Transcript Veteran Pupil Accounting Roundtable
Pupil Accounting for K-8 Staff
Eaton RESA September 29, 2014
1
AGENDA
1.
2.
3.
4.
5.
6.
7.
8.
9.
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 5K Special Education Early Childhood 5OA-Virtual Learning, Distance Learning, Ind. Study 5OB- Seat Time Waiver 5OC- Cyber Schools 5OD- Expanded Online Learning 5QB- Section 25e Pupil Membership Transfers 6B - Peer-to-Peer Elective Course Credit Program MSDS Timelines Auditing Evaluation
2
3
2014 – 15 COUNT DATES
1st Wednesday in October
October 1, 2014
2 nd Wednesday in February
February 11, 2015
Block scheduling – O.K.
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
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 in 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
Transfer of School Records
Request records within 14 days
Revised School Code (380.1135) A school will send a copy of the “school record” to the new enrolling school within 30 days.
10
The No Child Left Behind Act requires that disciplinary records, with respect to suspension and expulsion, are transferred to the new enrolling school.
DAYS and Hours of Pupil Instruction
1098 hours for grades K-12
1098 hours for K = 1.0 FTE
If less hours must prorate 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
Seat Time Waiver
GenNET Waiver
May have own waiver
11
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
12
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.
13
Days and Hours of Pupil Instruction
60% attendance required instead of 75% for days added to end of school year
75% penalty is applied to entire district
14
Attendance Records
Attendance Records must be taken class-by-class unless complete class moves to new 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 or may record attendance for a substitute.
15
Sub teachers should be informed.
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.
16
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.
17
18
Legislative Update
SCHOOL AID ACT 2014-15 KEY PROVISIONS
19
PUPIL MEMBERSHIP Membership blend is for current year 90% October and 10% of February
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)
22
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.
Violation of School Aid Act
23
School official or board member who neglects or refuses to do 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.
24
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)
PUPIL ACCOUNTING MANUAL (PAM)
Under constant revision
May put in a notebook with tabs or reference on-line
Insert other documents
Print by sections – GISD Pupil Accounting website
www.geneseeisd.org
Scroll to Pupil Accounting in the Quick Link area
25
MDE Pupil Accounting Manual Revisions
http://www.michigan.gov/mde/0,1607,7-140 6530_6605-22360--,00.html
26
27
SECTION 1
REQUIRED DOCUMENTATION
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
28
29
SECTION 3
PUPIL MEMBERSHIP COUNT REQUIREMENTS
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.
30
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
31
Pro-rate to part time if not delivered
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 = 0.
Prorating allowed only if pupil’s schedule < full schedule.
32
SECTION 5-G-A
POSTSECONDARY ENROLLMENT OPTIONS & CAREER AND TECHNICAL PREPARATION DUAL ENROLLMENT PROGRAMS
33
SECTION 5-0-A
34
VIRTUAL LEARNING DISTANCE LEARNING INDEPENDENT STUDY
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
35
Types of Virtual Learning Courses (cont.)
36
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
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.
37
Distance Learning
38
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
39
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 internet connected 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
40
Section 5-O-B
Seat Time Waivers
STW application was due to MDE by September 12, 2014 for implementation for the October 1, 2014 count day.
41
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.
42
Requirements for Counting Membership (STW) a) Attendance shall be measured using one of the following methods: Option 1
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 amount of time as if delivered traditionally If absent , the pupil must follow the 10/30 day rule.
43
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 30 day 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
44
45
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 by email, telephone, instant messaging, face-to-face
Must be documented
Must be available to the pupil membership auditor upon request.
46
48
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.
49
Requirements for Counting Membership (STW)
• • • • •
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 as 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.
50
SECTION 5-O-C
CYBER SCHOOLS 9 PSA CYBER SCHOOLS IN MI
51
52
SECTION 5-O-D EXPANDED ONLINE LEARNING
53
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
SECTION 5-Q-B
54
SECTION 25e PUPIL MEMBERSHIP TRANSFERS
SECTION 5-Q-B
Section 21f FTE not transferable
Representative sample will be audited
More details later
55
56
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. Grades 6-12.
57
MSDS Reporting and Timelines
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 FTE Audit
59
Pupil Accounting Timeline
Pupil Accounting Timeline
October 1 Count day
November 5
November 12
November 14 MSDS File uploaded to CEPI Final MSDS Certification Pupil Accounting Documentation due to Auditor at GISD
60
AUDIT PROCEDURES
Desk Audits
Every building – every count
Alpha Lists – MSDS Signed!
See checklist
Field Audits
H.S.– every two years
Mostly in the fall
M.S. – every 4 years
Elementary – every 4 years
See checklist
DESK AUDIT PROCEDURES
62
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
.
FIELD AUDIT PROCEDURES The auditor must interview teachers and records.
pupil accounting staff to inquire whether they are aware of any inappropriate alterations of their attendance records or any of the other teachers’ attendance 1.
If your district were to inappropriately inflate pupil counts, how would it be done?
2.
3.
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?
4.
Is there anything else you would like me to know?
63
64
Questions?
Questions?
Debra Hartman Business Services Administrator Pupil Accounting Auditor, GISD (810) 591-4422 [email protected]
Brenda Walther Connie Olejniczak Pupil Accounting Auditor, GISD Pupil Accounting Auditor, GISD (810) -591-4611 [email protected]
(810)-591-4492 colejnic @geneseeisd.org
Stacy Hodges Project Specialist (810) 591-4412 [email protected]
65
66