1 Pupil Accounting for K-8 Staff Clinton County RESA September 24, 2014

2 AGENDA 1.Count Dates 2.Requirements for Membership 3.Days and Hours of Instruction 4.Legislative Update 5.PAM Revisions  1-Required Documentation  2-Days and Hours of Pupil Instruction  3-Pupil Membership Count Requirements  4-Pupil Residency  5GA–Postsecondary (Dual) Enrollment  5K -Special Education Early Childhood  5OA-Virtual Learning, Distance Learning, Ind. Study  5OB- Seat Time Waiver  5OC- Cyber Schools  5OD- Expanded Online Learning  5QB- Section 25e Pupil Membership Transfers  6B - Peer-to-Peer Elective Course Credit Program 6.MSDS 7.Timelines 8.Auditing 9.Evaluation

– 15 COUNT DATES  1st Wednesday in October  October 1, 2014  2 nd Wednesday in February  February 11, 2015  If not in session, use the day immediately after with approval of the State Superintendent  Block scheduling – O.K.

5 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 October 1 of the school year or by December 1 with parent notification  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

6 Kindergarten Start Age  RSC:  For a child must be 5 by October 1, 2014 or if 5 by December 1 and parent notifies district of intent to enroll, the child may be counted in membership  Contains timelines but SAA does not  School Aid Act: Section 6(4)(l)(iii)  MDE refers to SAA language to require written parent notice but not bye enrollment deadlines stated in the RSC.  Also applies to PSAs

7 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) Correction: #17 on Non-Resident side should be on Resident Side

8 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 in attendance prior to count day and must attend within 10 school days.

9 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)

10 Transfer of School Records  Request records within 14 days  Revised School Code ( ) 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.

11 DAYS and Hours of Pupil Instruction  1098 hours for grades K-12  1098 hours for K = 1.0 FTE  If less hours must prorate FTE  DAY REQUIREMENT  MINIMUM 175 DAYS for AND  Unless CBA as of July 1, 2013  MINIMUM 180 DAYS for  Seat Time Waiver  GenNET Waiver  May have own waiver

Days and Hours of Pupil Instruction Beginning Professional Development hours not countable as instructional time (Unless CBA as of 7/1/13) Must still provide 5 days of teacher PD 12

13 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  Fires  Epidemics  Utility power unavailability  Water or sewer failure  6 additional days after April 1 may be waived with permission of the State Superintendent.

14 Days and Hours of Pupil Instruction  60% attendance required instead of 75% for days added to end of school year  75% penalty is applied to entire district

15 Attendance Records  Attendance Records must be taken class-by-class unless complete class moves to new 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 or may record attendance for a substitute.  Sub teachers should be informed.

16 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.

17 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.

18 Legislative Update SCHOOL AID ACT KEY PROVISIONS

PUPIL MEMBERSHIP Membership blend is for current year 90% October and 10% of February 19

Foundation Allowance  Basic foundation allowance = $8099(+$50)  Minimum foundation allowance = $7126(+$50)  With c equity payment increased to $7251  PSA maximum foundation = $7218  Section 22j Performance Based funding $30/pupil for pupils in grades 3-8 meeting math performance standards and $40/pupil for grades 9-12 meeting standards in all subjects tested. 20

21 Best Practices Incentive  Section 22f  Extra $50/pupil  LEA/PSA - Must meet 7/9 best practices by June 1, 2015  Section 81  3.1% increase  ISD – Must meet 5/6 best practices by June 1, 2015

Dual Enrollment Incentive Payments  District must pay eligible charges but not transportation costs, parking costs or activity fees. (21b)  Section 64b – 1.75 million for district that provide dual enrollment options to 9-12 pupils  Incentive of $10/credit hour for up to 3 credits for each pupil enrolled plus $30/pupil per course if pupil successfully completes course and is awarded both high school and college credit. 22

Violation of School Aid Act School official or board member who neglects or refuses to do something required by the Act or violated the Act is guilty of a misdemeanor, jail up to 90 days, and fine of $1500, in addition to other financial penalties identified in the Act. 23

Noncertified Teachers and Counselors School official who knowingly employs non-certificated personnel after MDE notification is guilty of a misdemeanor, fine of $1500 per instance, and that fine is in addition to other financial penalties specified in the Act. (Section163) 24

25 PUPIL ACCOUNTING MANUAL (PAM)  Under constant revision  May put in a notebook with tabs or reference on-line  Insert other documents  Print by sections – GISD Pupil Accounting website   Scroll to Pupil Accounting in the Quick Link area

26 MDE Pupil Accounting Manual Revisions _ ,00.html

SECTION 1 REQUIRED DOCUMENTATION 27

SECTION 2 DAYS AND HOURS OF PUPIL INSTRUCTION  175 days for  Hours may not include teacher PD  Unless CBA as of 07/01/2013  May get waiver  Rescheduled days at end of year only need 60% attendance 28

SECTION 3 PUPIL MEMBERSHIP COUNT REQUIREMENTS 29

30 SECTION 4 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)  PSAs do not worry about residency but must submit resident district in the MSDS  NEW**If a pupil currently attending a district becomes homeless, the residency coded reported in MSDS does not change.

SECTION 5-D HOMEBOUND AND HOSPITALIZED PUPILS  General Education  Instruction MUST be scheduled and occur each and every week of the count period  Two 45-minute periods/week (Mon.-Sun.)  Unless pupil too ill to receive services – teacher must verify  School canceled district-wide during the week for 3+ days  Pro-rate to part time if not delivered  Hours/week x # weeks per year/1098  Can also claim as part-time if no Dr. state. 31

SECTION 5-D HOMEBOUND AND HOSPITALIZED PUPILS  Special Education 1.Instruction MUST be scheduled and occur each and every week of the count period  Two 1 nonconsecutive periods/week (Mon.- Sun.) 2.Dr. statement If 1 or 2 is missing, FTE = 0. Prorating allowed only if pupil’s schedule < full schedule. 32

SECTION 5-G-A POSTSECONDARY ENROLLMENT OPTIONS & CAREER AND TECHNICAL PREPARATION DUAL ENROLLMENT PROGRAMS 33

SECTION 5-0-A VIRTUAL LEARNING DISTANCE LEARNING INDEPENDENT STUDY 34

Types of Virtual Learning Courses 1.Virtual Learning, Online Learning, or Computer Courses Offered On-site  Certificated Teacher present in classroom  May take unlimited number of classes  Grades K-12 2.Virtual Learning, Online Learning, Or Computer Courses Offered On-Site  Adult present in classroom  Certified teacher employed by district is mentor and teacher of record  Limited to 2 classes  Grades K-12 35

Types of Virtual Learning Courses (cont.) 3. Self-Scheduled Virtual Learning  No regular daily attendance required  Must take one class that requires attendance  Teacher of Record  On-site mentor  Limited to 2 courses per count  Grades K-12 36

Online courses offered to pupil enrolled in grades 6-12, in which the pupils are separated from their teachers by time or location, or both, that meet the requirement of Section 21f of the SAA (MCL f), shall be provided following the legislation for expanded online learning as described in Section 5-O-D of the PAM. 37

Distance Learning  Certificated Teacher via two-way communication over T.V. monitor (i.e. GenNET Classes)  May take unlimited number of classes  Certified teacher shall be an employee of the school district or that is part of a cooperative agreement.  Adult present in classroom 38

BLENDED LEARNING  Hybrid instructional delivery model where pupils are provided face-to-face instruction, in part at a supervised school facility away from home and partially through computer-based and internet- connected learning environments with some degree of pupil control over time, location, and pace of instruction.  50% of course instructional time must be on-site face-to-face instruction  Teacher of Record  Limit of 2 classes  Physically in attendance on count day 39

40 Section 5-O-B Seat Time Waivers

STW application was due to MDE by September 12, 2014 for implementation for the October 1, 2014 count day. After this date, review is for second semester. 41

Requirements for Counting Membership (STW) 1.The pupil must meet pupil membership eligibility requirements 2.The pupil shall be enrolled and attending on the count day(s) 3.The pupil must meet both attendance and participation requirements. 42

Requirements for Counting Membership (STW) a)Attendance shall be measured using one of the following methods: Option 1  Physically present for scheduled on- site instruction at the school site on 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 STW  Each period must represent the same amount of time as if delivered traditionally  If absent, the pupil must follow the 10/30 day rule. 43

Requirements for Counting Membership (STW) a.Attendance Option 2  The pupil logs into at least one program-sponsored online course shown on this/her class schedule on count day  The pupil logs into at least one program-sponsored online course shown on the class schedule on nine separate days during the 30- day count period for a total of 10 logins on separate days.  For a pupil who has an excused absence on count day, the pupil must complete a login on each of 10 days within the 30 calendar days of the count period.  District must be able to provide vendor log-in record 44

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Requirements for Counting Membership (STW) b. Participation:  Two-way interaction between the pupil and the teacher of record  Must occur at least one time /week for the four week count period  Must be educational in nature (course/content specific)  May be by , telephone, instant messaging, face-to-face  Must be documented  Must be available to the pupil membership auditor upon request. 46

Requirements for Counting Membership (STW) The district may not claim any FTE for a pupil who does not meet both the attendance and participation requirement of the STW program. 48

Requirements for Counting Membership (STW) Each course shall count as one class The pupil must have a course-specific class schedule for the current count that includes all enrolled courses counted toward membership for the pupil. The teacher of record will serve as on-site mentor. STW pupils must meet the requirements defined for the specific programs or course types in which they are enrolled The district may adopt additional requirements. 49

50 Report Participation Codes in SIS  Alternative Education (9220) (*)  Seat Time Waiver (9229) (*)  STW students will display on the alpha list with **  Students will be included in the Alt Ed column on the DS4061.

SECTION 5-O-C CYBER SCHOOLS 9 PSA CYBER SCHOOLS IN MI 51

SECTION 5-O-D EXPANDED ONLINE LEARNING 52

Section 5OD  Section 21f of SAA  Grades 6-12  District may count pupil for no more than 2 online courses per count.  May count for more than 2 if previous success with online learning.  Courses placed in local catalog or in the statewide catalog  Teacher identified with course must have a valid MI teaching certificate  Adult Mentor employed by district 53

SECTION 5-Q-B SECTION 25e PUPIL MEMBERSHIP TRANSFERS 54

SECTION 5-Q-B  Section 21f FTE not transferable  Representative sample will be audited  More details later 55

SECTION 6-B Peer to Peer Elective Course Credit Program Strategy for providing ongoing support and modeling from one non-disabled pupil to a pupil with an IEP. Grades

57 MSDS Reporting and Timelines

58 MSDS Collections  Early Roster  Direct Certification Reports  General Collections (FTE +)  Student Record Maintenance  Graduation Rate Appeals  Assessment Updates  Section 23  Section 25  Early Childhood  Request for UIC  Teacher Student Data Link  FTE Audit

59 Pupil Accounting Timeline

60 Pupil Accounting Timeline  October 1Count day  November 5MSDS File uploaded to CEPI  November 12Final MSDS Certification  November 14Pupil Accounting Documentation due to Auditor at GISD

61 AUDIT PROCEDURES  Desk Audits  Every building – every count  Alpha Lists – MSDS Signed!  See checklist  Field Audits  H.S.– every two years  Mostly in the fall  M.S. – every 4 years  Elementary – every 4 years  See checklist

DESK AUDIT PROCEDURES  The ISD auditor will verify teacher certifications  GISD auditor is requesting a list of teachers for the desk audit. (see checklist)  Auditor will check 2% of teacher certifications through the MI On-line Educator Certification System. 62

63 FIELD AUDIT PROCEDURES The auditor must interview teachers and pupil accounting staff 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?

64 Questions?

65 Questions? Debra Hartman Business Services Administrator Pupil Accounting Auditor, GISD (810) Brenda Walther Connie Olejniczak Pupil Accounting Auditor, GISD (810) (810) Stacy Hodges Project Specialist (810)

Please complete evaluation 66