Hot Topic Student Educational Records

Transcription

1 Jan Dodge Holt Public Schools September 2014 Ellen Perry Ingham Intermediate School District Hot Topic Student Educational Records 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. Education Bulletin #522 (2010) What is an education record, etc. Discipline records are part of education record Parent permission not required to transfer records or send records request 1

2 Hot Topic Student Educational Records Educational Record Must request records within 14 days of enrollment Must send records within 30 days of request For enrollment enroll and place pending validation of unofficial or hand carried education records Hot Topic - Teacher Certification Reminder: Teachers employed by the district providing instruction MUST hold a valid Michigan educator certificate active certification 100% of district teachers 2

3 Hot Topic - Teacher 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 Penalty applied in amount equal to salary of non-certified teacher A report is made to the Office of Professional Preparation Services (OPPS) OPPS website contains information regarding the types of teacher certifications, endorsements and substitute permits - Type OPPS in search box Hot Topic - Days and Hours 175 = minimum days and (unless CBA) 180 = minimum days Professional Development Hours not countable as instruction unless CBA as of 7/1/2013 3

4 Hot Topic - Days and Hours Forgiven days/hours = 6 days or equivalent hours 60% attendance requirement instead of 75% for days added to end of school year 75% attendance penalty applied to entire district Hot Topic Homebound/Hospitalized Homebound/Hospitalized Pupil General Education: Required periods of instruction MUST be scheduled and occur each and every week of the count period GE two 45 minute periods of instruction per week (week = Monday Sunday) Unless : 1. Pupil is too ill to receive services Excused Absence teacher must verify. 2. School canceled district wide during the week for three or more days Pro rate to part time if not delivered proration based on hours per week during the count window (Instructional hours per week x # weeks per year)/1,098 Doctor s statement required if missing claim as part time; same proration Skype or Facetime allowable Best Practices Discussion 4

5 Hot Topic Homebound/Hospitalized Homebound/Hospitalized Pupil General Education: Required periods of instruction MUST be scheduled and occur each and every week of the count period GE two 45 minute periods of instruction per week (week = Monday Sunday) Unless : 1. Pupil is too ill to receive services Excused Absence teacher must verify. 2. School canceled district wide during the week for three or more days (revised form) Pro rate to part time if not delivered proration based on hours per week during the count window (Instructional hours per week x # weeks per year)/1,098 Doctor s statement required if missing claim as part time; same proration Skype or Facetime allowable Hot Topic Homebound/Hospitalized Homebound/Hospitalized Pupil 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 pupil s schedule is less than full schedule 5

6 Hot Topic - Residency Residency Parent has burden to verify residency (AG opinion ) Power of Attorney not sufficient to establish residency does not require court order as guardianship does School cannot require relative to obtain guardianship, suitable home affidavit sufficient. [Feaster v Portage Public Schools 451 Mich 351 (1996)] Hot Topic - Residency Homeless Currently enrolled student who becomes homeless Residency code does not change regardless of the location of the temporary residence New homeless student enrolling can only do so if temporary residence in your district 6

7 Hot Topic - Residency School of Choice a district may refuse to enroll a nonresident applicant if any of the following are met: (a) The applicant is, or has been within the preceding 2years, suspended from school (b) The applicant, at any time before enrolling under this section, has been expelled from another school A district may choose to not enroll a pupil who has been suspended or expelled from the district where the pupil had previously been enrolled; however, if this information is not obtained by the choice district until after the pupil has been counted in membership, then the choice district must continue to enroll the pupil in the district. Can add to SOC application failure to reply truthfully may result in. But if count must continue to enroll Hot Topic 25e FTE Transfer Section 25e of SAA Recap 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 7

8 Hot Topic 25e FTE Transfer Section 25e of SAA Recap New FTE amount for District B prorated based on the Oct FTE FTE Pro rated based on 1/105 of the foundation allowance for each day in which the pupil was enrolled and in attendance. MDE common calendar Attendance date used in calculation Voluntary! ECSE eligible for transfer Hot Topic 25e FTE Transfer New for FTE and First Date of Attendance can be changed by auditor Audits will be on sample basis Sec 25e and 21f intertwined 8

9 Hot Topic 25e FTE Transfer Best Practices Discussion: District A must Monitor Pending Requests Notify Auditor of disputes Other?? District B must 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 auditor when requested Hot Topic Sec. 21f of SAA Expanded Online Learning (PAM 5 O D) Written for Section 21f of SAA District must allow up to two online courses per term, semester, or trimester with consent of parent from courses listed in statewide catalog or district catalog Can allow more than 2 courses if student successful with online course in the past 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 8.33% of foundation) 80% upon registering and 20% upon completion Grades 6 12 District must provide course syllabus and list in statewide catalog if offering broadly Must be enrolled and in attendance in one regular class 9

10 Hot Topic - PAM 5OA vs 5OD Virtual Learning, Distance Learning, Independent Study (PAM 5 O A) Virtual Learning on site with adult present * 21f? Certificated teacher assigned as mentor and act as teacher of record Regular daily attendance Limit on number Self Scheduled Virtual Learning * 21f? Certificated teacher assigned as on site mentor Limit on number Attendance = attending on site course concurrently enrolled in on count day Does not have to attend building during time off site class is scheduled School Aid Act - Revisions Section 21f of SAA 21f Online Learning Opportunities 5 O D of Pupil Accounting Manual Portion of FTE attributable to 21f class cannot be transferred per 25e 5OD (21f) as compared to 5OA independent virtual 10

11 Hot Topic 21f and 25e Interface Portion of FTE attributable to 21f class cannot be transferred per 25e Best Practices Discussion: Determining who/what are 21f Reporting 21f Monitoring transfers?? School Aid Act - Revisions Section 21f of SAA 21f Online Learning Opportunities 5 O D of Pupil Accounting Manual Portion of FTE attributable to 21f class cannot be transferred per 25e 5OD (21f) as compared to 5OA independent virtual 11

12 Heads Up Kindergarten Start Kindergarten Start Age = 5 on or before Kindergarten Start Cutoff Date Kindergarten Start Cutoff Dates: : 5 on or before October and beyond: 5 on or before September 1 Parental notification SOC application and enrollment form Heads Up Financial and PA audits October 15 th CRDC Collection Compulsory attendance age raised to 18 for (most) current 11 th graders (born on or after 12/1/98 OR born before 12/1/98 and entered grade 6 in 2009 or later) 12

13 Heads Up - GAD and Exit Codes Appeal window closed 9/17/2014 Audit window begins 10/20/2014 Auditing: 1. Change requests for any students who were not active in school year. 2. Rotational Audits of active cohorts for high schools Heads Up - GAD and Exit Codes Exits to Cyber or Virtual Schools: Out of State = Homeschool exit code = 14 In State (EEM) Public = 08 NonPublic = 15 13

14 GAD and Exit Codes Exits to Cyber or Virtual Schools: Out of State = Homeschool exit code = 14 In State (EEM) Public = 08 NonPublic = 15 Seat Time Waivers (PAM 5 O B) Must meet both Attendance and Participation Attendance = Ten (10) days of log in to at least one course Physically present at the school site during 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 seat time waiver, and each period must represent the amount of time required for the course if delivered traditionally. Participation = Two way, interactive 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. 14

15 General MDE and CEPI Information 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. 15

16 Resources State Aid Act: Michigan Pupil Accounting and Attendance Association MPAAA: Pupil Accounting Manual: MSDS Manual and Component Matrix: MDE Pupil Accounting Information and Resources: 16