From: DPI Open Enrollment Sent: Tuesday, September 13, 2016 10:34 AM To: Danfield, Jennifer L. DPI Subject: 3rd Friday OPAL Reporting To – District Administrators and Open Enrollment Coordinators From – Jen Danfield, Open Enrollment Consultant Subject – 3rd Friday OPAL Reporting DUE DATES The 3rd Friday Count date is coming up fast – this Friday, September 16th. The membership report is due on September 30th. Nonresident districts must make 3rd Friday entries in OPAL on or before Friday, September 23rd. The 3rd Friday list will lock at midnight September 23rd. Changes after that will need to be made for individual pupils from the All Students list. Resident districts are waiting for this information. Nonresident districts are requested to make these entries as soon as possible after the 3rd Friday in September. The method for reporting 3rd Friday open enrollment is OPAL. Nonresident districts can begin entering “Not Open-Enrolled” for pupils you know will not be attending your district under open enrollment. (If they are attending your district as residents, they are NOT open enrolled). We do not recommend reporting pupils as “Open-Enrolled” prior to the 3rd Friday in September. FOR CONTINUING PUPILS AND PUPILS WHO APPLIED DURING THE REGULAR APPLICATION PERIOD Nonresident District: Go to the Students tab, then the 3rd Friday in Sept tab. For each pupil who is not open enrolled in your district, click on “Not Open-Enrolled at [your district]”. Nothing else needs to be done. The resident district should not be changed. The address does not need to be updated. Do not try to withdraw the student. For each pupil who is open enrolled into your district, click on “Open-Enrolled at [your district]”. A pupil is open enrolled into your district if the pupil is in attendance in your school district on the 3rd Friday in September or, if the pupil is not in attendance on the 3rd Friday in September, attends at least one day before AND at least one day after the 3rd Friday in September. Be sure to SAVE. If it states “n/a” under the Res Agrees column, it means the resident district has not yet entered whether they agree or disagree with your entry. SPED Status: Once a pupil has been reported as open enrolled, you should go into the “Special Ed” tab. This will contain only the names of pupils reported as open enrolled. Most pupils will already have a SPED or Not SPED entry. Check the entry for each pupil to be sure it is correct and change it, if necessary. A number of pupils may have changed from SPED to Not SPED in 2015-16 or vice versa. This is the time to make that entry, if you did not do so last year. **If a pupil is SPED on 3rd Friday, you need to select “SPED 3rd Fri”. Once you select this, you will also need to select “Always” under the “Amount of SPED During Year”** Make sure you click the Save button. If a pupil is marked as SPED on 3rd Friday, an aid amount of $12,000 will appear on the Actively Open Enrolled list. This is a change from previous years, where $0 would appear for the aid amount because the nonresident district no longer bills the resident district for the open enrollment basic transfer amount plus any actual, additional costs. For pupils who will be partial SPED and partial non-SPED during the school year, you will need to indicate the number of days for each category under the Change Enrollment tab or under the Special Ed tab. We will send out a separate list serv notice about this with instructions on a future date. Resident District: You cannot make any entries in the 3rd Friday list until the nonresident district had made its entries. If the radio buttons are grayed out, it means the nonresident district has not yet made its entry. If you agree with the nonresident district, click on “Agree with Nonresident”. If you agree with all the nonresident district entries, click on the “Agree with All” button. If you disagree with the nonresident district, the preferred action is to contact the nonresident district to resolve the issue. The less-preferred option is to click on “Disagree with Nonresident” (in which case, the districts need to resolve the issue anyway). Be sure to SAVE. FOR ALTERNATIVE APPLICATION PUPILS Nonresident District: Go to the All Students tab. Click on the Alternative Apps Only filter. Click on the pupil’s name. Click on the Change Enrollment tab. Click Edit. Under the 3rd Friday in September heading, click Yes or No for SPED on 3rd Friday. Click on Yes or No for OE on the 3rd Friday in September. If yes, enter the FTE. Under the heading “Partial SPED During the Year”, click “Always”. Under the heading “Alternative Applications”, enter the Date of Enrollment as Alternative App. For Days of Open Enrollment as an Exception, enter 180 (you will always enter 180 for pupils who begin attending on or before the 3rd Friday in September; if the pupil later withdraws, you will then enter the exact days of enrollment). Enter the FTE (again). Be sure to SAVE. This will send an update request to the resident district. Resident District: From the Mailbox page, click on New Data Change Requests (the number of requests will be a red number inside a yellow circle). Click on the pupil’s name. There will be a yellow bar with red letters stating [Other District] is waiting for you to act on: Underneath that yellow bar, click on the items listed (3rd Friday changes will show changes for the Change Enrollment tab). Proposed changes will be highlighted in yellow. If you agree, click on Accept for each item or Accept All. If you disagree, the preferred action is to call the nonresident district to resolve the issue. The less-preferred option is to click on Reject (in which case, the district will need to resolve the issue anyway). FOR DUPLICATE ENTRIES If you have duplicate entries for one pupil, you should go into your 3rd Friday in Sept list and mark the newest entry (it might be marked “New” in the Status column) as “Not Open- Enrolled” and the other entry or oldest entry as “Open-Enrolled”. When this has been done and approved by the other district, only one entry for the pupil should be added to your Actively Open Enrolled list. Please do not request deletion of the duplicate application as we are unable to do this. FOR PUPIL WHO WITHDREW ON OR BEFORE 3RD FRIDAY For pupils who withdrew on or before the 3rd Friday Count date, you need to go into the Change Enrollment tab and enter the pupil’s 3rd Friday status as “no”. Do not try and withdraw the pupil for 0 days or 1 day; you cannot withdraw a pupil who was never open enrolled in the first place. You will get an error message if you try to do this. A pupil is only considered open enrolled if they are present on the 3rd Friday Count date (or any day before and any day after). If you have any questions, please contact us at openenrollment@dpi.wi.gov or call us at 888- 245-2732, option 2. Jen Danfield School Administration Consultant Public School Open Enrollment Department of Public Instruction 608-264-6707 or 888-245-2732, option 2, then 3 Jennifer.Danfield@dpi.wi.gov