UNRAVELING THE MYSTERY: 101 WAYS TO COUNT YOUR KIDS! PI 1563 Pupil Count Report Lori Ames, Consultant Brad Adams, Consultant

Agenda  Category Definitions  Head Count  Non-Resident Reductions  Resident Reductions  Resident Addition  Miscellaneous Information  Other Reports  Question and Answer

Audio Difficulties?  Make sure the volume on Media Site live is turned up (volume button located beneath the speaker’s picture)  Make sure the volume on your computer is turned up (volume icon located on the right hand side of your computer task bar)  Contact your IT department

Why is it important….  Student Count Determines Funding Revenue Limit Calculation Equalization Aid Calculation

General Counting Guidelines  Count the student if: The student is a district resident. The District is financially responsible for the student’s educational program. The student is present for instruction on the count date or meets the “before and after” rule. So how do we get there………

Pupil Count Workbook   General Count Instructions for the PI 1563 Workbook  PI 1563 Pupil Count Workbook Form for Draft Use

CATEGORIES

Preschool Special Education  Students must be at least 3 years of age as of the count date.  Student must have an IEP (Individualized Education Plan) and be receiving instructional services.  No minimum required number of instruction hours

4 Year Old Kindergarten  Districts should only use these two lines if: the 4 year old kindergarten program is open to all students the program is funded by district resources—not solely by Title One funds. the student is at least 4 on or before September 1 st or admitted under early entrance guidelines via s (25).

4 Year Old Kindergarten  4 Yr – 437 Hours: program shall have at least 437 hours of instruction, which can include up to 87.5 hours of outreach activities.  4 Yr – Hours: program shall have at least 437 hours of instruction and 87.5 hours of outreach. The school shall NOT substitute instructional time for outreach activities.

4 Year Old Kindergarten  What is Considered Outreach? Home visits Parent-Teacher Conferences Family Fun Nights/Evening Programs  For a more complete listing go to:

4 Year Old Kindergarten  Beginning in , districts starting a new 4K program will need to sign-off on a program assurance form verifying that the program meets all 4K requirements  Contact Jill Haglund, Early Childhood Education, , with questions

5 Year Old Kindergarten  5 Yr Old – Half Day Program  5 Yr Old – Three Full Day Program  5 Yr Old – Four Full Day Program  5 Yr Old – Five Full Day Program  5 Yr Old – Blended Program The student must be at least 5 years of age on or before September 1 st or admitted under early entrance guidelines via s (25).

5 Yr Old Kindergarten - ½ Day  The program shall have at least 437 hours of direct instruction.  There is no days requirement, only the hours of instruction requirement.

5 Yr Old Kindergarten – Full Day  According to state statute (7)(c)2., “full day” means the length of the school day for pupils in the first grade of the school district  Full day programs require full day attendance for the entire school year.

5 Yr Old Kindergarten - Blended  Program in which the structure of the full year program varies from the first semester to the second semester  Program in which the structure of the full year program’s weekly schedule varies from day to day.  Few districts in the state report having a blended kindergarten program.

Grades  Students must be 6 years of age on or before September 1 st of the current year or be admitted under early admittance guidelines as defined by the Board of Education under s (25).

General Guidelines  No student may be counted in more than one category.  No student may be counted more than once. Example: A four year old student enrolled in a 4 year old KG program who also receives preschool special education services should only be counted in the appropriate 4 K category.

HEAD COUNT

Head Count  Identify students for whom the district is directly providing instructional services.  Include Resident and Non- Resident Students.

Head Count  Present – The pupil is in attendance for instruction on the count date.  Absent – The pupil is absent on the count date, but has attended at least one day during the school year prior to the count date and at least one day during the school year after the count date, and has remained a resident of the district during the period of absence.

NON-RESIDENT REDUCTIONS

Non-Resident Reductions  Reduce the head count by identifying non-resident students who are served by district programs, but not counted for revenue limit or state aid purposes.  Record students in only one category.  Students identified as non-resident reductions should also be identified in the head count.

NR – Open Enrollment  Student who attends the district as an “incoming” open enrollment student.  The District will receive payment for providing services to these students either directly from another district (special education) or as adjustment from the state (regular education).

NR – Tuition Waiver  Student who attends the district as an “incoming”, additional year tuition waiver student.  The District will receive payment for providing services to these students either directly from another district or as adjustment from the state.  The District should have a signed “Tuition Waiver” form identifying the type of approved waiver.

NR – Contract  Student who attends the district as the result of a contract between districts.  The District receives payment for providing services from the resident districts via a fiscal agreement between districts.

NR – CESA Program  Student who attends the district under a CESA program as defined by s  The District acts as the host district and receives payment for services via the fiscal agreement between CESA and the participating districts.

NR - Tuition  Student attends your district under one of the following tuition arrangements: Parent paid tuition agreement District to District tuition agreement

NR – 9 Week Waiver  Student intends to move into the district within the first 9 weeks of school. (construction not complete)  If the student achieves residency within the initial 9 weeks, the board may waive tuition. If waived, the district should amend the pupil count to reflect residency.  If the student does not achieve residency within the initial 9 weeks, parents may request a second 9 week period. If within the second 9 week period the student achieves residency, the board may waive tuition. If waived, the district should amend the pupil count to reflect residency.

NR – Outside Age Eligibility  Student does not meet the age guidelines of the program or early entrance guidelines under s (25). EX: Student is counted in the 4K program, but is under 4 years of age as of September 1 st of the current school year and does not meet early entrance guidelines under s (25).

NR - Incarcerated  Student is incarcerated in a jail within the district and is receiving instructional services from the district on the count date.  The district may claim state tuition aid for services provided to this student.

Other Non-Resident - Reductions  NR – Integration Transfer  NR – CCDEB So few districts have students that fit into these categories, that specific questions should be directed to a School Finance Consultant.

RESIDENT REDUCTIONS

Resident Reductions  Identify resident students who are served by district programs, but not counted as full-time students for revenue limit or state aid purposes.  Record students in only one category.  Students identified as resident reductions should also be identified in the head count.

Resident Reduction – Outside Age Eligibility  Student does not meet the age guidelines of the program or early entrance guidelines under s (25). EX: Student is counted in the preschool program, but is under 3 years of age as of the count date and does not have an IEP (Individualized Education Program).

Resident Reduction – Less Than Full-Time  Student attends the district less than full-time as defined by s (1). Private school or home- based education students who attend grades other than high school are included in this area.

RESIDENT ADDITIONS

Resident Additions  Add to the Head Count by identifying those resident students who are receiving educational services from other districts or programs.  Record students in only one category.  Resident additions are added to the number of students reported in the head count.

RA – Open Enrollment  Full-Time student who attends another district as an “outgoing” open enrollment student.  The District sends payment directly to the district of attendance (special education) or as an adjustment from the state (regular education).

RA – Tuition Waiver  Full-time student who attends another Wisconsin district as an “outgoing,” additional year tuition waiver student.  The District sends payment for services directly to the district of attendance or as an adjustment from the state.  The District should have a signed “Tuition Waiver” form identifying the type of approved waiver.

RA – Contract  Full-time student who attends another Wisconsin district as the result of a contract between districts.  The District sends payment for services to the district of attendance via a fiscal agreement between the districts.

RA – CESA Program  Full-time student who attends another district under a CESA program as defined by s  The District sends payment for services to the fiscal agent via the fiscal agreement between CESA and the participating districts.

RA - Tuition  Full-time student attends another district and your district pays tuition to the district of attendance.

RA – Youth Options/Apprentice  District pays tuition to the institution of higher education for the full-time cost of the program.  Student attends a school to work program off school grounds that may involve both academic training and on-site work, on a full-time basis. The District is responsible for full-time tuition expenses.  Students involved in the Generac Second Chance partnership should be accounted for in this category.

RA – S Contracts  These programs are typically referred to as General Equivalency Diploma (GED), High School Equivalency Diploma (HSED), or Community Based Organization (CBO).  A written agreement between the school board and a representative of the high school equivalency program or program leading to the student’s high school graduation must be in place prior to the student’s admission to the program.

Other Resident Additions  RA – Partnership School  RA – Residential Treatment So few districts have students that fit into these categories, that specific questions should be directed to a School Finance Consultant.

Adjusted Head Count

Adjusted Head Count  The adjusted head count is converted to full-time equivalency (fte) for both revenue limits and equalization aid.  Incorrect data in the internet-based report will cause the fte for both revenue limits and equalization aid to be inaccurate. Data must be revised on-line.

Pupil Count Amendments  Throughout most of the year, districts simply go into the “Reporting Portal” and make any changes “on-line.”  Districts wishing to amend their pupil count report after membership audits are announced in February, or after the audit report is received, will need to contact DPI before going into the “Reporting Portal.”

Miscellaneous

Part-Time Attendance  S (4) allows resident pupils enrolled in a private school or in a home-based education program who meet the standards for admission into high school to take up to 2 courses during each school semester  Districts are allowed to add part-time FTE to their membership for equalization aid purposes.

Part-Time Attendance  In order to accurately calculate the part-time FTE, districts will be asked the following questions. How many students (by grade level) does your district have? How many hours of instruction during the semester are scheduled in total for the students identified above (by grade level)? How many annual hours of instruction are scheduled for a full-time student (by grade level-minimum of 1,137 hrs)?

Youth Challenge Academy  Districts are notified by the Department of Military Affairs if a resident student is participating in the Youth Challenge Academy.  Districts are responsible for Academy costs for all pupils who are enrolled past the first two weeks of the program.

Youth Challenge Academy  Effective in , districts will be given credit for these students for revenue limit and equalization aid purposes in the year in which they attend the academy.  A separate on-line youth challenge academy report must be completed by the district for both the September and January count in order to be given credit for these students.  If applicable, districts must complete the September YCA report prior to completing the September PI 1563 Pupil Count Report

Revenue Limit FTE Report NEW REPORT!  Located on each district’s homepage within the school finance reporting portal  Data taken from: PI 1804 Summer School Report PI 1563 Youth Challenge Report PI 1563 September Pupil Count Report

Contacts  Brad Adams  Lori Ames  Karen Kucharz

Questions?  Click on the “Ask” button above the speaker box, type in your question, and press “send”  If you’re asking a question after the live presentation, please insert your address so a response can be sent directly to you.