2. 2 AGENDA 1.Help me. I’m New Here 2.Timelines 3.Count Dates 4.Homeless/Students in Transition 5.A Pupil Accounting Process 6.Enrollment and Membership Requirements 7.MDE Pupil Accounting Manual 8.Audit Procedures 9.Retention of Records 10.Evaluation 2

3. 3 Top 10 Reasons You Were Selected to be a Pupil Accountant 10. Someone said you were good with figures – they didn’t know it was “stick figures.” 9. You missed a staff meeting so someone volunteered you. You will NEVER do that again. 8. Your organizational skills are pretty amazing. 7. You have the best calculator. 6. You need to add another task to your job description besides copier repair. Counting is Fun!!!

4. 4 Top 10 Reasons You Were Selected to be a Pupil Accountant (cont.) 5. You could spell F-T-E. 4. You can spell “no” but have a hard time saying it. 3. You thought a snow day was a day everyone made snowmen on the playground. 2. You were the only one with enough room left on your desk for the Pupil Accounting Manual.

5. 5 And the number one reason you were selected to be a pupil accountant... You were the most qualified person to take on this important responsibility !

6. 6 Where to begin and how to get organized Communication Terminology ALL the Requirements Resources Feel free to ask questions as we go along. This is so exciting!!

7. 7 Under constant revision Put in a notebook with tabs Insert other documents- emails & workshop info.  Write Q&A  Identify programs you have in your building/district Print updates by sections – GISD Pupil Accounting website  www.geneseeisd.org www.geneseeisd.org  Scroll to Pupil Accounting in the Quick Link area  www.geneseeisd.org/business/pupilacct.htm www.geneseeisd.org/business/pupilacct.htm Refer to the manual on-line. Feeling really confident? Become familiar with the Revised School Code and School Aid Act.

8. 8  Reports  Acronyms  Terminology  Organizations – MPAAA

9. 9  Tips from the Pros  Attendance records -  Alpha rosters  Absences  Networking  Educate the Staff – You are a part of a major project for the district! $$$$$$$  A Successful Process  Emails, meetings

10. 10  This is a major project!  You need to be organized.  Your district should have a timeline.  Meetings  Not just before count period.

11. 11 o st Wednesday in October October 7, 2015 o nd Wednesday in February February 10, 2016 oIf not in session, use the day immediately after with approval of the State Superintendent

12. 12 Enrollment Instructional Staff Special Education Staff Building Staff Central Office Staff

13. 13 1.Enrollment form  Should include all needed info.  Last enrollment?  Residency  MSDS Follow same order as data entry process  Name search on student data system  Consider: Special ed status, homeless, Home language survey 2. If under 18 – adult signature

14. 14 3. School Code Requirements  Original (certified) Birth Certificate or other reliable proof Missing Children’s Act (RSC 380.1135) Must have an explanation & affidavit Baptismal record, court records, governmental records, Dr. or hospital records with a sworn statement, passport, life insurance policy  If certificate or other proof is not produced within 30 days, notify local law enforcement (unless homeless)

15. 15  Parent may obtain a copy from county clerk or vital records from state.  $34.00 (More if paying by credit card)  www.michigan.gov/mdch www.michigan.gov/mdch  Vital records  $25.00  $10.00 for additional  Genesee County Clerk

16. 16 3.  A child enrolling in a public or non-public school in Michigan for the first time or enrolling in grade 7 for the first time shall submit proof of minimum immunizations  A child enrolling in kindergarten for the first time shall submit statement of a preschool vision-screening test after age 3

17. 17 4.Verify Residency (Section 4 of P.A. Manual)  It is the enrolling district’s responsibility to verify residency Determinative: includes a MOST RECENT copy of a document that shows a residential address; Purchase Agreement/ Closing Statement/ Mortgage Documents / Leasing Papers Property Tax Statements Utility Bills Rent Receipts Court Order ‘ Foster Home License Corroborative: Drivers License Other bills or mailings Exceptions PSAs must report resident district but do not need all the verification.

18. 18 5. Request records within 14 days (send records within 30 days – should send ASAP) 6. Acquire a Unique Identifier Code (UIC )

19. 19 Attendance records  District / building policy  Must include correct codes  Do not obliterate  Must include dates, class, period, time  Teacher signature  Teacher responsibility  Procedure for electronic reports Print and sign weekly

20. 20  Section 52 and 53 Pupil Accounting Report by provider (A & B Worksheets)  Correct FTE prorated Pupil Accounting by grade by building  Program Summary by resident district  FTE on worksheet is the same as on alpha list

21. 21 oMay be shared by multiple staff oAccurate as of the count date oDetermine eligible students for membership oIf a student is absent, verify return date(s) to all classes oPrepare accurate alpha list

22. 22 oFTE matches Easy IEP/Sp.Ed. information oAlpha list must include an authorized signature oAttendance requirements were met for all students counted oCheck alpha list accuracy oProrate FTE if needed oPrepare non-resident list if needed

23. 23  Communicate with all staff - Timelines  Ensure proper documentation is kept at the building/program level  Answer questions  Call GISD  Review alpha lists  Summarize grade level totals  Summarize special ed. totals  Summarize nonresident totals by name, general and special ed FTE and resident district oIncluding alternative ed.

24. 24 Complete a work copy of the “DS4061” Compare “DS4061” to MSDS reports  They should be the same Ensure Calendar forms have been completed accurately and that buildings are maintaining 75% attendance Collect Cooperative Agreements Section 105 SOC Certification Section 105c special education cost agreements Complete the District Planning Form

25. 25  Notify buildings of any needed revisions  Send all requested info. to GISD by the due date  Notify GISD if you need to correct data that has already been submitted  Maintain all documents for the current year and 3 years.

26. 26 District Level Building / Program Level Pupil Level

27.  Minimum 175 for 2015-16  CBA exception: in place before July 1, 2013)  Grades K – 12 = 1098 hours oIncludes alternative ed. unless waiver  Kindergarten = 1098 hours for full FTE  Can offer less for part time FTE  Reduced schedule for high school = 878.4 hours  ECSE = 144 days and 360 hours or 72 hours within 180 days *new - 72 hours within year calendar  Seat Time Waiver

28. 75% of pupils who are scheduled to attend school in the district on a given day must be present to avoid losing a portion of the district’s state school aid for that day. * 60% required if added on for make-up at EOY 28

29. 29 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. NEW – additional 3 hours may be requested,  Weather  Mechanical problems  Health  Death  Not countable: strikes, hunting, athletic tournaments

31. 31 A pupil may be counted in State School Aid membership if a district insures that all of the following occur:  At least 5 years of age on or before September 1 of the current school year (or by Dec. 1 with waiver)  Less than 20 years of age on September 1 of the current school year  Special education pupil must be less than 26 by September 1 AND have not receive a diploma (a certificate of completion is not a H.S. diploma)

32. 32 The pupil is a resident of the district. If the pupil is a nonresident, there are special provisions. The pupil must have enrolled in the district prior to or on the count date. The pupil must be present on the count date. I’m Ready!

33. 33  If a pupil is absent on the count day, the district must verify that the pupil returns to school for all class periods for instruction.  If the absence was excused  Must attend within 30 calendar days  If the absence was unexcused  Was enrolled and in attendance prior to count day and must attend within 10 school days

34. 34  It is the enrolling district’s responsibility to verify the residency of the pupil.  A pupil is a resident of the district in which the parents or legal guardian resides, regardless of who has custody.  Exceptions

35. WHAT’S A POPULATION? 35

36. 36 Population III NonConventional Pupils – Section 5 of the PAM requires the most documentation Population II Pupils absent all or part of the count day Population I Pupils present on the count day and eligible for 1.0 FTE

37. 37 Pupils who do not attend school in the traditional basis such as attending classes first period through last period in the same building at the resident district.

38. 38 Pupil is usually more successful in a nontraditional setting. Must be reported in grade level No H.S. diploma or GED Same requirements as regular pupils May not need to be released Must be 16 yrs. old if with adult participants May have hour waiver from MDE Cooperative agreements No release needed if: Pregnant or a parent, court referred, suspended or expelled, drop out

39. 39  Voluntary written agreement between and among school districts  Students attend classes outside the district  Alternative ed.  Special ed.  Career and Technical Education (GCI)  FTE may be counted by resident or nonresident district –be careful not to count greater than 1 FTE total  May include up to 3 hours/week travel time  May apply for waiver from MDE

40. 40  Expelled – Local District Policy  Instruction at pupil’s home or other neutral site  At least 2 non-consecutive hours of instruction per week by certificated teacher  The district provides instructional materials that are comparable to district’s alternative ed program  Credit is awarded and placed on the pupil’s transcript  Pro-rata FTE based on 1098 hours  i.e. 2 hrs/week may be about.07 FTE

41. 41 Expelled – Mandatory (RSC 1311(2) or a) – weapons, arson, sexual assault, physical assault against a school employee or bomb threat  The district MAY provide education Must be separate from general population or individualized instruction  May count for 1.0 FTE if the district: Provides 2 nonconsecutive hours/week for each week of the count period. Instructional materials comparable to district’s alternative ed program Course content comparable to Alt. Ed. Credit is earned  Prorate FTE if in a general setting

42. 42 Physician certifies in writing that the pupil is medically unable to attend school for a period longer than 5 days  Pregnancy, delivery and recovery is now considered a medical condition Pupil must be able to receive instruction Pupil receives instruction from a certified instructor  General ed – two-45 min. sessions  Special ed – two – nonconsecutive 1 hour sessions with certified teacher ( IEP)  Instruction provided for each week of the count period

43. 43 NONPUBLIC PART-TIME and HOME SCHOOLED – 5E  Must be enrolled in the district  Grades 1 – 12 (NOT K)  Nonessential elective courses only  During regular school day if at the public school site  Instruction provided by district employee  Attendance must be recorded  Courses must be also offered at the public school that is providing the instruction  Prorate the FTE

44. NONPUBLIC PART-TIME and HOME SCHOOLED – 5E Resident district right of first refusal If does not agree to provide instruction to the nonpublic school pupils w/in 60 days of request, nonpublic school can ask district/charter w/in ISD or contiguous ISD Instruction to be provided by a “certified teacher” 44

45. 45 PART – TIME PUPILS – 5F Pupils with less than 1098 hours of instruction but are not eligible for a reduced schedule Absences, partial schedule seniors, non-qualifying IEP Prorate the FTE (divide hours by 1098)

46. 46 POSTSECONDARY (DUAL) ENROLLMENT – 5G-A Required  Has taken all MEAP High School Test and received state endorsement in the subject areas the pupil wishes to be dually enrolled in in a subject that is not offered by the LEA  Can take up to 10 college courses  Career Tech Option  Scheduling conflict or not offered at high school  Not met graduation requirements  Enrolled and attending one high school course  District must pay fees & tuition

47. 47 POSTSECONDARY (DUAL) ENROLLMENT (cont.) Optional:  Attending at least one course at the LEA  District must pay all tuition and fees up to prorated foundation Count as a course. Do not worry about hours. A 5 th year high school student may only take 2 college courses at a time and not exceed 4 in the school year.

48. EARLY / MIDDLE COLLEGE – 5-G-B High school designed to allow a pupil to earn a HS diploma while earning an A.D. or up to 60 college credits The combined number of classes that the pupil is enrolled in an attending equals the number of classes needed for a full FTE. – or- May be reduced schedule hours – or – Meets definition of full time student at the college 48

49. 49 Must be determined by the district, parent and pupil to be in the best educational interest of the pupil that the instructional hours are not less than:  80% of 1098 or 878.4 hr/year  75% of 4-block schedule = 823.5 hr/year High school only Must be considered on a case – by - case basis Not allowed –  Student only needs a few classed to graduate  Student with less than full schedule due to lack of attendance

50. 50 SECTION 105 AND 105C SCHOOLS OF CHOICE – 5I  District must follow timelines as in SSAA  District must conduct lottery if there are more applicants than openings.  Enrollment limited to 1st week of school  Most districts around state participate.

51. 51 SPECIAL EDUCATION EARLY CHILDHHOOD (ECDD) – 5K IEP current for count day Classroom Programs (Rule 340.1754)  Program must operate for 144 days and 360 hours over the entire school year  FTE is determined by dividing the number of class hours scheduled and provided by 450.  Must meet both days and hours requirements to be considered a program. Nonclassroom Programs (Rule 340.1755 or 340.1862)  Program must operated for 72 hours within 180 days for a minimum 2 hours/week or may be year round program..  FTE is determined by dividing the number of service hours by 180. Support services do not generate an FTE

52. 52 SPECIAL ED TRANSITION – 5L A coordinated set of activities for a student designed with an outcome-oriented process that promotes movement from school to post-school activities Must be enrolled in LEA, ISD, or PSA Assigned to an instructional staff person Work-Based Learning Work Activity Center Services  Paid employment  Less than 50% of school time

53. 53 SPLIT SCHEDULE – 5M Pupil attends classes in two or more buildings within the same school district FTE is split between buildings FTE can not be greater than 1.0

54. 54 SUSPENSIONS AND EXPULSIONS – 5N  Short Term Suspensions (10 days or less) oAbsent per teacher’s record oSupervised by certified teacher oAttendance where pupil served  Long Term Suspensions oAttendance where pupil served oCertified teacher oCredit toward Diploma oFTE prorated  A student who was suspended or expelled on the count day has 45 days to return to classes and be claimed for membership.

55. SUSPENSIONS AND EXPULSIONS – 5N Permanent Expulsion – Mandatory  Weapons  Arson  Criminal Sexual conduct  Physical assault to an employee, volunteer, or a person contracted by the school district FTE  Prorated under LEA board Policy  1.0 FTE under state mandated and requirements are met 55

56. 56 Section 5-O-A of PAM Virtual Learning Distance Learning Independent Study Blended Learning

57. 1)Must meet pupil membership eligibility requirements 2)Enrolled and attending on the count day(s) 3)Course must be reflected on the pupil’s class schedule on count day 4)Board approved academic classes 5)Must generate credit toward diploma or grade progression 6)Counts as one class on schedule 7)Course will generate comparable FTE as if offered through a traditional format 8)Teacher of Record must be identified. May be the instructor of the distance learning virtual course and may not hold a MI teacher certificate. 9)Certified teacher on-site mentor employed by district 10)Blended Learning pupil must be physically in attendance on the count day or meet count day requirements 57 Requirements for Membership

58. 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 58 Types of Virtual Learning Courses

59. 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 Types of Virtual Learning Courses (cont.) 59

60. 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. 60

61. 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 Distance Learning 61

62.  May be virtual  Limited to 2 courses per count  Certified Teacher of Record  Must take one class that requires attendance  Grades 9-12 62 Independent Study Course

63. Blended Learning Course  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.  Teacher of Record  Limit of 2 classes  Classroom attendance required on count day  Limited to less than 25% of students in grades K-12 63 BLENDED LEARNING

64. 64 Section 5-O-B Seat Time Waivers

65. The goal of the STW Program is moving all student to demonstrated mastery of the MMC and graduating career and college ready by increasing learning options and personal growth opportunities. A STW is an MDE approved alternative or innovative education program that removes the days, hours, and physical attendance requirements. It lifts the cap on the number of online learning options offered to pupils in grades K-12 that exceeds the maximum number allowed under Administrative Rule 340.11. Please note that the there are separate K-5 and 6-12 grade waivers for 2015-16 Must follow residency requirements in Section 4 of the PAM. 65 WHAT IS A SEAT TIME WAIVER?

66. 1.100% Online Model of Delivery  May include a drop-in lab component, but physical attendance is not a program requirement  May include a blended option that serves 25% or less of your students in grades K-12.  Implementation Plan 2.Blended Model of Delivery  Serve more than 25% of your students in the 50/50 blend option  Blends face-to-face instruction and on-line learning  At least 50% of the course is face-to-face interaction with online learning  Implementation Plan 66 SEAT TIME WAIVER PROGRAMS

67. Pupil must meet attendance/participation requirements Attendance shall be measured using one of the following methods: i.Physically present for all scheduled classes at the school site during the count day or their first day after the count day that the pupil is scheduled for on-site instruction for a period equal to the amount of classes on the pupil’s schedule. If absent, the pupil must follow the 10/30 day rule. ii.Two-way Interaction: For membership purposes, a pupil must complete at least one (1) two-way interaction for each week of the four week count period with the teacher of record/mentor. Interaction must be relevant to the course or pupil’s progress. Requirements for Counting Membership 67

68. Two-way interaction between the on-site mentor and the pupil, for a total of 4 interactions that occur once per week over 4 weeks during the 28-day period. Each week during the 28-day period will begin on Wednesday and end on the following Tuesday. Count Day marks the start of the 28-day period. The district shall document and retain an online activity log of the weekly two-way interactions during the count period for each pupil. If the pupil and on-site mentor fail to meet the participation requirement of 4 two-way interactions per week during the count period, no FTE shall be granted. 68 Requirements for Counting Membership

70. 4. Each course shall count as one class on the pupil’s schedule and generate that portion of an FTE that a comparable on-site course would generate, unless the course is determined to provide less instructional time. 5. On-site mentor must be assigned.  Shall serve as Teacher of Record  Must meet or have two-way weekly interactive contact with the pupil weekly and document this contact in the activity log.  Certified MI teacher employed by the district 70 Requirements for Counting Membership

71. 71 Expelled/suspended Attendance issues Social/emotional issues High interest/low enrollment Accelerated learning Health situations Pregnant/parenting teens Students on the move Working students Home schooled students Students to be served but not limited to…

72. Section 5OC Cyber Schools Public School Academy 100% on-line schools If enrolled in cyber school and another district, cyber school gets “first” FTE. Any remaining FTE may be claimed by another district. 72

73. Section 5OD – Expanded Online Learning Section 21f Grades 6-12 District may count pupil for no more than 2 online courses per count unless student has shown documented success in online courses previously Courses placed in local catalog or in the statewide catalog 73

74. 74 Two Types Work-based Learning Experiences State- Approved Career and Technical Education (CTE)  Employer or teacher shall maintain attendance  Visitation plan at least every nine weeks  Federal and State regulations regarding the employment of minor s shall be followed. Work-based Learning Experiences Non-CTE Programs  Monitored by a certified teacher  Not an In-district placement unless in the pupil’s transition plan.

75. 75 Work-based Learning State-Approved CTE Programs 1.Paid or Capstone  Grade 11 or 12  Credit toward H.S. diploma  Not generate more than ½ of the pupil’s total and not to exceed.5 FTE  Pupil has completed 50% or more of the minimum number of minutes allowed for CTE program  At least one 40 minute per week related academic class or related State-Approved CTE classroom  Voc. Ed. Teacher or coordinator monitor employed the district  Employed not less than 10 hours/week  Training Plan  Training Agreement

76. 76 Work-based Learning State- Approved CTE Programs (cont.) 2.Unpaid Experience  Grade 11 or 12  Monitored by a voc. Teacher or coordinator employed by the district  Credit toward H.S. Diploma  Training shall not be more than a total of 45 hours per specific training experience  Occurs during scheduled classroom time  Training Plan  Training Agreement

77. 77 Work-based Learning State-Approved CTE Programs (cont.) 3.In-District Experience  Grade 11 or 12  Program is on a list of state-recognized CTE programs eligible for in-district placement established by OCTP.  Shall not generate more than ½ of the pupil’s FTE and not to exceed.5 FTE  Not more than 45 hours per specific training experience.  In-District Placement Agreement  Training Plan

78. 78 Work-based Learning State- Approved CTE Programs (cont.) 4.Less-Than-Class-Size (LTCS) Programs  Program is contracted with business, industry, or private occupational schools as an alternative method of provided CTE – unique circumstances  Grade 11 or 12  Signed, completed notification has been received by the OCTP by the Friday after the pupil membership count day.  Monitored by a voc. Cert. teacher or coordinator  Credit toward H.S. diploma  Time period as defined in the CTE program standards  Instruction by approved LTCS voc. Personnel  No more than 4 pupils per site per instructor at same time.  Training agreement  Training plan

79. 79 Work-Based Learning Non-CTE Programs 1.Paid or Unpaid Experiences  Grade 9-12  Monitored by certified teacher  Credit toward a H.S. diploma  Federal and state regulations regarding employment of minors shall be followed  Work can not be > 24 hours/week when school is in session  Shall not generate more than ½ of total FTE and not more than.5 FTE  Can not exceed maximum set by district  Training Agreement  Training Plan  Employer or coordinator must maintain and verify records of attendance  One site visit every 9 weeks Unpaid  Not more than 45 hours per training plan  Must occur during scheduled class time.

80. 80 Work-Based Learning Non-CTE Programs (cont.) 2.Experiences for Pupils with Disabilities  Rule 340.1733(i) – For a student learner receiving work- site based education through a special ed. training plan.  Delivered through the special ed. delivery system  Teacher must visit worksite at least once every 30 calendar days  Must be assigned to a special ed teacher  Training agreement  Training Plan  Attendance  Worksite hours can not exceed district allowable

81. 81 Work-Based Learning Non-CTE Programs (cont.) 3.In-District Placement/Transition Services  Directly related to Postsecondary career and employment goals and objectives in pupil’s transition plan.  In-District Agreement with copy of transition plan attached (no plan no FTE) Pupil personal information Beginning and ending dates Hours to be worked School and pupil responsibilities Verification of safety instruction Signatures: Principal, voc. Teacher, pupil and parent

82. Work-Based Learning PUPIL CAN NOT WORK MORE THAN 24 HOURS IN ONE WEEK WHILE SCHOOL IS IN SESSION. 82

83. 83 Work-Based Learning Programs  Training Agreements See Pupil Accounting Manual 5P-2  Training Plans See Pupil Accounting Manual 5P-2-3

84. SECTION 5-Q-A DROPOUT RECOVERY PROGRAM Section 23a Pupils enrolled in a dropout recovery program that meets the requirements of this section are eligible for 1/12 of an FTE or each month the pupil was enrolled in the program and was in full attendance. Reported in SRM. Watch timelines! 84

85. SECTION 5-Q-B SECTION 25e PUPIL MEMBERSHIP TRANSFERS 85

86. 86 Experiential Learning – 6-A  Local Board Approval for class  Part of pupil’s class schedule  Certified Teacher can not be concurrently teaching another course  Grade 9-12  Grade and credit must be given based upon assessment.  Attendance taken  Learning objectives shall not be general employability skills such as punctuality and developing good work habits.  Limited to one per semester  Shall not replace an employee.  Combination of instruction and direct experience  Example: Library assistant, Teacher assistant, P.E. assistant  NO OFFICE AIDES

87. 87 PEER TO PEER – 6-B Peer-to-Peer support for pupils with ASD Experiential learning in a nontraditional manner Pupil enrolled in grades 6-12 Board approved curriculum Pupil has course syllabus LINKS teacher provides lesson plans and grading criteria Attendance recorded by the teacher Teacher completes pupil assessment and grading. For all pupils with an IEP.

88. 88 TIPS  Can you place your students in any of the categories?  Can you provide proper documentation?  Run attendance reports  Run class rosters.  Do a physical count to ensure all students are listed on the alpha list.  Call 591-4611, 4492, 4422 for help.

89. PROBLEM AREAS Special ed balancing Residency balancing 89

90. 90 Current year and 3 years prior

91. 91 Please complete your evaluation