Transcript Veteran Pupil Accounting Roundtable

Pupil Accounting for
District Coordinators
Eaton RESA
September 29, 2014
1
AGENDA
1.
2.
3.
4.
5.
Count Dates
Requirements for Membership
Days and Hours of Instruction
Legislative Update
PAM Revisions

1- Required Documentation

2- Days and Hours of Pupil Instruction

3- Pupil Membership Count Requirements

4- Pupil Residency

5GA–Postsecondary (Dual) Enrollment

5GB– Early Middle College

5K Special Education Early Childhood

5OA-Virtual Learning, Distance Learning, Ind. Study

5OB- Seat Time Waiver

5OC- Cyber Schools

5OD- Expanded Online Learning

5QA- Section 23a Dropout Recovery Program

5QB- Section 25e Pupil Membership Transfers

6B - Peer-to-Peer Elective Course Credit Program
6.
7.
8.
9.
MSDS and Timelines
Auditing
GAD
Evaluation
2
2014 – 15 COUNT DATES
 1st
Wednesday in October
October 1, 2014
 2nd Wednesday in February
February 11, 2015
 If not in session, use the day immediately
after with approval of the State
Superintendent
 Block scheduling – O.K.
3
Requirements for Membership
A pupil may be counted in state school aid
membership if a district insures that all of the
following occur:
The pupil is:
 At least 5 years of age on or before October 1 of
the school year or by December 1 with parent
notification
 Less than 20 years on September 1 of the current
school year
 Special Education and less than 26 by
September 1 AND have not received a diploma
 a certificate of completion is not a diploma
 may have a GED and count for membership in spec. ed.
5
Kindergarten Start Age
 RSC: 380.1147
 For 2014-15 a child must be 5 by October
1, 2014 or if 5 by December 1 and parent
notifies district of intent to enroll, the
child may be counted in membership
 Contains timelines but SAA does not
 School Aid Act: Section 6(4)(l)(iii)
 MDE refers to SAA language to require
written parent notice but not bye
enrollment deadlines stated in the RSC.
6
 Also applies to PSAs
Requirements for Membership
The pupil is a resident of the
district. If the pupil is not a
resident, there are exceptions
and special provisions that must
be met and verified.
(See green document)
Correction: #17 on Non-Resident side should be on Resident Side
7
Requirements for Membership
 Pupil must have enrolled in the district prior to or on
the count date. The pupil must be present on the
count date.
 If absent on the count day, the district must verify the
pupil return to school for all class periods for
instruction.
 If the absence was excused –
 Must attend within 30 calendar days
 If the absence was unexcused –
 Must have been enrolled and attendance prior to
count day and must attend within 10 school days.
8
SUSPENDED OR EXPELLED PUPIL
ON COUNT DAY
A pupil who was enrolled and in attendance
in a district before the pupil membership
count day or supplemental count day but
was expelled or suspended on the pupil
membership count day or supplemental
count day shall only be counted in
membership if the pupil resumed
attendance within 45 days after the pupil
membership or supplemental count date.
SAA 6(8) (PAM Section 3)
9
DAYS and Hours
of Pupil Instruction
 1098 hours for grades K-12
 1098 hours for kindergarten for 1.0 FTE
 DAY REQUIREMENT
 MINIMUM 175 DAYS for 2014-15 AND 2015-16
 Unless CBA as of July 1, 2013
 MINIMUM 180 DAYS for 2016-17
 ECSE = 144 days and 360 hours
72 hours within 180 days
New – 72 hours within a calendar year
 Seat Time Waiver
 Waiver for alternative education programs
10
Days and Hours
of Pupil Instruction
Beginning 2014-15
Professional Development
hours not countable as
instructional time
(Unless CBA as of 7/1/13)
Must still provide 5 days of
teacher
PD
11
Days and Hours
of Pupil Instruction
Forgiven Days / Hours
 The first 6 days or equivalent number of hours that
scheduled pupil instruction had to be cancelled beyond the
control of the district, may be counted as hours of
instruction
 Weather
 Fires
 Epidemics
 Utility power unavailability
 Water or sewer failure
 6 additional days after April 1 may be waived with
permission of the State Superintendent.
12
Days and Hours
of Pupil Instruction
Forgiven days/hours =
6 days or equivalent hours
60% attendance required instead of 75%
for days added to end of school year
75% penalty is applied to entire district
13
Attendance Records
Electronic Attendance
–
state guidelines
Must be signed by the teacher on a weekly
basis at a minimum
Must be printed and signed weekly for the full
week prior to count day (M-F), count week and
30 calendar days after the count date
District must have an electronic attendance
procedure.
14
Legislative Update
SCHOOL AID ACT
2014-15
KEY PROVISIONS
15
PUPIL MEMBERSHIP
Membership blend is for
current year
90% October
and
10% of February
16
Appropriations and Audits
 Intent language: 2015-16 funding be
at same level as 2014-15 (Section 12)
 MDE “shall” adjust appropriations
based on audits or other new
information for current year and
previous fiscal years.
 MDE may perform or require an audit
of all records for current fiscal year
and 3 prior years for programs funded
in the SA budget.
17
Audits
All audited financial and pupil
accounting information due
October 15 rather than November
15 for 2015
November 15 is still deadline for
2014
18
Statewide Standard Reporting
Legislative intent that by
2016-17 state implement
statewide standard reporting
requirement for education
data (pushed back 2 years)
19
Foundation Allowance 2014-15
 Basic foundation allowance = $8099(+$50)
 Minimum foundation allowance = $7126(+$50)
 With 2013-14 22c equity payment increased to $7251
 PSA maximum foundation = $7218
 Section 22j Performance Based funding $30/pupil for
pupils in grades 3-8 meeting math performance
standards and $40/pupil for grades 9-12 meeting
standards in all subjects tested.
20
Best Practices Incentive
 Section 22f
 Extra $50/pupil
 LEA/PSA - Must meet 7/9 best practices by
June 1, 2015
 Section 81
 3.1% increase
 ISD – Must meet 5/6 best practices by June 1, 2015
21
Dual Enrollment Incentive Payments
 District must pay eligible charges but not
transportation costs, parking costs or activity
fees. (21b)
 Section 64b – 1.75 million for district that
provide dual enrollment options to 9-12
pupils
 Incentive of $10/credit hour for up to 3
credits for each pupil enrolled plus
$30/pupil per course if pupil successfully
completes course and is awarded both
high school and college credit.
22
MVU Funding – Section 98
 Reduces appropriation $2million to $7.3875 m
 Changes language from “do” to “support” implementation
and improvements to effective digital learning instruction
and review of online course.
 Online course catalogue- report number of pupils that earn
60% or more of total course point, rather than
successfully complete.
 MVU must collaborate with key stakeholders to improve
functionality of statewide catalog and examine district
level accountability and teacher effectiveness related to
Section 21f online learning and make recommendations
and findings public.
23
ADULT ED FUNDING MODEL CHANGED
ISDs serve as fiscal agents over 10
Prosperity Regions
GISD is fiscal agent for Region 6
Payment now: 75% enrollment and 25%
completion
24
Violation of School Aid Act
School official or board member
who neglects or refuses to don
something required by the Act or
violated the Act is guilty of a
misdemeanor, jail up to 90 days,
and fine of $1500, in addition to
other financial penalties identified
in the Act.
25
Noncertified Teachers and
Counselors
School official who knowingly
employs non-certificated
personnel after MDE notification is
guilty of a misdemeanor, fine of
$1500 per instance, and that fine
is in addition to other financial
penalties specified in the Act.
(Section163)
26
PUPIL ACOUNTING
MANUAL
 Under constant revision
 Put in a notebook with tabs
 Insert other documents
 Print by sections – GISD Pupil Accounting website
www.geneseeisd.org
Scroll to Pupil Accounting in the Quick Link
area
27
MDE Pupil Accounting
Manual Revisions
http://www.michigan.gov/mde/0,1607,7-1406530_6605-22360--,00.html
28
SECTION 1
REQUIRED
DOCUMENTATION
29
SECTION 2
DAYS AND HOURS OF PUPIL INSTRUCTION
175 days for 2014-15
Hours may not include teacher PD
Unless CBA as of 07/01/2013
May get waiver
Rescheduled days at end of year only
need 60% attendance
30
SECTION 3
PUPIL MEMBERSHIP
COUNT
REQUIREMENTS
31
SECTION 4
PUPIL RESIDENCY
 It is the enrolling district’s responsibility to verify the
residency of the pupil.
 District decides proof
 A pupil is a resident of the district in which the parents or
legal guardian resides, regardless of who has custody.
 Exceptions (green sheet)
 PSAs do not worry about residency but must submit
resident district in the MSDS
 NEW**If a pupil currently attending a district becomes
homeless, the residency coded reported in MSDS does not
change.
32
SECTION 5-D
HOMEBOUND AND HOSPITALIZED PUPILS
General Education
Instruction MUST be scheduled and occur
each and every week of the count period
Two 45-minute periods/week (Mon.-Sun.)
Unless pupil too ill to receive services –
teacher must verify
School canceled district-wide during the
week for 3+ days
Pro-rate to part time if not delivered
33
Hours/week x # weeks per year/1098
Can also claim as part-time if no Dr. state.
SECTION 5-D
HOMEBOUND AND HOSPITALIZED PUPILS
Special Education
1. Instruction MUST be scheduled and occur
each and every week of the count period
Two 1 nonconsecutive periods/week (Mon.Sun.)
2. Dr. statement
If 1 or 2 is missing, FTE = o.
Prorating allowed only if pup8i’ schedule <
full schedule.
34
SECTION 5-G-A
POSTSECONDARY
ENROLLMENT OPTIONS &
CAREER AND TECHNICAL
PREPARATION DUAL
ENROLLMENT PROGRAMS
35
SECTION 5-G-B
EARLY / MIDDLE
COLLEGE
36
SECTION 5-K
SPECIAL EDUCATION
EARLY CHILDHOOD
PROGRAMS
37
SECTION 5-0-A
VIRTUAL LEARNING
DISTANCE LEARNING
INDEPENDENT STUDY
38
Types of Virtual Learning
Courses
1. Virtual Learning, Online Learning, or Computer Courses
Offered On-site
Certificated Teacher present in classroom
May take unlimited number of classes
Grades K-12
2. Virtual Learning, Online Learning, Or Computer Courses
Offered On-Site
 Adult present in classroom
 Certified teacher employed by district is mentor and teacher of
record
 Limited to 2 classes
 Grades K-12
39
Types of Virtual Learning Courses (cont.)
3. Self-Scheduled Virtual Learning
No regular daily attendance
required
Must take one class that requires
attendance
Teacher of Record
On-site mentor
Limited to 2 courses per count
Grades K-12
40
Online courses offered to pupil enrolled in
grades 6-12, in which the pupils are
separated from their teachers by time or
location, or both, that meet the requirement
of Section 21f of the SAA (MCL 388.1621f),
shall be provided following the legislation
for expanded online learning as described in
Section 5-O-D of the PAM.
41
Distance
Learning
 Certificated Teacher via two-way
communication over T.V. monitor
(i.e. GenNET Classes)
 May take unlimited number of
classes
 Certified teacher shall be an
employee of the school district or
that is part of a cooperative
agreement.
 Adult present in classroom
42
Independent Study
Course
May be virtual
Limited to 2 courses per count
Certified Teacher of Record
Must take one class that requires
attendance
Grades 9-12
43
BLENDED
LEARNING
Hybrid instructional delivery model where
pupils are provided face-to-face
instruction, in part at a supervised school
facility away from home and partially
through computer-based and internetconnected learning environments with
some degree of pupil control over time,
location, and pace of instruction.
50% of course instructional time must be
on-site face-to-face instruction
Teacher of Record
Limit of 2 classes
Physically in attendance on count day
44
Section 5-O-B
Seat Time Waivers
45
STW application was due to
MDE by September 12,
2014 for implementation
for the October 1, 2014
count day.
46
After this date, review is for
second semester.
Requirements for Counting
Membership (STW)
1.The pupil must meet pupil membership
eligibility requirements
2.The pupil shall be enrolled and attending
on the count day(s)
3.The pupil must meet both attendance
and participation requirements.
47
Requirements for Counting
Membership (STW)
a) Attendance shall be measured using one of the following
methods:
Option 1

48
Physically present for scheduled on- site instruction at
the school site on count day or the first day after the
count day that the pupil is scheduled for on-site
instruction.

The pupil must attend one period for each course
scheduled under the STW

Each period must represent the same abount of
time as if delivered traditionally

If absent , the pupil must follow the 10/30 day
rule.
Requirements for Counting
Membership (STW)
a. Attendance
Option 2
 The pupil logs into at least one program-sponsored online course
shown on this/her class schedule on count day
 The pupil logs into at least one program-sponsored online course
shown on the class schedule on nine separate days during the 30day count period for a total of 10 logins on separate days.
 For a pupil who has an excused absence on count day, the pupil
must complete a login on each of 10 days within the 30 calendar
days of the count period.
 District must be able to provide vendor log-in record
49
50
Requirements for Counting
Membership (STW)
b. Participation:
 Two-way interaction between the pupil and the teacher of
record
 Must occur at least one time /week for the four week count
period
 Must be educational in nature (course/content specific)
 May be my email, telephone, instant messaging, face-to-face
 Must be documented
 Must be available to the pupil membership auditor upon
request.
51
Requirements for Counting
Membership (STW)
The district may not claim
any FTE for a pupil who
does not meet both the
attendance and
participation requirement
of the STW program.
53
Requirements for Counting
Membership (STW)
54
•
Each course shall count as one class
•
The pupil must have a course-specific class
schedule for the current count that includes all
enrolled courses counted toward membership for
the pupil.
•
The teacher of record will serve a on-site mentor.
•
STW pupils must meet the requirements defined
for the specific programs or course types in which
they are enrolled
•
The district may adopt additional requirements.
Report Participation
Codes in SIS

Alternative Education (9220) (*)
Seat Time Waiver (9229) (*)
STW students will display on the
alpha list with **
Students will be included in the Alt
Ed column on the DS4061.
55
SECTION 5-O-C
CYBER SCHOOLS
9 PSA CYBER SCHOOLS IN MI
56
SECTION 5-O-D
EXPANDED
ONLINE
LEARNING
57
Section 5OD
 Section 21f of SAA
 Grades 6-12
 District may count pupil for no more than 2 online
courses per count.
 May count for more than 2 if previous success with
online learning.
 Courses placed in local catalog or in the statewide
catalog
 Teacher identified with course must have a valid
MI teaching certificate
 Adult Mentor employed by district
58
SECTION 5-P
WORK-BASED
LEARNING
EXPERIENCES
See chart in folder
59
SECTION 5-Q-A
DROPOUT RECOVERY PROGRAM
 Section 23a
 Pupils enrolled in a dropout recovery program that
meets the requirements of this section are eligible
for 1/12 of an FTE or each month the pupil was
enrolled in the program and was in full
attendance.
 Reported in SRM.
60
SECTION 5-Q-B
SECTION 25e PUPIL
MEMBERSHIP
TRANSFERS
61
SECTION 5-Q-B
Section 21f not applicable
Representative sample will
be audited
More details later
62
SECTION 6-B
Peer to Peer Elective
Course Credit Program
Strategy for providing ongoing
support and modeling from one
non-disabled pupil to a pupil with
an IEP.
63
MSDS Reporting and
Timelines
64
MSDS Collections
 Early Roster
 Direct Certification Reports
 General Collections (FTE +)
 Student Record Maintenance
Graduation Rate Appeals
Assessment Updates
Section 23
Section 25
 Early Childhood
 Request for UIC
65
 Teacher
Student Data Link
 FTE Audit
5 Collections in
General Submission
1.
2.
3.
4.
5.
Fall Pupil Membership Count
Special Education Child Count
Early – On (ISD only)
Supplemental Nutrition Eligibility Count
Assessment Enrollment Roster & Demographic Data
66
MSDS Headlines
1.
Must certify by 6th Wed. after count
2.
Graduates may not be reported as continuing
3.
Completers will receive warning if reported as continuing
4.
TSDL Collection
Now year round

67
Pupil Accounting
Timeline
68
Pupil Accounting Timeline
October 1
Count day
November 5
MSDS File uploaded to
CEPI
November 12
Final MSDS Certification
November 14
Pupil Accounting
Documentation due to
Auditor at GISD
69
AUDIT PROCEDURES
 Desk Audits
 Every building – every count
 Alpha Lists – MSDS
Signed!
 See checklist
 Field Audits
 H.S.– every two years
 All in the fall
 M.S. – every 4 years
 Elementary – every 4 years
 See checklist
70
DESK AUDIT PROCEDURES
 The ISD auditor will verify teacher
certifications
 GISD auditor is requesting a list of
teachers for the desk audit. (see
checklist)
 Auditor will check 2% of teacher
certifications through the MI On-line
Educator Certification System.
71
FIELD AUDIT PROCEDURES
The auditor must interview teachers and pupil accounting staff to
inquire whether they are aware of any inappropriate alterations of
their attendance records or any of the other teachers’ attendance
records.
1. If your district were to inappropriately inflate pupil counts, how
would it be done?
2. Are you aware of any attendance records being inappropriately
changed?
3. Are you aware of the district claiming any inappropriate pupil
counts or running inappropriate programs?
4. Is there anything else you would like me to know?
72
Graduation/Dropout Rates
MSDS
GAD
73
COHORT BASED GRADUATION &
DROPOUT RATES
Very Important!!!
Accurate exit codes
Accurate UIC
Summer Grads
Must have been reported
by 9/17
74
Grad Appeal Process
 July 23 – September 17
 Review cohort and PEPE reports in MSDS
 Make corrections in MSDS / SRM
 Report summer grads (on or before Aug. 31)
 Can’t claim FTE for student who was previously
reported as a grad
75
Graduation & Dropout Review
Student Status
 Dropout – Reported as having dropped out
 MER – Missing expected record
Marked as continuing
Marked as transfer in state, not
confirmed
 Exempt – Exited out of State, Exited to non-public
Shared Time, non-public
continuing – not included
Uses Residency codes, not exit
codes, ’19’ kids
76
Graduation & Dropout Review
 Exit code changes
Prior to 7/1/13 – Can’t make in SRM
Submit to auditors during audit cycle
Look at ALL cohorts
Even 2015,16,17,18 grads
Clean up EVERYTHING that happened last
year and prior
77
Graduation & Dropout Review
After 9/17/14
 Data taken out of MSDS, into GAD
 Preliminary grad/dropout rates 10/21/2013
Auditors run cyclical audit
Audits completed by 12/05/2013
Changes not caught by 9/17
Auditors discretion
CEPI will provide prelim rates –
Oct. 21, 2014
 Finalize rates Dec. 9,2014 – Jan. 10, 2015
 1/31/15 rates finalized, reported to USED
78
Questions?
79
Questions?
Debra Hartman
Business Services Administrator
Pupil Accounting Auditor, GISD
(810) 591-4422
[email protected]
Brenda Walther
Pupil Accounting Auditor, GISD
(810) -591-4611
[email protected]
Stacy Hodges
Project Specialist
(810) 591-4412
[email protected]
80
Connie Olejniczak
Pupil Accounting Auditor, GISD
(810)-591-4492
[email protected]
PLEASE
COMPLETE
EVALUATION
81