New Pupil Accounting Training MPAAA Spring Conference. First let s discuss a few things to get you started.

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1 New Pupil Accounting Training MPAAA Spring Conference Spring 2014 Mary Beth Stein, Traverse City PS George Wytko, Calhoun ISD 1 Outline of Presentation First let s discuss a few things to get you started. Organization Techniques Communication Techniques Terminology Second we will discuss the nuts & bolts of pupil accounting requirements I know you re excited!! Lastly, we will outline resources and have Q&A. Tips & Tricks for Identification of Populations 2 1

2 NOTICE!!!!!!!!! 3 Information provided in this slide presentation includes only information currently approved by the State Superintendent of Instruction and provided through the Michigan Department of Education as posted in the Michigan Pupil Accounting Manual. Prior to any count day, be sure to consult the Pupil Accounting Manual for instructions and examples for calculating FTE and other reporting requirements. What Did I Get Myself Into? Get Organized Read the Pupil Accounting Manual Get to know your programs & contacts 4 2

3 Pupil Accounting is a Year Round Process Communicate with staff: Campaign Set up Meetings Provide Documentation Review, review, review! 5 Pupil Accounting Terminology (for beginners) 6 CEPI Center for Educational Performance & Information DS 4061 Non Audited FTE Membership Report DS 4120 Audited FTE Membership Report DS 4168 Report of Days and Clock Hours of Pupil Instruction EEM Educating Entity Master FTE Full Time Equivalency IEP Individualized Educational Plan for special education students IEPT Individualized Educational Planning Team ISD Intermediate School District (aka RESA, ESA) GAD Graduation and Dropout LEA Local Educating Agency MDE Michigan Department of Education MSDS Michigan School Data System PSA Public School Academy REP Registry of Educational Personnel SID School Infrastructure Database UIC Unique Identifier Code assigned to each student 3

4 More Terminology What s a Pupil Accounting Population? Population 1: Pupils present on count day and eligible for full FTE Population 2: Any pupil absent (all or part) during count day. Population 3: Non Conventional pupils as stated in pages 5a 5p and Section 6 of the PA Manual Work Based, Homebound, Part Time, etc. Heaviest source of documentation 7 Count Day Count Day: Official day students are counted for membership in an LEA/PSA/ISD. Official Count (Fall) is the 1 st Wednesday In October Supplemental Count (Spring) is the 2nd Wednesday in February. 8 For 2014/2015: Fall: October 1, 2014 Supplemental: February 11,

5 Count Period Count Period: The six weeks surrounding a count week The week prior to count, count week, and the four weeks following count. For Fall count Week of September 22 through October 31, Supplemental Count Week of February 2 through week of March 13, How Pupils Are Counted FTE: Full Time Equated: The amount of time a student is in class using 1098 hours as the denominator. Never greater than 1.00 FTE Combination of General Ed FTE and Special Ed FTE Any student receiving less than the required instructional hours 1098 FTE is less than 1.00 (exceptions apply) 10 5

6 REQUIREMENTS Nuts & Bolts. 11 District Level Requirements District Building Calendar Attendance Policy Graduation Requirements (Not part of this presentation) List of Approved Classes (Not part of this presentation) 12 Records Retention (Not part of this presentation) 6

7 District /Building Calendar Districts must have common calendar with ISD that identifies present year calendar plus the next four years Must include following: Beginning date (must be after Labor Day) Common winter break and spring break days Encouraged to identify common PD days Must request a waiver from the state superintendant to deviate from common calendar 13 District/Building Calendar (cont.) Days & Hours Requirements Does not apply to some Special Ed. programs! For : 175 days AND 1098 hours* * Note Beginning in , we can no longer count PD time. 14 7

8 Days & Hours Requirements (cont.) EXCEPTIONS: May obtain a waiver for some Alternate Ed programs Forgiven Days/Hours = 6 days and corresponding hours for events outside the control of the district. (weather, epidemic, other scenarios listed in PA Manual) An additional 6 days and corresponding hours after April 1 st with waiver approved by State Superintendent 15 Days & Hours Requirements (cont.) A Day =75% of students scheduled to attend are present (Calculated at the district level) 16 8

9 Absence on Count Day Excused Has 30 CALENDAR days to return Unexcused Has 10 SCHOOL days to return Tardy Counted Suspended Has 45 CALENDAR days to return 17 Population I Pupils present on count day and eligible for full FTE 18 9

10 Pupil Enrollment Requirements 19 Enrollment Records must include Legal Name, Birth Date & Address Pupil ID number (district and UIC) District of residence and residency related info) Grade Indication of last enrollment Enrollment in another district Parent/Guardian name & address (if<18) Signature of Parent/Guardian Date of enrollment Racial/Ethnic Survey and Home Language Survey Attachments: Immunization records Residency Proof of Age & Identity Certified Birth Certificate or other reliable proof as defined in board policy w/affidavit Homeless status Special Education status & documentation Pupil Enrollment Requirements (cont) Michigan Missing Children s Act (MCL ) Pupils enrolling from OUTSIDE your district must provide: Certified copy of the birth certificate or Other reliable proof + birth affidavit Parent s Failure to comply with above (PA Manual 1 6): Notify person in writing of the 30 days as a warning to comply After 30 days, districts shall notify the local law enforcement agency A district should never expel or deny enrollment of a pupil because the parent did not produce a birth certificate. There are alternatives! 20 10

11 Pupil Enrollment Requirements (cont) To count a pupil in membership: : 5 years on or before October : 5 years on or before September 1 Parent may request a waiver if pupil s birthday is on or before December 1 Beginning w/ waivers no longer granted Less than 20 years old by September 1 Special Education Pupils: 26 & under by September 1 AND have not earned a diploma. A special education certificate of completion is not a high school diploma 21 Student Records (CA60) District Policy Transfer of Records: Must request records within 14 days of enrollment Upon receipt of request must forward records within 30 days Cannot withhold records for payment of fines, damages, return of books, etc

12 To Count a Pupil Pupil was enrolled on or before count day Pupil meets age requirements Pupil is/is not a resident of your district Resident automatic Non Resident with documentation 23 Resident Pupils Defined as the district in which the pupils Parent(s)/Guardian(s) reside. Parents in separate districts student considered a resident in both districts Pupil (without parents) lives with relative to secure a suitable home (notarized affidavit) Pupil is 18/emancipated minor and resides within the district Pupil resides in licensed home placed by court order (foster care) F1 Visa pupil resides in district (I 20 approved schools) J1 Visa foreign exchange; living with host parents residing in district. Homeless (pupil or family living with relative or friend in a double up situation) 24 12

13 Non Resident Pupils 25 Pupil is enrolled in Michigan Virtual High School Pupil is approved to attend under Section 105 and 105c rules (includes ISD 105(c)) Pupil s resident district signs release Cooperative Education Programs Alternative Education Pupils Moved after fall count Non Public Shared Time (home or private school attendee eligible to take non core courses) Victim of sexual or other serious assault Pupils educated through ISD Pupil educated at MI School for the Deaf & Blind Special Education Center Programs Children of School District Employees (Board policy must opt in to this exception) Homeless Children Expelled from other districts Recapping. Pupils Considered Population 1 Present and in attendance in all periods on count day & receives 1.0 FTE Are NOT receiving non conventional educational program instruction (Hopefully) Most of your pupils fall into this category! Required typical documentation Enrollment records (form, residency etc.) Pupil appears on signed and dated teacher official attendance Have a schedule 26 13

14 Population 2 Students absent any period on Count Day Return dates to the period(s) absent on Count Day Fall Supplemental Excused Unexcused Suspended/Expelled Recapping. Pupils Considered Population 2 All Pupils absent for all or part of count day Required documentation by pupil: Date (count date) and period(s) of absence(s) Whether absence(s) is excused or unexcused (w/documentation) Date(s) of return for each period absent with documentation (teacher record showing return) FTE claimed (full or pro rated) 28 14

15 Population 3 Pupils Considered Population 3 Eligible for count, absent or present on count day, Resident/Non resident, receiving instruction on count in a non conventional program May be counted In more than one Population In more than one category within Population 3 Requires heaviest source of documentation 29 Population 3 Non Conventional Students 30 Alternative Education 5A Cooperative Education 5B Home based Instruction 5C Homebound/Hospitalized 5D Non Public Part Time and Home Schooled 5E Part Time 5F Post Secondary (Dual) Enrollment & Career and Technical Preparation 5GA Early Middle College 5GB Reduced Schedule 5H Non Residents (Schools of Choice 105 & 105C) 5I ISD SOC or Former 91 or 91a 5J 15

16 Population 3 Non Conventional Students (Cont.) 31 Special Education Early Childhood 5K Special Education Transition 5L Split Schedule 5M Suspended and Expelled 5N Michigan Virtual High School, Distance Learning, Independent Study 5OA Seat Time Waiver 5OB Cyber Schools 5OC Expanded Online Learning 50D Work based Education 5P Experiential Learning Courses 6A Links Program 6B Alternative Education Program 5A 32 Alternative Education Program Pupils Instances for enrollment include: Board Policy/Mandatory Expulsion If a mandatory expulsion, the student has to be kept separate from the general population If a board policy expulsion, the student may attend another school district w/out a reinstatement from the expelling school district, as long as they are enrolled under the non resident exemptions, or are considered a resident student Court Referred Pregnant or is a parent Dropout or at risk of dropping out If attending from another district, and has dropped out of that district, a release is not needed Pupil identified as more academically successful in a non traditional setting. 16

17 Alternative Education Program cont. 33 Must meet requirements as any other pupil as discussed including: Enrollment Requirements Apply 1098 hours of scheduled instruction Can apply for a waiver to reduce required hours by application and approval process (PA Manual 5a 4) Minimum hours (80%of 1098) Pupil Attendance Documentation (count day) 75% attendance Traditional Classroom setting vs. Lab setting Cooperative Education 5B Pupils who attend classes outside the resident district and a cooperative agreement is in effect. Example: Career & Technical Education Programs Secondary Education for pupils from a non K 12 district FTE can be claimed by more than 1 district, but cannot be greater than 1.00 FTE between districts. Travel time (up to 3 hrs/week) can be counted toward instruction Travel waivers are available if travel time is the sole reason for keeping the student below 1.00 FTE (loss of travel time if cannot meet required hrs w/waiver) 34 Non public students may be counted for FTE under a Cooperative Agreement, even if not physically attending your school Pupil must be a resident of your school district (private school student at career tech) FTE must be pro rated based on the time spent at the cooperative program 17

18 Home Based 5C Expelled/Long Term suspension District policy Mandatory Expulsion (Section 1311 of the State School Aid Act) IEP directive 35 Home Based 5C Expelled/Long Term Suspension under Local Board Policy Instruction may occur at the pupil s home or other neutral site Materials must be provided by the district Certified teacher must provide the instruction At least two (2) non consecutive instructional hours per week Attendance must be taken Credit is earned, awarded and placed on pupil s transcript FTE is pro rated based on a % of the 1098 required hours Example: 2 hours per week provided on a 1098 calendar =.07 FTE 36 18

19 Home Based 5C Expelled under Mandatory State Law i.e. weapons, arson, sexual assault, physical assault against a school employee Instruction may occur at the pupil s home or other neutral site Materials must be provided by the district Certified teacher must provide the instruction At least two (2) non consecutive instructional hours per week Attendance must be taken Credit is earned, awarded and placed on pupil s transcript These students may be counted for a full FTE if the above requirements are met 37 Homebound / Hospitalized 5D The pupil is unable to attend school for health reasons Written documentation from a physician must be provided it should state that the student is confined to the home or hospital for more than 5 days for a medical reason Physician is an M.D. or D.O., not psychologists, chiropractors, dentists, NP, PA etc. Pregnancy does qualify a pupil for these services Pupil must be able to engage in instruction The school district must make arrangements to provide these services w/in three (3) days of the request and they must start receiving services within five (5) days of being notified

20 Homebound / Hospitalized 5D Conditions for claiming a 1.00 FTE: Materials must be provided by the district Attendance must be taken Credit is earned, awarded and placed on pupil s transcript The student must have the ability to receive the service General Education Pupils A certified teacher must provide a minimum of two (2) 45 minute periods of instructional service per week can be consecutive Special Education Pupils A certified teacher must provide a minimum of two (2) one hour periods of instructional service per week non consecutive 39 *NOTE See PAM 5 D Q&A #8 for counting FTE if unable to provide required time Non Public Shared Time and Home Schooled 5E Resident district right of first refusal If does not agree to provide instruction to the nonpublic school pupils w/in 60 days of request, nonpublic school can go to district/charter w/in ISD or contiguous ISD Instruction to be provided by a certified teacher rather than employee of district

21 Non Public Shared Time and Home Schooled 5E Requirements The non public school or home school student must be located w/in the boundaries of the public school district or a contiguous district with a cooperative agreement The instruction is being provided by a certified teacher employed by the school district claiming the FTE The courses must also be offered at the public school that is providing the instruction and during regular school hours Only non essential elective courses may be provided and claimed for FTE Kindergarten is ineligible 41 The FTE is prorated based on actual hours scheduled and provided divided by Cannot exceed 0.99 FTE Part Time 5F A pupil in grades 1 12 who is scheduled for fewer than 1098 hours, and does not qualify as a reduced schedule student Example: partial schedule seniors Non public shared time students should not be identified as part time pupils Claiming for FTE Must be regularly enrolled in your school district for at least one class The FTE is prorated based on actual hours scheduled and provided divided by

22 Post Secondary (Dual) Enrollment and Career and Technical Preparation 5GA Students who are taking one or more courses at an eligible postsecondary institution state universities, community colleges or career and technical institutions Note: The option must be offered to Pupils in grades 11 and 12 if the pupil has taken all of the MME and achieved a qualifying score in all subject areas on the MME. 5 th year high school pupil may take only 2 college courses at any given time & must not exceed 4 courses within the school year (unless in formal Early/Middle College program) See PA Manual for FTE calculations 43 Be sure to review all examples found in the Pupil Accounting Manual Post Secondary (Dual) Enrollment and Career and Technical Preparation 5GA District Requirements: Local school districts must provide general information to all pupils enrolled in grade 8 or higher by March 1of each school year. The postsecondary course(s): must be academic in nature or applicable to career preparation; course taken must be one not offered by the high school; or a schedule conflict must exist must normally apply toward satisfaction of degree requirements; may not be in the subject matter of hobby craft, recreation, physical education, theology, divinity, or religious education. 44 The school district must pay tuition and mandatory course fees, material fees and registration fees up to the pro rated foundation 22

23 Post Secondary (Dual) Enrollment and Career and Technical Preparation 5GA Pupil Requirements: The pupil cannot have already earned a high school diploma The pupil has taken the Michigan Merit Exam (MME), PLAN, the ACT or the College PSAT and achieved a qualifying score in all subject areas The pupil cannot participate in intercollegiate athletics while at the post secondary institution 45 A dually enrolled pupil must be enrolled and attending at least one high school course at a public school district This requirement is also true for non public shared time students Post Secondary (Dual) Enrollment and Career and Technical Preparation 5GA Expanded opportunities for high school pupils, removed 11 th grade requirement Up to 10 college courses count for high school and post secondary credit 46 23

24 Early Middle College 5GB Early College High School or Middle College High Schools means a public high school designed to allow a pupil to earn a high school diploma while also earning an associate s degree, a certificate of completion, or up to 60 transferable college credits toward a fouryear degree from a state public or private university, a junior college, or a community college. An Early/Middle College is established by a consortium agreement between an intermediate district or a district of the first class and a Michigan public or private college or university, a junior college, or a community college. 47 Early Middle College 5GB 48 How to count Combined number of classes at high school and post secondary institution equals the number off classes at the high school to be counted as 1 FTE The combined number of classes meets the requirements for a reduced schedule The combined actual instructional hours plus travel time meets the requirements for a reduced schedule Pupil meets the definition of a full time post secondary student 24

25 Reduced Schedule 5H Pupils who are not completing the required 1098 hours of instruction at the request of the parent(s) based on family, economic, or educational needs and in the best interest of the pupil Pupils are eligible for full membership if: Pupils with less than full schedules, but are in school at least 80% of the time (75% for 4 block schedules) 1098 * 80% = hours/year 1098 * 75% = hours/year Must be done on an individual basis and not by group of students 49 Not allowed: A pupil only needs a few classes to graduate A pupil with less than a full schedule due to lack of attendance Schools of Choice (Section 105 &/or 105C) 5I Participation approved by School Board annually 105 and/or 105C First and second semester participation Open Enrollment or Limited Enrollment By building, grade, and/or program Previous and continuously enrolled pupils/families should reaffirm annually and are given preference over newly applied 50 25

26 Schools of Choice (Section 105 &/or 105C) 5I Limited Notice to the public of the slots available and application period can only be 15 calendar days The school district may enroll from the waiting list up to the end of the first week of school Unlimited Notice to the public of the application period may be longer than 15 calendar days The school district may continue to accept applications and enroll students up to the end of the first week of school 51 ISD Schools of Choice or Former Sect. 91/91a 5J Pupils enrolled in a district other than the pupil s district of residence under Section 91(a) or under an ISD s Schools of Choice pilot program under former Section 91 shall be counted by the educating district. Pupils enrolled in a district other than the pupil s district of residence but within the same ISD, and at least 50% of the ISD s constituent districts continue to participate in the Schools of Choice pilot program under former Section 91 shall be counted by the educating district. A nonresident pupil enrolled in a district under a pilot intermediate district schools of choice program under former section 91 shall continue to be enrolled in the district until the pupil graduates from high school even if the district ceases to participate in the pilot schools of choice program or the ISD pilot schools of choice program is discontinued

27 Special Education Early Childhood 5K Requirements for Claiming: Instruction by certificated special education teacher IEP that is on file and effective as of count day Must be enrolled in a bona fide special education preschool program listed below (waivers may be obtained through MDE) Classroom programs under Rule (based on 450 Hrs) Minimum For Full Funding Hours Days Non Classroom programs under Rule Minimum For Full Funding Hours Days 2/week 2/week Special Education Early Childhood 5K cont. Attendance can be documented Speech, Occupational Therapy, Psychological, or Social Work services may not be counted for FTE Must meet both days and hours to be counted as a program These programs are all or nothing! 54 27

28 Special Education Transition 5L cont. Claiming for Membership Enrolled and in attendance during count period Assigned to a special education teacher employed by the educating district that will give meaningful direction Work Activity Center Services can be assigned to a special education teacher, and is counted for special education membership (less than 50% of school time) Must meet the 1098 hours requirement in order to be counted for 1.00 FTE 55 Split Schedule 5M A pupil who attends more than 1 school within the same district FTE may be split between buildings, or not Attendance needs to be kept in the building where FTE is being claimed Travel time is countable towards instruction The total FTE for the pupil(s) may not exceed 1.0 FTE 56 28

29 Suspensions and Expulsions 5N A pupil who was suspended or expelled on count day has a 45 day window to return to his/her classes and be claimed for full membership. Short Term Suspensions 10 consecutive days or less Claiming: Teacher of record must report absence or Pupils who were placed in an in school suspension room must be supervised by a certificated teacher 57 Suspensions and Expulsions 5N cont. Long Term Suspensions or Expulsions: Suspensions or Expulsions up to 180 days. For special education pupils be sure to hold a Manifestation Determination Review Claiming: Attendance must be taken where the pupil was served Instruction must be provided by a certificated teacher Instruction must be academic in nature and earning credit toward grade progression or a high school diploma FTE must be prorated based on the minimum required hours of pupil instruction for grades

30 Suspensions and Expulsions 5N cont. Permanent Expulsion mandatory (Weapons, Arson, Criminal sexual conduct, Physical assault to an employee, volunteer, or a person contracted by the school district) Claiming 1.0 FTE under state mandated Teacher: Student ratio= 1:1 2 one hour period per week with certificated teacher under Home Based guidelines (see 5 C) OR An alternative Education Program specifically designed to provide Education services to this group of pupils 59 Michigan Virtual High School, Distance Learning, and Independent Study 5 O A Requirements: Enrolled and attending on the count day Course(s) must appear on the student schedule 60 Course must be academic in nature and approved by the school board The course must generate credit toward a high school diploma or progression The teacher of record must be identified. The teacher may be the instructor associated with the distance learning class and therefore may not be Michigan certified An on site mentor must be assigned and available and must be a certified teacher employed by the district. Limit of two per semester/trimester unless enrolled under a Seat time Waiver If blended learning environment, pupil must be physically present on count day, or meet the attendance and participation requirements for membership specified in 5 O B if participating through a seat time waiver. 30

31 Michigan Virtual High School, Distance Learning, and Independent Study 5 O A 61 Districts may chose not to offer some or all of the programs in this section Grade Eligibility Virtual learning: K 12 Distance learning: K 12 Independent Study: 9 12 Number of Courses allowed Virtual learning On site w/certified teacher unlimited On site with adult present: 2/semester Self scheduled: 2/semester Distance learning: unlimited Independent Study: 2/semester Seat Time Waiver 5 O B 62 A. Guidance 1. Board Approval 2. On line is primary delivery 3. Instructor is highly qualified and course must generate credit 4. Class schedule current within 4 weeks of each count and June 30 th for each year enrolled 5. Academic Benchmarks a. Grade appropriate assessment b. MME required if earned 12 or more credits toward graduation c. Evaluation criteria MDE to establish additional measures of success against which the program must show progress 31

32 Seat Time Waiver 5 O B (Continued) The District must pay any associated pupil tuition charges, costs, and fees for the seat time waiver course(s) and other online activities on behalf of the eligible pupil, including: The costs associated with providing the pupil with a computer and broadband internet access Note: The district may adopt additional requirements for enrollment in virtual learning, distance learning or independent study. May place greater restrictions on pupils (11 th and 12 th grade only) and/or courses offered. B. Types of Programs % on line 2. Blended learning At least 50% direct teacher/classroom contact (549 hrs) No limit on % of district population for enrollment Grades Seat Time Waiver 5 O B (Continued) B. Requirements for Counting Membership 1. Must meet pupil membership eligibility requirements 2. Pupil shall be enrolled in the district and attending on count days. Attendance will be determined by: a. Having a class schedule for the entire year b. Logged into at least one program sponsored online course on each count day c. Participation shall be measured by 1) logging into at least one program sponsored online course on each count day and for nine (9) additional calendar days during the 30 calendar day count period 2) Document weekly two way interaction between mentor and pupil during the count period 64 32

33 Seat Time Waiver 5 O B (Continued) 65 (Participation Continued) 3. If a pupil does not log in on the count day (unexcused absence) and nine (9) additional calendar days, no FTE shall be granted. If absence is excused, must log into a class 10 times w/in 30 days) 4. The district shall keep a login record and documentation of weekly interaction during the count period for each pupil 5. Each course shall count as one class for FTE 6. For seat time waiver purposes, an on site mentor must be assigned to the pupil and serve as the Teacher of Record. The on site mentor shall be available for assistance and to monitor the pupil s progress. The on site mentor shall be a certified Michigan teacher employed by the district. The mentor shall meet with or have weekly twoway interaction with the pupil. Notes: If your district has a STW other than that falling under Genesee, be sure to check your STW paperwork for any additional requirements your district must meet. Be sure to have supporting documents for mentor logs and sign in logs 5 O C: Cyber Schools % online schools, provide all of a pupils instruction through online learning. Cyber Schools are defined as school of excellence by the Revised School code, issued a contract to organize and operate to provide full time instruction to pupils through online learning or otherwise on a computer or other technology, which instruction and learning may be remote from a school facility. 33

34 5 O C: Cyber Schools (continued) Can include: 1. Scheduled attendance in pre arranged classroom to gain access to computer based content 2. Blended traditional classroom and online forums to deliver instruction 3. Self scheduled learning that does not require presence of teacher or pupil to be physically in a classroom 67 5 O C: Cyber Schools (continued) 68 Membership count requirements 1. Must meet membership eligibility requirements a pupils participation in the schools educational program is considered regular daily attendance and can be considered membership 2. The pupil shall be enrolled and attending on the count day(s). One or more of the following must be met to meet attendance requirement. Attended a live lesson from a teacher Logged into a lesson or lesson activity and login can be documented. Documentation of dialog between teacher and pupil Documentation of activity/work between learning coach and pupil An alternate form of attendance determined and agreed upon by the cyber school and the ISD auditor was met 34

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