of students are different. Lines 1, 7, 13 and 19: Eligible School Readiness Plus Enrollment. For each calendar provide the number of students who will be enrolled in that particular section. Exclude ECSE students and ineligible students, i.e., students who will be age 3 or 5 as of September 1 or who do not meet at least one of the qualifying criteria. Lines 2, 8, 14 and 20: Number of Scheduled Instructional Days. Provide the number of days that this particular section of the School Readiness Plus program is scheduled to meet. Include days that are scheduled to be shorter than the regular length of day. For example, a day scheduled to be shortened for students in this section for parent-teacher conferences is still considered an instructional day if all students in this section of the School Readiness Plus program are expected to attend and participate in the program at the same time with their teacher. These days will be reported on the MARSS A School file as Instructional Days for the school readiness plus participants. If the day is used only for parent-teacher conferences and students are required to attend with their parents, albeit families attend at different times, the day is not considered an instructional day. This is the same definition that is used to report calendar information for older grade levels. Lines 3, 9, 15 and 21: Average Length of Instructional Day, in Terms of Minutes. Report the length of the School Readiness Plus program in terms of minutes, excluding meals for this particular section. Include meal times if the classroom teacher provides instruction during the meal. Exclude transportation time. If the length of day varies during the school year, for example, one day each quarter students are released after a half day of instruction for teacher in-service, the average length of day needs to be calculated. The Flexible Scheduling Report posted to the MARSS-Student Accounting website can be used to calculate the average length of day. This is the same definition that is used to report calendar information for older grades. This figure will be reported on the MARSS A School file as Length of Day for the school readiness plus grade. No annual instructional hours will be computed on lines 4, 10, 16 and 22 if the combination of instructional days and average length of day do not provide at least 350 annual instructional hours. The student count will not be included in the site s total served on line 29 until the calendar information is corrected. The calendar information will need to be updated to provide at least 350 annual instructional hours. 10
Lines 4, 10, 16 and 22: Annual Instructional Hours. These are calculated using the number of Instructional Days and Average Length of Day, specifically, instructional days times length of day (in terms of minutes) divided by 60. These must equal or exceed 350. Lines 5, 11, 17 and 23: Maximum ADM per School Readiness Plus Student. This is calculated dividing the annual instructional hours by 850, not to exceed 0.60. Lines 6, 12, 18 and 24: ADM or pupil units. This is calculated by multiplying the number of students by the maximum ADM per student. Validations The data in the following rows are calculated and cannot be updated by the user. If the data are in error, the source line(s) of data must be updated. Line 25: District Kgn Pupil Units. This information comes from line 18 of the Design and Site Location worksheet. Line 26: Total School Readiness Plus Pupil Units. This is the sum of lines 6, 12, 18 and 24. If there are no errors, this figure will be moved to line 34 of the Design and Site Location Worksheet. Line 27: Do School Readiness Plus Pupil Units Exceed 60% of Kgn Pupil Units? An OK will be displayed if the site s total pupil units do not exceed 60 percent of the kindergarten pupil units from line 18 of the Design and Site Location Worksheet. If an error message is displayed, i.e., Yes, reduce calendar or number of participants. The updates need to be made before the worksheets can be submitted. Line 28: Total School Readiness Plus Students from line 22 of the Design and Site Location Worksheet. This information comes from line 22 of the Design and Site Location worksheet. Line 29: Total School Readiness Plus Enrollment. This is a sum of lines 1, 7, 13 and 19 from the Multiple Calendars worksheet. Line 30: If the number of students on the Multiple Calendars worksheet on line 29 does not exactly match the number of students on line 22 of the Design and Site Location worksheet, an Error message is displayed. The number of students in one or more calendars above needs to be adjusted so that OK is displayed. The Design and Site Location worksheet cannot be submitted until an OK is displayed in this cell. 11