2016-17 City Schools’ Student Enrollment Verification Process

Purpose of Process:

Baltimore City Public Schools’ enrollment data is used to determine eligibility for Maryland State Department of Education (MSDE) funding. In order to ensure enrollment data accuracy, principals are required to verify the enrollment and attendance status of their students.

Timeline:

Item: / Due Date (Subject to Slight Change per communication from MSDE):
Students’ roster posted on Principal’s Dashboard.
(Roster includes only students found on Infinite Campus to be eligible for state funding) / 10-5
Principals complete review of students and e-mail Student Enrollment Verification spreadsheet and sign-off form to . / 10-24
Schools submit due diligence documentation through Infinite Campus and notify the Office of School Support at , for students whose whereabouts are unknown. Transfers are entered into Infinite Campus. / 10-24
The Office of School Support communicates approval of withdrawal codes to schools. / 10-27
School staff enters approved exits into Infinite Campus. / 10-31

Criteria for State Funding Eligibility:

Students are eligible for funding[i] if they:

  1. Are between the ages of 5 and 21 by the beginning of the school year.
  2. Attended your school on September 30th OR
  3. Has at least one day of attendance day in September, AND
  4. At least one day of attendance in October without 10 consecutive unexcused absences.
  5. Have met immunization requirements, and
  6. Are residents ofMaryland.

Student Enrollment Verification Process/Phases

  1. For each student, select the applicable criteria from the dropdown menu under the “MSDE Funding Eligibility” column.
  2. E-mail the “Student Enrollment Verification” spreadsheet and the sign-off form to . Please save a copy of the spreadsheet you attach for your records.
  1. Make the corrections in Infinite Campusand/or submit “Withdrawal Due Diligence” paperwork by 10/24/16.

Steps for filling out the Student Enrollment Verification Spreadsheet

Step 1: Select the correct item from the dropdown menu under the “MSDE Funding Eligibility” column for each student. Students default to eligible for funding in the drop down menu.

There are sixoptions in the drop down menu:

Drop Down Menu Option / Explanation / Follow up Actions
Does not meet MSDE Funding Eligibility: No show, whereabouts unknown, or not enrolled in my school on September 30. / Student is not enrolled in your school on September 30. ia from the dropdown men.111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111 / If the student has withdrawn, is a no show, or the student’s whereabouts are unknown, please:
1)Correct all daily attendance in IC
2)Complete the withdrawal due diligence process within Infinite Campus and notify by 10-24.
If the student transferred prior to September 30th, please acquire the request for records, transfer the student, and state the receiving schools’ name, its location (state or county if in MD), and the documentation used to exit the student in the “End Comments” section in Infinite Campus.
Does not meet MSDE Funding Eligibility: Student was correctly enrolled as of 9-30 butdoes not meet attendance criteria (as indicated by Criteria for Funding Eligibility - Section B) / Student did not attend your school on September 30th, and does NOT have at least one day of attendance day in September, and at least one day of attendance in October without 10 consecutive unexcused absences. / Please correct the student’s daily attendance in Infinite Campus.
Does not meet MSDE Funding Eligibility: Documentation of immunization unavailable (as indicated by Criteria for Funding Eligibility - Section C) / Student immunization records are unavailable. / None
Does not meet MSDE Funding Eligibility: Does not meet age requirement (as indicated by Criteria for Funding Eligibility - Section A) / Student is NOTbetween the ages of 5 and 21 by the beginning of the school year. / Correct the student’s birthdate in Infinite Campus.
Does not meet residency requirement (as indicated by Criteria for Funding Eligibility - Section D) / The student is not a resident of Baltimore City, MD / Correct the student’s address in Infinite Campus
Student meets MSDE Funding Eligibility / Student meets the MSDE funding eligibility criteria. / None

[i] This criterion does not impact the City Schools’ Fair Student Funding Process.