Massachusetts Charter Schools
2012-2013 Pre-Enrollment, Significant Expansion, and Deadlines
Charter School Leaders and Business Managers
Marlon L. Davis, Director of Charter Schools, Innovation and Redesign
February 15, 2012
The deadline for submitting the Charter School Pre-Enrollment Report for the 2012-2013 school year is 5:00 p.m. on Friday, March 16, 2012. The Charter School Pre-Enrollment Report is used by the Department of Elementary and Secondary Education (Department) to collect projected enrollment data in order to determine each charter school's first quarter tuition payment for fiscal year 2013. This report represents the maximum number of students on which each charter school's tuition calculation will be based for the upcoming fiscal year. It is also used to notify sending school districts by April 1st, as required by law, of the number of students enrolled in charter schools for the upcoming school year.
Information included in this memorandum includes:
- Instructions for 2012-2013 Charter School Pre-Enrollment data submission
- Instructions for 2012-2013 Charter School "Significant Expansion" data submission
- Regulatory Notification of 2012-2013 "Near-Cap" Sending Districts for Commonwealth charter schools
Instructions for 2012-2013 Charter School Pre-Enrollment data submission
The web user interface for the Charter School Pre-Enrollment application for this year remains unchanged from the 2011-12 school year. Once again, the school leader is required to submit the data, even if someone else enters the data. I encourage you to allow enough time prior to submission for a careful check of the data as it cannot be changed once submitted.
Complete instructions are located within the Charter School Pre-Enrollment web application itself, which will be accessible through the ESE Security Portal beginning March 1, 2012. All charter schools are required to submit pre-enrollment data for the 2012-2013 school year by 5:00 p.m. on Friday, March 16, 2012.
Instructions for 2012-2013 Charter School "Significant Expansion" data submission
The deadline for submitting significant expansion information to the Department is 5:00 p.m. on Friday, April 27, 2012. Joanna Laghetto from the Charter School Office will inform each school who are required to submit this report. Federal entitlement grant formulas usually rely on prior year data. For new or significantly expanding charter schools, this data is often inaccurate and does not generate a revenue stream that serves the school's current year population. The Charter School Expansion Act of 1998 addressed this issue by amending the Elementary and Secondary Education Act to require that state educational agencies take measures to ensure that charter schools receive the federal-to-state formula funds (e.g., Title I, Title II, and IDEA funds, among others) for which they are eligible within five months of opening or expanding their enrollment.
Federal regulations define significant expansion of enrollment as a "substantial increase in the number of students attending a charter school due to a significant event that is unlikely to occur on a regular basis, such as the addition of one or more grades or educational programs in major curriculum areas." Minor increases in enrollment caused by normal turnover are not considered significant expansion. In Massachusetts, the Department's criteria for determining whether a charter school has experienced a significant expansion of enrollment are:
- The charter school's enrollment based on October 1 Student Information Management System (SIMS) is at least 10 percent greater than the previous year; and
- The charter school is expanding for one of the following reasons:
- adding one or more grades according to a growth plan;
- an approved amendment by the Board of Elementary and Secondary Education to the school's charter to increase enrollment;
- relocation to new space that allows for approved expansion previously restricted by inadequate facilities.
In order to ensure that the Department has accurate enrollment numbers from which to calculate allocations for entitlement grants, new or significantly expanding charter schools must provide the projected enrollment data for the 2012-2013 school year for Low Income (SIMS Data Element DOE 019), Special Education (SIMS Data element DOE034), and Limited English Proficient (SIMS Data element DOE025) students. New or significantly expanding charter schools should make every effort to submit accurate projections based on information collected via student enrollment/registration forms after offers of admission have been extended to prospective students or by using data from students' sending districts.
Data will be collected via the Charter School Sig. Expansion web application, which will be accessible through the ESE Security Portal in April. The deadline is 5:00 p.m. on Friday, April 27, 2012. Instructions will be available within the web application itself. Please note that FY13 final allocations may be adjusted to reflect actual enrollment data collected in October 2012 via SIMS.
Regulatory Notification of 2012-2013 "Near-Cap" Sending Districts for Commonwealth charter schools
Charter school regulations state "the Department shall notify each Commonwealth charter school no later than February 15 of any limitation on the number of students from a district that may be enrolled in charter schools for the upcoming year" (603 CMR 1.06(4)(c)).
The charter school statute, M.G.L. Chapter 71, Section 89(i), stipulates that no school district's total charter school payments shall exceed 9 percent of the district's net school spending (NSS cap). Under new legislation, the charter school tuition may exceed 9 percent if the school is located in a district that is in the lowest 10 percent of all statewide student performance scores. Using projected FY13 enrollment numbers for charter schools, projected FY13 tuition rates, and required FY13 NSS figures, the School Finance Unit has calculated preliminary projections of each sending district's FY13 enrollment against the 9 percent NSS cap, which is contained in the attached spreadsheet.
Based on the Department's understanding of charter school growth plans for FY13, the attached analysis projects the number of "seats" that will remain for charter school enrollment in each sending district, after the FY13 enrollment process has been completed. Based on this analysis, the Department has determined that the following school districts are "near-cap" districts (projected to have either less than 10 FTE seats remaining or to have charter tuition assessments above 8.50 percent of NSS):
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In only these districts, charter schools may exercise the option to skip over students who apply for enrollment in accordance with 603 CMR 1.06(4)(e). After charter schools have submitted their pre-enrollment data, the Department will release FY13 tuition projections in mid to late April, at which time the FTE Remaining Under NSS Cap analysis presented above, as well as the "near-cap" district list, will also be adjusted. If seats become available, charter schools should enroll students from the waitlist-some of whom may have been previously skipped-if a particular sending district is no longer on this "near-cap" list. Please note that in the event that a sending district's tuition assessment exceeds the 9 percent NSS cap, the Department will prorate equally that district's tuition assessment among all charter schools enrolling students from that district.
Please feel free to contact Joanna Laghetto at 781-338-3221 or firstname.lastname@example.org with any questions or concerns regarding the information contained in this memorandum.
FY13 Pre-Enrollment Instructions
FY13 NSS Near Cap Analysis