September Choice Regional Meeting Brad Pendleton Asst. Director of - - PowerPoint PPT Presentation

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Brad Pendleton

• Asst. Director of Nonpublic Schools

September Choice Regional Meeting

Agenda

• Submitting Data
• Current Reporting
• Future Reporting
• Application Center Resources
• School Visits
• Payment Process
• Corrective Action
• Monitoring
• Second Application
• Regional Meetings
• Resources and Contacts

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Submitting Data

• STN Application Center

https://ac.doe.in.gov/AppCenter/Main.aspx?pageid=6

• STN Help Desk

https://help.doe.in.gov

• STN Support Staff
• M-F 7 a.m. -5 p.m. ET
• (317) 232-0808

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David Licht Susan Day Jason Stephens Selina Snelling Linda Turner, Supervisor

Submitting Data

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Submitting Data Large Amount

• f Data

File Transfer

(Data Transfer > File Transfer)

Small Amount

• f Data

Input Form

(Data Transfer > Input Forms)

Current Reporting

• Enrollment and Mobility (EM)
• EM Entry Date must be submitted within five business days of the student

enrolling or the start of your school year

• EM Exit Date must be submitted within five business days of the student being

unenrolled

• A student will not be able to be claimed on Membership for Vouchers (MV)

without an EM record for 2019-2020

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Current Reporting

• Membership for Vouchers (MV)
• MV Count Day
• Only enrolled students with a Choice Scholarship should be claimed
• Submission Phase
• All duel enrolled students must be claimed
• Clean Up Phase
• You can sign off on MV if there are no errors or conflicts
• Data can be submitted only if it does not create a conflict
• All conflicts should be resolved by the school
• Sign Off Phase
• No data or changes can be submitted
• MV Summary Report must be signed and uploaded

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Current Reporting

• Membership for Vouchers (MV)

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September 25 September 13 End Date Start Date Sign Off Clean Up Submission Phase MV Count Day - September 13 October 11 October 5 October 4 September 26

Current Reporting

• Membership for Vouchers (MV)
• MV Summary Report
• Verify MV Summary Report after submitting an MV file
• Data Verification > Reports > Choice Scholarship > MV Summary Report
• Check grade level counts for accuracy
• Sign off once MV Summary Report is correct
• Data Verification > Collection Management
• Print, sign, and upload MV Summary Report by end of Sign Off Phase
• “Print Summary Report” button will not appear without being signed off
• Administration > Upload Signed Summary Report

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Current Reporting

• Membership for Vouchers (MV)

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Submit MV File Resolve Errors/Conflicts Check Summary Report Verify Counts Sign Off on MV Print Summary Report Sign and Upload Summary Report

Current Reporting

• Endorsement Form (EF)
• Download
• Data Verification > Reports > Choice Scholarship > MV Endorsement Form

Download

• Upload
• Data Verification > Reports > Choice Scholarship > MV Endorsement Form

Upload

• Cannot be uploaded until STN has EM and MV record
• STN will not appear in upload list

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Current Reporting

• Endorsement Form (EF)

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Closes October 16 October 16 Download Upload Opens

Upon Student Application Approval

September 26

Current Reporting

• Reporting/Payment Pyramid
• All components must exist for each

student

• Any missing piece will result in a

student not receiving payment

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$ EF MV EM Calendar

Future Reporting

• Special Education for Vouchers (SV)
• Only for schools providing special education services to Choice students
• Choice school must be selected service provider on the Choice application
• Students can be found on CS SE Report
• If public corporation provides services to all students, no SV is required

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Future Reporting

• Special Education for Vouchers (SV)
• SV Count Day
• Only enrolled students with a Choice Scholarship being serviced by the Choice

school should be claimed

• Submission Phase
• Clean Up Phase
• You can sign off on SV if there are no errors or conflicts
• Data can be submitted only if it does not create a conflict
• All conflicts should be resolved by the school
• Sign Off Phase
• No data or changes can be submitted
• SV Summary Report must be signed and uploaded

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Future Reporting

• Special Education for Vouchers (SV)

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December 13 December 2 End Date Start Date Sign Off Clean Up Submission Phase SV Count Day - December 2 January 10 December 21 December 20 December 14

Future Reporting

• Special Education for Vouchers (SV)
• SV Summary Report
• Verify SV Summary Report after submitting an SV file
• Data Verification > Reports > Special Education> SV Summary Report
• Check grade level and exceptionality counts for accuracy
• Sign off once SV Summary Report is correct
• Data Verification > Collection Management
• Print, sign, and upload SV Summary Report by end of Sign Off Phase
• “Print Summary Report” button will not appear without being signed off
• Administration > Upload Signed Summary Report

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Future Reporting

• Special Education for Vouchers (SV)

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Submit SV File Resolve Errors/Conflicts Check Summary Report Verify Counts Sign Off on SV Print Summary Report Sign and Upload Summary Report

Future Reporting

• Special Education Endorsement Form (SF)
• Download
• Data Verification > Reports > Choice Scholarship > SV Endorsement Form

Download

• Upload
• Data Verification > Reports > Choice Scholarship > SV Endorsement Form

Upload

• Cannot be uploaded until STN has EM and SV record
• STN will not appear in upload list

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Future Reporting

• Special Education Endorsement Form (SF)

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Closes January 21 January 21 Download Upload Opens

Upon Student SV Submission

December 14

Application Center Resources

• Choice Counts Report
• Data Verification > Reports > Choice Scholarship > Choice Counts

Report

• Shows number of Choice Scholarship (CS), MV records, uploaded

Endorsement Forms (EF), and Choice students with EM records

• CS should equal EM
• EF should equal MV
• “Breakdown by STN” shows data per student
• 0 = No Record
• 1 = Record

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Application Center Resources

• Roster Download
• Data Verification > Roster Download
• Shows all students (Choice and non-Choice) included in a submitted

report

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School Visits

• Pre-Visit Process
• Selection of schools
• New schools automatically selected
• Remaining schools selected at random
• Indiana Department of Education must randomly visit five percent of schools each year
• Notify selected schools
• Agree on date and time

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School Visits

• Visit Day Process

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Meet with school

• fficials

Review randomly selected files Tour the school Discuss required personnel checks Discuss findings Answer questions

School Visits

• Visit Day Process
• Review randomly selected files
• Selected prior to visit
• Not disclosed until arrival
• Utilize Student File Checklist
• Tour the school
• Look for required books/documents list on school application
• Look for United States flags in each classroom

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School Visits

• Post Visit Process
• One of three letters will be issued
• Visit Completion
• Compliance Improvement Plan
• Compliance Improvement Plan with Audit

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School Visits

• Post Visit Process

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Visit Completion Signed Letter

Compliance Improvement Plan Signed Letter Email Requested Student Information Compliance Improvement Plan with Audit Signed Letter Mail All Student Files for Audit

Payment Process

• Fall Payment Details
• Only students with an EM, MV, and uploaded EF are eligible for

payment

• Utilize the Choice Counts Report
• Students without an uploaded EF may not receive a 2019-2020 payment
• Fall payment is anticipated for the end of October

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Payment Process

• Spring Payment Details
• First Choice spring payment will be made around late March
• 80 percent of the remaining Choice award net first round of refunds
• Second Choice spring payment will be made around mid-May
• 20 percent of the remaining Choice award net second round of refunds

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Payment Process

• Special Education Payment Details
• Only students with an EM, SV, and uploaded SF are eligible for a special

education payment

• Utilize CS SE Report to see eligible students
• Students without an uploaded SF may not receive a 2019-2020 special

education payment

• Special Education is only paid once and is anticipated in early March

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Corrective Action

• Legal Authority
• 512 IAC 4-1-7
• Written notice prior to suspension or termination with the nature of

noncompliance, the action required, the deadline, and consequences

• Failure to remedy by deadline may result in notification of termination
• r suspension
• School may appeal the decision to terminate or suspend

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Corrective Action

• Offenses
• Violation of a legal requirement
• Jeopardizing the award of a student due to school error
• Failure to provide a refund or Corrective Action Plan by stated deadline

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Corrective Action

• Corrective Action Items

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Corrective Action 2018 2019 C Collections Period 1 Missing 2 CC Period 2 Missing 1 Deleted Application 2 EF Not Uploaded 3 EM Not Submitted On Time 9 32 GR Missing TBD Late Spec. Ed. Refund Corr. Action 1 Late STN Missing Corr. Action 2 Late Refund 1 6 SGO Track With No SGO 15 7 Late Special Education Refund 1 SPN Missing 2 STN Missing 4 Wrong STN On Application 4 Year Total 34 58

Monitoring

• Monitoring Reports
• School specific with deadlines
• Sent out every two to three months via email
• Dates and items may change
• Failure to abide by any listed item may result in a corrective action
• School may request an updated report at any time

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Second Application

• Second Application Notes
• November 1, 2019 through January 15, 2020
• Only new Choice students at your school need to apply in second period
• Income is based at time of application
• Full year tuition should be used, not prorated
• No special education funding
• IEPs must be in place by January 15, 2020
• Second period applications must have a second period Endorsement

Form signed and uploaded by March 7, 2020

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Second Application

• Changes from Period One Application
• Two Semester Track
• Claimed in Spring 2019 and Fall 2020 Membership at a public school
• Award Amount
• System will calculate award for full year and divide it by two
• Award amounts are found on the Choice website

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Regional Meetings

• February Meetings - Student and School Applications
• Seymour – Monday, February 10, 2020
• Evansville – Wednesday, February 12, 2020
• Fort Wayne – Thursday, February 13, 2020
• LaPorte – Monday, February 17, 2020
• Indianapolis (South) – Tuesday, February 18, 2020
• Indianapolis (North) – Thursday, February 20, 2020

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Resources and Contacts

• Moodle
• Replaced Learning Connection
• Nonpublic School Community (Enrollment Key – “NPSCOM”)
• Choice documents and resources
• Data layouts
• Other resources from around the Department

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Resources and Contacts

• Choice Website
• https://www.doe.in.gov/choice
• Intended for parents
• Shortcut to SGO page

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Resources and Contacts

• Contacts
• Choice
• ChoiceSchool@doe.in.gov (Do NOT send STN and name in same email)
• (317) 233-2200
• Accreditation/Accountability
• SchoolAccountability@doe.in.gov
• (317) 232-6610

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Resources and Contacts

• Contacts
• Data Reporting
• https://help.doe.in.gov
• (317) 232-0808
• Assessment
• INassessments@doe.in.gov
• (317) 232-9050

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Questions?

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Thank you and see you in February!