Transcript Veteran Pupil Accounting Roundtable
Pupil Accounting for K-8 Staff
Genesee Intermediate School District Debi Hartman September 17, 2012
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AGENDA
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Count Dates Requirements for Membership Residency Hours of Instruction Attendance Legislative Update PAM Revisions and PA Concerns
Early Childhood Special Ed.
Homebound Hospitalized Seat Time Waivers Homeless Update MSDS Timelines & Auditing GAD Evaluation
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2012 – 13 COUNT DATES
1st
Wednesday in October October 3, 2012
2 nd
Wednesday in February February 13, 2013
If not in session, use the day immediately after with approval of the State Superintendent Block scheduling – O.K.
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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 in spec. ed.
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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 .
(See green document)
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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.
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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)
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Enrollment Reminders
Birth Certificate Proof of immunization
Verify Residency Section 4 of PAM Green sheet in packet Request records within 14 days Homeless qualifies for free lunch. Identify in SIS / MSDS.
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Transfer of School Records
Revised School Code (380.1135) A school will send a copy of the “school record” to the new enrolling school within 30 days.
The No Child Left Behind Act requires that disciplinary records, with respect to suspension and expulsion, are transferred to the new enrolling school.
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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)
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PUPIL RESIDENCY Priority and Focus Schools
A pupil may enroll in another district because the pupil’s school was identified as a Focus or Priority School under NCLB.
Must have agreement
Section 6(6) is permissive NOT mandatory.
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SCHOOLS OF CHOICE
Genesee County Collaborative SOC
Application period in May Section 105
Application through 1 st week of school
Can accept from any district
Do not have to release to any district Section 105c
Application through 1 st week of school
Can accept from any district
Do not have to release to any district
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SCHOOLS OF CHOICE
Section 105/105c Districts
Must complete certifications for first and second semester/trimester (if applicable)
Best Practices criteria:
By June 1, 2013
THE DISTRICT ACCEPTS APPLICATIONS FOR ENROLLMENT BY NONRESIDENT APPLICANTS UNDER SECTION 105 OR 105C. A PUBLIC SCHOOL ACADEMY IS CONSIDERED TO HAVE MET THIS REQUIREMENT.
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PUPIL RESIDENCY
Other residency issues
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DAYS and Hours of Pupil Instruction
1098 hours for grades K-12 1098 hours for kindergarten for 1.0 FTE DAY REQUIREMENT
MINIMUM 170 DAYS of instruction but no fewer days than offered in 2009-10 for 2012-13
number of days provided plus any snow days needed to get to 1098 hours ECDD = 144 days and 360 hours Seat Time Waiver Waiver for alternative education programs
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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
Weather
Mechanical problems
Health
Death
Not countable: strikes, hunting, athletic tournaments
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Days and Hours of Pupil Instruction
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
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)
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Attendance Records
Building alpha list must be signed by the principal in INK
Attendance Records must be taken class-by-class
Attendance must be taken every day District –wide standard with minimum of letters or symbols.
Teachers including substitutes are the only individuals that may take attendance. Office staff may make changes.
Sub teachers should be informed.
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Attendance Records (cont.)
Drop and transfer dates should be clearly indicated
Positive attendance if class does not meet everyday
Official document must be printed and signed by the teacher.
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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.
Pilots for “green auditing”
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Legislative Update
SCHOOL AID ACT 2012-13 KEY PROVISIONS
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Kindergarten FTE
(Section 6(4)(r) of SAA)
Full day kindergarten required for 1.0 FTE Exception: a district or charter school that proves to the MDE it used Title I $ in the previous 2 school years to fund full-time K, can get full FTE for providing ½ day K if allowed by federal law. The MDE following –up with USED to make sure this is allowable use of Title I $ Not a mandate By the 5 th Wed. after count day, each district and charter school must report the number of instructional hours scheduled per K pupil for 2012-13 ?????????????????????
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On-Line Learning Cost Report
If LEA, PSA, or ISD offers on-line learning, must submit detailed per-pupil cost report to MDE by October 1, 2012
MDE 9/13/12 memo
MDE just provide analysis of on-line learning costs to legislature by 12.31.12
Mirrors language added to cyber school law
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Foundation Allowance Best Practices
Foundation allowance – minimum increased $120 from $6846 to $6966
District s above $6966 – no increase
Basic foundation allowance remains $8019
Best Practices – extra $52/pupil
Must meet 7/8 best practices by June 1, 2013
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Data Reporting – Grad Data at EOY and Statewide Standard Reporting
Graduation Data – to CEPI 5 weeks after the fall membership count day AND by June 30
Intent language to implement statewide standard reporting requirements for education data by 2014-15. MDE and CEPI to work with ISDs and district to develop. ISDs and district to implement by 2014-15 or when updates its education data reporting system, whichever is later.
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Section 25 Wo!! Here we go!!
The $ Follows The Student
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Section 25
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Pupil is counted for membership in District A.
Pupil enrolls in District B after the pupil membership count day.
District B will notify MDE (really the ISD at this time) and District A (where pupil was counted in membership).
Membership will be adjusted for District A (where pupil was counted pupil in membership) prorated based on 1/180 for each school day in attendance. District B will notify MDE (ISD) if pupil ceases to be enrolled.
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Count Day Submission SAA Section 101
Count Day – October 3, 2012 Submit by 5 th week – November 7 Certify by no later than 7 th week – November 21 but
CEPI calendar certify by 6 th week – November 14!!!
Supplemental Count Day – February 13, 2013 Submit by 5 th week – March 20 Certify by 6 th week – March 27
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Days and Hours SAA Section 101
1098 hours and at least 170 days but not less than days scheduled in 2009-10
5 days increase!!!
6 days forgiven 38 hours of qualified PD count towards hours DS 4168 in EEM DS4168B - GONE!
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Other SAA Revisions
Section 107 - Adult Education Adds testing before enrollment and upon completion of program, deletes requirement that assessments done every 90 hours of attendance.
PSA Closing - If a PSA not in its first or second year of operation, closes at EOY, the Feb count for that PSA is given to the district that enrolls and counts a pupil from that PSA the following October count.
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Kindergarten Start Age
HB 4513, 2012 PA 198 amending MCL 380.1147
2012-13 school year, child who is a resident of the district who is 5 on or before December 1 may enroll in K 2013-14 - K start cutoff date is Nov. 1,2013 2014-15 - K start cutoff date is Oct. 1, 2014 2015-16 0 K start cutoff date is Sept. 1, 2015
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Kindergarten Start Age
Parental waiver: parent of child residing in district born between the K start cutoff date and Dec. 1 must notify the district in writing by June 1 ( or it child becomes resident after June 1 by August 1) that they intend to enroll their child in K.
The district can make a recommendation on K enrollment but the parent has the sole discretion to determine whether or not to enroll the child in K.
Also applies to PSAs The district/PSA school must report to the MDE by Dec. 31 how many children enrolled under the parent waiver provision.
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SEAT TIME WAIVERS
HB 5392 that codified MDE’s STW process for approved online and blinded learning programs passed House but not Senate
STW application process continues Deadline is September 15 Must submit implementation plan to GISD auditors.
Must comply with PAM Section 5O-B
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Statewide Cyber Schools
Effective March 2013 K-12
15 new cyber schools to enroll up to 10,000 pupils after 3 years Dec. 2013 – 5 cyber schools
Dec. 2014 – 10 cyber schools
After Dec. 2014 – 15 cyber schools
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Shared Time SB 621, 2012 PA 130
Resident district right of first refusal If no agreement within 60 days of request, nonpublic school can go to district/charter within ISD or contiguous ISD Instruction to be provided by “certified teacher” rather than “employee” of district (in PAM - 5E) Section 166b of SAA MCL 380.1231 requires districts to employ teachers.
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SAA Rewrite
$ follow pupil – not a voucher Anys – Any time, Any Place, Any Way, Any Pace Performance- based funding rather than seat time December – present proposal to Gov.
October 2013 – New MI Education Financial Act goes into effect Oxford Foundation http://oxfordfoundationmi.com/
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MPSERS REFORM
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MDE Pupil Accounting Manual Revisions & Concerns
http://www.michigan.gov/mde/0,1607,7 140-6530_6605-22360--,00.html
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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 “Required for Counting Membership” will be added to each section Q&A function will be added
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PAM Revisions
3 -Count day changes
Sept. 2012
5O-B – Seat Time Waivers
Sept. 2011
Is under another revision
5E – Non-public Part-Time
See slide 34
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MORE CHANGES NEEDED
Section 2 – kindergarten hours Section 5O – Under revision to include “blended learning” and the current STW application language.
Section 5G-A – must reflect new legislation
See slide 35 Section 5P – Work-based – Student on a training agreement may work 24 hours in 1 week while school is in session. (See MDE memo Dec. 8, 2011)
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Homebound / Hospitalized
If all the guidelines are not met, the pupil may be a partial FTE. i.e. If the pupil does not receive 2- 45 minute sessions in one week, the FTE may be prorated. (Gen .ed .0nly) Not true with special education If the pupil did have a full schedule, the FTE may be prorated.
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Early Childhood Special Education
If the days of attendance during count week match the pupil’ schedule per their IEP, calculate FTE based on the number of hours/week annualized.
If pupil has an absence during count week: Unexcused: pupil must be present on that same day within 10 scheduled school days in order to calculate FTE Excused: pupil must be present on the same day within30 calendar days in order to calculate FTE
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Peer to Peer
Not for just students with ASD
Support elective course/credit program that incorporates applied (experiential) learning in a non-traditional manner
Peer to Peer pupil provides support to a special education pupil in a general education class or a special education class.
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Homeless Update
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MSDS Reporting and Timelines
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MSDS Collections
Early Roster Direct Certification Reports General Collections (FTE +) Student Record Maintenance Graduation Rate Appeals Assessment Updates Early Childhood Request for UIC Teacher Student Data Link FTE Audit 48
5 Collections in General Submission
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Fall Pupil Membership Count Special Education Child Count Early – On (ISD only) (MICIS retired) Supplemental Nutrition Eligibility Count Assessment Enrollment Roster & Demographic Data
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GSRP and GPGS (SKIP) Genesee ISD Will be submitting this data
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5 Collections in General Submission
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Fall Pupil Membership Count Special Education Child Count Early – On (ISD only) Supplemental Nutrition Eligibility Count Assessment Enrollment Roster & Demographic Data
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MSDS Headlines
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Must certify by 6 th Wed. after count Graduates may not be reported as continuing Completers will receive warning if reported as continuing
LEP data – If primary Home language is English, also report a secondary language Report even if not participating for all eligible students Discipline Data – Incident ID should be unique for the student; different dates for start date characteristics
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MSDS Headlines
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Initial IEP may not be reported for child younger than 2.5 years.
If child is 2.5 years or younger there must be an IFSP date (not IEP date) If child is 2.5-3 years = IFSP or IEP date If child is 3years or older = IEP date
Special Ed Transition (Grade 14) Must be 18 or older as of Dec. 1 Must have current IEP May have gen ed FTE Completed applicable MI K-12 assessments
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REMEMBER
Pupil Accounting is a year round process Always balance your FTEs All Roads Lead to Accountability Garbage in Garbage out Communicate Collaborate Checklist with timeline 54
Pupil Accounting Timeline
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Pupil Accounting Timeline
October 3
November 7 Count day File uploaded to CEPI in MSDS
November 16 Final MSDS Certification Pupil Accounting Documentation due to Auditor at GISD
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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 2 years
Elementary – every 3 years
Spring
See checklist
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NEW FIELD AUDIT PROCEDURE
The auditor must interview teachers to inquire whether they are aware of any inappropriate alterations of their attendance records or any of the other teachers’ attendance records.
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If your district were to inappropriately inflate pupil counts, how would it be done?
Are you aware of any attendance records being inappropriately changed?
Are you aware of the district claiming any inappropriate pupil counts or running inappropriate programs?
Is there anything else you would like me to know?
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Questions?
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