Veteran Pupil Accounting Roundtable
Download
Report
Transcript Veteran Pupil Accounting Roundtable
Pupil Accounting for
High School and
Alternative Ed. Staff
Eaton RESA
September 29, 2014
1
AGENDA
1.
2.
3.
4.
5.
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
5GB– Early Middle College
5K Special Education Early Childhood
5OA-Virtual Learning, Distance Learning, Ind. Study
5OB- Seat Time Waiver
5OC- Cyber Schools
5OD- Expanded Online Learning
5QA- Section 23a Dropout Recovery Program
5QB- Section 25e Pupil Membership Transfers
6B - Peer-to-Peer Elective Course Credit Program
6.
7.
8.
9.
MSDS and Timelines
Auditing
GAD
Evaluation
2
2014 – 15 COUNT DATES
1st
Wednesday in October
October 1, 2014
2nd Wednesday in February
February 11, 2015
If not in session, use the day immediately
after with approval of the State
Superintendent
Block scheduling – O.K.
3
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:
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.
5
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
6
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.
7
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)
8
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.
9
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
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
Waiver for alternative education programs
10
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
11
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.
12
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
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
Attendance Records
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 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
Legislative Update
SCHOOL AID ACT
2014-15
KEY PROVISIONS
17
PUPIL MEMBERSHIP
Membership blend is for
current year
90% October
and
10% of February
18
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.
19
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
20
Dual Enrollment Incentive Payments
District must pay eligible charges but not
transportation costs, parking costs or activity
fees. (21b)
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.
21
MVU Funding – Section 98
Reduces appropriation $2million to $7.3875 m
Changes language from “do” to “support” implementation
and improvements to effective digital learning instruction
and review of online course.
Online course catalogue- report number of pupils that earn
60% or more of total course points, rather than
successfully complete.
MVU must collaborate with key stakeholders to improve
functionality of statewide catalog and examine district
level accountability and teacher effectiveness related to
Section 21f online learning and make recommendations
and findings public.
22
ADULT ED FUNDING MODEL CHANGED
ISDs serve as fiscal agents over 10
Prosperity Regions
GISD is fiscal agent for Region 6
Payment now: 75% enrollment and 25%
completion
23
Violation of School Aid Act
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)
25
PUPIL ACCOUNTING
MANUAL (PAM)
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
26
MDE Pupil Accounting
Manual Revisions
http://www.michigan.gov/mde/0,1607,7-1406530_6605-22360--,00.html
27
SECTION 1
REQUIRED
DOCUMENTATION
28
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
29
SECTION 3
PUPIL MEMBERSHIP
COUNT
REQUIREMENTS
30
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.
31
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
Pro-rate to part time if not delivered
32
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.
33
SECTION 5-G-A
POSTSECONDARY
ENROLLMENT OPTIONS &
CAREER AND TECHNICAL
PREPARATION DUAL
ENROLLMENT PROGRAMS
34
Early Middle College
Postsecondary Enrollment
College Credits /High School Classes/FTE Crosswalk
Based on a 6 hour day
35
College Course Credit
Hours
High School Class
Equivalency
FTE
1
1
0.17
2
1
0.17
3
1.5
0.25
4
2
0.33
5
2.5
0.42
6
3
0.50
7
3.5
0.58
8
4
0.67
9
4.5
0.75
10
5
0.83
11
5.5
0.92
12
6
1.00
13
6.5
1.00
14
8
1.00
15
7.5
1.00
16
8
1.00
SECTION 5-G-B
EARLY / MIDDLE
COLLEGE
36
SECTION 5-0-A
VIRTUAL LEARNING
DISTANCE LEARNING
INDEPENDENT STUDY
37
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
38
Types of Virtual Learning Courses (cont.)
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
39
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.
40
Distance
Learning
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
41
Independent Study
Course
May be virtual
Limited to 2 courses per count
Certified Teacher of Record
Must take one class that requires
attendance
Grades 9-12
42
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 internetconnected 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
43
Section 5-O-B
Seat Time Waivers
44
STW application was due to
MDE by September 12,
2014 for implementation
for the October 1, 2014
count day.
45
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.
46
Requirements for Counting
Membership (STW)
a) Attendance shall be measured using one of the following
methods:
Option 1
47
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.
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 30day 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
48
49
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.
50
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.
52
Requirements for Counting
Membership (STW)
53
•
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.
54
SECTION 5-O-C
CYBER SCHOOLS
9 PSA CYBER SCHOOLS IN MI
55
SECTION 5-O-D
EXPANDED
ONLINE
LEARNING
56
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
57
SECTION 5-P
WORK-BASED
LEARNING
EXPERIENCES
See chart in folder
58
SECTION 5-Q-A
DROPOUT RECOVERY PROGRAM
Section 23a
Pupils enrolled in a dropout recovery program that
meets the requirements of this section are eligible
for 1/12 of an FTE or each month the pupil was
enrolled in the program and was in full
attendance.
Reported in SRM.
59
SECTION 5-Q-B
SECTION 25e PUPIL
MEMBERSHIP
TRANSFERS
60
SECTION 5-Q-B
Section 21f FTE not transferable
Representative sample will be
audited
More details later
61
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.
62
MSDS Reporting and
Timelines
63
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
64
Teacher
Student Data Link
FTE Audit
Pupil Accounting
Timeline
65
Pupil Accounting Timeline
October 1
Count day
November 5
MSDS File uploaded to
CEPI
November 12
Final MSDS Certification
November 14
Pupil Accounting
Documentation due to
Auditor at GISD
66
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
67
See
checklist
DESK AUDIT PROCEDURES
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.
68
FIELD AUDIT PROCEDURES
The auditor must interview teachers and pupil accounting staff to
inquire whether they are aware of any inappropriate alterations of
their attendance records or any of the other teachers’ attendance
records.
1. If your district were to inappropriately inflate pupil counts, how
would it be done?
2. Are you aware of any attendance records being inappropriately
changed?
3. 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?
69
Graduation/Dropout Rates
MSDS
GAD
70
COHORT BASED GRADUATION &
DROPOUT RATES
Very Important!!!
Accurate exit codes
Accurate UIC
Summer Grads
Must have been reported by 9/17
71
Grad Appeal Process
July 23 – September 17
Review cohort and PEPE reports in
MSDS
Make corrections in MSDS / SRM
Report summer grads (on or before
Aug. 31)
Can’t claim FTE for student who was
previously reported as a grad
72
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
73
Graduation & Dropout Review
Exit code changes
Prior to 8/31/13 – Can’t make in SRM
Submit to auditors during audit
cycle
Look at ALL cohorts
Even 2015,16,17,18 grads
Clean up EVERYTHING that
happened last year and prior
74
Graduation & Dropout Review
After 9/17/14
Data taken out of MSDS, into GAD
Preliminary grad/dropout rates 10/21/2014
Auditors run cyclical audit
Audits completed by 12/05/2014
Changes not caught by 9/17
Auditors discretion
CEPI will provide prelim rates – Oct. 21, 2014
Finalize rates Dec. 9,2014 – Jan. 10, 2015
1/31/15 rates finalized, reported to USED
75
Questions?
76
Questions?
Debra Hartman
Business Services Administrator
Pupil Accounting Auditor, GISD
(810) 591-4422
[email protected]
Brenda Walther
Pupil Accounting Auditor, GISD
(810) -591-4611
[email protected]
Stacy Hodges
Project Specialist
(810) 591-4412
[email protected]
77
Connie Olejniczak
Pupil Accounting Auditor, GISD
(810)-591-4492
[email protected]
Please
complete
evaluation
78