Fall 2015 Pupil Accounting Workshop – September 29, 2015 ISD Auditors: Dr. Daniel Pratley and Candy Cooper

Count Day October 7, 2015 – 1 st Wednesday in October February 10, 2016 – 2 nd Wednesday in February Count Period: Six weeks surrounding count week – the week prior to count, count week, and the four weeks following count Fall Count 2015 – Week of September 28 th through November 6th Spring Count 2015 – Week of February 1 st through week of March 11, 2016

REMINDERS for Membership count – Calendar Year vs Fiscal Year – 90% foundation allowance - October 2015 – 10% foundation allowance - February instructional days and 1098 instructional hours required by law. *Beginning in , 180 instructional days minimum with 1098 instructional hours required by law. Attendance – If computer generated, districts MUST print at a minimum, a weekly attendance report signed and dated by teacher of record for the whole school year. (PAM – Q&A page 1-9)

REMINDERS for Master Teacher Schedule – District listing of all teaching personnel who were assigned as the teacher of record for one or more courses during school year. Includes both permanent and long-term substitutes. The list provided must be in Excel format. Auditor compares this list with the December REP report submitted to CEPI. Absences are considered unexcused if supporting documentation for excused absence is unavailable. Class Schedule MUST include the following information: a. Pupil's legal name. b. Pupil's identification number. c. Course names and numbers. d. The name of the instructor for each course. e. Scheduled days and times of the classes.

Pupil Accounting Manual Changes Seat time Waivers and On Line Courses Login requirement removed Must still maintain 2-way interaction during each of the 4 weeks during the Count Period Off line learning and Project Based STW require ISD Auditor approval prior to MDE submission

Pupil Accounting Manual Population I Present on count day Population II Absent on count day 10/30 day rule Required Documentation Days and Hours of Pupil Instruction Residency

Population III Alternative Ed Cooperative Ed Home Based Homebound/Hospitalized Nonpublic Part-Time / Homeschooled Part-Time Postsecondary / Career –Tech Ed Early Middle College Reduced Schedule Schools of Choice (105/105c) SpEd Early Childhood Programs - ISD SpEd Transition Services - ISD Split Schedule Suspension Expulsion Virtual / District / Independent Study Virtual / District / Independent Study Seat Time Wavier Cyber School Expanded Online Learning Work-Based Learning Section 23a – Dropout Recovery Section 25e Pupil Transfers Experiential Learning Courses Peer-to-Peer Elective Courses

Section 25e Requests Revised Sept 2015 First Date of AttendanceSRM Must Be Submitted By Between 10/8 and 11/18/201512/18/2015 Between 11/19/2015 and 1/08/2016Submit within 30 calendar days 1/11/2016 and afterSubmit by 2/09/2016 On a regular basis (consider weekly but at minimum monthly), auditor will check the “ Manage Section 25 Requests ” report in the CEPI Application. Auditors will not make any approvals/denials of Section 25e requests prior to December 1, This will allow all auditors to produce a clean/unchanged DS4061. Districts have 30 calendar days after first day of attendance to report a student who transferred into their district between the 2 count days. Due to the CEPI application not being open until November, below are the dates to follow.

Use Section 25e FTE Transfer Request form to collect supporting documentation for Section 25e requests. Verify membership eligibility through documentation submitted by local district. Pupils must still meet residency requirements, etc. – all other pupil accounting rules. Verify first day of attendance. Approve, deny, modify first day of attendance or modify FTE. Verify FTE associated with 21f online courses is not transferred

Pupil Accounting Resources Student Information Systems  Synergy  Power School  Infinite Campus Reports required for pupil audit purposes If a report can be generated from your District’s SIS with the same information that’s listed on the online form, then do not complete the online form. Forms are located on the LCISD website under RESOURCES – PUPIL MEMBERSHIP SERVICES along with links to other pupil accounting resources

Common Mistakes SpEd worksheet totals did not match on Alpha List/DS 4061 Section 25e requests – 1 st day of attendance request in CEPI did not match the attendance documentation provided by district Did not return within the 10/30 day requirement Authorized signatures missing on Alpha List and Special Ed Worksheets Error in FTE claimed by district Homebound/hospitalized student did not receive instructional requirement during count period to be claimed a 1.00 FTE. Nonresident FTE total on DS 4061 did not match nonresident report submitted from district’s SIS. STW mentor contacts did not meet content requirement or weekly requirement.

Issues from the State Auditor On the CTE List; On the Dual Enrollment List; On the Virtual HS List You must fill in every line or column of information Some of you are not filling in the titles of the courses being taken, and you must fill that information in On the student’s schedule that same information must appear

Contact Information Dr Daniel Pratley, ISD Pupil Auditor (269) Candy Cooper Pupil Auditor (269) Brian Ciloski, MDE State School Aid and School finance (517)