Transcript Veteran Pupil Accounting Roundtable

Pupil Accounting and
MSDS Submission for
Special Education
Staff
Genesee Intermediate School District
Debi Hartman
September 27, 2012
1
AGENDA
1.
Count Dates
2.
Requirements for Membership
3.
Days and Hours of Instruction
4.
Legislative Update
5.
PAM Revisions
6.
ECDD FTE Calculations
7.
MSDS
8.
Exit Codes
9.
Timelines & Auditing
10. Section 53 Reporting
Evaluation
2
2012 – 13 COUNT DATES
 1st
Wednesday in October
October 3, 2012
 2nd 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.
3
Requirements for Membership
A special education pupil may be counted in state school aid
membership if a district insures that all of the following
occur:
 A special education pupil is less than 26 years of age on
September 1, is enrolled in and receiving instruction in a
special education program approved by the Department,
and/or receiving transition services as described in an
individualized education program and has not earned a high
school diploma. (a special education certificate of completion
is not a high school diploma.)
 may have a GED and count for membership
4
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.
5
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
6
SCHOOLS OF CHOICE
Genesee County Collaborative SOC
Application period in May
Can not exclude special education students.
Section 105
Application through 1st week of school
Can accept from any district
Can not exclude special education students.
Section 105c
Application through 1st week of school
Can accept from any district
Must
have an agreement for spec. ed. students
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 returned 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
 DAY REQUIREMENT
MINIMUM 170 DAYS of instruction but no fewer
days than offered in 2009-10
(number of days provided plus any snow days)
 ECDD Ages 2.5-5 = 144 days and 360 hours
 ECDD Nonclassroom Services Ages 0-5= 72 hours
 SCI/SMI = 200 days and 1150 hours
10
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, funerals, athletic tournaments
 6 Forgiven DAYS and HOURS for ECDD
11
Days and Hours of Pupil Instruction
School calendar should indicate the
day and time professional
development is scheduled. Up to 38
hours of teacher P.D. may be counted
as instructional time.
May prorate for ECDD program
The hours of cancelled pupil
instruction that may be “forgiven”
does not apply to cancelled teacher
P.D.
12
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.
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
2012-13
KEY PROVISIONS
15
Kindergarten FTE
(Section 6(4)(r) of SAA)
 Full day kindergarten required for 1.0 FTE
 Not a mandate
 By the 5th Wed. after count day, each district and
charter school must report the number of
instructional hours scheduled per K pupil for
2012-13
?????????????????????
16
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
17
Section 25
Wo!! Here we go!!
The $
Follows
18
The Student
Section 25
1. Pupil is counted for membership in District A.
2. Pupil enrolls in District B after the pupil membership
count day.
3. District B will notify MDE (really the ISD at this time)
and District A (where pupil was counted in
membership).
4. Membership will be adjusted for District A (where
pupil was counted pupil in membership) and District
B (new educating district) prorated based on 1/180 for
each school day in attendance.
5. District B will notify MDE (ISD) if pupil ceases to be
enrolled.
19
Count Day Submission
SAA Section 101
 Count Day – October 3, 2012
 Submit by 5th week – November 7
 Certify by 6th week – November 14!!!
 Supplemental Count Day – February 13, 2013
 Submit by 5th week – March 20
 Certify by 6th week – March 27
20
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.
21
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
22
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
23 Dec. 31 how many children enrolled under the
parent waiver provision.
Statewide Cyber
Schools
 Effective March 2013
 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
24
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/
25
MPSERS
REFORM
26
MDE Pupil Accounting
Manual Revisions &
Concerns
http://www.michigan.gov/mde/0,1607,7-1406530_6605-22360--,00.html
27
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
28
PAM Revisions
3 -Count day changes
Sept. 2012
5O-B – Seat Time Waivers
Sept. 2011
Is under another revision
5E – Non-public Part-Time
29
MORE CHANGES NEEDED
 Section 2 – kindergarten hours
 Section 5O – Under revision to include “blended
learning” and the current STW application
language.
 Section 5P – Work-based – Student on a training
agreement may work 24 hours in 1 week while
school is in session.
30
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.
31
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
32
COUNTING MEMBERSHIP FOR PUPILS
IN CLASSROOM PROGRAMS
under R340.1754
 Pupil has an active IEP as of the count day
 Pupil was enrolled and in attendance in a bonafide spec.
ed. program as of count day
 Pupil’s receipt of instruction is documented with
appropriate attendance records
 Pupil was assigned to a certificated sped.ed.teacher
 Pupil’s membership is calculated by the number of hours
scheduled and provided divided by 450
 A pupil 5 years of age who also attends kindergarten
must have the membership split equitably between
special education and regular education
33
COUNTING MEMBERSHIP FOR PUPILS
IN NON-CLASSROOM PROGRAMS
under R340.1755
 Pupil has an active IEP/IFSP as of the count day that
identifies services, complete with the frequency, duration
and location of the services
 IEP if the pupil is age 3 or above
 IFSP if the pupil is birth through 2
 IFSP must have box checked MI Spec. Ed. Eligible
 Pupil was enrolled and in attendance in a bona fide spec.
ed. program as of the count day
 2 hour / week & 72 hours within 180 days
 Pupil’s receipt of instruction is documented with
appropriate attendance records
 Pupil was assigned to a cert. spec. ed. teacher and
receiving services on or before the count day
34
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
Follow rules/regs established by GenNET
Follow GISD processes for STW
 Can apply for your own ONE YEAR WAIVER
35
Requirements for Counting
Membership in a STW
1.
2.
3.
Must meet pupil membership eligibility requirements.
(Section 3 of PAM)
Must meet residency requirements as in Section 4 of
PAM.
Pupil shall be enrolled and attending on the count date:
a. Class Schedule for entire year
b. Pupil logging into at least 1 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 provided by the on-line vendor
must be maintained by the district.
36
Requirements for Counting
Membership in a STW
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 employed by
the district must be assigned.
7. Weekly contact by mentor.
37
Is a STW an appropriate
placement for a SE student?
 Maybe
 What does the IEP state?
 Additional support services needed?
38
Special Education Pupil
Transition Services
New – A pupil may not work more than 24
hours a week when school is in session
 Applies to Work-site based learning programs
 Does not apply to transition community living experiences
component as this is considered instruction and not
“work”
39
Work-Site Based Learning under
R340.1733(i):
 Must be enrolled and assigned to a spec. ed. teacher as
of the count day
 A completed written training plan and written training
agreement must be in place by the count day
 The employer must maintain verifiable attendance
records
 A district employed staff member must visit the pupil
and the pupils supervisor at the job site once every 30
calendar days
 Federal and state regulations regarding the employment
of minors shall be followed. A pupil is to work not
more than 24 hours a week while school is in
session.
40
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.
41
Homeless Update
42
MSDS Reporting
and
Timelines
43
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
44
5 Collections in
General Submission
1. Fall Pupil Membership Count
2. Special Education Child Count
3. Early – On (ISD only) (MICIS retired)
4. Supplemental Nutrition Eligibility Count
5. Assessment Enrollment Roster &
Demographic Data
45
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.
LEP data – If primary Home language is English,
also report a secondary language

5.
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
46
MSDS Headlines
1.
Initial IEP may not be reported for child younger than
2.5 years.
2.
If child is 2.5 years or younger there must be an IFSP
date (not IEP date)
3.
If child is 2.5-3 years = IFSP or IEP date
4.
If child is 3years or older = IEP date
5.
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
47
Discipline Data
 Report all removals of students with active IEPs
lasting more than half the school day
 In-School Suspension
 Out of School Suspension
 Unilateral Removal
 Removal by Hearing Officer
 Expulsion
48
Data Quality Issues for SE
 Over reporting of Initial IEPs
 Inaccurate discipline data for special
eduation students
 Reporting children with disabilities in
ECDD with grade or Setting “14”
Must be code “30”
49
Exit Codes
DIPLOMA
 Student with or
without IEP has met
the state/district
requirements for
graduation
 Not a diploma
 Ends eligibility for
FAPE and SE Supports
and Services
 May be called
Certificate of _______
 Can not count again
50
Certificates
 Student remains
eligible for SE
Supports
 LEA may have
guidelines
Exit Codes!
51
Code 08
Code 19
Enrolled in another
public school district
in MI
Expected to continue in
the same school
district
Example
Example
Completed high school
program – went to a
post high program in
another district
Completed high school
program- going to
post high program in
the same district
…and there’s more Exit Codes!
Code 20 Special Education – Receive certificate of
completion and exited the K-12 system
 Student exited his/her educational program
 Student has met the local criteria for certifcate
 LEA may/may not have local criteria
 NO state or federal guidelines for certificate
 “Other completers”
52
…and there’s more Exit Codes!
Code 21
Special Education – reached maximum age and exited
the K-12 system
Example
Student is in a post high program and has reached
the maximum age (26) for receipt of programs &
services. They are no longer eligible.
53
What Does MI collect/Report and Why?
IDEA-Required State Performance Plan Indicators Based
Entirely on MSDS Data
 Graduation
 District exit status
 Dropout
 District exit status
 Educational Environments
 Primary ed. setting
(ages 6-21)
 Educational Environments
(ages 3-5)
 Child find
 Early childhood transition
54
 Primary Ed. setting
 Initial IEP
 Initial IEP – Part C
Transition timeliness
Pupil Accounting
Timeline
55
Pupil Accounting Timeline
 October 3
Count day
 November 7
File uploaded to
CEPI in MSDS
 November 14
Final MSDS Certification
 November 16
Pupil Accounting
Documentation due
to Auditor at GISD
56
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
 ELS. – every 3 years
57
PROBLEM
 Special ed balancing
 Residency balancing
58
AREAS
PUPIL COUNT PROCESS
A & B Worksheets or Easy IEP Pupil
Accounting Report by Provider
Section 52 and 53
 Teacher signs
Calculate FTE correctly
Easy IEP Reports
Pupil Accounting Report Program
Summary (by resident district)
Pupil Accounting Report by Building and
Grade
FTE reported must match alpha lists
59
AUDIT PROCEDURES
 Desk Audits
 Alpha Lists from MSDS
 Alpha lists must balance with Easy IEP
Reports
 Does everything balance?
 Do not submit if it doesn’t balance@!!!
 Due to GISD auditors by November 16,
2012
 Field Audits
 Will be scheduled by auditors
60
Section 53 Students
Do we count them or miss them?
 100% reimbursement of costs
 Who coordinates this in your district?
 GISD sends list to special ed in LEA.
61
Section 53 Students
Do we count them or miss them?
 Eligibility
Membership counts
Court or state agency placed from
outside the county
Former residents of Departmen of
Community Health (DCH)
Parent placed pupils
Pupils residing in DCH institutions
62
Section 53
 Documentation
Court documents
Placement papers from agency
Address and school district of
residence
Worksheet A
63
Extreme Wisdom
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
64
Questions?
65