September 2014

Friendly Reminders: Forms – on Ingham ISD website Click on “District Support Services” On left side of screen click on “Pupil Membership” Under Pupil Membership click on “Forms” Compulsory attendance age raised to 18 for 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)

Friendly Reminders: Fill out forms COMPLETELY If a form is marked with N/A, no need to submit (exception = absence forms) Residency verification: Send all releases or SE Cooperative Agreements as applicable No need to send approved SOC applications

Students with IEP - less than full day schedule Form asks if less than full day schedule is verified by physician, psychologist, or school social worker Must provide proof if claiming student for a 1.00 FTE Physician’s statement Copy of the IEP signed by school Social Worker or Psychologist If not signed, should indicate that the SSW or Psychologist were on the IEP team and present at time of IEP If claiming a partial FTE, include on part time form only Friendly Reminders:

Home based pupils Must include long-term suspension/expulsion notification/letter with home based forms Homebound/Hospitalized pupils Must include current medical documentation verifying reason why student is unable to attend school If verification states student may miss school from time to time, this would not qualify for homebound. Friendly Reminders:

Seat Time Waiver Pupil Account Manual – 5-O-B  Must meet both Attendance and Participation  Attendance =  Ten (10) days of log-in to at least one course OR  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.

General MDE and CEPI Information (Not the same for Homebound/Hospitlized)

Seat Time Waiver  Attendance Data is required in General Collections  Attendance = weekly mentor contact  Field Audit – Back-up documentation for Mentor Contact and Log-ins

Seat Time Waiver  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.  Ingham ISD not approved for STW for school year.

STW Mentor Contact Logs: Participation: Two-way interaction between the pupil and the teacher of record Must occur at least one (1) time per week for the four (4) week count period Must be educational in nature (course/content specific) May be through means such as , telephone, instant messaging, face-to- face Must be documented Must be available to the pupil membership auditor upon request Note: The district may not claim any FTE for a pupil who does not meet both the attendance and participation requirements of the seat time waiver program.

Mentor Log – Not accepted Must be signed by Mentor

Mentor Log – Accepted

Teacher Certification: New method for checking teacher certification Comparison of master teacher list and Registry for Education (REP) list If teacher is listed in REP but not district list – auditor will contact district If teacher is listed on district list but not REP – auditor will check if teacher is listed in MOECS If it is determined the teacher does not hold current Michigan Teacher certification, penalty of salary paid to uncertified teacher and potential FTE penalty. NEW penalty to school - If they were notified by MDE that a noncertified teacher is employed by the district but they knowingly continue to employ teacher, then a fine of $1500 per incident

Teacher Certification: What this means for districts: Each district/charter needs to submit an EXCEL list of all teachers in alphabetical order All teachers must be included on one master list, not separated by building Teachers only Can submit electronic or hard copy with count packet Include teacher last name, first name Districts will submit list each count

Days and Hours  175 = minimum days and (unless CBA)  180 = minimum days  1,098 = minimum hours for  Professional Development Hours not countable as instruction unless CBA as of 7/1/2013  (Remember, per school code, must still provide minimum 5 days of prof. dev.)

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

Days and Hours Reports:  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 whole number  Total number of days should always = whole number  Due September 26, 2014

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

GAD and Exit Codes Exit Code Changes  Requests and documentation due by October 10, 2014  List of supporting documentation is the same – IISD website

GAD and Exit Codes Exits to Cyber or Virtual Schools:  Out-of-State = Homeschool exit code = 14  In-State (EEM)  Public = 08  NonPublic = 15

GAD and Exit Codes Exits to Cyber or Virtual Schools:  Out-of-State = Homeschool exit code = 14  In-State (EEM)  Public = 08  NonPublic = 15

General MDE and CEPI Information  Exit Date  Last date of student attendance, or day after, but not later. Not day records request received.  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

General MDE and CEPI Information 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  Parent permission not required to transfer records or send records request

General MDE and CEPI Information Educational Record  Must request records within 14 days of enrollment  Must send records within 30 days of request

General MDE and CEPI Information 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 2 years, 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

General MDE and CEPI Information Residency  Parent has burden to verify residency (AG opinion 5925 – 1981)  Driver’s license not sufficient – please remove from list and phase in discontinuation  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)]

General MDE and CEPI Information Travel Waivers:  If nothing has changed from previous waivers that have been requested and approved, send a letter or Brian Ciloski and ask that previously approved waiver (include year) be extended and for what period of time you would like the

General MDE and CEPI Information TSDL  Now will be available for year-round submission  Every student submitted in membership counts and EOY must be reported in TSDL with at least one course and one teacher

School Aid Act 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 Need for notification does not go away and no deadlines (MDE Memo June 2014)

School Aid Act  Financial and PA audits – October 15 th beginning 2015 – 2016 school year (currently November 15)  Pupil accounting records can be audited current year plus 3 prior years  Legislative intent that by state implement statewide standard reporting requirements for education data

School Aid Act  School official or board member who neglects or refuses to do something required by the act or violated the act (School Aid Act) is guilty of misdemeanor; jail up to 90 days and fine of $1500 in addition to other financial penalties identified in act.  Public Act of 2013, Effective Jan. 1, 2014 – Requires student to submit certificate of immunization when enrolling in 7 th grade instead of 6 th.  PA of 2013 – Requires school districts to have 2 epipens per building. (Ingham County Health Department)

School Aid Act Postsecondary/Dual Enrollment  Section 64b: $1.75m for districts that provide dual enrollment options to 9-12 pupils – incentive of $10 per credit hour for up to 3 credits for each pupil enrolled plus $30 per pupil per course if pupil successfully completes course and is awarded both high school and college credit.  I.pdf I.pdf

PAM Update Postsecondary/Dual Enrollment (PAM 5-G-A)  Section 64b: $1.75m for districts that provide dual enrollment options to 9-12 pupils – incentive of $10 per credit hour for up to 3 credits for each pupil enrolled plus $30 per pupil per course if pupil successfully completes course and is awarded both high school and college credit.

School Aid Act Postsecondary/Dual Enrollment – Nonpublic Students  Nonpublic pupils (currently enrolled in approved nonpublic school) can take PS/Dual Enrollment courses and MDE will reimburse Postsecondary Institution. Do not have to go through Public LEA

School Aid Act Postsecondary/Dual Enrollment – Homeschool Pupils  Homeschool Pupils can only access PS/Dual Enrollment courses by going through LEA  Must meet all requirements of PS/Dual as well as homeschool requirements  Must take one regular class at LEA  Course = non-essential, elective plus academic in nature  If only receiving PS credit and not credit toward satisfaction of diploma, degree, or certification course could be essential  Cannot be a class the local is already providing

School Aid Act Drop Out Recovery/Prevention Programs (Sec 23a) (Graduation Alliance)  New Section of PAM (5-Q-A)  1/12 th funding for each month; SRM submissions  NEW: If student claimed in membership in October count and subsequently starts with GA, can still submit SRM for the 1/12 th

School Aid Act Drop Out Recovery/Prevention Programs (Sec 23a) (Graduation Alliance)  Eligible student meets one of the following: a. The pupil has been expelled from school under the mandatory expulsion provisions in Section 1311 or Section 1311a of the Revised School Code (MCL and MCL a). b. The pupil has been suspended or expelled from school under a local policy. c. The pupil is referred by a court. d. The pupil is pregnant or is a parent. e. The pupil was previously a dropout. f. The pupil is determined by the district to be at risk of dropping out.

School Aid Act Drop Out Recovery/Prevention Programs (Sec 23a) (Graduation Alliance)  Full attendance for the month  Need both satisfactory monthly progress and personalized learning plan  12 Month Program operated throughout the calendar year  Will be audit requirements when auditing manual released

School Aid Act Section 25e of SAA (PAM 5-Q-B) 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 Section 25e of SAA  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  105 = number of days from first day of school to Feb. count day  ECSE Eligible for transfer  Does impact accountability and GAD rates

25e FTE Transfer  District “A” must  Monitor pending requests – attendance, 21f, withdrawal  Notify auditor of disputes  District “B” must  Submit SRM in MSDS within 30 days of first date of attendance or 30 days after certification date, whichever is later.  Enter Sec. 25 component for each student claiming  New FTE ≤ Oct Membership FTE  Submit request and supporting documentation to auditor

25e FTE Transfer  Voluntary!  Superintendent Agreement not to request Ingham County but still submit in MSDS for tracking  NEW: FTE and First Date of Attendance can be changed by auditor  NEW: Audits will be on sample basis  Sec 25e and 21f intertwined (21f???)

25e FTE Transfer Requests for FTE adjustment per Sec. 25e Required Documentation – include with each 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. Student Schedule 4. Residency documentation not required. Will ask if needed Start document collection day after count – October 2

25e FTE Transfer Reminders: 1. Submit requests and documentation electronically to subject = Section 2. Submit one student documentation set in one file 3. Please name file as: student last name, first initial UIC Perry, E

School Aid Act Section 21f: Expanded Online Learning (PAM 5-O-D)  District must allow two online courses per term, semester, or trimester with consent of parent from courses listed in statewide catalog or district catalog  Can be more than 2 classes if previous success with online course  Courses can be offered by primary district or another district  District has option of denying registration in the courses

School Aid Act Section 21f: Expanded Online Learning (PAM 5-O-D)  Reasons to Deny: 1. Pupil previously gained credit for course 2. Course not capable of generating academic credit 3. Course is inconsistent with grad requirements or pupil career interests 4. Pupil doesn’t have prerequisite knowledge or skills to succeed in course or failed previous online course in same subject 5. Course is insufficient quality or rigor, district must help pupil find appropriate alternative 6. Cost exceeds amount required to pay unless parent willing to pay the difference 7. Request doesn’t occur within timeline set by district for enrollment and schedule changes

School Aid Act Section 21f: Expanded Online Learning (PAM 5-O-D)  Primary district pays cost of course 80% upon registering and 20% upon completion (up to 8.33% of minimum foundation allowance - MDE)  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

School Aid Act Section 21f:  The portion of an FTE for which a pupil is enrolled in a 21f online course “shall not” be transferred under the FTE transfer process in Section 25e.

PAM 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 * 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

PAM Revisions Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)  Distance Learning = no change  Independent Study = no change  Limited number  Grade eligibility:  Virtual Learning – all 3 types: K – 12  Distance Learning: K – 12  Independent Study:

PAM Revisions Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A) Number of courses allowed per count:  Unlimited: Virtual Learning with certificated teacher Distance Learning  Combined maximum of 2: On-site with adult Independent Study Self-scheduled

School Aid Act - Revisions Section 21f of SAA  21f Online Learning Opportunities  5-O-D of Pupil Accounting Manual  5OD (21f) as compared to 5OA “independent” virtual

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

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

PAM Revision 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 & parent confirm  2. School canceled district-wide during the week for three or more days (revised form)

PAM Revision Homebound/Hospitalized Pupil General Education :  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

PAM Revision 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

PAM Revision Non-Public Shared Time at Non-Public Site  [[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098  Can include passing time if passing is from one public school course to another  Changed the Public/Non-Public Time Comparison form

PAM Revision Non-Public Shared Time at Non-Public Site  Same formula  [[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098  Can include passing time if passing is from one public school course to another

Additional Changes 1. Drops and Adds: Form or use SIS 2. Alpha Lists for Count : Generate and submit from SIS

Additional Changes Requirements: *Access to SIS during field audit *Someone available to provide instructions and overview *Availability to see: -Teachers who have not taken attendance on a given day -Track changes or identify changes and who made them -Attendance on class basis, not per child *Electronic Attendance Policy and Procedure

Forms New/Revised: Non-Public/Public School Time Comparison Required Documentation Drops/Adds Homebound/Hospitalized Instruction Log STW Pupil List and 4-week Window Special Education Transition Section 25e Requests 5-O-A and 5-O-D Comparison WBL Training Agreements Days, Hours, and Prof Development Truancy Referral Form

The Early College (TEC) Lead Support/Contact: Peter Lincolnhol Shared Educational Entity (SEE) Entity Code = Program Participation Code = 3500

Due Dates:  November 5, 2014 – count packets to IISD and certify data with CEPI  November 12, 2014 – Final certification with CEPI and notify IISD of changes

Resources Office of State Aid and School Finance (michigan.gov/sasf) Michigan Pupil Accounting and Attendance Association – MPAAA: Pupil Accounting Manual: MSDS Manual and Component Matrix: Ingham ISD Pupil Accounting Information and Forms:

CONTACT INFORMATION Ellen PerryKelly Jackson Pupil Accounting AuditorPupil Accounting Technician (517) (517) Liz LentzJim Perry Supervisor Attendance Officer (517) (517)