Transcript Veteran Pupil Accounting Roundtable

Pupil Accounting for
K-8 Staff
Clinton County RESA
Debi Hartman and Brenda Walther
September 21, 2012
1
AGENDA
Count Dates
Requirements for Membership
Residency
Hours of Instruction
Attendance
Legislative Update
PAM Revisions and PA Concerns
 Early Childhood Special Ed.
 Homebound Hospitalized
 Seat Time Waivers
8. Homeless Update
9. MSDS
10. Timelines & Auditing
1.
2.
3.
4.
5.
6.
7.
Evaluation
2
2012 – 13 COUNT DATES

Wednesday in October
 October 3, 2012
1st
 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 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 in spec. ed.
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.
(See green document)
5
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.
6
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)
7
Enrollment Reminders

Birth Certificate
Proof of immunization
Verify Residency






Section 4 of PAM
Green sheet in packet
Request records within 14 days
Homeless qualifies for free lunch. Identify
in SIS / MSDS.
8
Transfer of School Records
 Revised School Code (380.1135)
A school will send a copy of the “school record” to
the new enrolling school within 30 days.
 The No Child Left Behind Act requires that
disciplinary records, with respect to
suspension and expulsion, are transferred to
the new enrolling school.
9
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)
10
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
11
SCHOOLS OF CHOICE
 Section 105
 Application and enroll through 1st week of school
 Can accept from any district
 Do not have to release to any district
 Section 105c (contiguous to CCRESA)
 Application and enroll through 1st week of school
 Can accept from any district
 Do not have to release to any district
12
PUPIL
RESIDENCY
Other
residency
issues
13
DAYS and Hours
of Pupil Instruction
 1098 hours for grades K-12
 1098 hours for kindergarten for 1.0 FTE
 DAY REQUIREMENT
 MINIMUM 170 DAYS of instruction but no fewer days
than offered in 2009-10 for 2012-13
 number of days provided plus any snow days needed to get
to 1098 hours
 ECDD = 144 days and 360 hours
 Seat Time Waiver
 GenNET State-wide
 District Waiver
 Waiver for alternative education programs
14
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, athletic tournaments
15
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.
16
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)
17
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.
 Sub teachers should be informed.
18
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.
19
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”
20
Legislative Update
SCHOOL AID ACT
2012-13
KEY PROVISIONS
21
Kindergarten FTE
(Section 6(4)(r) of SAA)
 Full day kindergarten required for 1.0 FTE
 Exception: a district or charter school that proves
to the MDE it used Title I $ in the previous 2 school
years to fund full-time K, can get full FTE for
providing ½ day K if allowed by federal law. The
MDE following –up with USED to make sure this is
allowable use of Title I $
 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
?????????????????????
22
On-Line Learning Cost Report
 If LEA, PSA, or ISD offers on-line learning, must
submit detailed per-pupil cost report to MDE by
October 1, 2012
 MDE 9/13/12 memo
 MDE just provide analysis of on-line learning costs
to legislature by 12.31.12
 Mirrors language added to cyber school law
23
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
24
Data Reporting – Grad Data at EOY
and Statewide Standard Reporting
 Graduation Data – to CEPI 5 weeks after the fall
membership count day AND by June 30
 Intent language to implement statewide standard
reporting requirements for education data by
2014-15. MDE and CEPI to work with ISDs and
district to develop. ISDs and district to implement
by 2014-15 or when updates its education data
reporting system, whichever is later.
25
Section 25
Wo!! Here we go!!
The $
Follows
The Student
26
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.
27
Count Day Submission
SAA Section 101
 Count Day – October 3, 2012


Submit by 5th week – November 7
Certify by no later than 7th week – November 21 but
CEPI calendar certify by 6th week – November 14!!!
 Supplemental Count Day – February 13, 2013


Submit by 5th week – March 20
Certify by 6th week – March 27
28
Days and Hours
SAA Section 101
 1098 hours and at least 170 days but not less than
days scheduled in 2009-10

5 days increase!!!
 6 days forgiven
 38 hours of qualified PD count towards hours
29
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
30
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 if
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
Dec. 31 how many children enrolled under the
parent waiver provision.
31
SEAT TIME WAIVERS
 HB 5392 that codified MDE’s STW process for
approved online and blinded learning programs
passed House but not Senate
 STW application process continues
 Deadline was September 15
 Must submit implementation plan to GISD
auditors.
 Must comply with PAM Section 5O-B
32
Statewide Cyber Schools
 Effective March 2013
 K-12
 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
33
Shared Time
SB 621, 2012 PA 130
 Resident district right of first refusal
 If no agreement within 60 days of request,
nonpublic school can go to district/charter
within ISD or contiguous ISD
 Instruction to be provided by “certified teacher”
rather than “employee” of district (in PAM - 5E)
Section 166b of SAA
 MCL 380.1231 requires districts to employ
teachers.
34
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/
35
MPSERS
REFORM
36
MDE Pupil Accounting
Manual Revisions &
Concerns
http://www.michigan.gov/mde/0,1607,7140-6530_6605-22360--,00.html
37
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
38
PAM Revisions
 3 -Count day changes
 Sept. 2012
 5O-B – Seat Time Waivers
 Sept. 2011
 Is under another revision
 5E – Non-public Part-Time
 See slide 34
39
MORE
CHANGES NEEDED
 Section 2 – kindergarten hours
 Section 5O – Under revision to include “blended
learning” and the current STW application
language.
 Section 5G-A – must reflect new legislation
See slide 35
 Section 5P – Work-based – Student on a training
agreement may work 24 hours in 1 week while
school is in session. (See MDE memo Dec. 8, 2011)
40
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.
41
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
42
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.
43
Homeless Update
44
MSDS Reporting
and Timelines
45
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
46
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
47
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

Report even if not participating for all eligible
students
5. Discipline Data – Incident ID should be
unique for the student; different dates for
start date characteristics
48
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
49
REMEMBER







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
50
Pupil Accounting
Timeline
51
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
52
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 4 years
 Elementary – every 4 years
 Spring
 See checklist
53
NEW FIELD AUDIT PROCEDURE
The auditor must interview teachers 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?
54
Questions?
55