unified enrollment - l.a. school...

UNIFIED ENROLLMENT

May 5, 2017

Table of Contents

Project Overview...................................................................................................... 3

Project Background .............................................................................................. 3

Project Description ............................................................................................... 3

Project Scope ....................................................................................................... 4

Project Benefits .................................................................................................... 4

Project Approach..................................................................................................... 5

Deliverables.......................................................................................................... 5

Assumptions......................................................................................................... 5

Constraints ........................................................................................................... 5

Initial Project Risks and Mitigation Strategies....................................................... 6

Project Schedule...................................................................................................... 6

Project Costs............................................................................................................ 8

Roles and Responsibilities ..................................................................................... 9

Project Communications....................................................................................... 11

UNIFIED ENROLLMENT

May 5, 2017

PROJECT OVERVIEW

PROJECT BACKGROUND

Unified Enrollment was developed as a Strategic Priority in the Superintendent’s 2016-2019 Strategic Plan. The initiative was prioritized in response to the Report of the Independent Financial Review Panel’s (Blue Ribbon Panel) recommendation that LAUSD implement a parent information campaign and promote LAUSD programs parents believe are only offered at charter schools. Four Board resolutions have also addressed the need to expand and promote LAUSD programs in order to attract and maintain enrollment:

x Believing in Our Schools Again: Investing in Enrollment Growth for LAUSD 2015 (Res 073-14/15)

x Creating a Strategic Plan for Thematic K-12 Magnet Pathways (Res 055-14/15)x Resolution on Expanding Enrollment and Equal Access through LAUSD Choice that was

passed on January 10, 2012x Resolution to Examine Increasing Choice and Removing Boundaries from Neighborhood

Schools that was passed on January 17, 2012.

PROJECT DESCRIPTIONUnified Enrollment will establish a unified application timeline to better serve LAUSD students and their families by providing them with a simplified school choice process. The current enrollment for LAUSD programs spans year-round, from October to September. A Unified Enrollment process in the early fall will attract and retain students by simplifying and streamlining the school choice process. It will be designed to attract new students, maintain current LAUSD students, and mitigate the loss of matriculating students by offering an easy way to browse and apply to different school choices options year round. The participating programs are:

x eChoices (Magnets/PWT)x District K-12 Open Enrollment x Schools for Advanced Studiesx Dual Language/Bilingual

Programsx Incoming Inter-District Permits

x Early Education Centersx Zones of Choicex Option Schools x LAUSD “Application” schoolsx Affiliated Charter Schools

Unified Enrollment will provide a one-stop online search engine and choice application system that allows families to locate and save their school program preferences, rank schools, submit a placement application through http://apply.lausd.net, and accept or decline placements. All accepted students and parent information will be sent to student ID system and MiSiS system for school enrollment and class assignment processes. By simplifying the school choice and enrollment processes for students and parents, LAUSD can align its timeline to other competitive groups that begin their outreach campaign early in the school year.

UNIFIED ENROLLMENT

May 5, 2017

PROJECT SCOPEThe Unified Enrollment project includes implementation of a purchased school search tool, an overhaul of the District’s School Profile pages, modernization of http://apply.lausd.net, anddevelopment of the School Enrollment Management Module. Apply.lausd.net requires integration with the school search tool, the parent portal (PASSport), MISIS, and E-CAST.

The District will purchase and implement a vendor-hosted school search tool. The tool willinclude all of the programs listed above.

The School Profile pages will require to be overhauled with updated information, then integratedwith the school search tool to provide data for the search criteria in the school search tool.

The user interface for http://apply.lausd.net will be developed to include all choice programs andintegrated with PASSport.

School Enrollment Management Module (back-end administrative module) will be developed in order for administrative staff to access and process applications. Application development and interface will be built to connect the scanning solution (paper applications received) and transmitted into the apply.lausd.net. The scanning of paper applications will be digitized and integrated into the apply.lausd.net.

Unified Enrollment kiosks will be set-up at every Local District with staff available to help parentsthrough the choice application process.

PROJECT BENEFITSThe Unified Enrollment Project will have several benefits. The online school search tool will be available to the public to view schools/program options, select interests, compare schools/program options, and rank schools with program options. By unifying the enrollment timelines for the District’s many programs, the application timeline in the fall/winter for next year school enrollment will be shorter and easier for parents to understand. The year-round enrollment processes for certain schools/programs could also provide parents the opportunity to enroll their child(ren) who had otherwise not made their school choices during the fall/winter regular enrollment timeline.

By providing a one-stop online search engine and application system, LAUSD will be better equipped to attract and retain students by simplifying and streamlining the school choice process. Unified Enrollment will be used to attract new students, maintain current LAUSD students, and mitigate the loss of matriculating students by offering an easy way to browse and apply to different school choices options year round.

Unified Enrollment will also generate a more efficient enrollment process by automatically sending student and parent information to the student ID system and MiSiS for school enrollment and class assignment once a parent accepts a placement.

Lastly, the integration between PASSport and http://apply.lausd.net will enable the migration ofover 155,000 existing parent http://apply.lausd.net accounts into PASSport, allowing parents to access the robust functionality of PASSport in addition to the Unified Enrollment process.

UNIFIED ENROLLMENT

May 5, 2017

PROJECT APPROACH

DELIVERABLESx Online school search toolx Modernization of Apply.LAUSD.net x Inclusion of remaining school choice programsx Integration of apply.LAUSD.net to manage program application and acceptancex Integration with PASSport for permanent account managementx Development of School Management Enrollment Modulex School Profile Pagesx Open Enrollment Center kiosks and support centralized enrollment at each Local District

ASSUMPTIONS PROJECT ASSUMPTIONS

1 The internal IT project resources augmentation will be approved promptly to expedite the project resource onboarding process.

2 Resources will be required to assist from sourcing systems to provide and validate data attributes for the school search tool.

3 New project resources will be available to assist Business Owner and IT to develop flyers, videos, and training materials for use with staff and parents.

4 Choice Program resources will be available to assist in questions and clarification of thebusiness requirements, in addition to testing and validating the system.

5 In order to use the school search tool, parents will have or be provided access to technology as well as training to use the system.

6 A paper application will always be available.

CONSTRAINTSPROJECT CONSTRAINTS

# Description

1 The project requires Board of Education approval.

2 This project requires staff augmentation from bench vendors to work on apply.lausd.net back-end and modernize the user interface.

3 Resources will not be brought on board until budget is approved.

4 Not all programs in the school search tool will join the unified timeline. Those programs will retain their existing application timeline and thus must be programmed as such in the apply.lausd.net system.

5 Not all programs in the school search tool will manage and process applications through the apply.lausd.net system. Some programs choose to continue to manage and process paper applications.

6 The enrollment process is done annually with pre-defined dates. Each phase of the project must be completed on schedule to align accordingly or may be delayed until the following year.

UNIFIED ENROLLMENT

May 5, 2017

INITIAL PROJECT RISKS AND MITIGATION STRATEGIESRISK MITIGATION STRATEGY

First phase of the project requires implementation of the school search tool on a short timeline.

Team is working on preparing data and requirements meanwhile the project is approved.

Attribute data for the search tool is disparate coming from various sources.

Main data repository is in IODS and team is working on consolidating data into file formats required by the vendor.

This project involves multiple business owners who may have different objectives and priorities.

The Project Team will work with the primary business owner, the Office of School Choice, and the Steering Committee to involve other business owners and to finalize the priorities for deliverables for each project phase.

This project requires technical staff with skills and expertise. ITD has competing project demands for the limited number of staff with these skills and expertise.

ITD will need to augment existing staff with external resources using bench vendors.

The various programs have different timelines and processes to apply for schools of choice.

Revise administrative procedures and train frontline staff at schools to inform parents on new processes in order toensure those who wish to exercise their right to choice to access the new platform.

The project will involve external vendor providing hosted solution

Need to assign dedicated internal project management and technical resource for vendor management, communication, and progress tracking.

PROJECT SCHEDULE

Pre-planning and Development: SY 16 - 17

October – November 2016:1. Released an RFI for a School Search tool.

Target: March 20172. Completed Procurement Activities: RFP for School Search Tool; Bid scoring; Select vendor;

Contract negotiations.

Target: April 2017 – June 20173. Present project to Bond Oversight Committee.4. School Search Tool contract for Board of Education Approval and Project Kick-off.5. Planning and requirements to include Dual Language/Dual Immersion school choice program

into common application (apply.lausd.net) for fall 2019 launch.6. Hire a Dedicated Project Team7. Procure equipment for enrollment center kiosks at each Local District.

UNIFIED ENROLLMENT

May 5, 2017

Phase I: Initial Implementation: SY 17 - 18

Target: July - September 20171. Develop, configure, and perform Quality Assurance testing of common application

(apply.lausd.net) for Dual Language/Dual Immersion choice program going online.2. Integrate Apply.LAUSD.net online application with Parent PASSport and school search tool.3. Overhaul School Profile web pages.4. QA test school search tool, and integration with Apply.LAUSD.net. 5. Establish a Help Desk.6. Set-up Enrollment Center kiosks at each Local District7. Soft Go-Live of search tool to train Local Districts and school staff on the unified enrollment

timeline and application process.

Target: October - December 20178. Go Live of the Beta-Unified Enrollment Common Application October - November 2017 for:

a. Magnet Programsb. Permits with Transportationc. Dual Language Immersion/Bilingual Programs

9. Promote school choice programs with separate applications in Unified Enrollment materials, communications plan, web resources and School Search Function.a. Zones of Choiceb. Schools for Advanced Studies (SAS) [paper but joining unified timeline Phase I]c. Incoming Inter-District Permitsd. Options Schoolse. Early Childhood Programs

10. Start development of School Enrollment Management Module 11. Integrate apply.lausd.net with E-CAST and develop Late Application and continuous

enrollment online application.

Target: January - March 2018:12. Begin to develop program placement accept/decline process.13. Planning and requirements to include Schools for Advanced Studies (SAS) and Application

Schools school choice programs into the common application (apply.lausd.net) for fall 2018 launch.

Target: April – June 2018:14. Develop, configure, and perform Quality Assurance testing of common application

(apply.lausd.net) for Schools for Advanced Studies (SAS) and Application Schools choice programs going online.

Phase II: Inclusion of Schools for Advanced Studies (SAS) & Application Schools: SY 18 - 19

Target: July – September 20181. Train Local Districts and school staff on the unified enrollment timeline and application

process for new choice programs going online.2. Overhaul School Profile web pages.

Target: October – December 20183. Launch additional school choice programs to unified enrollment common application:

a. Schools for Advanced Studies (SAS)b. Application Schools (i.e. Harbor Teacher Prep, single-gender schools, etc.)

3. Start development of School Enrollment Management Module.

UNIFIED ENROLLMENT

May 5, 2017

4. Begin integration with E-CAST and develop Late Application and continuous enrollment online application for newly added programs.

Target: January - March 2019:5. Begin to develop program placement accept/decline process for newly added choice

programs.6. Planning and requirements to include Affiliated Charter Schools into the common application

and possible separate system for Option Schools for launch in fall 2019.

Target: April – June 2019:7. Develop, configure, and perform Quality Assurance testing of Affiliated Charter Schools in

apply.lausd.net common application and Option Schools on a separate online application.

Phase III: Full Implementation: SY 19 - 20

Target: July – September 20191. Train-the-trainer of Affiliated Charter Schools and Option Schools staff with guides, materials,

of process and platform changes.

Target: October – December 20192. Launch additional school choice programs to unified enrollment common application:

a. Affiliated Charter Schoolsb. Option Schools (may be a separate online system)

3. Begin integration with E-CAST and begin to develop program placement accept/decline process for newly added programs.

Target: January - March 2020:4. Begin to develop program placement accept/decline process for Affiliated Charter Schools.

PROJECT COSTSCategory Year 1 Year 2 Year 3 Amount

Project Team - LAUSD Personnel $4,583,000 $4,583,000 $4,393,000 $13,559,000

Project Team - Contract Services $627,000 $627,000 $169,000 $1,423,000

Hardware Equipment $329,000 $66,000 $66,000 $461,000

Software & Licenses $550,000 $328,000 $328,000 $1,206,000

Organizational Change Management & Communications $1,425,000 $1,412,000 $1,412,000 $4,249,000

Project Sub-Total $7,514,000 $7,016,000 $6,368,000 $20,898,000

Project Administration (5%) $376,000 $351,000 $318,000 $1,045,000 Contingency (10%) $751,000 $702,000 $637,000 $2,090,000 Third Party Oversight $100,000 $100,000 $100,000 $300,000 Grand Total $8,741,000 $8,169,000 $7,423,000 $24,333,000

UNIFIED ENROLLMENT

May 5, 2017

ROLES AND RESPONSIBILITIESThe Office of School of Choice is currently structured with the following roles and responsibilities forthe Unified Enrollment project: George Bartleson – Executive Director – is responsible for the overall vision and implementation of the three discrete phases. Ani Bagdasarian Packard is responsible for in house school level data collection, school search vendor management (roll out and maintenance) and integration with the existing systems. Dunia Fernandez is responsible for the change management required by the technical changes, community outreach and training strategy for end users and school site administrators. Jodie Newbery is responsible for the incorporation of new school choiceprocesses. This includes the selection, acceptance, and placement processes and necessary integration with the School Enrollment Management Module.

The Information Technology Division technical team will be spearheaded by Varouj Seuylemezian, Senior Director of Information Systems who will oversee the application development of apply.lausd.net and the School Enrollment Management Module including integration with the school search tool, PASSport, MISIS, and E-CAST. Linda Perez is responsible for project integration between business and technical teams, maintaining project timeline, scope, and budget by reviewing status reporting by project team and escalating issues to key stakeholders.

Pending Bond approval, the project team will include the following roles and responsibilities.

QTY RESOURCE PURPOSE

Steering Committee Monthly meetings will be scheduled to provide project oversight, provide direction, prioritize activities, set objectives, and ensure stakeholder engagement for overall project success.

Project Sponsor Will review and approve the charter, project, and deployment schedule. Authorize resources required for the success of the project. Project sponsor will participate in weekly status reporting provided by project staff.

Project Management Office (PMO)

Track project progress and support as needed. Swiftly mitigate escalated risks and issues. Will review weekly project status reports and provide oversight.

1Project Manager

Fully dedicated Unified Enrollment (UE) project manager to coordinate activities between ITD, OSC (Office of School Choice), and vendor(s).

2 Business AnalystGather Business Requirements for school programs, fine tune process details [Qty 2]

1Applications Specialist

Define and develop high level technical instructions to application users and facilitate train the trainer group professional development involving implementation of new application system.

1Release Manager

Coordinate technical activities with staff and vendor relating to ETL, development, and services for implementation and releases for the apply.lausd.net (APPLY) system.

1

.NET Developer

Create online application systems for Dual Immersion/Bilingual Programs, Schools for Advanced Studies (SAS), Application Schools, Affiliated Charters and Option schools. Develop APPLY user interface with a unified choice form and School Enrollment Management Module for back-end processing.

UNIFIED ENROLLMENT

May 5, 2017

1 Document Management Specialist

Develop the interface for the scanning/collaboration solution that will collect scanned data, convert to a digitized format, and transmit data to APPLY back-end process table.

1 Senior Oracle DeveloperDevelop ETL and interfaces, store procedures, data reporting, and integration to systems.

6

School Choice Program Subject Matter Expert

Provide specific knowledge to the project team as it pertains to six school choice programs (Magnets, Permits with Transportation, Dual Language/Dual Immersion, Schools for Advanced Studies, Application Schools, Affiliated Charters). Provide expertise in student eligibility, verification, and placement. Validate the system during development and testing. [Qty 6]

1 Executive Director OSC30% -Supervises and participates in the development of the Unified Enrollment program.

6 Program & Policy Development Specialist(Classified)

Enrollment Center specialists with extensive knowledge of Local District and all choice programs and enrollment policies. Develop strategy for system implementation unique to each Local District. [Qty 6 – one at each Local District]

3

Program & Policy Development Advisor (Classified)

Program oversight to develop and implement enrollment policies across the District. Team will work with building and mobilizing focus groups and community groups, manage accountability and work with the various division offices to acquire and consolidate data attributes needed for the school search tool, and work with the program offices to re-engineering the business processes and identify the proper questions as it pertains to each program that will need to be unified in the common application form. [Qty 3]

1Coordinator (Certificated) 40G

Train-the-trainer coordinator with expertise in MISIS and integration of change for school administrators and school staff.

1Specialist (Certificated) 40G

Conduct change management. Provide train-the-trainer sessions for school administrators and staff.

1 AnalystPlan training and communications for staff that will perform outreach to Local Districts and schools.

1 Administrative Assistant Carry out administrative project duties for the OSC Director and UE project team.

1 Office Technician 50% - Complete tasks for the project team.

2

Sr .NET Developer (contractor)

Develop online application user interface for Zones of Choice (ZOC), District Permits. Coordinate the activities to create APPLY common application to include six choice programs. Create systems for Dual Immersion/ Bilingual Programs and Schools for Advanced Studies and add to APPLY.

1Contractor - Java Developer

Develop web service APIs needed for application framework including database scripts for import/export data for integration.

1IT Business Efficiency Analyst

Provides analytics and statistical information to project team on application bugs and issues.

1 IT Trainer Identify requirements, coordinate & schedule to LD and schools.

1 Graphics DesignerGraphic Design, Communications Materials, brochures, catalog, web design for Unified Enrollment communications campaign.

UNIFIED ENROLLMENT

May 5, 2017

8 Community Outreach Organizer

Part-Time Employees with expertise of Application Process and to provide training to school staff at the Parent Centers. [Qty 8 @ 720hrs each per year]

PROJECT COMMUNICATIONSProject Team communications will be conducted by the Information Technology Division:

x A SharePoint site has been set-up to share project documentation, scheduling, meeting minutes, diagrams, and action items. The site will be available 24/7 to the project team.

x Weekly project status reports are submitted into the ITD Project Tracking database for PMO and business sponsor review.

x Weekly project meetings are held to review the project’s overall status, review toproject schedule and tasks, and to discuss open issues. Minutes and action items are posted on the SharePoint site.

x Weekly project meetings with the vendor have been scheduled to review tasks and monitor progress as the school search tool is developed.

Project communications to the public will be conducted by the Office of School Choice:

x Comprehensive county-wide communications campaign that includes multiple stakeholders (schools, parents, students, Local Districts, community-based organizations, government service providers, etc.);

x Promote Enrollment Centers in each Local District staffed with Enrollment Staff that assist parents in selecting, applying to and enrolling in schools of their choice;

x Promote the Mobile Enrollment Center to engage families in school choice processes within their communities; facilitate school tours and promote LAUSD school options.

x Choices programs central offices, local district, and local schools communications of upcoming Unified Enrollment application and enrollment processes changes and required involvement, input, and training activities.

UNIFIED ENROLLMENTBUDGET

6/5/2017 3 of 4 Phase I Bond-GF-Phase II

Phase II*SY 17-18 SY 18-19 SY 19-20

A Project Team - LAUSD Personnel $4,902,000 $4,902,000 $4,711,000 $14,515,000

1. Technical/Analytical (16 FTEs) - Bond $2,604,000 $2,604,000 $2,453,000

2. Program Policy and Logistics (14.8 FTEs) - Bond $2,298,000 $2,298,000 $2,258,000

B Project Team - Contract Professionals (1 FTE) Bond $208,000 $208,000 $104,000 $520,000

C Hardware Equipment - Bond $329,000 $66,000 $66,000 $461,000

D Software & Licenses $551,000 $328,000 $328,000 $1,207,000

1. SchoolMint - GF TBD $410,000 $308,000 $308,000

2. Other Software (i.e. monitoring, management, back-up) Bond

$141,000 $20,000 $20,000

E Organizational Change Management & Communications $1,425,000 $1,413,000 $1,413,000 $4,251,000

1. Reprographics/Materials - GF TBD $1,020,000 $1,008,000 $1,008,000

2. OCM/Communications Personnel (2 FTEs and 8 P/T) GF TBD

$405,000 $405,000 $405,000

$7,415,000 $6,917,000 $6,622,000 $20,954,000

F Project Administration (5%) - Bond $371,000 $346,000 $331,000 $1,048,000

G Contingency (10%) - Bond $742,000 $692,000 $662,000 $2,096,000

H Third Party Oversight -Bond $100,000 $100,000 $100,000 $300,000

$8,628,000 $8,055,000 $7,715,000 $24,398,000

Phase I Total

Category Phase I Amount

Project Sub-Total

Totals:

$16,683,000

UNIFIED ENROLLMENTBUDGET

6/5/2017 4 of 4 Phase I Bond-GF-Phase II

SY 17-18Bond

GFSY 18-19

BondGF

Phase I TotalBond

GF

SY 19-20

BondGF

Phase II Total

$24,398,000*Upon approval of Board of Education in early 2019

Summary

Phase I

$8,628,000$6,793,000$1,835,000

$8,055,000$6,334,000

Total Project Cost:

$1,721,000

$16,683,000$13,127,000$3,556,000

Phase II*

$7,715,000

$5,994,000$1,721,000

$7,715,000

UNIFIED ENROLLMENT BUDGET DETAIL

* Staff at Local Districts6/5/2017 1 of 4

Item Purpose

Project ManagerFully dedicated Unified Enrollment (UE) project manager to coordinate activities between ITD, OSC (Office of School Choice), and vendor(s).

Proj

ect T

eam

- LA

USD

Pers

onne

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A1 -

Tech

nica

l / A

naly

tical

Business Analyst Gather Business Requirements for school programs, fine tune process details [Qty 2]

Applications Specialist

Define and develop high level technical instructions to application users and facilitate train the trainer group professional development involving implementation of new application system.

Release ManagerCoordinate technical activities with staff and vendor relating to ETL, development, and services for implementation and releases for the apply.lausd.net (APPLY) system.

.NET Developer

Create online application systems for Dual Immersion/Bilingual Programs, Schools for Advanced Studies (SAS), Application Schools, Affiliated Charters and Option schools. Develop APPLY user interface with a unified choice form and School Enrollment Management Module for back-end processing. [Qty3]

Document Management Specialist

Develop the interface for the scanning/collaboration solution that will collect scanned data, convert to a digitized format, and transmit data to APPLY back-end process table.

Senior Oracle Developer Develop ETL and interfaces, store procedures, data reporting, and integration to systems.

School Choice Program Subject Matter Expert (SME)

Provide specific knowledge to the project team as it pertains to six school choice programs (Magnets, Permits with Transportation, Dual Language/Dual Immersion, Schools for Advanced Studies, Application Schools, Affiliated Charters). Provide expertise in student eligibility, verification, and placement. Validate the system during development and testing. [Qty 6]

Proj

ect T

eam

- LA

USD

Pers

onne

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A1 -

Tech

nica

l / A

naly

tical

A2 -

Prog

ram

Pol

icy

& Lo

gist

ics

Executive Director OSC 30% -Supervises and participates in the development of the Unified Enrollment program.Program & Policy Development Specialist (Classified)*

Enrollment Center specialists with extensive knowledge of Local District and all choice programs and enrollment policies. Develop strategy for system implementation unique to each Local District. [Qty 6 – one at each Local District]

Program & Policy Development Advisor (Classified)

Program oversight to develop and implement enrollment policies across the District. Team will work with building and mobilizing focus groups and community groups, manage accountability and work with the various division offices to aquire and consolidate data attributes needed for the school search tool, and work with the program offices to re-engineering the business processes and identify the proper questions as it pertains to each program that will need to be unified in the common application form. [Qty 3]

Coordinator (Certificated) 40G

Train-the-trainer coordinator with expertise in MISIS and integration of change for school adminstrators and school staff.

Specialist (Certificated) 40G

Provide train-the-trainer sessions for school administrators and staff. Conduct change management.

Administrative AnalystPlan training and communications for staff that will perform outreach to Local Districts and schools.

Administrative Assistant 30% - Carry out administrative project duties for the OSC Director and UE project team. Office Technician 50% - Complete tasks for the UE project team.IT Business Efficiency Analyst

Provides analytics and statistical information to project team on application bugs and issues to ensure quality testing and assurance.

Z Time for E Basis To ensure that project staff is available on critical project days.

Contractor - Java Developer

Develop web service APIs needed for application framework including database scripts for import/export data for integration.

B - P

roje

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rofe

ssio

nals

Proj

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USD

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Prog

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Pol

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& Lo

gist

ics

UNIFIED ENROLLMENT BUDGET DETAIL

* Staff at Local Districts6/5/2017 2 of 4

Item Purpose

Virtual Application Servers

4 Production servers, 4 Staging servers, 2 Development servers that will be set-up to carry the expected load of existing and new users as new choice programs are added into the apply.lausd.net common application.

C - H

ardw

are

Equi

pmen

t

Oracle Database Servers 1 Production, 1 Staging, and 1 Development server for web applications.

C - H

ardw

are

Equi

pmen

t

Virtual Management Servers

2 Production and 2 Development servers, needed infrastructure to implement the scanning and digitizing from paper to electronic that will be transmitted to the apply.lausd.net common application back-end database table.

C - H

ardw

are

Equi

pmen

t

Oracle DB Servers

Content Management database server infrastructure to convert scanned data to digital and store in databased prior to interfacing with apply.lausd.net scanning process. [1 Production and 1 Development server].

C - H

ardw

are

Equi

pmen

t

SAN Storage Required storage to house UE data and documents. C - H

ardw

are

Equi

pmen

t

Enrollment Center Kiosks Three workstations and printer to be set-up at each Local District.

C - H

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Equi

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olM

int

SchoolMint

The SchoolMint search tool is required for the integration with school and choice program databases, integration with apply.lausd.net electronic school choice application system, and integration with the PASSport parent portal. SchoolMint is the central component of the Unified Enrollment project; without it, families will not be able to search for various school choice programs, compare their selections, or save their ranked list of schools to populate their school choice application. Through integrating with District components, SchoolMint will be directly linked to the hardware that runs school and choice program data management, the corresponding school choice application system, and the parent portal. The purchase of this search tool facilitates education that best suits the needs of individual students, ensuring they reach their learning potential.

Server Performance Monitoring Tools

This is a 3-year license for server monitoring and performance tools for the new hardware servers to be purchased for this project. The tools will be used to monitor perpformance and analytics to prevent server issues or downtime.

D - S

oftw

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& Li

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D2 -

Oth

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Softw

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Electronic Content Software Licenses Software Licenses to digitize scanned data from paper applications.

E - O

CM &

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unic

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E1

D - S

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Reprographics/ CampaignPromotional campaign: Training guides, flyers, videos, communications handbooks, paper applications.

E - O

CM &

Co

mm

unic

atio

ns

E1

Mobile Van w/WiFi Mobile enrollment kiosk containing guides, brochures.

E - O

CM &

Co

mm

unic

atio

ns

E1E2

IT TrainerIdentify training equirements, coordinate and schedule Community Outreach Organizers to go to the Local Districts and schools.

E - O

CM &

Co

mm

unic

atio

ns

E2 Community Outreach

Organizer*Part-Time Employees with expertise of Application Process and to provide training to school staff at the Parent Centers. [Qty 8 @ 720hrs each per year]

E - O

CM &

Co

mm

unic

atio

ns

E2

Graphics DesignerGraphic Design, Communications Materials, brochures, catalog, web design for Unified Enrollment communications campaign.

H - T

hird

Pa

rty

Ove

rsig

ht

Independent project review and analysis focusing on risk management and performance monitoring.

E - O

CM &

Co

mm

unic

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ns

E2

F - P

roje

ct

Adm

inist

ratio

n (5

%)

Project management oversight and general project administration such as contract, budget, and personnel.

G -

Cont

inge

ncy

(10%

)

Funds held in reserve to address unknown or known project risks or issues on bond-eligible items.

Wor

k Sc

ope

per P

hase

Phas

e I:

SY 2

017

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Unified Enrollment: Proposed Change Management and Communications Plan The Unified Enrollment team is committed to the following principles for community engagement.

1) We have the responsibility to communicate effectively with our constituents, 2) Meaningful family and community engagement supports our goals, and 3) Effective communication is the responsibility of every employee in this district and it

helps increase student achievement.

The Change Management and Communications Plan aligns with the district's Strategic Plan to provide high quality instruction and supports to achieve our goal of 100% graduation. Vision: The District will create direct engagement with stakeholders; students, parents, schools and community partners, to determine needs for information and knowledge. We will research audience perceptions, desires, interests and opinions and use qualitative and quantitative research to establish information needs. We will provide rich material and messaging developed with useful and useable information. Objectives:

x Increase opportunities for stakeholder input and response x Increase opportunities to share Unified Enrollment information with community x Increase opportunities for community members to interact with the District x Increase the distribution of positive information about the school district x Expand relationships with members of the community and other partners x Reach all audiences through the immediate networks offered by electronic

communication x Expand use of technology and other forms of media x Increase use of social media platforms to augment media efforts x Broaden awareness of District information that will build community involvement x Build evaluation methods in each element of the community engagement process in

order to create, modify or discontinue practices or projects x Embrace the unique attributes and needs of each local community x Apply consistent standards for District and school sites x Adhere to standards of quality for content, design and management

Strategies:

x Establish internal cross functional working team to direct the community engagement work

x Establish external Advisory Committee composed of, LAUSD parent organizations, Community Based Organizations, and District staff

x Convene community forums and dialogue sessions at Local Districts

May 17, 2017

x Provide District representation at parent and community organization events and meetings

x Utilize ConnectEd, emails, text messaging and web sites (school and District level) x Maintain effective communications through traditional (print) and non-traditional

approaches x Extensive employee cross-training and workshops (Local Districts, schools, and central

offices) x Distribute Fact Sheets about Unified Enrollment x Paper/pencil and online surveys to gather data related to specific features x Convene Focus Groups to gain in-depth understanding of survey results x UE representation at special events that involve the community; school and district-

based x Establish an information clearinghouse to gather data from a variety of informal

settings; public engagement sessions, presentations and correspondence x Opening Welcome/Enrollment Centers at each Local District to provide one-on-one

technical and content support x Counseling prospective parents and families; creating newcomer and preschool packets

as supplements x Marketing materials for distribution at LAUSD schools and offices/areas x Establish a LAUSD presence through displays/exhibits at community events x Produce news and information programming to coordinate key messages throughout

existing District channels x Press releases, briefings, photo-ops, and story development x Create new sources of information to augment or replace traditional media news

releases x Public network media messages (TV/Radio) x Improve current District and school web sites to better engage audiences

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e L.

A. U

nifie

d (a

sk Lo

urde

s abo

ut b

eing

Exp

lore

r ide

a)*

Lear

n L.

A. U

nifie

d*

My

L.A.

Uni

fied

* Ch

oose

L.A.

Uni

fied

* Se

lect

LAUS

D*

Enro

ll L.

A. U

nifie

d*

L.A.

Unifi

edPr

efer

red

Inte

rnal

, Ext

erna

lEN

ROLL

MEN

T te

am [G

eorg

e Ba

rtel

son,

An

i Pac

kard

, Jod

ie N

ewbe

ry, D

unia

Fe

rnan

dez]

; Lou

rdes

Val

entin

e

Outr

each

Janu

ary-

Octo

ber

Com

mun

ity P

artn

ersh

ip m

eetin

gs, i

.e. U

nite

d W

ay, P

EAPS

etc

.Ex

tern

alDu

nia

Fern

ande

zPl

anni

ngJa

nuar

yFa

cilita

te w

eekl

y te

am m

eetin

gsIn

tern

alEN

ROLL

MEN

T te

am; I

TD T

eam

[Var

ouj,

Linda

Per

ez, P

hilip

Cha

ng-C

hien

, Nam

Ly

, Ira

Ber

man

]

Ongo

ing/

Wee

kly

Outr

each

Febr

uary

-June

Pres

enta

tions

to v

ario

us P

rincip

al A

d Ho

c Com

mitt

ees (

Supe

rinte

nden

t, Fi

nanc

e,

Dist

rict O

pera

tions

) for

aw

aren

ess

Inte

rnal

ENRO

LLM

ENT

team

Plan

ning

Febr

uary

-June

Desig

n lo

go, c

olla

tera

l and

info

grap

hics

for o

utre

ach

mat

eria

lsIn

tern

alEN

ROLL

MEN

T te

am;

COM

MUN

ICAT

IONS

team

Outr

each

Mar

ch-A

ugus

tBi

-Mon

thly

mee

tings

with

Com

mun

ity E

ngag

emen

t Wor

king

Gro

upIn

tern

alDu

nia

Fern

ande

zOu

trea

chM

arch

Cent

ral O

ffice

Com

mun

ity M

eetin

g (C

omm

unity

Bas

ed O

rgan

izatio

ns, P

aren

ts, S

taff)

Inte

rnal

/Ext

erna

lDu

nia

Fern

ande

z

Outr

each

Mar

chPr

esen

t to

Loca

l Dist

rict S

uper

inte

nden

ts a

t Sen

ior L

eade

rshi

p M

eetin

gIn

tern

alEN

ROLL

MEN

T te

amPl

anni

ngM

arch

Cont

act L

ocal

Dist

rict S

uper

inte

nden

ts to

get

on

thei

r Prin

cipal

, AO,

AI a

nd S

AA

mee

ting

cale

ndar

s for

pre

sent

atio

ns

Inte

rnal

ENRO

LLM

ENT

team

Outr

each

April

Brie

fing

with

Boa

rd S

taff

Inte

rnal

ENRO

LLM

ENT

team

Outr

each

April

Pres

enta

tions

at E

lem

enta

ry a

nd S

econ

dary

Prin

cipal

s Org

for a

war

enes

sIn

tern

alEN

ROLL

MEN

T te

amOu

trea

chM

ayCo

mm

unica

tions

Tea

mIn

tern

alEN

ROLL

MEN

T te

amDa

ta/R

epor

ting

May

Data

Rev

iew

of T

arge

t sch

ools:

Eng

age

with

Stu

dent

Hea

lth a

nd H

uman

Ser

vice

s -

Pupi

l Ser

vice

s (Er

ika

Torr

es) a

nd O

ffice

of D

ata

and

Acco

unta

bilit

y (C

ynth

ia Li

m)

Inte

rnal

ENRO

LLM

ENT

team

, COM

MS

team

Decis

ion

| Ou

trea

chM

ayDe

velo

p Ou

trea

ch w

orke

r Sco

pe o

f Wor

k an

d pr

ovid

e to

PCS

Inte

rnal

ENRO

LLM

ENT

team

Plan

ning

May

Facil

itate

wee

kly

team

mee

tings

with

Sch

ool S

earc

h To

ol D

evel

oper

Inte

rnal

Sch

ool S

earc

h To

ol V

endo

r; An

i Pa

ckar

dOn

goin

g/W

eekl

y

Outr

each

May

Pres

enta

tion

at LD

Prin

cipal

s Ops

for a

war

enes

sIn

tern

alEN

ROLL

MEN

T te

amOu

trea

chM

ay-Ju

neCo

nduc

t Loc

al D

istric

t Com

mun

ity M

eetin

gs (s

tude

nts,

pare

nts,

com

mun

ity)

Exte

rnal

Duni

a Fe

rnan

dez

Decis

ion

| Ou

trea

chM

ay-Ju

neDe

velo

p Ou

trea

ch w

orke

r tra

inin

g, to

olki

t for

sear

ch to

ol a

nd n

ew o

nlin

e en

rollm

ent

prog

ram

INCL

UDE

FAQ

s to

answ

er q

uest

ions

for s

tude

nts,

pare

nts,

coun

selo

rs,

Inte

rnal

ENRO

LLM

ENT

team

Outr

each

May

-June

Pres

enta

tion

at LD

Adm

inist

rato

rs o

f Ope

ratio

ns fo

r aw

aren

ess

Inte

rnal

ENRO

LLM

ENT

team

Outr

each

June

Crea

te fu

ll-pa

ge a

d fo

r Par

ent H

andb

ook

Inte

rnal

, Ext

erna

lLo

urde

s Val

entin

e fo

r ove

rsig

ht,

ENRO

LLM

ENT

team

's M

arke

ting

Expe

rt

for d

evel

opm

ent

UNIF

IED

ENRO

LLM

ENT C

HANG

E M

ANAG

EMEN

T CO

MM

UNIC

ATIO

NS TR

AINI

NG P

LAN

Phas

es 0

-1 Im

plem

enta

tion

DRAF

T 5/

2017

Page

2 o

f 9

Proj

ect A

ctiv

ity T

ype

Date

Activ

ity/D

eliv

erab

leAu

dien

ceRe

spon

sible

Par

tySt

atus

Plan

ning

July

Com

ps fo

r pos

ter,

flyer

and

pos

tcar

d du

e*

inclu

de p

artic

ipat

ing

prog

ram

s*

inclu

de b

enef

it of

new

scho

ol sc

hool

sear

ch to

ol a

nd e

ase

of o

nlin

e en

rollm

ent

prog

ram

* in

clude

hel

p de

sk in

form

atio

n*

inclu

de e

nrol

lmen

t cen

ters

* in

clude

frie

ndly

URL

and

/or P

ASSp

ort U

RL*

inclu

de fr

iend

ly a

pp (p

endi

ng d

evel

oper

)*

Cons

ider

tran

slatio

ns in

lang

uage

s (Sp

anish

, Kor

ean,

Arm

enia

n an

d ot

hers

pos

sibly

)

Inte

rnal

, Ext

erna

lLo

urde

s Val

entin

e fo

r ove

rsig

ht,

ENRO

LLM

ENT

team

's M

arke

ting

Expe

rt

for d

evel

opm

ent

Outr

each

July

Deve

lop

Prin

cipal

Too

lkit

for s

choo

l sea

rch

tool

and

new

onl

ine

enro

llmen

t pro

gram

IN

CLUD

E FA

Qs t

o an

swer

que

stio

ns fo

r stu

dent

s, pa

rent

s, co

unse

lors

, prin

cipal

s and

m

ore

Inte

rnal

ENRO

LLM

ENT

team

for c

onte

nt,

Lour

des V

alen

tine

for o

vers

ight

, EN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

fo

r dev

elop

men

tPl

anni

ngJu

lyDe

velo

p Bu

lletin

and

/or R

efer

ence

Gui

de fo

r sch

ool s

earc

h to

ol a

nd o

nlin

e en

rollm

ent

prog

ram

Inte

rnal

ENRO

LLM

ENT

team

Outr

each

July

Requ

est f

ull-p

age

for P

aren

t Han

dboo

k fro

m E

arl P

erki

nsIn

tern

al, E

xter

nal

Outr

each

July

Mee

t with

Pup

il Se

rvice

Cou

nsel

ors a

nd P

ACE

Adm

inist

rato

rs A

ND/O

R Ou

treac

h W

orke

rs*

(see

bel

ow)

to d

iscus

s tim

elin

e an

d pr

oced

ures

for t

rain

ing

Inte

rnal

ENRO

LLM

ENT

team

Com

mun

icatio

nsJu

lyDe

velo

p co

mm

unica

tion

from

Sup

erin

tend

ent t

o th

e Bo

ard

on n

ew e

nrol

lmen

t pr

ogra

m a

nd ca

mpa

ign

Inte

rnal

ENRO

LLM

ENT

team

, Sha

nnon

Hab

er,

Barb

ara

Jone

sDe

cisio

n |

Outr

each

July

Recr

uit o

utre

ach

wor

kers

(TBD

)In

tern

al, E

xter

nal

ENRO

LLM

ENT

team

Decis

ion

| Co

mm

unica

tions

July

(Req

uire

s fun

ding

) Pur

chas

e m

ailin

g lis

ts fo

r nei

ghbo

rhoo

ds a

ffect

ing

Targ

et/P

ilot

scho

ols

Inte

rnal

, Ext

erna

lEN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

to

wor

k w

ith P

rocu

rem

ent

Outr

each

July

Mee

t with

pub

lic li

brar

ies,

hosp

itals,

etc

.Ex

tern

alEN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

fo

r dev

elop

men

tDe

cisio

n |

Com

mun

icatio

nsAu

gust

-Oct

ober

Blac

kboa

rd C

onne

ctEd

mes

sage

(in

Engl

ish, S

pani

sh, K

orea

n, A

rmen

ian

and

any

othe

r re

cogn

ized

lang

uage

s) to

stud

ent h

ouse

hold

sIn

tern

al, E

xter

nal

ENRO

LLM

ENT

team

, COM

MS

team

Decis

ion

| Pl

anni

ngJu

lyCo

mpl

ete

Solic

itatio

n fo

r Out

reac

h Co

ordi

nato

rs (T

BD)

Inte

rnal

ENRO

LLM

ENT

team

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ion

| Ou

trea

chJu

ly-A

ugus

tDe

liver

Out

reac

h w

orke

r tra

inin

g (T

BD)

Inte

rnal

ENRO

LLM

ENT

team

Outr

each

July

-Aug

ust

Cond

uct F

ocus

Gro

ups (

Stud

ents

, Par

ents

, Sta

ff)In

tern

al, E

xter

nal

Duni

a Fe

rnan

dez

Decis

ion

| Ou

trea

chAu

gust

Depl

oy O

utre

ach

wor

kers

(TBD

)In

tern

alEN

ROLL

MEN

T te

amOn

goin

g/Da

ilyDe

cisio

n |

Outr

each

Augu

st-O

ctob

erTr

ack

and

deve

lop

wee

kly

repo

rt b

y Ou

trea

ch te

am a

ctiv

ityIn

tern

alEN

ROLL

MEN

T te

amOn

goin

g/W

eekl

y

PHAS

E 1

- INI

TIAL

IMPL

EMEN

TATI

ON

(Sch

ool Y

ear 2

017-

2018

)Ou

trea

chAu

gust

Pres

enta

tions

at E

lem

enta

ry a

nd S

econ

dary

Prin

cipal

s Org

for i

mpl

emen

tatio

nIn

tern

alEN

ROLL

MEN

T te

amOu

trea

chAu

gust

Pres

enta

tion

at LD

Prin

cipal

s Ops

for i

mpl

emen

tatio

nIn

tern

alEN

ROLL

MEN

T te

amOu

trea

chAu

gust

Pres

enta

tion

at LD

Adm

inist

rato

rs o

f Ope

ratio

ns fo

r im

plem

enta

tion

Inte

rnal

ENRO

LLM

ENT

team

Outr

each

Augu

stPr

esen

tatio

ns to

var

ious

Prin

cipal

Ad

Hoc C

omm

ittee

s (Su

perin

tend

ent,

Fina

nce,

Di

stric

t Ope

ratio

ns) f

or im

plem

enta

tion

Inte

rnal

ENRO

LLM

ENT

team

Decis

ion

| Co

mm

unica

tions

Augu

st(R

equi

res f

undi

ng) P

urch

ase

mai

ling

lists

for n

eigh

borh

oods

affe

ctin

g ke

y co

mm

uniti

es D

istric

twid

eIn

tern

al, E

xter

nal

ENRO

LLM

ENT

team

's M

arke

ting

Expe

rt

to w

ork

with

Pro

cure

men

tDe

cisio

n |

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mun

icatio

nsAu

gust

(Req

uire

s fun

ding

) Mob

ile b

illbo

ards

on

Dist

rict's

Whi

te F

leet

Exte

rnal

Lour

des V

alen

tine

for o

vers

ight

, EN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

fo

r dev

elop

men

t, Tr

uck

Oper

atio

ns,

Alph

a M

edia

(ven

dor)

Decis

ion

| Co

mm

unica

tions

Augu

st(R

equi

res f

undi

ng) C

reat

e po

ster

s, po

stca

rds a

nd fl

yers

; det

erm

ine

wha

t lan

guag

eIn

tern

al, E

xter

nal

Lour

des V

alen

tine

for o

vers

ight

, EN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

fo

r dev

elop

men

t, Re

pro,

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ck

Oper

atio

ns

UNIF

IED

ENRO

LLM

ENT C

HANG

E M

ANAG

EMEN

T CO

MM

UNIC

ATIO

NS TR

AINI

NG P

LAN

Phas

es 0

-1 Im

plem

enta

tion

DRAF

T 5/

2017

Page

3 o

f 9

Proj

ect A

ctiv

ity T

ype

Date

Activ

ity/D

eliv

erab

leAu

dien

ceRe

spon

sible

Par

tySt

atus

Decis

ion

| Co

mm

unica

tions

Augu

st(R

equi

res f

undi

ng) C

reat

e ba

nner

s for

scho

ols

Exte

rnal

Lour

des V

alen

tine

for o

vers

ight

, EN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

fo

r dev

elop

men

t, Re

pro,

Tru

ck

Oper

atio

nsOu

trea

chAu

gust

Pare

nt C

omm

unity

Stu

dent

Ser

vice

s Bra

nch

rece

ives

pos

ters

, pos

tcar

ds a

nd o

ther

m

ater

ials

Inte

rnal

, Ext

erna

lEN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

to

wor

k w

ith R

epro

, Tru

ck O

ps a

nd

Mai

l Uni

tOu

trea

chAu

gust

Scho

ols r

ecei

ve p

oste

rs fo

r mai

n of

fice,

att

enda

nce

offic

e, co

unse

ling

offic

es, p

aren

t ce

nter

s AND

ENR

OLLM

ENT

CENT

ERS

and

flyer

s for

hou

seho

lds

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rana

l, Ex

tern

alEN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

to

wor

k w

ith R

epro

, Tru

ck O

ps a

nd

Mai

l Uni

tOu

trea

chAu

gust

Leav

e po

stca

rds,

post

ers a

t pub

lic li

brar

ies,

hosp

itals

and

othe

r par

tner

ship

out

reac

hEx

tern

alEN

ROLL

MEN

T te

am's

Mar

ketin

g Ex

pert

to

wor

k w

ith P

rocu

rem

ent

Outr

each

Augu

stCo

mm

unity

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tner

ship

ann

ounc

emen

ts in

new

slett

ers,

web

sites

, etc

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tern

alAn

toni

o Pl

asen

ciaOu

trea

chAu

gust

Host

an

info

rmat

ion

tabl

e at

the

Supe

rinte

nden

t’s S

tate

of t

he D

istric

tIn

tern

alEN

ROLL

MEN

T te

am, O

R Ou

trea

ch

Wor

kers

* Co

mm

unica

tions

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stSp

otlig

ht o

n Di

stric

t's w

ebsit

e's h

ome

page

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rnal

, Ext

erna

lCO

MM

S te

amCo

mm

unica

tions

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stW

ebsit

e or

PAS

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t lin

k on

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erin

tend

ent's

web

site

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rnal

, Ext

erna

lCO

MM

S te

amCo

mm

unica

tions

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stEn

rollm

ent c

ampa

ign

as p

art o

f LAU

SD B

ack-

to-S

choo

l firs

t day

act

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esEx

tern

alEN

ROLL

MEN

T te

amCo

mm

unica

tions

Augu

stBl

ackb

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Con

nect

Ed m

essa

ge: S

uper

inte

nden

t to

all e

mpl

oyee

sIn

tern

al, E

xter

nal

Shan

non

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r, Ba

rbar

a Jo

nes

Outr

each

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st-O

ctob

erIn

divi

dual

Sch

ool S

uppo

rtIn

tern

al, E

xter

nal

ENRO

LLM

ENT

team

/Out

reac

h W

orke

rsOn

goin

g/Da

ily

Com

mun

icatio

nsSe

ptem

ber

Blac

kboa

rd C

onne

ctEd

mes

sage

(in

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lish,

Spa

nish

, Kor

ean,

Arm

enia

n an

d an

y ot

her

reco

gnize

d la

ngua

ges)

to st

uden

t hou

seho

lds D

istric

twid

e In

tern

al, E

xter

nal

ENRO

LLM

ENT

team

, COM

MS

team

Com

mun

icatio

nsSe

ptem

ber

Socia

l Med

ia p

osts

beg

in (D

istric

t's F

aceb

ook,

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itter

)Ex

tern

alBa

rbar

a Jo

nes

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mun

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nsSe

ptem

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D Da

ily st

ory

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ial f

rom

par

ent o

f Tar

get/

Pilo

t sch

ool?

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tern

al, E

xter

nal

Barb

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sCo

mm

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tions

Sept

embe

rDi

scus

s med

ia ca

mpa

ign

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ding

Spa

nish

and

oth

er e

thni

c med

ia);

sele

ct E

nglis

h an

d Sp

anish

spok

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s*

New

s Rel

ease

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rate

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nter

view

s and

dem

os o

f sch

ool f

inde

r and

onl

ine

app

Inte

rnal

, Ext

erna

lBa

rbar

a Jo

nes

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mun

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nsSe

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Phas

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Proj

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Date

Activ

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May 5, 2017 1

Information on School Districts Implementing Common Enrollment Systems

LAUSD’s Unified Enrollment Team conducted a comparative analysis and spoken with officials in the several large, urban school districts implementing either a common enrollment system and/or a school search tool. Each district is unique in terms of their common enrollment governance models, programmatic offerings, size, staffing models and community engagement strategies. The majority of common enrollment systems allow parents to rank multiple program and school types, but only assign students a single placement based on their ranked preference.

! New York City Department of Education (NYC Choices & Enrollment) is a search tool and application management system for 700 New York City high schools. Approximately 80,000 students make their high school selections through the online platform.

! Denver Public Schools (DPS Choice & Enrollment) website serves approximately 90,000 students, helping them search and enroll in over 200 K-12 Denver public schools and affiliated charter schools.

! District of Columbia Public Schools (Enroll DCPS) search tool and common application system serves approximately 80,000 students, managing the lottery and placement process for over 200 PreK-12 district and independent charter schools.

! Camden City School District (Camden Enrollment) is a search tool and application system placing approximately 15,000 students in 40 district and independent charter schools.

! Indianapolis Public Schools (Enroll Indy) is a common enrollment system managed by an independent non-profit institution. It manages enrollment for 60 district and 40 independent charter schools serving a total of 45,000 students.

School District NYC Choices & Enrollment

DPS Choice & Enrollment

Enroll DCPS Camden Enrollment

Enroll Indy

Number of Participating

Schools 700 200 K-12 200 Pre-K-12 40 K-12 100 K-12

Students Served 80,000 90,000 80,000 15,000 45,000

School Governance

Models

district high schools

district schools & affiliated

charters

district schools & independent

charters


charters


charters

LA Unified has learned from each District’s successes and challenges tailored the LAUSD Unified Enrollment Process to best meet the needs of LAUSD’s unique choice landscape.

! LAUSD students will always have an assigned resident school that does not require an application process.

! LAUSD families are not always aware of all the schools and programs available to them, even at their residential school site. The School Search Tool will provide standardized information for all

May 5, 2017 2

schools regarding programmatic offerings, wraparound services, transportation (if available) and events.

! Rather than offering families only one placement per child, LAUSD will allow parents to apply and be accepted into up to to six discrete choice programs on one common application: Magnet, Permits with Transportation, Dual Language Programs, Schools for Advanced Studies, Application Schools and Affiliated Charters.

! Families will then receive one letter with all of their programmatic placements so that they can make an informed decision about which program will be the best fit for their child.

! By having a unified timeline during which parents apply and are accepted into multiple school choice programs, families will only be able to accept one school choice placement, reducing the number of students holding multiple placements and increasing the number of waitlist students that are then able to access their first choice seat after the accept/decline deadline.

Also, a handful of districts we studied created robust school directories- upwards of 500 pages in length. Parents, students and school site counselors found the directories to be overwhelming and not a useful tool in learning about their academic choices.

! LAUSD is committed to providing in person assistance to inform families about their academic offerings by accessing families where they are: grocery stores, parks, community events, etc.

! LAUSD will also open Welcome Centers at each Local District so that families can go to a physical location, near their home to learn about all Pre-K through 12th grade LAUSD schools and programs.

! LAUSD will launch an informative and user-friendly school search tool to learn about options on-line with dates and times for school tours and events at sites of interest.

! The Choices brochure, created by Student Integration Services, is currently 33 pages in length. Families are happy with the length and content included in the brochure. The Unified Enrollment process is likely to expand the Choices brochure by an additional 10 pages.

June 5, 2017 1

Proposed Online Enrollment Processes for Dual Language/Bilingual Programs, Schools for Advanced Studies, Affiliated Charter Schools and Application Schools

Proposed Online Enrollment Process for Dual Language/Bilingual Programs

Background

Currently there are 87 Dual Language, Maintenance Bilingual, Transitional Bilingual, and Foreign Language Immersion programs districtwide. The programs are offered in Spanish, Korean, Mandarin, French, Armenian, and Arabic. Each year approximately 2,600 new Kindergarten students enter our programs. Currently, the enrollment process is site-based and is not managed centrally. For the implementation of the Unified Enrollment Process, we are proposing to have enrollment be centralized through the online enrollment process.

Entry Points

New enrollment mainly occurs at Grades K/1 or matriculation into Middle School or High School. On a limited scope, there are students who enroll in our program at other grade levels, as well. For this rollout, Grades K-12 will participate in the unified enrollment process, and schools will have to declare their open slots within the required timeline for declaration. Any enrollment after the application period, should be handled at the school site. In addition, to provide access to the application process, a paper version of the application would also have to be provided and processed centrally.

Verification of Eligibility

Once parents have selected their top 3 school choices in order of priority and the languages of the programs, a verification of eligibility will take place. This verification of eligibility will be based on three major factors:

1) Instructional Program selected 2) Language Classification and Grade level 3) Enrollment priority based on residence status (attendance boundary, Intra-district, Inter-

district)

Instructional Programs

Depending on the program selected by parents, specific priorities need to be applied to the groups of students for whom the programs are designed as indicated below:

Instructional Program English Learners (EL) English Proficient Students

(EO, IFEP, RFEP) Dual Language Yes Yes Maintenance Bilingual Yes RFEP only Foreign Language Immersion No Yes Transitional Bilingual Yes RFEP only

June 5, 2017 2

• Dual Language Program—In the dual language program, the following guidelines must be followed for the grade levels specified:

1. Grades K and 1—ELs who speak the target language of the program and EO, IFEP, RFEP students can enter the program in K-1.

2. Grade 2 and Beyond—ELs who speak the target language of the program can enter the program at any grade level. EO, IFEP, and RFEP students may enter if their target language performance is on par with students who are already in the program. (This will be determined at the school site and will also be a contingency to their assignment.)

3. ELs who speak a language other than the target language may enter on a case by case basis and their enrollment will be handled at the school site with a paper version of the application.

4. The Enrollment Priority list must be applied equally for both groups of students: English Learners and English Proficient Students. The ideal ratio is 50:50. By the application deadline when the two priority lists have been generated, if there are fewer than 50 percent of English Learners or English Proficient students, the ratio of assignment can be 2/3 from either language group.

• Maintenance Bilingual Education Program--Priority Order

1. ELs who speak the target language of the program can enter at any grade level. 2. EO, IFEP, and RFEP students may enter, on a case by case basis, and if their target

language performance is on par with students who are already in the program. (This will be determined at the school site and will also be a contingency to their assignment.) This group cannot exceed 20% of enrollment.

• Transitional Bilingual Education Program—Priority Order

1. ELs who speak the target language of the program can enter in grade levels K-3. 2. RFEPs may also enter the program in grade levels 2 and 3. 3. IFEP and EO students may not participate in this program.

• Foreign Language Immersion Program—Priority Order

1. EO, IFEP, RFEP students can enter at grade levels K and 1. 2. EO, IFEP, RFEP students in grades 2-12 can apply if their target language performance is

on par with students who are already in the program. (This will be determined at the school site and will also be a contingency to their assignment.)

3. ELs may enter, on a case by case basis, and their enrollment will be handled at the school site with a paper version of the application.

Enrollment Priority Based on Residence Status

When parents select an instructional program model, a priority group list will be applied for enrollment as follows:

1) Siblings who live within the attendance boundary 2) Students who live within the attendance boundary 3) Siblings with an Intra-District Permit

June 5, 2017 3

4) Students with an Intra-District Permit 5) Siblings with an Inter-District Permit 6) Students with an Inter-District Permit

Provisional Acceptance for Students with Inter-District Permit Once placement has been offered, parents must complete the Inter-District Permit Process to finalize enrollment at the assigned school.

Lottery If there are more applicants than spaces available at the school, a lottery will be conducted from within each priority group and seats will be assigned in priority order.

For All Programs:

• Language Classification

For all programs, a student’s language classification will be determined by a series of questions on the application, similar to that of the Home Language Survey until the CELDT test is administered.

• List of Eligible Students and Waiting List

When the application window closes, a list of students who are eligible and interested in the program at the selected schools will be generated based on priority order. In the case of dual language, two lists will be generated based on the language classification of students (English Learners and English Proficient Students). This list would be reviewed and sent to the corresponding schools.

Enrollment

Enrollment will be contingent on applicants completing the registration process (enrollment packets) at the assigned school site. Required Parental Exception Waivers or Parent Participation Forms must be submitted along with the enrollment packet. Beyond the application window, applicants would have to participate in the 2nd Semester late enrollment process.

June 5, 2017 4

Proposed Unified Enrollment Process for Schools for Advanced Studies (Online & Paper)

Background

In accordance with District policy, all qualified resident students (i.e., students who meet one of the three eligibility criteria) must be accommodated in a site’s SAS program first before SAS permits are extended (no application required for resident students). SAS is the local school GATE program for resident students. Qualified students are entitled to GATE services (e.g., differentiated instruction, programming, etc.). Resident students, attending or matriculating to a school with the SAS program and wanting to participate in their resident school’s GATE/SAS program, do not participate in the unified application/enrollment process. Verification of eligibility occurs at the school site. Programming/class placement is conducted as appropriate.

If there are remaining seats in a site’s SAS program, the school may accept students who reside within LAUSD boundaries but are outside the school’s residential boundaries through the SAS permit enrollment process.

There is currently no online application/enrollment process for SAS. The current paper application is a hybrid application AND eligibility “verification,” available online and at SAS sites. The SAS paper application is signed by the administrator at the student’s current school of attendance and submitted by parents directly to the SAS school(s) of choice for review, selection, and notification.

To align with the unified enrollment process, the SAS student application as part of the common application both online and paper options. Parents would log in on the Unified Enrollment common application website and apply to up to three SAS sites, indicating order of preference. Parents must be informed that they should apply to SAS sites where they want their child to attend the following year. There is no accrual of “points.” Waitlist status will not carry over from year to year.

Once application is received, verification of eligibility must occur. Based on data in MiSiS, District students who meet gifted identification or test score criteria are automatically eligible for selection. District students who do not meet one of the first two criteria must be “verified” based on the four critical thinking and problem solving skills. District principals must complete the online student verification through the Principal’s Portal in January. Applicants from private or independent charter schools within LAUSD boundaries must submit a verification form, signed by the administrator at the school of attendance, to Gifted/Talented Programs during the application window. See #5 for additional information.

Once all SAS applicants are verified as meeting one of the three eligibility criteria, parents are notified of student eligibility/ineligibility. Students who meet the eligibility criteria will receive a letter of eligibility. Students who do not meet the criteria are sent a letter of ineligibility and are removed from the selection for all SAS choices. Email notifications of eligibility or ineligibility are sent for online applications. For paper applications, notifications of eligibility/ineligibility are sent via U.S. Postal Service (same process as magnet).

June 5, 2017 5

After notifications are sent, the selection lottery will occur. All three SAS eligibility criteria carry the same weight in the selection process. To ensure access and equity, the lottery will NOT prioritize identified gifted students over those who are verified.

SAS sites will receive a list of accepted students and a numbered waitlist, if applicable, from the automated Unified Enrollment system.

Letters of acceptance or waitlist status are sent to parents. Email notifications are sent for online applications. For paper applications, notifications are sent via U.S. Postal Service (same process as magnet). Parents are given a deadline to accept placement (TBD).

In April, kindergarten students who are accepted will receive a letter indicating that the student’s acceptance status is “pending” through a process conducted at the SAS site of acceptance to confirm verification/eligibility.

After all qualified resident and accepted SAS permit students have been accommodated (based on space availability), the school may accept students from the waitlist in list order. Late applications are accepted during specific time periods. This acceptance of students is conducted at the SAS site.

Proposed business rules for assigning placements (i.e., preferences for siblings, home language, race/ethnicity, residents, household income, etc.)

• Qualified resident students must be accommodated at an SAS site because this is their

differentiated GATE instructional program. • Applicants who meet identification/verification criteria are approved for inclusion in the

selection process. • Selection of approved, on-time applications is through an equitable, automated lottery. • All three SAS eligibility criteria carry the same weight in the selection process. • Preference is given to siblings of current students at the same SAS site and twins applying to the

same SAS site. Sibling verification only applies to siblings with the same residential address in MiSiS. Siblings must meet SAS criteria to be eligible.

• Preference is also given to students transferring/matriculating from an SAS site (data taken from MiSiS, when available).

• The selection process must be designed to ensure racial/ethnic balance.

Participating schools include 128 designated SAS sites. In most cases, SAS is a part of the resident cost center. SAS sites cannot simultaneously offer another program option (e.g., magnet, dual language, etc.). Note: Affiliated charter schools must adhere to District charter enrollment policy. As such, the twenty-five affiliated charter SAS sites cannot participate in this unified SAS permit enrollment process until the third phase of Unified Enrollment implementation.

SAS sites are selected on a five-year cycle. Although there may be minor addition/ removal of sites each year, most of the 128 participating sites will remain until SAS term ends June 30, 2021. Conditions that will impact the current number of SAS sites include:

June 5, 2017 6

• Mid-cycle designation of new sites in targeted geographic area of need • Affiliated charter SAS sites that discontinue charter designation and become eligible to

participate in SAS permit enrollment process • Removal of SAS site for not meeting program expectations or criteria, e.g., if an SAS site

becomes a full-school magnet.

Proposed timeline and plan for identifying available seats by grade level (2018-2019)

The proposed timeline and plan to identify available seats by grade level in 2018-2019 for 2019-2020 enrollments is as follows:

• Utilize available SAS participation data in MiSiS and E-CAST (January 2019) to determine current

number of SAS seats by grade level at each site. • Project the number of available seats by calculating a percentage of the total number of the

previous year’s SAS permit openings (e.g., 75%). This should be an underestimate to ensure the accommodation of all qualified resident students.

• Data must be confirmed with site administrators to ensure that SAS permit spaces are not overextended.

Proposed process for verification of eligibility (if applicable)

Verification of eligibility would take place in a similar manner as Gifted/High Ability Magnet applicants. District applicants who meet identification or test score criteria would be automatically confirmed based on data in MiSiS.

District students who need to be “verified” based on the four critical thinking and problem solving skill criteria are uploaded to an online verification list on the Principal’s Portal for principals/GATE/SAS designees to confirm. Supporting documentation of verification OR non-verification must be kept on file at the sending school for audit purposes. For private or independent charter students, residing within LAUSD boundaries, a paper verification process must take place. The process includes the following steps: 1) parents download the verification form and submit to the current school of attendance, 2) the current school of attendance verifies that students meets the criteria, 3) the form is forwarded to Gifted/Talented Programs for processing, and 4) the list of verified students is submitted to ITD for inclusion in the selection process, etc. Although the enrollment process differs for Gifted/High Ability Magnets and Schools for Advanced Studies, the same criteria and verification process (online and paper) will be used.

One additional verification layer must be included for pre-K and TK students applying to kindergarten. After the “initial” selection occurs, a validation of verification must occur. Accepted kindergarten applicants will receive a “pending” acceptance letter for an identified SAS school. During an identified time frame, the SAS site will conduct an on-site process to confirm the verification of this student in accordance with the recommended Gifted/Talented Programs process for verification/validation. (This process will occur April 2019 after 2019-2020 selections have been announced). Once a school validates verification by determining there is evidence that the student meets the criteria, the student’s

June 5, 2017 7

“pending” acceptance becomes permanent and the student is placed in the school’s SAS program. If after conducting the validation process, the school determines that there is NOT sufficient evidence that the student meets the criteria, the student’s acceptance is revoked for this SAS site and all SAS sites for the following year’s enrollment. The student cannot be placed on the waitlist for that school or another SAS site.

Proposed process for acceptance and placement

• Schools are provided a list of accepted students with a numbered waitlist. • Possible one-time upload to MiSiS for Next Year Enrollment (NYE) process, conducted annually

(April-June).

Proposed process for late applications/rolling admission and wait list management

Due to the intentional underestimation of available seats, we anticipate that there will be a wait list and a need for late applications/rolling admission. This could occur as follows:

• Parents are informed that students are waitlisted for their first choice if they are not accepted at

their first, second, or third choice. • Based on space availability, schools accept waitlisted students (of on-time applicants) in the

order listed. • Late applications are added to the end of the initial applicant waitlist and are accepted in the

order received. • Late enrollment process begins during second semester. Note: The application windows do not

apply to new qualified resident students who may be added to the program at any time during the school year.

June 5, 2017 8

Proposed Unified Enrollment Process for LAUSD Affiliated Charter Schools (Online & Paper)

LAUSD affiliated charter schools operate under the governance and control of the LAUSD Board of Education. Most were existing District schools of residence that converted to become District affiliated charter schools; their first admissions priority therefore is to admit those students who reside within their respective former attendance boundaries (“resident students”). If the number of students who wish to attend a District affiliated charter school exceeds its operational capacity, as determined annually by the District, the school must conduct a public random drawing/lottery. The school’s existing students (regardless of residence or any other factor) are exempt from the lottery. Prospective resident students have first priority admission preference at all times and are thus deemed exempt from the lottery as well. Prospective non-resident students who are not admitted at the time of the lottery are placed on a waitlist. The District also has affiliated charter schools that are part of the magnet program and their admissions are determined in accordance with the rules and procedures established by the District’s Court-ordered Integration Program per the Crawford court order. Some affiliated charter schools also have Schools for Advanced Studies. Given that most affiliated charter schools functionally operate as both schools of residence and choice under the governance of the LAUSD Board of Education, it is recommended that affiliated charter schools participate in the third phase of the Unified Enrollment implementation plan. This approach will provide time to work closely with the Office of General Counsel, Charter Schools Division, Division of Instruction, and Information Technology Division to craft a design solution consistent with charter school law and Unified Enrollment policy to present to the Board of Education.

Proposed Unified Enrollment Process for LAUSD Application Schools (Online & Paper)

LAUSD “Application” Schools (e.g., GALA, BALA, Harbor Teacher Prep, etc.) operate under the governance authority of the LAUSD school board. Most commonly, enrollment occurs through a lottery process with specific student preferences in which available seats are offered to students or are waitlisted according to their lottery number. Given that Application Schools operate as unique schools of choice, it is recommended that Application Schools participate in the second phase of the Unified Enrollment plan in order to allow time to work closely with the Office of General Counsel, Division of Instruction and Information Technology Division to craft admission preference language consistent with Board Policy, State Education Code and Unified Enrollment policy.

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