Transcript Veteran Pupil Accounting Roundtable
Pupil Accounting for District Coordinators
Shiawassee RESD Debra Hartman and Hollie Wagner September 26, 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
Other Current Updates MSDS Timelines & Auditing GAD Evaluation
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2011 – 12 COUNT DATES
1st Wednesday in October
October 5, 2011
2 nd 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.
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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*
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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
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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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
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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.
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PUPIL RESIDENCY
Other residency issues
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DAYS and Hours of Pupil Instruction
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)
2012-13 no fewer than 170 days
ECDD = 144 days and 360 hours
Can apply for a Seat Time Waiver
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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, funerals, 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
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
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.
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Legislative Update
Fall Count day is 1 st Wed. in October
LEA/PSA must submit their pupil membership count information to CEPI and the ISD by the 5 th Wed. after count day and certify the data with CEPI and file the certified data with the ISD by the 7 th 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
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/0,1607,7 140-6530_6605-22360--,00.html
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PUPIL ACOUNTING MANUAL
Under constant revision – Updated January 2011 and last week!
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
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1 – Required Documentation
MCL 380.1287b
Graduation requirements have been amended.
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2 – Days and Hours of Pupil Instruction
Clarification that 165/170 days or the number of days of pupil instruction provided by the district in 2009-10 whichever is greater applies.
District must obtain approval from the ISD and must request a waiver from MDE to deviate from the common calendar.
Recess may attach to lunch.
Teacher P.D. sessions must be at least 1 hour.
Clarification on forgiven days.
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3 – Pupil Membership Count Requirements
Count day is first Wed. in October
A special education student may have a GED and continue until the age requirement.
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4 – Pupil Residency Q: If a district allows children of employees to attend, can the district limit the pupils to certain grade levels?
A: Yes. The MDE feels there are going to be situations where a district might not reasonably be able to accommodate pupils in all grades.
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5B – Cooperative Agreement Programs
Cooperative Agreement with a nonpublic school that is not within the boundaries of the district providing the program
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5-D Homebound / Hospitalized
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
Allows the use of SKYPE
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5E - Nonpublic Part-Time Pupils and Home Schooled Pupils
Modified nonessential course terminology.
Added PSA language.
Replaced the FTE calculation.
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5G-A Postsecondary (Dual) Enrollment MDE defines 12 credits as 1.0 FTE
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5I – Section 105 and 105c Schools of Choice Pupils Q: How does a district remove a S.O.C. pupil?
A: The pupil is expelled the same as a resident pupil under the established policy.
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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
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…
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 Genesee ISD 9/2011 31
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.
a.
Academic Benchmarks Grade Appropriate Assessments b.
MME – if 12 or more credits earned c.
Evaluation Criteria – MDE will establish
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A. Seat Time Waiver Guidance 6.
District Pays Tuition and Fees a.
Computer b.
Broadband Connectivity
A district may adopt additional requirements and restrictions
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1.
2.
B. Requirements for Counting Membership Must meet pupil membership eligibility requirements. (Section 3 of PAM) Must meet residency requirements as in Section 4 of PAM.
3.
a.
b.
Pupil shall be enrolled and attending on the count date: Class Schedule for entire year Pupil logging into at least 1 program-sponsored on line 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.
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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.
7.
On-site mentor must be assigned.
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 Genesee ISD 9/2011 38
SPECIAL EDUCATION
SEE PACKET
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MSDS Reporting and Timelines
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MSDS Collections
Early Roster Direct Certification General (FTE +) Collections Student Record Maintenance GAD Assessment Updates Early Childhood Request for UIC Teacher Student Data Link Genesee ISD 9/2011 41
MSDS TIMELINE
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42
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 Genesee ISD 9/2011 43
CHANGES
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DISCIPLINE DATA
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.
Retired: location and time of incident, primary victim, and estimated cost of property damage Genesee ISD 9/2011 45
EC Special Ed Assessment
Component may be submitted twice per record If two are submitted, one must be for an entry assessment and one must be for an exit assessment Genesee ISD 9/2011 46
Membership Component
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
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
October 5 Count day
November 9 MSDS File uploaded to CEPI in
November 11 Pupil Accounting Documentation due to Auditor at SRESD
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
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. & El. – every 4 years
See checklist
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PROBLEM AREAS
Special ed balancing
Residency balancing
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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 Genesee ISD 9/2011 54
Graduation / Dropout Rates
MSDS
GAD
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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
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Grad Appeal Process
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 Genesee ISD 9/2011 57
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
Remember: The student clock starts ticking when the student is reported in Grade 9.
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Graduation & Dropout Review
Exit code changes
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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