Gold Community Call (August 12, 2019)


Gold Community Call (August 12, 2019)

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Call Date

Monday, August 12, 2019 - 2:00pm


  1. Welcome and Introductions
  2. New Resources
  3. Seminal Topic Discussion: Annual Count


Updates from NDTAC

  • Topical Call: Transition Services 8/27/2019
  • Issue Brief: Family Involvement
  • Webinar: Family Involvement 9/4/2019
  • Presentation Opportunities


Community Discussion: Preparing for the Annual Count


David holds the first week of May 2020 open on his calendar for travel and participation in conferences.


ND Coordinator Priority Results


1. Preparing for the Annual Count

2. Identifying eligible facilities and programs

3. Developing subgrantee applications competitively

4. Coordination and collaboration


Counting Versus Serving


Issues Preparing for the Count



David (NDTAC) - Do LEAs have to reach out to institutions such as residential treatment centers?


Karen S. (CA) - We as a state send out the survey to the LEAs and the LEAs use the institutions that are on the list from the previous year. Are you asking if the LEA knows that there is an institution?


Cheri (A) - Yes I am.


Karen S. (CA) - Whose responsibility it is to reach out? The LEA or the facility?


David can serve as an aggregator of surveys are protocols that are sent out.


Mary (NY) – We send out a spreadsheet that is sent out. We have a protocol that the first page is prepopulated and coded that has all of the facilities in the area. There is a tab for each subsite within the LEA. It is sent through a secure survey. Initials and birthdates are entered into the second tab - a unique identifier of the student. It is a good way for backup information and to check ages.


Jamie (PA) - PA has an online reporting system where each facility and LEA has logins to the system.  The system users are sent reminders about the Annual Count.  New facilities are required to complete a form to ask for login credentials.  The system checks each student's eligibility as entered or uploaded.

Emails are sent out reminding folks to enter the information. Bomgar is a system that is used. There is a strong tech system. Jamie can talk over the screen. Support is available in a lot of different ways and there is strong tech.


Karen (OH) - I can send you a copy of Ohio's survey and the accompanying letter


David (NDTAC) - How do you notify or work with LEA that is working with a new program or facility? how do you identify them and how do you reach out to offer TA?


Jamie (PA) - In PA there is the online system. There is a new facility form that must be completed. The new facility is entered into the system and then they can participate in the annual count, CSPR, etc.


Information is also shared at symposia and trainings:


Symposium every year (Oct/Nov)

Spring regional meetings (March/April)


Francine (NJ) - We are a bit antiquated. Francine reaches out to the LEAs. Francine has a list that she keeps updated. She sends emails and makes phone calls. It is mostly Francine having conversations with LEAs and those who provide numbers for the county.


David (NDTAC) - What efficiency tricks that are out there? What is the combined wisdom of the community?


Valerie (MD) - Myself and Kristi Peters who is the coordinator for data and research. We reach out and I facilitate two meetings a year. During the fall we provide this information. It is a TA opportunity to the directors. We also do the CSPR at the same time.   We also send information to the directors who then reach out to their directors. IN the summer we share that information and then we are preparing for continuation funding.  They can then look at statewide trends.


David (NDTAC) - How many attendees would be interested in sending the surveys conducted by your peers?


David has asked attendees to send him copies of the surveys used in your state and David will serve as a repository. David will then send the examples out with the call recording and notes.


David (NDTAC) – What additional information or guidance on the annual count would be helpful?


Mary (NY) - Updated guidance document on types of facilities. Neglected is a big open area. Delinquent talks about correctional facility, that is not what they are. We need updated guidance on what these facilities actually are.


Heidi Clyborne (NH) - What kinds of training do others provide to the LEAs or facilities for completing the annual count survey?


Karen Auble (OH) - I'd like more clarification on how to fund community day programs (but I know we have an upcoming session on this)


Mary (NY) - In NY, as a result of Raise the Age, they are being mixed in at other types of programs. They are getting multiple types of kids. Where both children who are considered neglected and delinquent are being placed in different types of facilities than in the past. Kids from multiple agencies are being placed in the same facilities.


Alvita (FL) - There is a team that collects the data. We, the Title I, Part D Team, does not have access to the system. When in the data processing phase, we identify issues and identify corrections that need to be make. Right before submitting annual counts to ED, in preparation we send out the annual count from last year so they have an idea of their final count from last year. They are asked to review facilities to be opened and closed. That process is handled by a different office. We have been working closely with this office because students are being missed.


What happens is FL has a conference where the Data Collection office talks to LEAs and districts and lets them know what to expect the coming year. The coordinators used to go the conference and no longer are. This may contribute to the under count. This also impacts CSPR. The training is not being done adequately. We are trying to strategize how to get the information out about the annual count and the CSPR. 


Weather related issues such as hurricanes can impact processes as well.


Closing & Adjourn

*Please contact your TA liaison for the recording and slides.