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Michael McKinneyTwin Valley School District

Food Service/Child Accounting DirectorPast President A/CAPA

610-286-8649mmckinney@tvsd.org

Madeline RogersPennsylvania Department of Education

717-787-4538mrogers@pa.gov

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Child Accounting from the beginning!!

What is it?

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Our job is to ensure that all of the students that our district is responsible to educate

are reported to the state properly.

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Why is our job important??

$$Our information assists the state in

qualifying and quantifying the subsidy that is paid to the district for each

student’s membership.6

? ? ? ? ? ? ?Questions will be accepted anytime

throughout the presentation.

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PDE ADM ADA Days in Session LEA IU AVTS/CTC Homebound

Home School Instruction in the Home

NCLB AYP PIMS Resident Non-Resident

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Definitions and Acronyms

PDE – Pennsylvania Department of Education

ADM – Average Daily Membership (the total number of days that students could have been in school/days in session)

ADA – Average Daily Attendance (the total number of days that students were actually present/days in session)

Days in session – actual student days for a group of students

LEA – Local Education Agency

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IU – Intermediate Unit

AVTS/CTC – Area Vocational TechnicalSchool/Career and Technology Center

Homebound – Student who because of medical reasons is being given education at home.

Home school – Student whose parent has opted to offer education in the home.

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Instruction in the Home – Student with IEP receiving instruction at home.

NCLB – No Child Left Behind

AYP – Adequate Yearly Progress

PIMS – Pennsylvania Information Management Systems

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Resident - student whose parent or guardian resides in the school district

Non-resident – student whose parent or guardian resides in another school district

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Typical Student Resident Foster Child Homebound Visiting/part-time Student Vo-Tech Kindergarten (4 & 5) Adopted or Pre-Adopted Foreign Exchange (J1) Migrant Homeless (not in shelter)

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Foster Institution Ward of State Detention Ward of State Institutionalized Students District Paid Tuition Parent Paid Tuition Tuition Waived Out of State

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Juvenile Detention Facility Prison Medical Facility Charter School Cyber Charter School Specialized Education Classes Non-resident Foster Children IU Programs Early Intervention

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Resident: Typical Student*

An individual student who arrives at our school, occupies one of our seats, and receives education throughout a normal school day- about 90% of the student population

* Disclaimer: These “descriptions and definitions” are not based on any “BEC.” Rather, they are presented in layman’s terms and offered to streamline the development of an overall picture of our job

100 % of the time gets reported to PIMS

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Resident: Foster Child

A student who has been removed from the home of the parent/guardian and placed in a foster home.

This child is a resident student if and only if both the foster parent and the natural parent/guardian live within the district’s boundaries.

100% of the time gets reported to PIMS

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Resident: Homebound

- Medically unable to attend school as documented by a physician (check your policy)

- District offers instruction at home for 1 hour per day for a minimum of 5 hours total per week

Student remains on the rolls throughout the homebound period. One example to calculate attendance: Mark student absent daily. At the endof the homebound, add up the number of hours of education given to the student. Then change that many days absent to days present (1 hr = 1 day).

Thursday, 1:15 – 2:15Homebound Reporting and RegulationsSuzanne Tallman, Garden Terrace West

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Resident: Visiting/Part-time Student

A resident student, educated by a different entity (e.g. home school, Christian school, cyber charter), who is receiving education for a specific subject in your school.

Example: Johnny, a homeschooled student, comes to your school for graphic arts.

Report only the percentage of time enrolled in your school to PIMS.

Example: Johnny enrolled 1 class in an 8 period day. Report 12% Time Enrolled to PIMS.

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Resident: CTC/AVTS/Vo-TechStudents who attend a state approved program for specialized skill development. In many cases, the students leave the building to attend a program for part of the day.

Report to PIMS the part of the day that you actually educate (typically 50%). The CTC reports the remainder to PIMS on your district’s behalf.

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Resident: Kindergarten Students

Must have board policy indicating minimum age for Kindergarten.Can be full day, half-day (AM and PM), or other thatallows for minimum hours (e.g. every Monday and Wednesday with every other Friday).

Schools may opt to have a 4 year old program. If it is a cyber or brick and mortar charter school, the district must pay for theeducation of the 4 year olds if the student could be enrolled in your district for education.

Report time as 100% to PIMS regardless of the program - full day, half day, or other. Timing is handled in the Instructional Time information uploaded in the School Calendar file.

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Resident: Adopted and Pre-adopted

A child is considered a resident as soon as adoption paperwork is filed (pre-adopted). When adoption is complete, the student continues to be a resident of the district.

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Resident: Foreign Exchange Students

Typically sponsored by an organization and placed in a home.

The district should require an educational J1 visa.

Resident: Migrant Student

A student whose parent/guardian actively moves from place to place following seasonal work opportunities.

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Resident: Homeless (not in shelter)Homeless children and youth are individuals who lack a fixed,regular, and adequate nighttime residence.Examples:

- sharing the housing of other person- living in motels, hotels, trailer parks, or camping grounds- primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings.

Thursday 11:00 -12:00 Pennsylvania’s Education for Children and Youth Experiencing Homelessness ProgramSheldon Winnick and Andrea Sheesley; Blue Mountain Room

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Nonresident: Foster Child

Student placed in a foster home within district boundaries.Natural parent/guardian do not live within district boundaries.Foster parent is receiving a per diem payment

Items required to prove nonresident Foster:- correspondence from placing agency- verification parents are nonresidents

Report as a Non-Resident Foster will generate your tuition rate as a subsidy. Auditors key on these students. Have your documentation.

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Nonresident: Ward of the State

A student whose parent/guardian whereabouts are unknownor have no district of residence (incarcerated).

Items required to prove Ward of State:- disclaimed PDE 4605*- correspondence from placing agency- court documentation- letter from School Services Unit at PDE

Two types:- Institutionalized- SD/IU Detention Center

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Report as a Non-Resident Ward will generate your tuition rate as a subsidy. Auditors key on these students. Have your documentation.

PDE-4605 - request from the educating district to have the district of residence acknowledge the student and accept the financial responsibility for the education

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Nonresident: Tuition Paid Student

The educating district is receiving tuition from an entity for the education of the student.

District Paid Tuition: the educating district runs an autistic program that another district sends students to participate in. The sending district pays the educating district tuition.

Parent Paid Tuition: parent requests permission to send child to the educating district. The parent agrees to pay the educating district tuition.

Educating and Resident District receive $0 subsidy for this student.

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Nonresident: Tuition Waived Student

A student that resides outside the district, but has been grantedpermission to receive education in the district at no charge.

Examples:Parents building a house in new district but the houseis not ready at the start of the school year. The parent is granted permission to enroll students prior to actually residing in the district. May be governed by policy.A senior’s parents/guardians move from the district.

Thesenior is granted permission to stay until the end of the school year.

Educating and Resident District receives $0 subsidy for this student.

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Nonresident: Out-of-State Students

Student’s parent/guardian lives outside of Pennsylvania. Either the School Board approved tuition waiver or the district is receiving tuition payments.

Educating District receives $0 subsidy for this student.

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Students that we pay to educate - but do not educate

- Many possibilities- Common denominator is another LEA should be reporting

the students on your behalf - You should receive a PDE 4605 form from the LEA

requesting that you acknowledge the student and indicate your financial responsibility for his or her education.

- You should track these students to ensure that they are reported to the state on your behalf, so you receive your subsidy.

- If the educational entity does not report to the state, then you need to account for the student on your reports.

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How does it all fit together?

Historically…

Instructional Time Summary

PDE 4062Annual Attendance and Membership Report

PDE 4002Annual Attendance and Membership

Report for Non-Residents

PDE 4083Membership Report

for Non-public and Home Educated

Students

PDE 4014Membership Report for Approved

Secondary Career and Tech. Education Programs

PDE 4063Request for Payment

Of Homebound Instruction Subsidy

Act 80 (Instructional Time Summary)

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Act 80 (Instructional Time Summary)

Minimum required instructional hours•450 half-time Pre-K and Kindergarten•900 full time Pre-K and Kindergarten•900 elementary grades 1-6•990 secondary grades 7-12

Also required is 180 days of instruction (at least)•Unless Act 80 days are requested/approved by PDE.

An Act 80 day is to allow the LEA to shorten their school day or school year for activities thatwill improve the educational program.

Thursday, 11:00-12:00Act 80/PIMS School CalendarKathy Tendler, Starlight

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Instructional Time Summary

Inform the state of the numbers of days you are educating the students and the number of hours per day.

Items required:CalendarBell Schedule

For PIMS - this will be managed in your Student Management System by creating a calendar and then associating that calendar with the students it reflects. This is reported to PIMS via the PIMS School Calendar Template.

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PDE 4062Annual Attendance and Membership Report

Reports the Aggregate Days Attendance and the Aggregate Days Membership by grade, resident, and non-resident.

PIMS will calculate this information from the Student Management System via the enrollment and withdrawal codes, the calendar, and the residency status code associated with the student. This is reported to PIMS via the PIMS Student Calendar Fact Template.

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PDE 4002Annual Attendance and Membership

Report for Non-Residents

Specifically reported the Aggregate Days Membership by non-resident category and by home district (if available)

PIMS will calculate this data from the Student Management System via the entry and withdrawal codes, calendar, residency status code, and the home district information field (if available). This is reported to PIMS via the PIMS Student Calendar Fact Template.

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PDE 4083Membership Report for Non-public

and Home Educated Students

Reported the actual number of hours per week of education offered to each individual student. It calculated the individual ADM and then added them together to create a total ADM which would add to the reimbursement.

PIMS will calculate through the Student Management System by calculating the percentage of time you indicate per student and the calendar associated with the student to create an ADM for each student.

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PDE 4063Request for Payment of Homebound

Instruction Subsidy

Provided the state data for reimbursement for instructional time provided to homebound students, reporting the number of students and the total hours of instruction

PIMS does not calculate this because the subsidy is no longer offered. The attendance should still be calculated to ensure proper attendance percentage is reported.

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PDE 4014Membership Report for Approved Secondary

Career and Technical Education Programs

Reports the total number of days in membership for students who were enrolled in an approved district operated Career and Technical Education Program.

The report calculated the total ADM for the group.

Proper classification in your Student Management Systemwill allow for the creation of a CTE School Calendar andassociated Student Calendar Fact Template uploaded to PIMS.

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Upload Batch File- Recommended that each year in Septemberyou upload a batch file. You will create an export file from your SIS and upload into PASecureID. This upload adds an additional yearly record for each student allowing for easier identification for future searches.

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Enter Individual Student:

Once you enter the information you will be given a PASecureID for the student or you will be given a list of near matches to choose from. You must choose from the list of existing student’s with numbers or create a new ID during this process. When you are searching for an ID it helps to know the history of the student.

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Proper identification and insertion of information in the district Student Management System.

Utilization of the proper codes- Residency Codes- Entry and Withdrawal Codes

- District of Residence AUN - Funding District AUN - Calendar Program Codes

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Student template

School Calendar template

Student Calendar Fact template

District Snapshot template

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PA Secure ID

Base file for other templates (Special Education,

Child Accounting, CTE, etc)

Constantly changing—uploaded multiple times

during the school year, updatable fields

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Calendar ID and Description

Instructional days, days lost, days made up

Instructional time, lost time

Calendar Program Code

PIMS Calculates days in session, total

instructional time.

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Calendar ID and PA Secure ID

Residence Status Code

District of Residence

Funding District

Days enrolled, present, % of time enrolled

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Kindergarten program type (K4 or K5)

First day of school

# of months as of specific date

Determine “school age” student

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Residency Codes

A- Resident (includes 1302 Guardianship and Resident Foster Children)

B- 1305, Non-Resident Foster Child (Resident Foster Parent)

C- 1305, Non-resident Foster Child (Non-Resident Foster Parent)

D- 1306, Institutionalized Non-Resident, Unknown District of Residence

(formerly referred to as “Wards of State”)

E- 1306, Institutionalized Non-resident, Unknown District of Residence

(SD/IU operated detention only)

F- 1306, Institutionalized Non-resident, Acknowledged

G- Non-Resident District Paid

H- Non-Resident Parent Paid

I- Non-Resident Tuition Waiver in State

J- Non-Resident Out of State (OOS)

K- Non-Resident Act 6 – Specifically, Philadelphia City School District

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http://www.portal.state.pa.us/portal/server.pt/directory/pims_manuals/71511

2010-2011 PIMS UserManual Vol 2 v1.2.pdf

2010-2011 PIMS User Manual Vol 1 v1.2.pdf

PIMS User Manual

The PIMS manual is the most current updated information for information on the templates and the codes. Volume 1 encompasses the templates and their descriptions. Volume 2consists of the Appendixes that explain the information requiredin the templates (i.e. Appendix E has the entry and withdrawal codes.)

Below find the website and the items that you will need to tapinto the Manuals.

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Find out who knows about:1. Instructional time2. Resident/non-resident status and related

data3. CTC data4. IU data5. Institutions6. Homebound7. Charter Schools

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PDE friends: 717-787-5423A/CAPA: www.acapa.org Guidance CounselorsPayroll PersonnelSpecial Education PersonnelIU ContactCTC ContactSecretariesAdministratorsSchool Nurses

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