Ingham ISD Pupil Accounting Workshop

September 2013

General UpdatesGeneral Updates

• Updated forms – on Ingham ISD website• www.inghamisd.org• Click on “District Support Services”• On left side of screen click on “Pupil Membership”• Under Pupil Membership click on “Forms”

• Learn Live Lead records are available • Call, email, fax requests:

• Kelly Jackson [email protected] Phone: 517.244.1207 Fax: 517.676.8007

• Compulsory attendance age raised to 18 for current 10 th graders

Friendly Reminders

Fill out all forms completely

Special Education Code on SE Worksheet = Program in which student is receiving services NOT description of student disability

Resolving UIC DuplicatesUIC = Unique Identification Code (UIC)

Used to identify students in MSDS

If two or more students are linked to the same UIC:Could result in FTE > 1.00Pose problems for reporting and data linking

Resolving UIC Duplicates (cont.):Districts make the first attempt to resolve

UIC duplicates Determine if the students are actually the same

person Same name, DOB, etc If NO – contact sharing district and determine who

needs to request a new UIC If Yes – contact sharing district and determine

where student attended on count day Adjust FTE as appropriate

If UIC conflict cannot be resolved, include communications with sharing district in count packet

Districts should resolve UIC Duplicates by collection certification deadline.

• Reminder: Teachers employed by the district providing instruction MUST hold a valid Michigan educator certificate

• New desk audit procedure requires ISD auditors to check certification status on 10% of teachers in every district• MICHIGAN ONLINE EDUCATOR

CERTIFICATION SYSTEM (MOECS)

Teacher CertificationTeacher Certification

• If it is determined that a teacher providing instruction is not certified or their certification expired:

• The portion of FTE earned per student per class taught by that teacher will be deducted

• A report is made to the Office of Professional Preparation Services (OPPS)

• Sample size is expanded

• OPPS website contains information regarding the types of teacher certifications, endorsements and substitute permits

• www.michigan.gov/mde - Type OPPS in search box

https://mdoe.state.mi.us/MOECS/publiccredentialsearch.aspx

Make sure the certificate is not expired

Make sure it is a Teacher Certificate

Days and HoursDays and Hours

Reports

Due September 27, 2013

Do not include professional development days in your count of days of instruction

Days and HoursDays and HoursReports continued:Partial day counts as ONE DAY of instruction when counting total days towards meeting minimum day requirement

½ day = 1 day of instruction Exam day = 1 day of instruction

Total number of days should always = whole whole numbernumber

GAD and Exit CodesGAD and Exit Codes

Appeal window closed 9/18/2013

Audit window begins 10/21/2013

Auditing:1. Change requests – for any students who

were not active in 2012-13 school year. 2. Rotational Audits of active cohorts for high

schools


Exit Code Changes

Requests and documentation due by October 11, 2013

List of supporting documentation is the same


Exits to Cyber or Virtual Schools:

Out-of-State = Homeschool exit code = 14

In-State (EEM) Public = 08 NonPublic = 15

General MDE and CEPI InformationGeneral MDE and CEPI Information

Exit Date Last date of student attendance, or day after, but not

later. Not day records request received.

Attendance and Truancy Legislators want a definition for truancy and consistency across districts for excused and

unexcused absences. Potential for 2014-2015 SY to have to report students who have 10 or more unexcused absences

Sec 94(9) of SAA (legislative intent)


Educational Record

The term “education record” is defined as all records, files, documents and other materials containing information directly related to a student and maintained by the education agency or institution, or by a person acting for such agency or institution (34 CFR §99.3). This includes all records regardless of medium, including, but not limited to handwriting, videotape, audio tape, electronic or computer files, film, print, etc.

Discipline records are part of education record

FERPA – see MPAAA website

General MDE and CEPI InformationProgram Data Alert

Warning LEP, Spec. Ed., Homeless, etc. not indicated upon

enrollment

Mid-year TSDL Required for migrant students Optional all others If choose to enter at end of 1st semester then won’t have

to re-enter these classes/teacher at EOY

General MDE and CEPI Information

Interviews for Attendance Irregularities Continuing Include building staff involved in attendance and PA

School Aid Act - RevisionsSchool Aid Act - RevisionsMembership Blend

90% October Membership Count 10% Supplemental Count in February of current year

Due Dates Both CountsMSDS Submission = 5th Wednesday after count

October Count = November 6, 2013

February Count = March 19, 2014

MSDS Certification = 6th Wednesday after count (not 7th)November 13, 2013

March 26, 2014

School Aid Act - RevisionsSchool Aid Act - Revisions

Days and Hours

2013-2014 Minimum Days = 170 or what provided in 2009-2010, whichever

is more Minimum Hours = 1,098; up to 38 Prof Development hours

included Up to 6 days of forgiven time for circumstances beyond control

2014-2015 Minimum Days = 175 Minimum Hours = 1,098 NO Professional Development hours included Up to 6 days of forgiven time for circumstances beyond control MME day(s)


Kindergarten Start Age = 5 on or before Kindergarten Start Cutoff Date

Kindergarten Start Cutoff Dates:

2013-2014: 5 on or before November 12014-2015: 5 on or before October 12015-2016 and beyond: 5 on or before September 1

School Aid Act - RevisionsSchool Aid Act - RevisionsKindergarten Start Age – Parental Notification

Parent of child residing in district born between the kindergarten start cutoff date (November 1, 2013) and December 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 kindergarten.

The district/charter school must report to the MDE by December 31 how many children enrolled under the parent notification provision.

Parent notifications are NOT transferable.

If a November 1 – December 1 kindergarten student moves into your district:

Not counted in membership = no Was counted in membership in previous district = yes

MDE Memo and chart http://mi.gov/documents/kindergarten_122554_7.pdf

School Aid Act - RevisionsSchool Aid Act - RevisionsPostsecondary (Dual) Enrollment

Limit on number of college courses in which student may enroll:

Not more than 10 overall

First enrolls in college course grade 9: 2 per year, grades 9,10,11 + 4 per year grade 12

First enrolls in college course grade 10: 2 per year, grades 10+ 4 per year grades 11,12

First enrolls in college course grade 11 or 12: 6 per year grade 11 & 12 but ≤ 10 total both years

School Aid Act - RevisionsSchool Aid Act - RevisionsPostsecondary (Dual) Enrollment

Amount LEA responsible for paying to eligible postsecondary institution =lesser of 1. Actual course cost and fees

2. Pro-rated portion of weighted average foundation

AWF = $7,262 for 2013 $3,631 per semester, $2,421 per trimesterBoth HS and PS on Semesters and HS 6-class period day: ($7,262 ÷ 2) ÷ 6 = $605.17 (7262/12) HS on Trimester & PS semesters and HS 5-class period day: ($7,262 ÷ 15) x 1.5 = $726.20

No need to complete reduced schedule forms

Revised form


If “N” inicate why

Relates to maximums as defined on previous slide

If “N” indicate why

Legislative ChangeLegislative Change

Postsecondary Dual Enrollment

Postsecondary Enrollment Options Act (PA 160 of 1996) was amended in 2012 to include language that requires repayment of postsecondary tuition when a course is not completed by a student. See MCL 388.514(9)

If the student does not complete the eligible course as determined by the eligible postsecondary institution, and if the school district has paid money for the course on behalf of the student, all of the following apply:



a) PS institution shall forward to the school district any funds that are refundable due to non-completion of the course.

b)The school district shall then forward to the eligible student any refunded money in excess of the amount paid by the school district for the course on behalf of the eligible student.

c)The eligible student shall repay to the school district any funds that were expended by the school district for the course that are not refunded to the school district by the eligible postsecondary institution.



d)If the eligible student does not repay this money, the school district may impose sanctions against the eligible student as determined by school district policy.

e)This subdivision does not apply to an eligible student who does not complete the course due to a family or medical emergency, as determined by the eligible postsecondary institution.

School Aid Act - RevisionsSchool Aid Act - Revisions2013-2014 Section 25e of SAA

Enrollment of pupil in a district or intermediate district between pupil membership count day (October count) and supplemental count day. (February count)

Allows for pro-rated FTE for student enrolling in District “B” after being counted by District “A” in the October membership count submission.

Pupil must have been claimed for at least some FTE for fall count; 25e = transfer process.

New FTE amount for District “B” prorated based on the Oct FTE

School Aid Act - RevisionsSchool Aid Act - Revisions2013-2014 Section 25e of SAA

FTE Pro-rated based on 1/180 of the foundation allowance for each day in which the pupil was enrolled and in attendance. (current language)

MDE common calendar Attendance date used in calculation

District “B” must Conduct UIC Student History check to determine if

student was claimed for October FTE Submit SRM in MSDS within 30 days of first date of

attendance Enter Sec. 25 component for each student claiming New FTE ≤ Oct Membership FTE Submit request and supporting documentation to IISD

Voluntary!


Requests for FTE adjustment per Sec. 25e Required Documentation – attach to Request Form

1. Copy of district enrollment form – DATED and signed. 2. Copy of attendance verification for first day of attendance

• STW program will be the 10 days of log-in plus mentor contact

3. Copy of residency verification 4. Student Schedule

Start document collection day after count – October 3


Requests for FTE adjustment per Sec. 25e

Inaccurate SRM/Request will be denied not changed

Detailed specific training end of October – First week of November

PAM RevisionPAM Revision

Work-Based Learning

CTE WBL in-district placement can now be either paid (new) or unpaid

New forms Training Plan Training Agreements In-District Placement Agreement

PAM RevisionsPAM Revisions

Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)

Virtual Learning on-site with certificated teacher = no change

Virtual Learning on-site with adult present (NEW) Certificated teacher assigned as mentor and act as teacher of record Regular daily attendance Limit on number

Self-Scheduled Virtual Learning Certificated teacher assigned as on-site mentor Limit on number Attendance = attending on-site course concurrently enrolled in on

count day (NEW) Does not have to attend building during time off-site class is scheduled



Distance Learning = no change

Independent Study = no change Limited number

Grade eligibility: Virtual Learning: K – 12 Distance Learning: K – 12 Independent Study: 9 - 12



Number of courses allowed per count:

Unlimited: Virtual Learning with certificated teacherDistance Learning

Combined maximum of 2:On-site with adult Independent StudySelf-scheduled


Seat Time Waivers (PAM 5-O-B)

Must meet both Attendance and Participation Attendance = log-ins to course

Ten (10) days of log-in to at least one course still required Blended STW = Physical attendance for day/time

scheduled

Participation = Two-way mentor contact Mentor Contact must be interactive and occur each and every week

for the 4 week period beginning with count day. Wednesday Tuesday = week.


Seat Time Waivers (PAM 5-O-B)

No extension of time period for log-ins nor for weekly mentor contact time allowed for days when school is not in session.

If winter break is 4 school days or longer, requirement for weekly tw0-way interaction does not apply for that week. Does not change log-in requirement.

Seat Time WaiverSeat Time Waiver Three Options

1. Genesee ISD (GenNet)

2. IISD Project ReImagine

3. District STW

Attendance Data is required in General Collections

Attendance = weekly mentor contact

Field Audit – Back-up documentation for Mentor Contact and Log-ins

PAM RevisionPAM RevisionCyber Schools (PAM 5-O-C)

Expanded Online Learning (PAM 5-O-D) Written for Section 21f of SAA

Effective January 2014 (second semester)

District must allow up to two online courses per term, semester, or trimester with consent of parent from

courses listed in statewide catalog

Courses can be offered by primary district or another district

District has option of denying registration in the courses

Appeal process when denied

Primary district pays cost of course (up to 1/12 of foundation) 80% upon registering and 20% upon completion

Grades 5 – 12

District must provide course syllabus and list in statewide catalog


Homebound and Homebased Discipline - Mandatory

General Education:

Required periods of instruction MUST occur each and every week of the count period GE – two 45-minute periods of instruction per week

Pro-rate to part time if not delivered – proration based on hours per week during the 4 week count window

Week = Wednesday to following Tuesday

{[(Minutes per session times total # sessions in 4 weeks) ÷ 20] x (# days in year)} ÷ 60 ÷ 1098

Doctor’s statement required – if missing claim as part time; same proration


Homebound Instruction

Special Education Students

1. Instructional services required = two 1-hour, nonconsecutive sessions per week, each week of 4 week count window.

AND

2. Doctor statement

Missing 1.) or 2.) FTE = Zero No part time pro-rating allowed for special education pupils for missing

required elements

Pro-rating only allowed if schedule is less than full schedule


Non-Public and Homeschool at Public Site

FTE calculated on actual “butt in seat” time and not # classes

[[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098

Only one form for both elementary and secondary


Non-Public Shared Time and Homeschool

FTE calculated on actual “butt in seat” time and not # classes


x÷ 60

÷ 1098

÷ 60

x÷ 1098

..\2013-2014\Nonpublic Homeschooled Pupils 2013-2014.xls


Non-Public Shared Time at Non-Public Site

Same formula


Can include passing time if passing is from one public school course to another

Professional development time is not included

General MDE and CEPI InformationGeneral MDE and CEPI InformationPart Time Pupils

FTE calculation cannot include professional development time

A GE homebound student who does not receive all required instruction can be counted as part time

Revised FormsRevised Forms

Early Childhood Special Education Absence .1754

Same:

Pupil absent for one or more of their scheduled days during the count week:

A.Unexcused absence – must be present on that same day within 10 scheduled school days in order to calculate FTE based on IEP schedule

B.Excused absence – pupil must be present on the same day(s) within 30 calendar days in order to calculate FTE based on IEP schedule

C.No school days – not considered present


Early Childhood Special Education

Changes:

1. Added “Program Days per Week”

2. Added “Weeks per Year” Calculation = # days ÷ Days per week

Can be a fraction ( 174 days ÷ 5 = 34.80 weeks)

3. Weeks per year will automatically fill

1.

2

2

P:\Pupil Acctg\2013-2014\Absence_Form_Early_Childhood_340.1754 13-14.xls


Part Time Students

Changes:

1. Will do calculations if enter data in Excel form

2. K – 5 use different columns than grades 6 - 12

3. If grades 6, 7, or 8 don’t have specific class hours: Change formula column L

=IF(OR(D15<6,D15="K"),ROUND(G15/H15,2),(I15/K15)) Enter incorrect grade but correct on form manually after printing

P:\Pupil Acctg\2013-2014\Part-Time Pupils 2013-14.xls

Formula

FormsForms

New/Revised: New/Revised: • Non-Public and Homeschooled Pupils• Section 25 Requests• Revised ECSE .1754 Absence List• WBL Training Plan and Agreements• Elementary and Secondary Absence Lists• Postsecondary (Dual) Enrollment• Virtual, Distance Learning, Indep. Study• Part Time Students• Truancy Referral Form

The Early College (TEC)The Early College (TEC)

Lead Support/Contact: Peter [email protected]

Shared Educational Entity (SEE) Entity Code = 00800

Program Participation Code = 3500

Due Dates:Due Dates:Due Dates:

November 7, 2012 – count packets to IISD and certify data with CEPI

November 14, 2012 – Final certification with CEPI and notify IISD of changes

State Aid Act: http://www.legislature.mi.gov/(S(mvffctufz4mm4t2f5htsyvi3))/documents/mcl/pdf/mcl-94-1979-I.pdf

Michigan Pupil Accounting and Attendance Association – MPAAA:http://www.mpaaa.org/

Pupil Accounting Manual:http://michigan.gov/mde/0,4615,7-140-6530_6605-22360--,00.html

MSDS Manual and Component Matrix:http://michigan.gov/cepi/0,4546,7-113-986_50502---,00.html

Ingham ISD Pupil Accounting Information and Forms:http://www.inghamisd.org/district-support-services/pupilmembership/

CONTACT INFORMATION

Ellen Perry Kelly JacksonPupil Accounting Auditor Pupil Accounting

Technician(517) 244-1203 (517) [email protected] [email protected]

Liz Lentz Jim PerrySupervisor Attendance Officer(517) 244-1288 (517) [email protected] [email protected]

Ingham ISD Pupil Accounting Workshop

Documents

Transcript of Ingham ISD Pupil Accounting Workshop