Transcript PUPIL ACCOUNTING - Genesee Intermediate School District

AGENDA
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Help me. I’m New Here
Timelines
Count Dates
A Pupil Accounting Process
Enrollment and Membership Requirements
Homeless Student Update
MDE Pupil Accounting Manual
Audit Procedures
Retention of Records
Evaluation
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Top 10 Reasons You Were Selected to be
a Pupil Accountant
10. Someone said you were good with figures – they
didn’t know it was “stick figures.”
9. You are the only person in the office that can turn on the computer.
8. You are the only person in the building that can count to 1000.
7. You have the best calculator.
Counting
is Fun!!!
6. You need to add another task to your
job description besides making coffee.
3
Top 10 Reasons You Were Selected
to be a Pupil Accountant (cont.)
5. You could spell F-T-E.
4. You can spell “no” but have a hard time saying it.
3. You thought a snow day was a day everyone
shoveled the school parking lots.
2. You were the only one with enough
room left on your desk for the Pupil
Accounting Manual.
4
And the number one reason you were
selected to be a pupil accountant . . .
You were the most
qualified person to take
on this important
responsibility !
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Where to begin and how to get organized
Communication
Terminology
ALL the Requirements
Resources
Feel free to ask questions as we go along.
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 Under constant revision
 Put in a notebook with tabs
 Insert other documents- emails & workshop info.
 Write Q&A
 Identify programs you have in your building/district
 Print updates by sections – GISD Pupil Accounting
website
 www.geneseeisd.org
 Scroll to Pupil Accounting in the Quick Link area
 www.geneseeisd.org/business/pupilacct.htm
 Refer to the manual on-line.
 Feeling really confident? Become familiar with the
Revised School Code and School Aid Act.
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Reports
Acronyms
Terminology
Organizations – MPAAA
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Tips from the Pros
Attendance records Alpha rosters
Absences
Networking
Educate the Staff – You are a part
of a major project for the district!
$$$$$$$
A Successful Process
Emails, meetings
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This is a major project!
You need to be organized.
Your district should have a timeline.
Meetings
Not just before count period.
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o
st
Wednesday in October
• October 3, 2012
o
nd
Wednesday in February
• February 13, 2013
o If not in session, use the day
immediately after with approval of
the State Superintendent
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Enrollment
Instructional Staff
Special Education Staff
Building Staff
Central Office Staff
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1. Enrollment form
 Should include all needed info.
 MSDS
•
Follow same order as data entry process
 Name search on student data system
2. If under 18 – adult signature
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3. School Code Requirements
 Original (certified) Birth Certificate or other
reliable proof
 Missing Children’s Act (RSC 380.1135)
 Must have an explanation & affidavit
 Baptismal record, court records, governmental
records, Dr. or hospital records with a sworn
statement, passport, life insurance policy
 If certificate or other proof is not produced
within 30 days, notify local law
enforcement
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Parent may obtain a copy from county
clerk or vital records from state.
$26.00
www.michigan.gov/mdch
Vital records
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3.
A child enrolling in a public or non-public
school in Michigan for the first time or
enrolling in grade 6 for the first time shall
submit proof of minimum immunizations
A child enrolling in kindergarten for the first
time shall submit statement of a preschool
vision-screening test after age 3
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4.
Verify Residency (Section 4 of P.A. Manual)

It is the enrolling district’s responsibility to verify residency

Determinative: includes a MOST RECENT copy of a document
that shows a residential address;
•
•
•
•
•

Purchase Agreement/ Closing Statement/ Mortgage
Documents / Leasing Papers
Property Tax Statements
Utility Bills
Rent Receipts
Court Order ‘ Foster Home License
Corroborative:
•
•
Drivers License
Other bills or mailings
Exceptions
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5. Request records within 14 days
(send records within 30 days –
should send ASAP)
6. Acquire a Unique Identifier Code
(UIC)
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 Attendance records
District / building policy
Must include correct codes
Do not obliterate
Must include dates, class, period, time
Teacher signature
Teacher responsibility
Procedure for electronic reports
 Print and sign weekly
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Section 52 and 53 Pupil Accounting
Report by provider (A & B Worksheets)
Correct FTE prorated
Pupil Accounting by grade by building
Program Summary by resident district
FTE on worksheet is the same as on
alpha list
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o May be shared by multiple staff
o Accurate as of the count date
o Determine eligible students for
membership
o If a student is absent, verify return
date(s) to all classes
o Prepare accurate alpha list
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o FTE matches Easy IEP/Sp.Ed. information
o Alpha list must include an authorized
signature
o Attendance requirements were met for all
students counted
o Check alpha list accuracy
o Prorate FTE if needed
o Prepare non-resident list if needed
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Communicate with all staff - Timelines
Ensure proper documentation is kept at the
building/program level
Answer questions
Call GISD
Review alpha lists
Summarize grade level totals
Summarize special ed. totals
Summarize nonresident totals by name,
general and special ed FTE and resident
district
o Including alternative ed.
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 Complete a work copy of the “DS4061”
 Compare “DS4061” to MSDS reports
They should be the same
 Ensure Calendar forms have been completed
accurately and that buildings are maintaining
75% attendance
 Collect Cooperative Agreements
 Section 105 SOC Certification
 Section 105c special education cost
agreements
 Complete the District Planning Form
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Notify buildings of any needed
revisions
Send all requested info. to GISD by the
due date
Notify GISD if you need to correct data
that has already been submitted
Maintain all documents for the current
year and 3 years.
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District Level
Building / Program Level
Pupil Level
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 Minimum 170 or no fewer than offered in 2009-10 for
2012-13
 (contractual exceptions)
 Grades K – 12 = 1098 hours
o Includes alternative ed. unless waiver
 Kindergarten = 1098 hours for full FTE
 Can offer less for part time FTE
 Reduced schedule for high school = 878.4 hours
 75% of pupils who are scheduled to attend school in
the district on a given day must be present to avoid
losing a portion of the district’s state school aid for
that day.
A pupil may be counted in State School Aid
membership if a district insures that all of the
following occur:
 At least 5 years of age on or before December 1
 Less than 20 years of age on September 1 of the
current school year
 Special education pupil must be less than 26 by
September 1 AND have not receive a diploma
(a certificate of completion is not a h.s. diploma)
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 The pupil is a resident of the district. If the
pupil is a nonresident, there are special
provisions.
 The pupil must have enrolled in the district
prior to or on the count date. The pupil must
be present on the count date.
I’m Ready!
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If a pupil is absent on the count day, the
district must verify that the pupil
returns to school for all class periods
for instruction.
If the absence was excused
 Must attend within 30 calendar days
If the absence was unexcused
 Was enrolled and in attendance prior to
count day and must attend within 10 school
days
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It is the enrolling district’s responsibility
to verify the residency of the pupil.
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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HOMELESS STUDENTS
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Population I
Pupils present on the count day
and eligible for 1.0 FTE
Population II
Pupils absent all or part of the
count day
Population III
NonConventional pupils –
requires the most documentation
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Pupils who do not attend
school in the traditional
basis such as attending
classes first period through
last period in the same
building at the resident
district.
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Pupil is usually more successful in a
nontraditional setting.
Must be reported in grade level
No H.S. diploma or GED
Same requirements as regular pupils
May not need to be released
Must be 16 yrs. old if with adult
participants
May have hour waiver from MDE
Suspended or expelled pupils
Cooperative agreements
Learning labs
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Voluntary written agreement between and
among school districts
Students attend classes outside the district
Alternative ed.
Special ed.
Career and Technical Education
FTE may be counted by resident or nonresident
district –be careful not to count greater than 1
FTE total
May include up to 3 hours/week travel time
 May apply for waiver from MDE
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Expelled – Local District Policy
 Instruction at pupil’s home or other neutral site
 At least 2 non-consecutive hours of instruction
per week by certificated teacher
 The district provides instructional materials that
are comparable to district’s alternative ed
program
 Credit is awarded and placed on the pupil’s
transcript
 Pro-rata FTE based on 1098 hours
i.e. 2 hrs/week may be about .07 FTE
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 Expelled – Mandatory (RSC 1311(2) or a) –
weapons, arson, sexual assault, physical
assault against a school employee or bomb
threat
The district MAY provide education
 Must be separate from general population or
individualized instruction
May count for 1.0 FTE if the district:
 Provides 2 nonconsecutive hours
 Instructional materials comparable to district’s
alternative ed program
 Course content comparable to Alt. Ed.
 Credit is earned
Prorate FTE if in a general setting
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 Physician certifies in writing that the pupil is
medically unable to attend school for a
period longer than 5 days
Pregnancy, delivery and recovery is now considered
a medical condition
 Pupil must be able to receive instruction
 Pupil receives instruction from a certified
instructor
General ed – two-45 min. sessions
Special ed – two – nonconsecutive 1 hour sessions
with certified teacher ( IEP)
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NONPUBLIC PART-TIME and HOME
SCHOOLED – 5E
Must be enrolled in the district
Grades 1 – 12
Nonessential elective courses only
During regular school day if at the public
school site
Instruction provided by district employee
Attendance must be recorded
Courses must be also offered at the public
school that is providing the instruction
Prorate the FTE
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PART – TIME PUPILS – 5F
Pupils with less than 1098 hours of
instruction but are not eligible for a
reduced schedule
Absences, partial schedule seniors,
non-qualifying IEP
Prorate the FTE (divide hours by 1098)
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POSTSECONDARY (DUAL) ENROLLMENT –
5G
 Required
Has taken all MEAP High School Test and received
state endorsement in the subject areas the pupil
wishes to be dually enrolled in in a subject that is
not offered by the LEA
Can take up to 10 college courses * NEW*
Career Tech Option
Scheduling conflict or not offered at high school
Not met graduation requirements
Enrolled and attending one high school course
District must pay fees & tuition
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POSTSECONDARY (DUAL)
ENROLLMENT (cont.)
 Optional:
Attending at least one course at the LEA
District must pay all tuition and fees up to
prorated foundation
 Count as a course. Do not worry about
hours.
 A 5th year high school student may only take
2 college courses at a time and not exceed 4
in the school year.
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EARLY / MIDDLE COLLEGE – 5-G-B
 High school designed to allow a pupil to earn a
HS diploma while earning an A.D. or up to 60
college credits
 The combined number of classes that the pupil
is enrolled in an attending equals the number of
classes needed for a full FTE. – or May be reduced schedule hours – or –
 Meets definition of full time student at the college
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 Must be determined by the district, parent
and pupil to be in the best educational
interest of the pupil that the instructional
hours are not less than 80% of 1098 or 878.4
75% of 4-block schedule = 823.5 hr
 High school only
 Must be considered on a case – by - case
basis
 Not allowed –
Student only needs a few classed to graduate
Student with less than full schedule due to lack of
attendance
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SECTION 105 AND 105C SCHOOLS OF
CHOICE – 5G
District must follow timelines as in SSAA
District must conduct lottery if there are
more applicants than openings.
Enrollment limited to 1st week of school
GISD has Collaborative Schools of Choice
Program and Section 105.
 10 districts in 105
 18 districts in 105c
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SPECIAL EDUCATION
EARLY CHILDHHOOD (ECDD) – 5K
 IEP current for count day
 Classroom Programs (Rule 340.1754)
Program must operate for 144 days and 360 hours
over the entire school year
FTE is determined by dividing the number of class
hours scheduled and provided by 450.
 Nonclassroom Programs (Rule 340.1755)
Program must operated for 72 hours within 180 days
for a minimum 2 hours/week.
FTE is determined by dividing the number of service
hours by 180.
 Support services do not generate an FTE
 Must meet both days and hours requirements to be
considered a program.
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SPECIAL ED TRANSITION – 5L
 A coordinated set of activities for a student
designed with an outcome-oriented process
that promotes movement from school to
post-school activities
 Must be enrolled in LEA, ISD, or PSA
 Assigned to an instructional staff person
 Work-Based Learning
 Work Activity Center Services
Paid employment
Less than 50% of school time
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SPLIT SCHEDULE – 5M
Pupil attends classes in two or more
buildings within the same school
district
FTE is split between buildings
FTE can not be greater than 1.0
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SUSPENSIONS AND EXPULSIONS – 5N
Short Term Suspensions (10 days or less)
o Absent per teacher’s record
o Supervised by certified teacher
o Attendance where pupil served
Long Term Suspensions
o
o
o
o
Attendance where pupil served
Certified teacher
Credit toward Diploma
FTE prorated
A student who was suspended or expelled
on the count day has 45 days to return to
classes and be claimed for membership.
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SUSPENSIONS AND EXPULSIONS – 5N
Permanent Expulsion – Mandatory
Weapons
Arson
Criminal Sexual conduct
Physical assault to an employee, volunteer, or a
person contracted by the school district
FTE
Prorated under LEA board Policy
1.0 FTE under state mandated and
requirements are met
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VIRTUAL LEARNING,DISTANCE LEARNING,
AND INDEPENDENT STUDY – 5-O-A
 Types
 Computer or internet courses
 Distance Learning
 Dual Enrollment Virtual
 Self-Scheduled Virtual
 Independent Study
 Blended Learning – soon to be added
 Requirements for Counting Membership
1.
2.
3.
4.
5.
6.
7.
Must meet pupil membership eligibility requirements
Course must be academic in nature
Must generate credit
Course will count as one class
Teacher of record
On-site mentor
District must pay fees and charges
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VIRTUAL LEARNING,DISTANCE LEARNING,
AND INDEPENDENT STUDY – 5-O-A
Self-scheduled time and place
Enrolled in at least one course at the high
school
Count date enrollment and attendance
Limit of 2 courses
Approved by board, credit given
Teacher of record
Certificated on-site mentor
Tuition paid by school
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County –wide waiver (GenNET) granted
for 2008-09 and extended to the state.
May include up to 25% of enrolled students
grades 6-12.
May enroll in 100% self-paced and
scheduled online learning
May be a combination of postsecondary
courses, workbased learning and virtual
experiences
Enroll through TMS
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Students to be served
but not limited to…







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. Board Approval
2. Method of Delivery
3. Teacher –LED Instruction
4. 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
establishes
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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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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. Class Schedule for entire year
b. 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 programsponsored 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. On-site mentor must be assigned.
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Two Types
 Work-based Learning Experiences StateApproved Career and Technical Education
(CTE)
Employer or teacher shall maintain attendance
Visitation plan at least every nine weeks
Federal and State regulations regarding the
employment of minor s shall be followed.
 Work-based Learning Experiences Non-CTE
Programs
Monitored by a certified teacher
Not an In-district placement unless in the pupil’s
transition plan.
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Work-based Learning State-Approved CTE
Programs
1. Paid or Capstone









Grade 11 or 12
Credit toward H.S. diploma
Not generate more than ½ of the pupil’s total and not to
exceed .5 FTE
Pupil has completed 50% or more of the minimum number
of minutes allowed for CTE program
At least one 40 minute per week related academic class or
related State-Approved CTE classroom
Voc. Ed. Teacher or coordinator monitor employed the
district
Employed not less than 10 hours/week
Training Plan
Training Agreement
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Work-based Learning StateApproved CTE Programs (cont.)
2. Unpaid Experience







Grade 11 or 12
Monitored by a voc. Teacher or coordinator employed by
the district
Credit toward H.S. Diploma
Training shall not be more than a total of 45 hours per
specific training experience
Occurs during scheduled classroom time
Training Plan
Training Agreement
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Work-based Learning State-Approved
CTE Programs (cont.)
3. In-District Experience
 Grade 11 or 12
 Program is on a list of state-recognized CTE
programs eligible for in-district placement
established by OCTP.
 Shall not generate more than ½ of the pupil’s
FTE and not to exceed .5 FTE
 Not more than 45 hours per specific training
experience.
 In-District Placement Agreement
 Training Plan
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Work-based Learning StateApproved CTE Programs (cont.)
4.
Less-Than-Class-Size (LTCS) Programs










Program is contracted with business, industry, or private
occupational schools as an alternative method of
provided CTE – unique circumstances
Grade 11 or 12
Signed, completed notification has been received by the
OCTP by the Friday after the pupil membership count day.
Monitored by a voc. Cert. teacher or coordinator
Credit toward H.S. diploma
Time period as defined in the CTE program standards
Instruction by approved LTCS voc. Personnel
No more than 4 pupils per site per instructor at same time.
Training agreement
Training plan
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Work-Based Learning Non-CTE
Programs
1.
Paid or Unpaid Experiences












Grade 9-12
Monitored by certified teacher
Credit toward a H.S. diploma
Federal and state regulations regarding employment of minors shall be
followed
Work can not be > 24 hours/week when school is in session
Shall not generate more than ½ of total FTE and not more than .5 FTE
Can not exceed maximum set by district
Training Agreement
Training Plan
Employer or coordinator must maintain and verify records of attendance
One site visit every 9 weeks
Unpaid


Not more than 45 hours per training plan
Must occur during scheduled class time.
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Work-Based Learning Non-CTE
Programs (cont.)
2. Experiences for Pupils with Disabilities








Rule 340.1733(i) – For a student learner receiving worksite based education through a special ed. training plan.
Delivered through the special ed. delivery system
Teacher must visit worksite at least once every 30
calendar days
Must be assigned to a special ed teacher
Training agreement
Training Plan
Attendance
Worksite hours can not exceed district allowable
68
Work-Based Learning Non-CTE
Programs (cont.)
3.
In-District Placement/Transition Services


Directly related to Postsecondary career and employment
goals and objectives in pupil’s transition plan.
In-District Agreement with copy of transition plan
attached
(no plan no FTE)
 Pupil personal information
 Beginning and ending dates
 Hours to be worked
 School and pupil responsibilities
 Verification of safety instruction
 Signatures: Principal, voc. Teacher, pupil and parent
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Work-Based Learning Programs
Training Agreements
See Pupil Accounting
Manual 5P-2
Training Plans
See Pupil Accounting
Manual 5P-2-3
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Experiential Learning – 6-A
 Local Board Approval for class
 Part of pupil’s class schedule
 Certified Teacher can not be concurrently teaching another
course
 Grade 9-12
 Grade and credit must be given based upon assessment.
 Attendance taken
 Learning objectives shall not be general employability skills
such as punctuality and developing good work habits.
 Limited to one per semester
 Shall not replace an employee.
 Combination of instruction and direct experience
 Example: Library assistant, Teacher assistant, P.E. assistant
 NO OFFICE AIDES
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LINKS PROGRAM – 6-B








Peer-to-Peer support for pupils with ASD
Experiential learning in a nontraditional manner
Pupil enrolled in grades 6-12
Board approved curriculum
Pupil has course syllabus
LINKS teacher provides lesson plans and grading criteria
Attendance recorded by the teacher
Teacher completes pupil assessment and grading.
This soon will be changed to Peer-to-Peer. For all pupils
with an IEP.
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TIPS
Can you place your students in any of the
categories?
Can you provide proper documentation?
Run attendance reports
Run class rosters.
Do a physical count to ensure all students
are listed on the alpha list.
Call 591-4611, 4412, 4422 for help.
73
PROBLEM
AREAS
Special ed balancing
Residency balancing
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Current year and
3 years prior
new schedule approved
December 2010
75
Please complete your
evaluation
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