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"Life starts all over again when it gets crisp in the fall."
– F. Scott Fitzgerald
Annual Child Count Survey
It’s the time of year to turn our attention to the annual child count. The deadline for submission will be here before you know it.
The purpose of the Annual Child Count Survey is to provide the U.S. Department of Education (USED) with data required by Title I, Parts A and D, of the Elementary and Secondary Education Act, as amended by the Every Student Succeeds Act (ESSA), for use in determining state allocations for Subpart 1 and Subpart 2 programs. The survey also provides the Kentucky Department of Education (KDE) and USED with current information on the location and number of children living in institutions for neglected and delinquent children. KDE requires all Kentucky school districts to complete the Annual Child Count Survey to ensure federal compliance and to keep records current on all eligible institutions in the state.
Federal funding for children and youth who are considered neglected, delinquent or at-risk is directly affected by this count and is subject to an audit by USED. It is important the information submitted annually is complete, accurate and well documented.
The Annual Child Count Survey is in the Grant Management Application and Planning System (GMAP) for both Subpart 1 and Subpart 2.
If you have questions regarding institution and student eligibility for the annual child count, you may reference the Title I, Part D Handbook, starting on page 22. Additional neglected and delinquent (ND) program resources are available on KDE’s Title I, Part D webpage.
Subpart 1
All state agency child counts must be submitted by Friday, Dec. 2. This is a one-day count selected by your state agency director. An email will be sent from the Department of Juvenile Justice or the Department of Corrections director regarding the selected count day for which all data for the Subpart 1 child count will be pulled.
For information about the process or GMAP navigation, reference the Child Count Guide, PowerPoint and webinar on the Title I, Part D website (at the right side of page under “related resources”) or email Monica Higgins.
To help verify child count data, Kentucky Department of Juvenile Justice facilities will need to upload their school calendars in GMAP before submission. The school calendar provides documentation that helps verify child count data by showing the number of days per year that the program operates.
Subpart 2
All local education agency (LEA) child counts must be submitted by Friday, Nov. 4. The count period is Oct. 1-30.
For information about the process or GMAP navigation, reference the Child Count Guide, PowerPoint and Webinar on the Title I, Part D website (at the right side of page under “related resources”) or email Wes Blake.
To verify child count data, LEAs will need to run the student ND Child Count ad-hoc report after Oct. 30 to capture all students enrolled within the 30-day count window. Any additional students will need to be added in the specified survey portion in the GMAP report.
For information concerning access to the ad-hoc reports in Infinite Campus, email Margalee Conlee. More information regarding the Annual Child Count will be sent via email.
KDE will be holding a virtual refresher meeting for the annual child count Subpart 2 survey on Oct. 25 at 10 a.m. ET. We will briefly review the process, address FAQs, and give coordinators an opportunity to share best practices and ask questions. You should have received a meeting invitation through email. If you would like to attend and have not received an invite, please reach out to Wes Blake.
If you cannot attend the live meeting, it will be recorded and emailed to coordinators.
Collaboration and Community
If you want to share best practices, ask a question, or collaborate with your fellow Kentucky Title I, Part D (TIPD) coordinators, the TIPD Subpart 1 or Subpart 2 Google Classroom sites are a great place to do so. If you’re not a member already and would like to join, please reach out to your N&D consultant.
Title I, Part D Coordinators' Year at a Glance - Fall
October:
- Collect signed Time and Effort records for staff who work on multiple cost objectives.
- Design evaluations for professional development activities for impact on student learning.
- Review and update needs assessment and program evaluation procedures, as needed.
- Submit requests to amend budgets, as needed.
- Count eligible students within count window for Subpart 2.
November:
- Collect signed Time and Effort records for staff who work on multiple cost objectives.
- Collect and verify child count data and submit to KDE (Subpart 2).
December:
- Collect signed Time and Effort records for staff who work on multiple cost objectives.
- Submit requests to amend grants, as needed.
- Collect and verify child count data and submit to KDE (Subpart 1).
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