2013-14
FTE Calculation
FAMIS Summer Conference
June 25, 2013
Carolyn Dubard
1
2013 Legislation
SB 1514, Educational Funding
– Requires that a student’s Full-Time Equivalent
(FTE) enrollment be capped at 1.0, except for FTE
earned by Department of Juvenile Justice (DJJ)
students beyond the 180-day school year.
– Provides that Florida Virtual School (FLVS) PartTime (PT) courses provided on a school campus
are to be reported by the district of enrollment.
1.0 FTE Cap
The 1.0 FTE cap includes:
– All FTE for instruction provided by the district of
enrollment.
– All dual enrollment FTE.
– All FTE for instruction provided by other school
districts, including the Florida Virtual School PartTime Program.
FTE Reporting
Changes
– FTE for all eligible instruction is reported even if it
results in more than .5 FTE per survey.
– The sort order for reporting program instruction is
not needed since all instruction is reported and
funded.
Remains the same
– District virtual courses that earn FTE based on
completions are reported as zero FTE for surveys 2
and 3 with the FTE for completions reported in survey
4.
Proration to 1.0 FTE
Proration Steps
– School districts report all FTE enrollment regardless
of the 1.0 cap.
– The Department merges all FTE enrollment reported
for the student by all districts, including the FLVS PT
program using a common student identifier.
– The Department prorates all reported FTE enrollment
to 1.0, if the sum of all reported FTE for the student
exceeds 1.0.
– DJJ FTE enrollment earned beyond the 180-day
school year is not included in the proration to 1.0 FTE.
Student Schedule Example 1
Delivery
Option
Brick and
Mortar
Period
1
2
3
4
5
6
7
FEFP
Program
Course
130
English
130
Algebra
130
Biology
130
U.S. History
103
Russian
103
Art
103
Chorus
Total FTE
Brick and Mortar
New
Method
Old Method Before
FTE
Proration
0.1833
0.1833
0.1833
0.1833
0.1833
0.0835
0.0000
1.0000
1.0000
0.1833
0.1833
0.1833
0.1833
0.1833
0.1833
0.1833
1.2831
1.2831
New
Method
After
Proration
0.1428
0.1428
0.1428
0.1429
0.1429
0.1429
0.1429
1.0000
1.0000
Student Schedule Example 2
Delivery Option Period
Brick and Mortar
1
2
3
4
5
6
7
FLVS PT Not On Campus
FEFP
Program
Course
130
English
130
Algebra
130
Biology
130
U.S. History
103
Russian
103
Art
103
Chorus
103
Fitness
Total FTE
Brick and Mortar
FLVS PT
New
Method
Old Method Before
FTE
Proration
0.1833
0.1833
0.1833
0.1833
0.1833
0.0835
0.0000
0.0834
1.0834
1.0000
0.0834
0.1833
0.1833
0.1833
0.1833
0.1833
0.1833
0.1833
0.0834
1.3665
1.2831
0.0834
New
Method
After
Proration
0.1342
0.1342
0.1342
0.1341
0.1341
0.1341
0.1341
0.0610
1.0000
0.9390
0.0610
Please hold questions until the conclusion of the Presentation
or contact me at:
[email protected]
(850) 245-9578
Thank you!
8
Student Number Identifiers
Tammy Duncan
9
Student Number Identifiers
• There are currently 4
identifiers associated
with students in the
Student database.
1.
Student Number Identifier,
Florida
2.
Student Number Identifier –
Alias Florida
3.
Student Number Identifier,
Local (state reporting is
optional)
4.
Florida Education Identifier
(future)
10
Student Number Identifier, Florida
Section 1008.386, F.S.
Social security numbers used as student
identification numbers.— Each district school board
shall request that each student enrolled in a public
school in this state provide his or her social security
number. Each school district shall use social security
numbers as student identification numbers in the
management information system maintained by the
school district. However, a student is not required to
provide his or her social security number as a
condition for enrollment or graduation. A student
satisfies this requirement by presenting to school
enrollment officials his or her social security card or a
copy of the card. The school district shall include the
social security number in the student’s permanent
records and shall indicate if the student identification
number is not a social security number. The
Commissioner of Education shall provide assistance
to school districts to assure that the assignment of
student identification numbers other than social
security numbers is kept to a minimum and to avoid
duplication of any student identification number.
Section 1008.386, F.S.
Note:
• The district should request the
students social security number.
• A student satisfies this
requirement by presenting to
school enrollment officials his or
her social security card or a copy
of the card.
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Student Number Identifier, Florida
Section 1011.622, F.S.
Adjustments for students without a
common student identifier.—The
Florida Education Finance Program
funding calculations, including the
calculations authorized in ss.
1011.62, 1011.67, 1011.68, and
1011.685, shall include funding for a
student only when all of the
student’s records are reported to the
Department of Education under a
common student identifier. The State
Board of Education may adopt rules
pursuant to ss. 120.536(1) and
120.54, to implement this section.
Section 1011.622, F.S.
Additional 2013 Legislation
supporting S. 1008.386, Florida
Statutes
Note:
•
Student records submitted without
a common student identifier
(currently identified by the
Department as the Student Number
Identifier, Florida) will result in Null
FTE for all records submitted by
each district and Florida Virtual
School for the student and will not
generate funding.
12
NEW Students
to the Florida Public School System
Student provides an SSN?
– Student Number Identifier,
Florida equals the social
security number followed by
an “X.”
Student does NOT provide an
SSN?
– Student Number Identifier, Florida
is assigned using the method
prescribed by the Florida
Department of Education (DOE)
by the initial school district of
entry.
– First two digits must represent the
district of initial entry into the
Florida public school system.
– The last 8 digits are districtdefined to represent a unique
student number within the district
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of original assignment.
NEW Students
to the Florida Public School System, Cont.
Student Number Identifier - Alias,
Florida
• Upon a student’s initial
enrollment, the district copies the
student’s Student Number
Identifier, Florida to the Student
Number Identifier - Alias, Florida
field, and this number must never
change.
14
Students who MOVE within the
Florida Public School System
• Student Number Identifier, Florida should remain the same as
the number initially created by the first district of enrollment.
– This requires districts to cooperate in providing the
Student Number Identifier, Florida within a reasonable
timeframe to new district.
15
Students who MOVE within the
Florida Public School System, Cont.
• This identifier must NEVER
change from the number
assigned by the first district of
enrollment with the following
exceptions:
– Student provides his or her
social security number at a
later date.
– Student’s social security
number is incorrect as
entered.
Steps to Take for Exceptions
1. Update the student’s existing Student
Number Identifier, Florida so that the
correct Social Security number
occupies the first nine positions of
the Student Number Identifier,
Florida field followed by “X” in the
tenth position.
2. The Student Number Identifier –
Alias, Florida field must remain
constant. DO NOT change this
number to reflect changes in Step 1.
16
Students SHARED between Districts
• Students shared between
districts or with FLVS within the
same reporting survey (different
districts of instruction), must be
reported using the same Student
Number Identifier, Florida.
• This requires districts of
enrollment to cooperate in
providing the Student Number
Identifier, Florida within a
reasonable timeframe to other
districts providing instruction to
the student.
• Student records submitted
without a common Student
Number Identifier, Florida will
result in Null FTE for all records
submitted by ALL districts and
Florida Virtual School for the
student and will not generate
funding.
17
Student Identifiers
Important Notes
***IMPORTANT NOTES***
• Identifiers should never be
reassigned to another student
even if the student graduates or
leaves the school district.
• The Student Number Identifier,
Florida and Student Number
Identifier - Alias, Florida assigned
by the initial district of entry
should remain with the student
throughout the student’s
education enrollment in Florida’s
PK-12 public schools, adult
general education and career
and technical education.
• It is essential for districts to cooperate
in providing the Student Number
Identifier, Florida within a reasonable
timeframe to the new district of
enrollment or shared district of
instruction for funding purposes.
18
Tools
Student Locator
• Student Locator
• Is part of the DOE’s Information Database Online System
in the Student Component Menu (option 25) located at
Northwest Regional Data Center in the CICS production
system.
• It is a secure browse-only program accessible by district
information services office to look for the Student
Number Identifier, Florida that was previously assigned
to the student.
19
Tools
Student Locator, Cont.
• Student Locator
• Allows user to enter the
student’s last name, birth
date and gender into the
system to look up all
students in the DOE’s
Automated Student
Database who match this
information and were
enrolled in a Florida public
school anytime during the
last two years.
• District staff should
conduct a careful review of
the student’s enrollment
history and, if the student
has a prior enrollment at
any time in Florida’s public
schools, contact the last
district in which the
student was enrolled to
obtain the previously
assigned Student Number
Identifier, Florida and
Student Number Identifier
- Alias, Florida.
20
Tools
Student Locator, Cont.
Select Option 25 from the Student Component Menu
21
Tools
Student Locator, Cont.
Enter Student’s Last Name, DOB and Gender
22
Tools
Student Locator, Cont.
System uses soundex and returns all matches.
591010100X
591010100X
591010100X
591010100X
591010100X
591010100X
591010100X
MICKY
MICKY
MICKY
MICKY
MICKY
MICKY
MICKY
10100011
10100011
10100011
10100011
10100011
10100011
10100011
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Tools
Student Locator, Cont.
• Districts can download files to automate process.
– DPS.DISTRICT.GQ.F61976.Yyyyys
– File layout: DPS.DISTRICT.FORMAT.Yyyyy(F61976)
24
Tools
Student Locator, Cont.
Enhancements
• FDOE will provide more frequent updates to
provided up-to-date matches.
• FLDOE will provide a reverse look-up based on
Student Number Identifier, Florida
– To allow districts to determine if ID is assigned to
another different student.
25
Tools
Student Locator, Cont.
Enhancements
• FDOE is Exploring:
– Expanding Survey 6 collections (Demographic
Format)
• Supplement data on students who enter
between surveys (between surveys 2 and 3
and after survey 3).
26
Tools
Other Enhancements???
We are LISTENING!
Please send me your comments.
[email protected]
Or call
(850) 245-0400
27
Tools
Student ID and FTE Reports
Existing Reports
• F71192 – Student Course Records with Less Than .5
FTE
• F62957 – Student Course Records with Greater Than
.5 FTE
28
Tools
Student ID and FTE Reports, Cont.
New Reports
• New report to identify Student Number, Identifier,
Florida numbers that are reported across state for
different students. Clean up needs to happen
before Survey 1 reporting.
29
Tools
Student ID and FTE Reports, Cont.
New Reports
• New report to identify combined Student Course
Records reported with Greater Than 1.0 FTE
30
Tools
Student ID and FTE Reports, Cont.
New Reports
• New report to identify records reported by the
District of Instruction with NO MATCHING Student
Number, Identifier, Florida reported by the District of
Enrollment.
31
Tools
Student ID and FTE Reports, Cont.
• Additional Memos and Technical Assistance will
follow.
32
Please hold questions until the conclusion of the Presentation
or contact me at:
[email protected]
(850) 245-9578
Thank you!
33
Funding
Chris Sanchez
34
Non-Matching ID’s
Chapter 2013-45, Section 20, Laws of Florida States:
“The Florida Education Finance Program funding calculations,
including the calculations authorized in ss. 1011.62, 1011.67,
1011.68, and 1011.685, shall include funding for a student only
when all of the student’s records are reported to the Department
of Education under a common student identifier. The State Board of
Education may adopt rules pursuant to ss. 120.536(1) and 120.54, to
implement this section.”
– If a student has a non-matching ID between districts or
FLVS, the entire student’s FTE will be nulled and no
funding will be generated for the student.
– Corrections will be allowed within the pre-established
reporting and amendment deadlines.
FTE Certification
Certification
– Districts will certify the FTE that was reported, which
will be different than the FTE that is Funded.
– A report will be available so districts can see the
reported FTE that is in our system, which is what the
certifications will be required to match.
Impact
– Certified FTE will be greater than funded FTE in most
cases.
– Reported FTE will be prorated down to 1.0 FTE for
each student whose total is greater than 1.0 FTE (with
the exception of DJJ students in the summer)
FTE Certification Example
ATTENTION: KAREN JOHNSON
Due Date: November 21, 2013
Date: ______________________
Fax Number: (850) 245-9135
Mark Eggers, Bureau Chief
Florida Department of Education
School Business Services
325 W. Gaines Street, Room 814
Tallahassee, Florida 32399-0400
Dear Mr. Eggers:
This letter is provided to certify the reported PK-12 FTE student totals in the Department of
Education Information Database as indicated by the final FTE report, File 05.108, for the July
and October surveys for the ______________________ County School District. All appropriate
schools are represented.
Total FEFP Reported PK-12 FTE
Florida Education Finance Program
July 2013 survey total
October 2013 survey total
________________________________
________________________________
Note: Certified FTE represents total reported FTE before the application of the proration, and will
Be different than the FTE the district is funded on.
Sincerely,
______________________________________________
Signature of District School Superintendent or Designee
[email protected]
[email protected]
(850) 245-0405
Thank you!
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