Transcript Veteran Pupil Accounting Roundtable

Pupil Accounting for
District Coordinators
Genesee Intermediate School District
Debra Hartman
September 20, 2011
Genesee ISD 9/2011
1
AGENDA
1.
2.
3.
4.
5.
6.
7.
8.
9.
Count Dates
Requirements for Membership
Residency
Hours of Instruction
Legislative Update
PAM Revisions and PA Concerns

Homebound Hospitalized

Seat Time Waivers
MSDS
Timelines & Auditing
GAD
Evaluation
Genesee ISD 9/2011
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2011 – 12 COUNT DATES
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1st
Wednesday in October
 October 5, 2011
2nd Wednesday in February
 February 8, 2012
If not in session, use the day immediately after with
approval of the State Superintendent
Block scheduling and alt day K – O.K.
Genesee ISD 9/2011
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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 December 1 of the
school year
 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 *NEW*
Genesee ISD 9/2011
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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.
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Requirements for Membership
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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.
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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)
Genesee ISD 9/2011
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PUPIL RESIDENCY
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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
Genesee ISD 9/2011
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PUPIL RESIDENCY
Foster Care
 MCL 380.1148 revised to add a foster care
residency provision.
 If a child is placed in foster care, a school district
shall allow the child to enroll in and attend the
appropriate grade in the school selected by the
department of human services or a child placing
agency without regard to whether or not the child
is residing in that school district.
 Also in SAA section 6(6)(n)
 Section 6(6) is permissive NOT mandatory.
Genesee ISD 9/2011
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SCHOOLS OF CHOICE

Genesee County Collaborative SOC
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Section 105
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Application period in May
Application through 1st week of school
Can accept from any district
Do not have to release to any district
Section 105c
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Application through 1st week of school
Can accept from any district
Do not have to release to any district
Genesee ISD 9/2011
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PUPIL RESIDENCY
Other
residency
issues
Genesee ISD 9/2011
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DAYS and Hours of Pupil
Instruction

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1098 hours for grades 1-12
549 hours for kindergarten
DAY REQUIREMENT

MINIMUM 165 DAYS of instruction but no fewer
days than offered in 2009-10 for 2011-12
(number of days provided plus any snow days
needed to get to 1098 hours)
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2012-13 no fewer than 170 days
ECDD = 144 days and 360 hours
Can apply for a Seat Time Waiver
Genesee ISD 9/2011
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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
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Weather
Mechanical problems
Health
Death
Not countable: strikes, hunting, funerals, athletic tournaments
Genesee ISD 9/2011
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Days and Hours of Pupil Instruction

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School calendar should indicate the day and
time professional development is scheduled.
Up to 38 hours of P.D. may be counted as
instructional time.
The hours of cancelled pupil instruction
that may be “forgiven” does not apply to
cancelled teacher P.D.
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Days and Hours of Pupil Instruction
Forgiven Hours

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After April 1, not more than an additional 6 days
or the equivalent hours may be forgiven due to
unusual and extenuating circumstances. Approval
of State Superintendent required.
Prorate forgiven days and hours for Special
Education Early Childhood (2 days)
Genesee ISD 9/2011
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Attendance Records

Electronic Attendance
– state guidelines
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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.
Pilots for “green auditing”
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Legislative Update
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State budget forecast is gloomy
School Aid Act = State Ed Funding Act
$ transferred from SAF to Community
Colleges and Universities
2011-12 foundation allowance is reduced by
$470/pupil
For 2011-12 only

$100/pupil incentive if meet best practices
criteria by June 1, 2012.
Genesee ISD 9/2011
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Legislative Update
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Fall Count day is 1st Wed. in October
LEA/PSA must submit their pupil
membership count information to CEPI and
the ISD by the 5th Wed. after count day and
certify the data with CEPI and file the
certified data with the ISD by the 7th Wed.
after count day.
Membership blend for funding is 90% Fall
count and 10% previous Feb. count
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Legislative Update


Special ed student with GED certificate may
be counted membership
Kindergarten FTE in 2012-13 requires 1098
hours for 1.0 FTE
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½ day K will = .50 FTE
CEPI funding increase
If a PSA not in its first or second year of
operation closes at the end of the year, the
Feb. count for that PSA is given to the
district that enrolled the pupil the following
fall count. (MSDS will find the students)
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MDE Pupil Accounting
Manual Revisions &
Concerns
http://www.michigan.gov/mde/0,1607,7140-6530_6605-22360--,00.html
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PUPIL ACOUNTING MANUAL
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Under constant revision – Updated January 2011
Put in a notebook with tabs
Insert other documents
Print by sections – GISD Pupil Accounting website
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www.geneseeisd.org
Scroll to Pupil Accounting in the Quick Link area
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5-D Homebound / Hospitalized
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The pupil’s attending physician certifies a
medical condition that requires that the
pupil be confined to the home or
hospitalized during regular school hours.
Includes pregnancy, childbirth, and
recovery
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Section 5-O-B – SEAT TIME
WAIVER

Superintendent Flanagan extended the Seat
Time Waiver to all Michigan School
Districts through their Intermediate School
District in partnership with GISD
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Follow rules/regs established by GenNET
Follow GISD processes for STW
Can now apply for your own ONE YEAR
WAIVER
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Students to be served
but not limited to…
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High School students
Expelled/suspended
Attendance issues
Social/emotional issues
High interest/low enrollment
Accelerated learning
Health situations
Pregnant/parenting
teens
Students on the
move
Working students
Home schooled students
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A. Seat Time Waiver Guidance
1.
2.
3.
4.
Board Approval
Method of Delivery
Teacher –LED Instruction
Class Schedules
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A. Seat Time Waiver Guidance
5.
Academic Benchmarks
a.
Grade Appropriate Assessments
b.
MME – if 12 or more credits earned
c.
Evaluation Criteria – MDE will
establish
Genesee ISD 9/2011
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A. Seat Time Waiver Guidance
6.
District Pays Tuition and Fees
Computer
b. Broadband Connectivity
A district may adopt additional
requirements and restrictions
a.
Genesee ISD 9/2011
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B. Requirements for Counting
Membership
1.
Must meet pupil membership
eligibility requirements.
(Section 3 of PAM)
2.
Pupil shall be enrolled and attending
on the count date:
a.
b.
Class Schedule for entire year
Pupil logging into at least 1 program-sponsored online course on each count day.
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B. Requirements for Counting
Membership
3. Pupil FTE will be measured by pupil
logging into at least one program-sponsored
online course on each count day and for 9
additional calendar days during the 30-day
calendar day count period. Log-in records
must be maintained by the district.
Genesee ISD 9/2011
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B. Requirements for Counting
Membership
4. Each course shall count as one
class on the pupil’s schedule and
generate that portion of an FTE.
5. Teacher of record must be
identified.
6. On-site mentor must be assigned.
7. Weekly contact by mentor.
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5P -WORK–BASED LEARNING

See chart in packet
•Training Agreements
See Pupil Accounting Manual 5P-2
•Training Plans
See Pupil Accounting Manual 5P-2-3
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SPECIAL EDUCATION
SEE PACKET
Genesee ISD 9/2011
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MSDS Reporting and
Timelines
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MSDS Collections
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Early Roster
Direct Certification
General (FTE +) Collections
Student Record Maintenance
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GAD
Assessment Updates
Early Childhood
Request for UIC
Teacher Student Data Link
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MSDS TIMELINE
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4 Collections in General Submission
1.
2.
3.
4.
Fall Pupil Membership Count
Special Education Child Count
Supplemental Nutrition Eligibility Count
Assessment Enrollment Roster &
Demographic Data
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CHANGES
Genesee ISD 9/2011
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DISCIPLINE DATA
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Now in one component (discipline)
Report all consequences in the same
component as the incident
Only report component after all consequences
have been determined for an incident
Incident type codes reduced from 54 to 21.
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EC Special Ed Assessment

Component may be submitted twice per record
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If two are submitted, one must be for an entry
assessment and one must be for an exit
assessment
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Membership Component
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Quality review error issued if the dates
reported are not the same for all students in a
building
QR Warning issued when the date reported is
different than the count date.
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Migrant Curriculum
Will not be collected in MSDS
this fall
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Early Childhood Collections
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Now three single certification collections
Clarifies what children to report
Improves Accuracy
Allows data correction
Fall, Spring, EOY
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Pupil Accounting
Timeline
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Pupil Accounting Timeline
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October 5
Count day
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November 9
File uploaded to CEPI in MSDS
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November 11
Pupil Accounting
Documentation due to Auditor
at GISD

Until November 23
District can decertify submission if
changes are needed. This includes plus
or minus FTE or FTE movement.
Submit form.
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AUDIT PROCEDURES
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Desk Audits
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Every building – every count
Alpha Lists – MSDS Signed!
See checklist
Field Audits
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H.S.– every two years
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All in the fall
M.S. & El. – every 2 years
See checklist
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Extreme Wisdom
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Pupil Accounting is a year round process
All Roads Lead to Accountability
Always balance your FTEs
Garbage in Garbage out
Communicate
Collaborate
Checklist with timeline
Genesee ISD 9/2011
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Graduation / Dropout Rates
MSDS

GAD
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Genesee ISD 9/2011
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COHORT BASED GRADUATION &
DROPOUT RATES
Very Important!!!
 Accurate exit codes
 Accurate UIC
 Summer Grads

Must have been reported by 9/15
Genesee ISD 9/2011
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Grad Appeal Process
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July 18 – September 15
Review cohort and PEPE reports in MSDS
Make corrections in MSDS / SRM
Report summer grads (on or before Aug. 31)
Starting Fall Collection, can’t claim FTE for
student who was previously reported as a grad
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Graduation & Dropout Review

Student Status
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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
Genesee ISD 9/2011
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Graduation & Dropout Review

Exit code changes
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Prior to 7/1/10 – Can’t make in SRM
 Submit to auditors during audit cycle
Look at ALL cohorts
 Even 2012,13,14,15 grads
 Clean up EVERYTHING that happened last
year and prior
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Graduation & Dropout Review

After 9/15
 Data taken out of MSDS, into GAD

Preliminary grad/dropout rates 10/24/2011
Auditors run cyclical audit
 Audits completed by 12/09/2011
 Changes not caught by 9/15
 Auditors discretion
 12/10 Prelim. rates created in GAD
Prelim. rates available for review in GAD to
1/16/12
1/31/12 rates finalized, reported to USED
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Questions?
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