1. Mary Beth Stein, Traverse City Area Schools Barbette Lane, Wexford/Missaukee ISD Introduction to Pupil Accounting I Boot Camp 2016 1

2. 2 Outline of Presentation First let’s discuss a few things to get you started – Organization Techniques – Communication Techniques – Terminology Then we will discuss the nuts & bolts of pupil accounting requirements – I know you’re excited!! We will review the Michigan Records Retention Policy Lastly, we will outline resources 2

3. 3 NOTICE!!!!!!!!! Information provided in this slide presentation includes only information currently approved by the State Superintendent of Instruction and provided through the Michigan Department of Education as posted in the Michigan Pupil Accounting Manual. Prior to any count day, be sure to consult the Pupil Accounting Manual for instructions and examples for calculating FTE and other reporting requirements. 3

4. 4 What Did I Get Myself Into? Get Organized – Read the Pupil Accounting Manual (PAM) – Read the Pupil Membership Auditing Manual (PMAM) – Get to know your programs & contacts 4

5. 5 Pupil Accounting is a Year Round Process Communicate with staff: – Email Campaign – Set up Meetings – Provide Documentation – Review, review, review! 5

6. 6 Pupil Accounting Terminology (for beginners) MPAAA-Michigan Pupil Accounting and Attendance Association State Hierarchy- MDE – Michigan Department of Education ISD – Intermediate School District (aka RESA, ESA) LEA – Local Educating Agency PSA – Public School Academy 6

7. FTE – Full Time Equivalency UIC – Unique Identifier Code assigned to each student Special Education- – IEP-Individualized Educational Plan (for Special Education Students) – IEPT-Individualized Educational Planning Team – IFSP-Individualized Family Service Plan General Education- – EDP-Educational Development Plan 7 Pupil Accounting Terminology Student Level

8. Pupil Accounting Terminology CEPI (Center for Educational Performance & Information) EEM- Educating Entity Master - DS-4168 – Report of Days and Clock Hours of Pupil Instruction (EEM) MSDS – Michigan School Data System – DS-4061 – Non-Audited FTE Membership Report – DS-4120 – Audited FTE Membership Report REP – Registry of Educational Personnel SID – School Infrastructure Database (aka: Crime and Safety Report) GAD – Graduation and Dropout TSDL – Teacher Student Datalink – 64b Dual Enrollment funding 8

9. Pupil Accounting Terminology Miscellaneous PAM-Pupil Accounting Manual PMAM-Pupil Membership Auditing Manual GED-General Educational Development (test) SIS-Student Information System TCLE-Transition Community Living Experience 9

10. 10 Count Day Count Day: Official day students are counted for membership in an LEA/PSA/ISD Official Count (Fall) is the – 1 st Wednesday In October* Supplemental Count (Spring) is the – 2nd Wednesday in February* 2016-2017: Fall: October 5, 2016* Supplemental: February 8, 2017* *If deviate from this dates you must receive waiver from the State Superintendent

11. 11 Count Period Count Period: The six weeks surrounding a count day The week prior to count, count week, and the four weeks following count day. For 2016-17 – Fall count Week of September 26 through November 4, 2016* – Supplemental Count Week of January 30 through week of March 10, 2017* *May be adjusted due to changes in calendar.

12. 12 Full Time Equivalency (FTE) FTE: The amount of time a student is in class using 1098 hours as the denominator. Never greater than 1.00 FTE Combination of General Ed FTE and Special Ed FTE Any student receiving less than the required 1098 instructional hours -FTE is less than 1.00 (exceptions apply)

13. 13 REQUIREMENTS Nuts & Bolts…. 13

14. 14 District Level Requirements District/Building Calendar Enrollment Policy Attendance Policy District requirements Graduation Requirements District requirements List of Approved Classes District Board approved list of classes Records Retention State required 14

15. 15 District /Building Calendar Districts must have common calendar with ISD that identifies present year calendar plus the next four years Must include the following: – Beginning date (must be after Labor Day) – Common winter break and spring break days – Encouraged to identify common PD days – Must request a waiver from the state superintendent to deviate from common calendar 15

16. 16 Days and Hours Requirements For 2016-17: 180 days AND 1098 hours* *Unless a collective bargaining agreement was in effect on June 24, 2014 Does not apply to some Special Ed. programs! A Day =75% of students scheduled to attend are present – (Calculated at the district level) 16

17. 17 Days and Hours Requirements EXCEPTIONS: – May obtain a waiver for some Alternate Ed programs – Forgiven Days/Hours = 6 days or corresponding hours for events outside the control of the district (Severe storms, fires, health conditions, andinfrastructure issues ) – An additional 3 days or corresponding hours with waiver approved by State Superintendent

18. 18 Student Records (CA60) – District Policy – Transfer of Records: Must request records within 14 days of enrollment Must forward records within 30 days of receipt of a request NOTE: Cannot withhold records for payment of fines, damages, return of books, etc.

19. What is a Pupil? 19

20. 20 A Pupil is….. Pupil was enrolled on or before count day Pupil meets age requirements Pupil meets residency requirements Resident - automatic Non Resident- some types may require documentation Student is scheduled and appears on teacher attendance record Elementary- by classroom teacher Secondary- individual schedule Pupil was present on count day or if absent returned within the 10/30 day rule 20

21. What do you need to enroll a student Enrollment Form (district specific) SEE a certified birth certificate of the student Immunizations Proof of residency 21

22. 22 Enrollment Forms Enrollment Forms may include – Legal Name, Birth Date & Address – District of residence – Grade – Information about last enrollment – Parent/Guardian name & address (if<18) – Signature of Parent/Guardian – Date of enrollment – Racial/Ethnic Survey – Home Language Survey – Current living status – Special Education status & documentation 22

23. 23 CERTIFIED Birth Certificate? Really? Michigan Missing Children’s Act (MCL 380.1135) – Pupils enrolling from OUTSIDE your district must provide: Certified copy of the birth certificate or or Other reliable proof + birth affidavit Parent’s failure to comply with above (PA Manual 1- 6): Notify person in writing of the 30 days as a warning to comply After 30 days, “districts shall notify the local law enforcement agency” A district should never expel or deny enrollment of a pupil because the parent did not produce a birth certificate. There are alternatives! Students experiencing homelessness is an exception. 23

24. Immunizations Must meet state mandated age required immunizations or be provisional May accept waivers – Issued by physician or County Health Dept Info must be entered in MICR (state website) and must meet participation guidelines 24

25. Immunizations (cont) Funding implications if you do not meet guidelines – As a DISTRICT you must be – 90% compliant by November 1 – 95% compliant by February 1 25

26. Age Requirements To count a pupil in membership: 5 years on or before September 1 Parent may request a waiver if pupil’s birthday is on or before December 1 Less than 20 yrs old as of September 1 or Less than 22 yrs old as of September 1 and had dropped out of school for more than a year, considered homeless and is enrolled in a PSA or alt ed high school that is primarily focused on educating homeless students SE services student must be 26 yrs old by September 1 AND have not earned a diploma. A special education certificate of completion is not a high school diploma. 26

27. 27 Resident Pupils Defined as the district in which the pupils Parent(s)/Guardian(s) reside Parents in separate districts – student considered a resident in both districts (dual residency) Pupil (without parents) lives with relative to secure a suitable home (notarized affidavit) Pupil is 18 or an emancipated minor and resides within the district Pupil resides in licensed home placed by court order (foster care) Foreign students (F1 or J1 Visa) Homeless Incarcerated Pupils Child of military parent while parent is assigned to active duty 27

28. 28 Non Resident Pupils (Release Not Required) Non Public Part-Time Pupils Part-Time Pupils Pupil enrolled in a PSA or Education Achievement System ISD Schools of Choice Section 105 and 105c Schools of Choice Pupils A Victim of Criminal Sexual Assault or Serious Assault Pupil Moved out of the District since the Fall Count Day Alternate Education Program Pupils Pupils enrolled in the MI Virtual High School 28

29. Non Resident Pupils (Release Not Required) Child of an Employee (while employed) Pupils Expelled from other Districts Pupils enrolled in Middle College Program Pupils in Olympic Training Pupils placed in Foster Care Resident District failed to meet AYP Cooperative Education Programs Pupils Educated by the ISD Pupils educated at the MI Schools for the Deaf & Blind Special Education Center Program 29

30. Let’s Start Counting! 30

31. 31 Student Populations What’s a Pupil Accounting “Population” ? – Population I: Conventional pupils present on count day and eligible for full FTE – Population II : Conventional pupils absent (all or part) during count day – Population III: Non Conventional pupils as stated in sections 5-6 of the PAM Heaviest source of documentation

32. 32 Population I Conventional Pupils present on count day and eligible for full FTE

33. 33 Population I Pupils Considered Population I – Present and in attendance in all periods on count day & receives 1.0 FTE NOT – Are NOT receiving “non-conventional” educational program instruction – (Hopefully) Most of your pupils fall into this category! Required typical documentation – Enrollment records (form, residency etc.) – Pupil appears on signed attendance report – Have a schedule 33

34. Population II Conventional pupils absent for any part of Count Day 34

35. 35 Absence on Count Day Excused – Has 30 CALENDAR days to return Unexcused – Has 10 SCHOOL days to return Tardy – Counted Suspended – Has 45 CALENDAR days to return

36. 36 Absent on Count Day? But wait…. You can still count them! Return dates to the period(s) absent on Count Day FallSupplemental Unexcused10-19-16*2-22-17* Excused11-4-163-10-17 Suspended/Expelled11-19-163-18-17 *May be adjusted due to changes in calendar

37. 37 Recapping…. Pupils Considered Population II – Conventional pupils absent for all or part of count day Required documentation by pupil: – Date (count date) and period(s) of absence(s) – Whether absence(s) is excused or unexcused (w/documentation) – Date of return for each period absent with documentation (teacher record showing return) – FTE claimed (full or pro-rated) 37

38. 38 Population III Nonconventional pupils – Eligible for count, absent or present on count day, Resident/Non-resident, receiving instruction on count day in a non-conventional program – May be counted in more than one category within Population III – Requires heaviest source of documentation 38

39. 39 Population 3 Non-Conventional Students – Alternative Education – 5A – Cooperative Education – 5B – Home-based Instruction – 5C – Homebound/Hospitalized – 5D – Non-Public Part-Time and Home Schooled – 5E – Part Time – 5F – Post Secondary/Dual Enrollment/Career & Technical Preparation– 5GA – Early Middle College – 5GB 39

40. 40 Population 3 Non-Conventional Students – Reduced Schedule – 5H IEP Reduced Schedule – Non-Residents (SOC– 105 & 105C)- 5I – ISD SOC or Former 91 or 91a- 5J – Special Education Early Childhood – 5K – Special Education Transition – 5L – Split -Schedule – 5M – Suspended and Expelled – 5N – Virtual Learning, Distance Learning, Independent Study – 5OA 40

41. Population 3 Non-Conventional Students – Seat Time Waiver - 5OB – Cyber Schools – 5OC – Expanded Online Learning- 50D – Work-based Education – 5P – Section 23a Dropout Recovery Program-5QA – Experiential Learning Courses –6A – Peer to Peer Elective Course Credit Program (previous Links Program)– 6B 41

42. 42 RESOURCES When you need Help – do not hesitate to ask! – PAM – PMAM – Your ISD Auditor – Your district / building administrators – The MPAAA– www.mpaaa.orgwww.mpaaa.org – Michigan Dept. of Education – www.michigan.gov/mdewww.michigan.gov/mde – Michigan Legislature – www.legislature.mi.govwww.legislature.mi.gov – CEPI- www.michigan.gov/cepi – CEPI listserv–MSDS@mischooldata.orgMSDS@mischooldata.org – Birth Certificate (if born in MI– May require a fee) http://www.vitalchek.com/michigan-express-vital-records.aspx 42