Enrollment Badge #03: Enrollment Adjustments and Documentation-PowerPoint

PowerPoint

Pdf Summary

This document explains how Washington school districts should adjust and document enrollment reporting to ensure accurate state funding and audit compliance. A “revision” is a correction to an already-submitted enrollment report (e.g., removing a student who transferred shortly after being reported). Revisions can be made any time before the school-year audit is completed, and the method depends on timing—typically through OSPI’s EDS Enrollment Application, but late revisions (after November of the following year) may require a signed paper form. Revisions matter because inaccurate enrollment can cause over/underpayment, staffing and budgeting errors, and audit findings requiring repayment. Common reasons to revise include unreported transfers/dropouts, miscalculated FTE, incorrect inclusion/exclusion, and misunderstandings about Count Day participation. Districts should revise all related reporting fields when correcting a student (e.g., bilingual, vocational, BEA).<br /><br />The training reviews FTE (weekly enrolled minutes divided by 1,665) and AAFTE (average FTE across 12 months), emphasizing program caps (Basic 1.00; Running Start 1.40 combined; Skill Center 1.60 combined). FTE adjustments are often needed for schedule changes, multi-program enrollment (Running Start/Skill Center/ALE/Open Doors), and bell schedule variations like regular late starts or early releases. Examples include recalculating for partial schedules, claiming 0 FTE for ALE students who do not meet participation requirements, and ensuring combined program FTE does not exceed limits. Best practice includes maintaining published bell schedules and using OSPI’s FTE calculator.<br /><br />The document highlights common compliance errors and “red flags,” such as claiming students not present by Count Day, over-reporting FTE, missing ALE written plans, lacking special education documentation, or claiming students after transfer. It outlines required documentation (schedules/plans, attendance, IEPs/evaluations, transfer agreements, bell schedules, FTE calculations) and retention expectations (generally 4 years after report submission, longer if under review). Finally, it provides audit preparation guidance: organize records by student/month, keep copies of submissions, maintain a revision log, and ensure staff can explain reported figures.

Keywords

Washington OSPI enrollment reporting

enrollment report revisions

state funding audit compliance

EDS Enrollment Application

FTE calculation 1665 minutes

AAFTE average annual FTE

Count Day enrollment rules

Running Start and Skill Center FTE caps

ALE participation requirements and written student plans

audit documentation retention and revision log