Each county is required to annually submit WV Pre-K program data to the WVDE Office of Early Learning. WV Pre-K program data reporting includes program data verification, comprehensive WV Pre-K Fiscal Reports, and annual verification of collaborative contracts and budgets. The WVDE Office of Early Learning compiles all collected program information and provides a summary report to the Secretary of WVDHHR, WV Board of Education, and State Superintendent of Schools annually. Further, all program data is made available to the public. A WV Universal Pre-K Reporting Requirements Memorandum is provided to Pre-K Coordinators annually to assist in WV Pre-K Program Data Reporting.

County Program Data Verification

Each year by October 15th, program data verification must be completed by each county Pre-K Coordinator on the ELRS. To verify classroom data, each county Pre-K Coordinator must review all classroom information for accuracy, make edits as necessary, list the curriculum type adopted, and add information on county collaborative core team members. Once all reviews and additions have been completed, the Pre-K Coordinator will click the submit button on the district verification page, which is located under the “district” dropdown menu of the ELRS: Pre-K. Further instructions are available in the Program Data Verification Guidance and Definitions section of the ELRS: Pre-K Guidance Document.

Comprehensive Fiscal Report

Each county Pre-K Coordinator must submit a comprehensive universal pre-k fiscal report no later than October 15th annually. The report should reflect funding and resource contributions from all sources for the previous school year. The fiscal report is completed online and the web address for submission of the comprehensive fiscal report is provided by the Office of Early Learning at least 60 days prior to the due date. The fiscal report includes questions to determine total funding and resources utilized to implement each county pre-k program only as it relates to services for WV Pre-k eligible children who were actively enrolled in a WV Pre-k program during the previous school year. Information from all public school pre-k classrooms, including preschool special needs classrooms, and any contracted collaborative program’s dedicated resources, must be included. Contributions from collaborative partners must also be included. This can be reported based on costs and resources included in the Collaborative Classroom Budget and Cost Allocation Worksheets from the previous year, as well as information from Finance Directors, Title I Directors, Special Education Directors, and collaborative partners. The report includes the following categories as contributors to the total cost of the pre-k program:

  • School Aid Funding;
  • Preschool Special Needs-Federal IDEA Funds;
  • Title I;
  • Head Start collaborative classrooms;
  • School Building Authority;
  • TANF/Child Care;
  • Private; and
  • Other (Must Specify)

Annual Verification

As addressed in the Collaborative Contracts and Classroom Budgets section of this chapter, contracts and budgets must be in place prior to the first day of attendance for pre-k children in each collaborative classroom. County Pre-K Coordinators must annually submit a letter verifying that collaborative contracts and

Collaborative Classroom Budget and Cost Allocation Worksheets with all partners are on file. A copy of the annual verification letter should be provided to each partner. This letter must be submitted to the Pre-K Coordinator in the WVDE Office of Early Learning. The letter must contain the following information:

  • Date of verification letter completion;
  • Statement verifying that collaborative contracts are in place with each partner;
  • Statement verifying that classroom budgets have been completed for each collaborative classroom; and
  • Names of all partners must be included in the letter.