1. 1 Pupil Accounting for K-8 Staff Genesee Intermediate School District

2. 2 AGENDA 1.Count Dates 2.Homeless 3.Requirements for Membership 4.Days and Hours of Instruction 5.Legislative Update 6.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 7.MSDS 8.Timelines 9.Auditing 10.Evaluation

3. 3 2015 – 16 COUNT DATES  1st Wednesday in October  October 7, 2015  2 nd Wednesday in February  February 10, 2016  If not in session, use the day immediately after with approval of the State Superintendent  Block scheduling – O.K.

5. 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 September 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. 6 Kindergarten Start Age  RSC: 380.1147  For 2015-16 a child must be 5 by September 1, 2014 or if 5 by December 1 and parent notifies district of intent to enroll, the child may be counted in membership  Both RSC and SAA no longer have timelines  School Aid Act: Section 6(4)(l)(iii)  Also applies to PSAs

7. 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)

8. 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. 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. 10 Transfer of School Records  Request records within 14 days  Revised School Code (380.1135) 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. 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 2015-16  Unless CBA as of July 1, 2013  MINIMUM 180 DAYS for 2016-17  Seat Time Waiver  GenNET Waiver  May have own waiver

12. Days and Hours of Pupil Instruction Beginning 2014-15 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. 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  3 additional days may be waived with permission of the State Superintendent.

14. 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. 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. 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. 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. 18 Legislative Update SCHOOL AID ACT 2015-16 KEY PROVISIONS

19. Membership – Sec 6(4)  Membership Count – 90% current October, 10% previous Feb (not current year Feb so Feb 2015 count/audit counted for 2014-15 and 2015-16)  Membership Participation for Cyber Schools and EAA Online determined by MDE Pupil Accounting Manual MCL 388.1606(4)  First year pupil in middle college program, FTE is average current year Oct and Feb count day unless counted by district in previous Feb MCL 388.1606(4)(aa)

20. 10% Previous Feb - Closed PSA  If a PSA not in first or second year of operation closes at end of school year  And pupil from PSA enrolls and is counted in membership in next Oct count  Then previous Feb count day membership follows pupil to Oct count day district MCL 388.1606(4)(ff)  Similar language was in the SAA last time law was 90% current Oct, 10% previous Feb former MCL 388.1606(4)(z)  CEPI ran program of closed charter schools and tracked pupils who were counted in previous Feb count from closed charter and counted in district/psa in Oct; MDE generated report that adjusted state aid payments for “transfers” from closed PSAs. Expect a similar process will again be implemented by MDE/CEPI?

21. 2015-16 SAF Appropriations  K-12, adult ed, early childhood: 13.8b = 12b SAF + 45.9m GF + 1.7b Fed MCL 388.1611  Community Colleges $387,825,600, 66% from SAF $256,714,800 MCL 388.1801  Universities $1,534,724,400, 13% from SAF, $205,279,500 MCL 388.1836  Almost 462m SAF funds going to community colleges and universities or almost $310 per pupil of SAF going to high ed

22. Foundation Allowance 2015-16  Basic Foundation Allowance $8169 (up 70)  Minimum Foundation Allowance $7391 (up 140)  Maximum PSA Foundation Allowance $7391  PSA/cyber school foundation allowance = foundation allowance of district where PSA is located or state max for PSA whichever is less MCL 388.1620(1),(5),(14)(j)  No $50 best practices incentives MCL 388.1622f repealed  No $30/30/40 max $100 district performance grants for 3-8 math reading or HS assessment improvements MCL 388.1622f repealed

23. 25e Transfers between Count Days  No change: enrolled and counted in one district/psa on Oct count day, transfers to another district/psa before Feb count day, prorated FTE follows the student if submit claim in 25e application, provide proofs to ISD auditor and ISD auditor approves.  FTE associated with 21f classes is exempt from transfer (presumably pupil still taking that course) MCL 388.1625e

24.  Deleted requirement that CEPI/MDE provide report on number of transfer transactions and net change in pupil membership by district and ISD – last report was for 2013- 14 school year former MCL 388.1625e(6) deleted  CEPI must determine number of pupils who did not reside in state on Oct 2015 count day but newly enrolled in district after Oct count day and before Feb 2016 count day  CEPI must determine number of pupils who were counted in the Oct 2015 count day and who left the state before the Feb 2016 count day  CEPI must discuss benefits and obstacles to developing pupil enrollment process for pupils who newly enroll in a district between count days and developing a process for deducting pupils who were counted on October count and transfer out of state before the February count MCL 388.1625e(7) 25e CEPI Reports: In and Out of State Transfers Between Count Days

25. 101 Days and Hours – Snow Days  No change except snow days  First 6 days or equivalent hours pupil instruction not provided because of conditions outside control of school authorities... and State Supt can grant 3 additional days or equivalent hours (no longer an after April 1 deadline) MCL 388.1701(4)  Remember 2016-17, increase from 175 to 180 days

26. 2015-16 School Aid Act, HB 4115, 2015 PA 85 Revisited  HB 4115, 2015 PA 85, MCL 388. 1701 et seq http://legislature.mi.gov/doc.aspx?2015-HB-4115 http://legislature.mi.gov/doc.aspx?2015-HB-4115  House Fiscal Agency Summary of HB 4115 http://house.michigan.gov/hfa/PDF/Summaries/15h4115h1cr1_Ed ucation_Omnibus_Conference_Report_Summary.pdf  Senate Fiscal Agency Summary of HB 4115 http://www.senate.michigan.gov/sfa/Departments/Highligh tSheet/HIk12_web.pdf  Side by Side Comparison Chart http://www.senate.michigan.gov/sfa/Departments/Decision Doc/DDk12_web.pdf  Estimated School District Per Pupil Funding http://www.senate.michigan.gov/sfa/Departments/DataCharts/DCk 12_DistrictImpact.pdf

27. Days and Hours Reminder  2015-16 175 days, 1098 hours, and no professional development as instructional hours unless collective bargaining agreement in effect as of 7/1/13 included calendar and professional development as instructional hours, then comply when cba expires  2016-17 180 days, 1098 hours unless cba in effect as of 6/24/14 MCL 388.1701(3)

28. Kindergarten Start Age  2015-16 and thereafter 5 by Sept 1  Parent waiver still– if 5 by Dec 1 – parent notifies district in writing (no longer a June 1 or August 1 deadline for parent notifications), includes SOC district and PSAs  MDE’s interpretation since June 2014 MCL 380.1147, MCL 388.1606(4)(l)(iii) http://michigan.gov/documents/kindergarte n_122554_7.pdf

29. Immunizations – New Waiver Rule  Waivers: medical and nonmedical  Medical signed by physician – no change  Nonmedical certified by county health department – change R325.176 (12) Effective January 1, 2015, child entering daycare, kindergarten, 7 th grade or newly enrolled in school, parent must receive vaccine education from local health dept. to be issued a nonmedical immunization waiver MDCH Immunization Waiver Information http://www.michigan.gov/mdch/0,4612,7-132- 2942_4911_4914_68361-344843--,00.html http://www.michigan.gov/documents/mdch/Waiver_Flyer_for_scho ols_and_childcare_Ctrs_478621_7.pdf http://michigan.gov/documents/mde/Immunization_47907 8_7.pdf http://www.michigan.gov/mdch/0,1607,7-132- 2942_4911_4914---,00.html

30. Cyber Bullying  Bullying policy must include cyber bullying and must update bullying policy within 6 months of March 31, 2015 MCL 380.1310b  Submit policy to MDE via MEGS+  If policy already meets new law submit to MDE on or before May 31, 2015  MDE will collect bullying incident reports in SID EOY submission beginning 2015-16 http://www.michigan.gov/documents/mde/Cybe r_Bullying_481850_7.pdf

31. Bake Sales  SB 139, 2015 PA 42, eff. September 1, 2015, MCL 380.1272b  Federal law sets nutritional guidelines for food and beverages sold at school, but there is an exemption for infrequent school-sponsored fundraisers  MDE to allow at least two food and beverage fundraising activities during school hours that do not meet federal school nutritional standards  MDE also ensure state and local control over school breakfast and lunch programs MCL 380.1272b

32. Office of State Aid and School Finance Website  State School Aid Updates – monthly http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-21108--,00.html http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-21108--,00.html  State School Aid and School Finance Forms, includes Days & Clock Hours, Preliminary Pupil Headcount Report for new PSAs, Waivers http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-66897--,00.html http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-66897--,00.html  Pupil Accounting Information, key webpage http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-21534--,00.html http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-21534--,00.html  Office of State Aid and School Finance http://www.michigan.gov/mde/0,1607,7-140- 6530_6605---,00.html http://www.michigan.gov/mde/0,1607,7-140- 6530_6605---,00.html

33. Other State Website Links  Office of Audits http://www.michigan.gov/mde/0,1607,7-140- 6530_9091---,00.html  MDE Memos http://www.michigan.gov/mde/0,1607,7-140- 6530_6526_34913---,00.html  School Finance and School Law – this is a good one for lots of different resources http://www.michigan.gov/mde/0,1607,7-140- 6530_6564_35176---,00.html  MDE Administrators Website – includes tech plan (STWs) and OEAA office links http://www.michigan.gov/mde/0,4615,7-140-5235---,00.html

34. Stuff I Found Looking For Other Stuff  2014-15 Student Count Day and School Funding Information http://mi.gov/documents/mde/2011- 2012_and_2012- 2013_Student_Count_Day_Information_362677_7.pdfhttp://mi.gov/documents/mde/2011- 2012_and_2012- 2013_Student_Count_Day_Information_362677_7.pdf  State Aid Payment Calculation Website http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-166291--,00.html http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-166291--,00.html  State Aid Payment Information Website http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-20450--,00.html http://www.michigan.gov/mde/0,4615,7-140- 6530_6605-20450--,00.html  Who to Call with Questions on State Aid Sections http://www.michigan.gov/documents/whotocall- 041702_18607_7.pdfhttp://www.michigan.gov/documents/whotocall- 041702_18607_7.pdf

35. 35 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  www.geneseeisd.org www.geneseeisd.org  Scroll to Pupil Accounting in the Quick Link area

36. 36 MDE Pupil Accounting Manual Revisions http://www.michigan.gov/mde/0,1607,7-140- 6530_6605-22360--,00.html

37. SECTION 1 REQUIRED DOCUMENTATION 37

38. SECTION 2 DAYS AND HOURS OF PUPIL INSTRUCTION  175 days for 2015-16  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 38

39. SECTION 3 PUPIL MEMBERSHIP COUNT REQUIREMENTS 39

40. 40 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.

41. 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. 41

42. 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. 42

43. SECTION 5-G-A POSTSECONDARY ENROLLMENT OPTIONS & CAREER AND TECHNICAL PREPARATION DUAL ENROLLMENT PROGRAMS 43

44. SECTION 5-0-A VIRTUAL LEARNING DISTANCE LEARNING INDEPENDENT STUDY 44

45. 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 45

46. 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 46

47. 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 388.1621f), shall be provided following the legislation for expanded online learning as described in Section 5-O-D of the PAM. 47

48. 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 48

49. 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 49

50. 50 Section 5-O-B Seat Time Waivers

51. 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 participation requirements. 51

52. NEW Requirements for Counting Membership (STW)  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 email, telephone, instant messaging, face-to-face  Must be documented  Must be available to the pupil membership auditor upon request. 52

54. Requirements for Counting Membership (STW) The district may not claim any FTE for a pupil who does not meet participation requirement of the STW program. 54

55. 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. 55

56. 56 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.

57. SECTION 5-O-C CYBER SCHOOLS 57

58. SECTION 5-O-D EXPANDED ONLINE LEARNING 58

59. 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 59

60. SECTION 5-Q-B SECTION 25e PUPIL MEMBERSHIP TRANSFERS 60

61. SECTION 5-Q-B  Section 21f FTE not transferable  Representative sample will be audited  More details later 61

62. 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 6-12. 62

63. 63 MSDS Reporting and Timelines

64. 64 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

65. 65 Pupil Accounting Timeline

66. 66 Pupil Accounting Timeline  October 7Count day  November 11MSDS File uploaded to CEPI  November 18Final MSDS Certification  November 20Pupil Accounting Documentation due to Auditor at GISD

67. 67 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

68. DESK AUDIT PROCEDURES  The ISD auditor will verify teacher certifications  GISD auditor is requesting the master teacher schedule for all buildings for the desk audit. (see checklist)  Auditor will check all teacher certifications through the MI On-line Educator Certification System. 68

69. 69 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?

70. 70 Questions?

71. 71 Questions? Stacy Hodges Business Services Administrator Pupil Accounting Auditor, GISD (810) 591-4422 shodges@geneseeisd.org Brenda Walther Melanie Wood Pupil Accounting Auditor, GISD (810) -591-4611(810)-591-4492 bwalther@geneseeisd.orgmwood@geneseeisd.org

72. Please complete evaluation 72