School Codes

School codes accomplish the following:

1. Ensure data accuracy and data quality (e.g., connecting different datasets, longitudinal analysis),
2. Track grant and formula funding,
3. Operationalize state and federal processes and requirements (e.g., state performance frameworks and accreditation, EdFacts),
4. Identify sites for awards and supports and,
5. Assist with all other data reporting requirements.

When there are changes to schools – (e.g., closures, consolidations, mergers, grade changes, etc.), the department must evaluate whether an entity constitutes a new school code or whether it is a continuation or successor of an existing school.

When a public-school shifts in some form but continues to be the same public school or a successor school (with the same 4-digit school code), that public school continues with the same data history and legal rights and responsibilities. This includes the plan type for the school and the accountability history under the Education Accountability Act.

The School Code Review Committee (SCRC) reviews all school code change requests to maintain accurate information regarding public schools in Colorado. The SCRC is comprised of units from across CDE that understand the impact of school code changes across multiple disciplines.

CO Rev Stat § 22-1-101 (2017)

(1) A public school is a school that derives its support, in whole or in part, from moneys raised by a general state, county, or district tax.

(2) A charter school is a public school that operates pursuant to a charter contract entered into pursuant to the provisions of article 30.5 of this title. As used in this title, unless the context otherwise requires, "charter school" includes any type of charter school created pursuant to the provisions of article 30.5 of this title

The term "local educational agency" means a public board of education or other public authority statutorily constituted either administrative control or direction of public elementary schools or secondary schools in a political subdivision of a State, or of or for a combination of political subdivision statutorily recognized as an administrative agency for public elementary schools or secondary schools.

The School Code Review Committee (SCRC) follows the technical guidance from the U.S. Department of Education regarding changes to school codes. (FS029 – Director v19.2 – Section 4.0)

Under that guidance, a new school code should be created if:

• The grade span of the school changes by more than three grades, not including pre-kindergarten or kindergarten as grades; or
• The school’s physical location changes and the attendance area changed significantly; or
• Two schools of about the same size, or with the same grade spans, merge. The codes for the closed schools can be retired, and the new entity is eligible for a new code.

A new school code should not be created if:

• The grade span of the school changed by three grades or less, not including pre-kindergarten and kindergarten; or
• The school or LEA’s physical location or address changed, but the attendance area did not change significantly; or
• A smaller school merged with a larger entity that provides essentially the same grade span; or
• A school changes charter status or magnet status without significantly changing the attendance area or change the grade span; or
• A school undergoes restructuring under provisions in the Every Student Succeeds Act (ESEA); or
• The name of the school changes; or
• A school changes LEAs without significantly changing the attendance area or changing the grade span.

For schools that are merging, the federal technical guidance provides as follows:

• When a smaller school is merged into another, larger, school that provides essentially the same grades, the smaller school's code is retired and the school code for the larger school remains.
• When the two schools of equal size or with different grade spans are merged or consolidated within an existing building or a new physical location, both school codes should be closed and a new school code created.
• When a school splits into two or more separate schools, the one that retains the most characteristics of the original school retains the school code. The characteristics of the school are related to the student population for school, the grades offered, and the attendance area from which the school draws students. New school code(s) would be created for the other newly created separate school(s).

The School Code Review Committee (SCRC) also uses the following criteria when reviewing requests for potential school merges. This guidance and criteria applies to both cases where one school is opening and one school is closing: including for online schools and brick-and-mortar schools.

1. The following will be a strong indicator to use the closed school code for the new school: 

   • Student population. If more than the majority of the student population in the new school will be transferring from the school being closed; even though the location of the school may differ. 

2. The following will be strong indicators to close date the closed school code and create a new school code: 

   • Differences in organizational, curricular, or programming models; and/or 

   • Different leadership; and/or 

   • Different staffing (e.g. educators from former public school were not transferred automatically to new entity); and/or 

   • Different facilities; and/or 

   • Differences in grades served; and/or 

   • Any other information that demonstrates that this is a new public school versus a continuation or successor of a former public school. 

   • The lack of differences in the above categories would weigh in favor of finding that the closed school code can be used for the new school code request as the school is a continuation or successor of a former public school. 

3. For a Multi-District Online School (MDOL), additional  criteria is used for determining if a newly authorized MDOL qualifies for a new school code.

• New School Code and Closing School Code requests should also provide completed Enrollment Calculators. 
• All requests must also provide a superintendent signature to be reviewed. 
• All requests will use the guidance and criteria provided by SCRC. 
• CDE will send notifications or requests for additional information within 2 weeks of initial requests with superintendent signature. 

Note: Complex school changes may require multiple request forms.  
Example: a school closure (School A) could also be related to an increase of grade levels and enrollments at a neighboring school (School B), which may also require a name change. In such a case, the multiple request forms would be used to retire School Code A, change the name of School B, and change the grade levels for School Code B.

School Changing LEA

In the case where a school will be authorized by a different LEA in the upcoming school year, both LEAs need to submit documentation to CDE. Documentation can include the charter contract, official board meeting minutes in which the change was approved, or written confirmation from the superintendent and district board president.  The documentation from both LEAs needs to be submitted to DirectoryData@cde.state.co.us. 

District/LEA Name Change

Districts/LEA have an organization name at CDE and a Legal Name that would need to be updated as part of a name change process. 

Organization Name 

The common name appearing on reporting and most frequently used by CDE and district staff. Please use the Request for a School Name Change form.  

Legal Name

The name found on the district's W9 and used by CDE's accounting department and cross-referenced with the State Controller's Office. To update the legal name you will need to submit a new W9 form to CDE Accounting. You will also need to complete a Business Name Change request with the IRS at Business Name Change | Internal Revenue Service. 

If a requester disagrees with the Committee’s decision regarding the assignment of a school code, the requestor may ask CDE to reconsider. The request for reconsideration shall be reviewed by Department leadership in the Data Operations Unit and the School Quality and Support Division. If the recommendation of the Department’s designees from these units is to uphold the decision of the Committee, the designees will seek final approval from the Commissioner to uphold the decision. The Department will issue a written response regarding its decision on the request.

If the department informs the LEA in writing that a school has been deemed a successor school and the decision impacts the plan type of the public school under the Accountability Act, the LEA may appeal the decision to the State Board of Education by substantially following the Request for Reconsideration appeal process outlined in 1 CCR 301-1, Rule 5.11.