NATIONAL CATHOLIC EDUCATIONAL ASSOCIATION DATA BANK Dear Principal: Attached you will find the 2014-2015 academic year NCEA Databank School Report form. Please read all the instructions and definitions before proceeding to complete the form. All numbers should be the actual count as of Friday, September 26, 2014. The completed form should be returned via email to your diocesan school office (ncea@buffalodiocese.org) by October 1, 2014. Do not send your form to the NCEA office. Your cooperation in completing all of the information requested is essential and greatly appreciated. If you have questions, please contact Chris Riso by e-mail: criso@buffalodiocese.org or phone: 716-847-5511 (or Julie Galey - jgaley@buffalodiocese.org; 716-847-5525). We ask that you assume personal responsibility for the accuracy and timely return of this form. Thank you! Christian V. Riso Assistant Superintendent of Government Services and Special Projects Dale McDonald, PBVM Director of Public Policy and Educational Research, NCEA INSTRUCTIONS AND DEFINITIONS Overview Data will be collected in two categories: elementary/middle and secondary: Elementary/Middle: Generally PreK-8; or 6-9. Schools that identify as middle should respond in this category. Include PreK enrollment only if the PreK is part of the school (UPK is not considered a school program). DO NOT include daycare or a PreK privately operated (such as UPK), not under the jurisdiction of your school. Secondary: Generally 9-12, but if the school has grades below 9 and identifies as a high school, the school should respond in the secondary category. K-12: These schools should respond as lower and upper schools within elementary/middle or secondary categories.
NCEA Page 1 DATA BANK A.1a. Location: In which area is your school located? Mark with an x. Urban: Within the city limits of a major city or with a population of at least 50,000. Inner city: Located within a major city and characterized by a concentration (>40%) of low income population Suburban: Outside of, but tangent to, a major city or its immediate suburbs Rural: Located outside of an urban or suburban area and having fewer that 50,000 inhabitants A.1b. Sponsorship: Who governs your school Mark with an x. Single Parish: Regional: Private: On parish property, supervised by the pastor and Finance Council of the parish Several parishes are subsidizing the school under a written agreement, supervised by a Canonical Admin., and the school represents Catholic school education in a geographic area. Subsidized and supervised completely by a religious order or privately funded (High schools check here) A.2. Gender: What is your student population? * Note: The U.S. Census Bureau changed the standards for classification of federal data pertaining to race and ethnicity in 2011. Race and ethnicity are considered separate and distinct identities. B.1a. Ethnicity: Students should be counted in the category of which they self-identify or are most characteristic. See document U.S. Census Bureau Race and Ethnicity Reporting, which follows. Only one distinct category of ethnicity is collected and that is the number of Hispanic/Latinos. Whereas the Census (and possibly NY state) asks Hispanics or Latinos which broad Hispanic group they identify with (Cuban, Mexican, Puerto Rican, Central or South American or other Spanish culture), NCEA requests only the total number of Hispanic/Latinos. (Note - Please separate PreK from Grades K-8) The NCEA Data form ethnicity box will ask for the number of students/staff that are Hispanic/Latino and those who are not. These combined totals should be equal to the total number of students/staff in each section. Hispanic/Latino: Non-Hispanic: Catholic: Non-Catholic: Individual identifies as of Hispanic or Latin American origin All others; individual does not identify as of Hispanic or Latin American origin Individual has been baptized in the Catholic faith Individual has not been baptized or is a member of a faith other than Catholicism NOTE: Hispanic/Latinos may be of any race and should respond also to the racial section according to how they self-identify. Page 2 of 9
NCEA Page 1(Cont.) DATA BANK B.1b. Race: Students should be counted in the category of which they are most characteristic. The US Census Bureau categories allow people to identify as many races as they wish, but ultimately the reporting for those who check several of the racial boxes will be listed as two or more races. Note: Please separate PreK from Grades K-8 in this section American Indian/Native Alaskan: Identifies as having origins in any of the original peoples of North and South America (including Central America), and who maintain tribal affiliation or community attachment. Asian: Identifies as having origins in any of the original peoples of the Far East, Southeast Asia or Indian Sub-continent: (Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, Philippines, Thailand, Vietnam, etc.). Black/African American: Identifies as having origins in any of the black racial groups of the US, Africa or other parts of the world. Native Hawaiian/Other Pacific Islander: Identifies as having origins in any of the original peoples of Hawaii, Guam, Samoa, Fiji, Micronesia, Polynesia or other Pacific Island. (Does not include non-hawaiian residents of Hawaii) White: Caucasian from any part of the world (including the Middle East) who does not identify as one of the other groups. (Many Hispanics, Muslims or Arabs would be categorized as White/Caucasian). Two or more races: Those who identify with any combination of the above racial (not ethnic) categories. NOTE: Hispanic is now reported as a separate ethnic category; it is not a racial category. NOTE: The U.S. Census Bureau does not classify Muslims, Arabs or Hispanics as racial categories; these are ethnic and religious categories; such respondents should select the racial categories with which they self-identify. B.2. Enrollment by Grade Level: List the number of students registered in each grade level. As you enter the number of students, the grade level Total column automatically adds the numbers together. The TOTAL at the bottom must agree with the TOTAL in B.1a and B.1b. The K-8 total will automatically be entered using the information you supplied in the corresponding grade levels. Early K: A step between PreK4 and the start of Kindergarten. o These students are NOT considered Kindergarten students. Capacity: The MAXIMUM number of students, per grade level, that can be accommodated within the school building. o Capacity should not be related to the number of current staffing levels it should relate to the physical space available. Page 3 of 9
NCEA PAGE 2 C. Professional Staff: o Include all paid professionals: faculty, administrators, counselors, etc. who have responsibility for the teaching and learning process. o Do NOT include development or admissions directors, secretaries, teacher aides, volunteers, or support staff. C.1a. Professional Staff Race and Religion: o Please use same definitions as for students in B.1b. o Total will automatically be added in columns. C.1b. Professional Staff Ethnicity and Religion: o Please use same definitions as for students in B.1a. o Total will automatically be added in columns. C2. Professional Staff Full- and Part-time: o The TOTAL in both C.1a and C.1b must agree with the TOTAL in C.2. o Please use the following definitions: o Full time paid employees who regularly work a full day or 100% of contract (1.0 FTE). Full time employees may have one position or divide their time between more than one position (i.e. teaching/administration, etc.) but work the full schedule. o Part time paid employees who work less than the full school day/week or 100% of contract (less than 1.0 FTE). NCEA Page 3 D. Government Funded Programs: o Sections 1, 2a, 2b, 4a, and 4b are self-explanatory. o Section 3: Total must equal the Transportation page total. E. Additional Information: E1. A board, commission, or council may be a governing body or an advisory body. E2: Self-Explanatory E3: Self-Explanatory E4: An extended day program may include before and/or after school hours of planned supervision. E5: Section 5: Students need not have an IEP, IESP, or 504 Plan in order to be counted as a student with a diagnosed disability in this section. A list of disabilities can be found on pages 14-16 at http://www.p12.nysed.gov/specialed/lawsregs/2001-2005- Aug2014.pdf. Page 4 of 9
Tuition and Fees Page: Pre-K, Montessori & Early Kindergarten Tuition Rates Complete for both ½ day and Full Day Programs, if applicable. Please type N/A if school does not offer a particular session/program. o Maximum Days/Week - If the school offers students the flexibility in the number of days they can attend per week, please list the maximum allowed. o Maximum Yearly Rate List the highest tuition charged for a student attending the maximum days per week allowed. o Monthly, Daily and Hourly Rates will be calculated automatically based on your entries. o Fees: Please complete as instructed. If no fee is assessed, please use N/A. NOTE: All data cells are assigned to take certain bits of information. The spreadsheet will not allow you to give more information than is needed. Tuition Rates Page: K-8, 6-12, 9-12 o Grades K-8: Enter the yearly tuition for one, two, three and family as Parishioner, Non- Parishioner or Standard. o Parishioner Rate: Tuition rate for active, participating Catholics o Non-Parishioner Rate: Tuition rate for families that are not Parishioners o Standard Rate: Tuition rate for schools that do not have Parishioner/ Non- Parishioner rates. o Grades 6-12 (High Schools with Junior High programs only): Enter the yearly tuition for one, two, three and family as Parishioner, Non-Parishioner or Standard. o Parishioner Rate: Tuition rate for active, participating Catholics o Non-Parishioner Rate: Tuition rate for families that are not Parishioners o Standard Rate: Tuition rate for schools that do not have Parishioner/ Non- Parishioner rates. o Grades 9-12: Enter the yearly tuition rate for one and two children o Fees (K-12): Please complete as instructed. If no fee is assessed, please use N/A. Management, Student Services & Finance Page: I. Management Ia. Handbook Revision: The parent and student handbook may be one in the same, but the faculty handbook contains personnel policies as well as school policies. o Enter the year of their most recent revision is needed. o Ib. School Memberships: Use the drop-down menu to select Yes, No or N/A. Page 5 of 9
Management, Student Services & Finance Page (Cont.): Ic. Middle States Accreditation: Use the drop-down menu to select Yes, No or N/A. o For those with accreditation ( Yes ), the first year of the most recent accreditation is needed. Accreditation should be current and the school in compliance with reports, recertification, and all other processes. o For schools without Middle States Accreditation ( No ), enter the year you plan to begin the Middle States process. o If you selected N/A, please explain. If you have other accreditation, please supply the name and year it was first earned in this space. Id. Collective Bargaining Unit: Use the drop-down menu to select Yes or No. o If Yes, please list the year it was established and the year last negotiations took place. II. Student Services IIa. Response to Intervention (RtI): Use the drop-down menu to select Yes or No. o If Yes, please enter the RtI program used in your school. IIb. Student Services (for Students with Special Needs): Please indicate the number of students receiving services under either an IEP or 504 Plan. o An IEP or IESP is a legally binding plan for student success that is created by a district s CSE/CSPE for a student whose learning program needs to be altered. It is up-to-date and actively followed by the teachers and public school district. o A 504 Plan is a legally binding document that lists special accommodations to enable a student s success. It is updated annually and is actively followed by all teachers. o Services Provided by: Using the drop-down menu, please identify whether students with special needs are provided services through a program that is completely supervised and funded through your school, a district program that may include pushin or pull-out services using public school district funds and supervision, or other means (i.e. volunteer effort). III. English as a Second Language (ESL)/English Language Learners (ELL): IIIa. Students Receiving ESL/ELL Services: Please list the number of ESL/ELL students in your school separated by the primary language spoken at home. o ESL/ELL students may be provided services through a program that is completely supervised and funded through the school, a district program that may include push-in or pull-out services through district funds and supervision, or other means (i.e. volunteer effort). Indicate the number of students speaking each primary language other than English in the home. Page 6 of 9
Management, Student Services & Finance Page(Cont.): IIIb. Service Provider: Using the drop-down menu, please identify whether ESL students are provided services through a program that is completely supervised and funded through your school, a district program that may include push-in or pull-out services using public school district funds and supervision, or other means (i.e. volunteer effort). IV. Finance: I. Budgeted Per Pupil Cost 2014-2015 (PreK-12): Please check with your Pastor or Finance Council for the Budgeted Operating Expenses for all grades from PreK Gr.12. The Budgeted Per Pupil Cost is automatically calculated for you. II. Funded & Unfunded Tuition Assistance: o Provide the dollar amount of all scholarships and tuition assistance provided by your school or parish. o Do not include funds from CTGP or the Bison Fund in this amount. o Please separate total dollar amounts by: o Funded, scholarships backed by money from donations or fund-raisers o Unfunded, scholarships that reduce the amount of tuition charged without being offset by an actual cash donation. Student Transfers Page (Elementary & Middle Schools Only): o Enter the number of students received, separated by grade level, from each of the recently-closed Catholic elementary schools. o The totals will be calculated automatically. Transportation Page o Enter the total number of students receiving school district transportation, separated by school district and grade level (PreK/Early K, K-8, and 9-12). o The sub-totals will be calculated automatically. NOTE: The grand total on this page should match the number of students reported on Page 3, D3. Parish Affiliation Page o Enter the total number of students who are parishioners from each parish, separated by grade level (PreK/Early K, K-8, and 9-12). The sub-totals will be calculated automatically. o At the end of the Parish List, identify the number of Catholic students without a Catholic Parish affiliation. o After the Total Catholic Students (bottom of page), identify the number of non-catholic students this number must agree with the non-catholic TOTAL in B.1 on Page 1. NOTE: The Total Students will be calculated automatically. This number must agree with the TOTAL number of students in B.1 and B.2 on Page 1. Page 7 of 9
Personnel Profile Page Although the information on Page 2 asks that you not include development, admissions, support staff, secretaries, or teacher aides, we have added a section to allow you to include these employees on this page. We hope this will make things easier for you when you complete your 2014-15 Mandated Services claim in November of 2015. Please review and edit any personnel and information already on this form - some sections were populated using last year s NCEA report to make completing the form easier this year. o Daily Substitute Teacher Pay Amount Please indicate your Daily Sub Pay Rate at the top of this page. o Position, Grade Level, Subject Please provide information on each of these classifications on these lines. Ex. 1: Teacher, Pre-K, All Subjects Ex. 2: Teacher, 7, Science and Math Ex. 3: Librarian, K-8, Library Ex. 4: Teacher, 5-6/7-8, Math/ELA o Full-Time/Part-Time (with FTE Equivalent) Please designate each staff member as either Full-Time or Part-Time. o Mark Full-Time staff with an x. o If a staff member is Part-Time: Please describe his/her Full-Time Equivalent (FTE) status between 0.0 and 0.99. One way FTE status can be established is by dividing a teacher s weekly work hours by the number of weekly work hours for a full-time employee. For more information, go to http://en.wikipedia.org/wiki/full-time_equivalent NOTE: If an employee splits his/her time between administration and teaching, for instance, you could identify the teacher as 0.5 administrator and 0.5 teacher. o Years in Current Position indicates how long the staff member has been employed at your school. Please include this school year (2014-2015) when calculating this number. For example, new staff members for 2014-2015 would have a 1 for Years in Current Position. o Years in Catholic Education will include other Catholic school employment. Please include this school year (2014-2015) when calculating this number. o Educational Background profiles each employee s highest completed educational degree (please check only one). o N/A indicates that the employee does not have any of the degrees listed. Page 8 of 9
Personnel Profile Page(Cont.) o Certification in NYS should be determined. To search the NYSED Database, go to http://eservices.nysed.gov/teach/certhelp/cppersonsearchexternal.jsp?trgaction=inqu IRY (this is a public database even your parents can search it). Label teachers certification as follows: o P for permanent or professional o T for Initial, Temporary or Provisional within extension timelines o E for Expired or o NC for not certified. o Area indicates the field in which certification was granted. o Check for expired certificates. o Salary indicates yearly gross pay. o Benefits include the employer s share of the following: Retirement, F.I.C.A (Social Security plus Medicare taxes), Workers Compensation Insurance, Life Insurance, Unemployment Insurance, Disability Insurance, Health Insurance, and Union Welfare benefits. Some information from John Scholl (Insurance) and Janet Ganje (Payroll) may assist you in calculating these amounts: Diocesan Retirement payment was 8.25% of gross pay from January 1, 2014 through December 31, 2014 and will remain 8.25% of gross pay from January 1, 2015 to December 31, 2015, if qualified. Disability is 2.5% (0.025) of the first $7,000 of gross pay. Worker s Comp is 0.67% (0.0067) of Gross payroll for Parish schools. For Regional Schools and Former Diocesan High Schools, Worker s Comp is 0.88% (0.0088) of Gross payroll. NCEA Submission Process o Please SAVE the attached NCEA School Data Report document under its original name, attach and send to ncea@buffalodiocese.org no later than October 1, 2014. NOTE: DO NOT SEND TO THE NCEA NATIONAL OFFICE. To print a hard copy for your file: o Open the Print window o Select Entire Workbook o Print Page 9 of 9