1. September 2015

2. 2015–2016 COUNT DATES October 7, 2015  Materials to Auditors by November 11, 2015 February 10, 2016  Materials to Auditors by March 16, 2016

3. 2015-2016 Updates Changes/additions to Pupil Accounting Manual  1 – Required Documentation  2 – Days & Hours of Pupil Instruction  5-E – Nonpublic & Home-Schooled Pupils  5-F – Part-time Pupils  5-G-A – Postsecondary (Dual) Enrollment  5-O-A – Virtual Learning, Distance Learning & Independent Study  5-O-B – Seat Time Waiver  5-O-C – Cyber Schools  5-O-D – Section 21f - Expanded Online Learning

4. 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 returned 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

5. Required Documentation – Reminders/New Items Building alpha list must be signed by the principal -- in INK Attendance must be taken every day Master Teacher Schedule  list of teaching personnel who were assigned as the teacher of record for one or more courses. This list should include both permanent & long-term substitute teachers Class Schedules  must reflect all courses in which the pupil is enrolled. If the schedule changes after the count period, the schedule must be updated immediately  the actual names of the courses must appear on the schedule

6. Days and Clock Hours The minimum amount of days is 175 The required number of hours is 1,098 PD hours do not count towards hours of instruction  District still needs to offer 5 days of teacher PD annual ly Forgiven days remain at 6 days (or equivalent hours)  District may request an additional three (3) days (or equivalent hours) from the State Superintendent for days cancelled due to conditions not in the control of the district (storms, health issues, etc.) 2016-17 minimum days increase to 180

7. Enrollment Reminders Birth Certificate  Must not refuse to enroll a pupil because parent did not provide a birth certificate  Can use a Birth Affidavit --- with other reliable proof

8. KINDERGARTEN ENROLLMENT  2015-2016 --- Age 5 Before September 1  Waiver is available for parents  as long as child is 5 by December 1  Notification cut-off dates  Legislation has now removed the language that originally required parents to notify districts by June 1 - in district / August 1 - moving into district

9. KINDERGARTEN ENROLLMENT Reporting Developmental Kindergarten & Kindergarten Retention  Since 2014-15, MDE no longer uses the term “retention K”. Instead, it uses “developmental K” to refer to the 1 st year of a 2- year kindergarten sequence that occurs prior to students entering 1 st grade. Students that are developmental K should be Grade 00 and Code 9230 (in their first year) and then Grade 00 in the 2 nd year For students that attend a regular one-year kindergarten program, but are then retained in that grade for an additional year, will be shown in the same grade for two school years (just like any other student who repeats a grade)

10. Worksheet A/B Worksheet A/B should be generated from your electronic reporting system Total on worksheet be must be checked with MSDS and Alpha list Must be printed on COUNT DAY or AS OF DAY = Count Day Section 53 students --- please submit your MDE approval letter with the Worksheet A documentation

11. Homeless Students Children who lack a fixed, regular and adequate nighttime residence  Share housing of others (doubled-up) due to loss of housing, economic hardship or similar reason  Living in motels, campgrounds, etc. due to lack of alternative housing  Living in emergency/transitional shelters  Awaiting foster care placement (6 months or less)  Living in cars, parks, public spaces, substandard housing, abandoned buildings, etc.  Unaccompanied youth – not in the physical custody of a parent/guardian These children have the right to enroll in school immediately, even if they do not possess the required documentation (school records, medical records, proof of residency)

12. Homeless Residency Residency code in MSDS does not change if resident student becomes homeless Residency code in MSDS does not change if resident student becomes homeless, relocates out of district boundaries and continues to attend school of origin

13. Alternative Education (5-A) Be sure to choose the alternative education program participation component in MSDS for these students:  9220

14. Home-Based Students (5-C) Students that have been suspended or expelled as a result of disciplinary action If expelled under local district policy:  Pro-rata FTE based on service provided  Must provided at least 2 non-consecutive hours of pupil instruction per week by a certified teacher Expelled under Mandatory Expulsion:  Eligible for full FTE  Must provided at least 2 non-consecutive hours of pupil instruction per week by a certified teacher

15. Homebound/Hospitalized (5-D) Must have a note from the Doctor certifying the student has a medical condition that requires that the pupil be confined to the home or hospitalized during regular school hours  Pupils who are able to attend school part-time are expected to do so and do not qualify for homebound/hospitalized service Once notified by parent with note, the district must make arrangements for homebound service within 3 days. The services must begin within 5 days  2 – 45 minute sessions per week  2 - 1 hour sessions per week if special ed

16. Homebound/Hospitalized (5-D) FTE calculations  To claim a full FTE, the minimum amount of instruction must be provided during each of the 4 weeks of the count period  If pupil doesn’t meet requirements under H/H, they become a part-time pupil and the FTE must be prorated based on the 4 weeks of count  Special education students are still all or nothing --- there are no partial FTE’s When reporting attendance for these students, use the days attended/days available to figure it

17. Nonpublic & Home-Schooled Pupils (5-E) Daily attendance records must be maintained by the certified teacher who is identified as the teacher of record for the course Eligible courses are nonessential electives :  PE, art, foreign language, music, computer science  career & tech programs and advanced placement courses

18. Part-Time Pupils (5-F) Part-time pupils are held to the same standards as any other public school pupil and are expected to participate in state assessments and will be included in the district’s graduation & dropout rate. Make sure to report how many hours of instruction that the student is receiving on Form U, so we can verify the FTE calculation.

19. Dual Enrollment (5-G-A) For students in grades 9-12 Total number capped at 10, unless written agreement with school and postsecondary  Grade 9 = 2+2+2+4  Grade 10 = 2+2+4  Grade 11 or 12 = no more than 6/year --- up to max of 10 Dual enrollment expanded to nonpublic schools students that meet the same requirements as public school students

20. Dual Enrollment (5-G-A) A dual enrolled student must be enrolled and attending at least one high school course at the district  Qualifying scores for each subject area component of a readiness assessment that indicate readiness to enroll in a postsecondary course in that subject area under this act  The school district shall pay to the eligible postsecondary institution on behalf of the eligible student an amount equal to the lesser of the amount of the eligible charges or the prorated percentage of the statewide pupil-weighted average foundation allowance, as calculated under section 20 of the state school aid act At the time an eligible student who is enrolled in a school district enrolls in a postsecondary course, he/she shall designate whether the course is for high school or postsecondary credit (or both) and shall notify both his/her high school and the eligible postsecondary institution of that designation

21. Dual Enrollment (5-G-A) Eligible courses include: Courses offered by postsecondary institution that are not offered by the school district (including AP and online courses) Courses offered by the school district but are determined by the board of the school district to not be available to the eligible student because of a scheduling conflict beyond the student’s control Course limitations – not eligible for tuition support: Courses that are a hobby, craft, recreation, PE, religion, etc. Pupils do not need to “exhaust” the high school’s curriculum before they are eligible for postsecondary enrollment. However, if the district offers college level equivalent courses (AP or IB), these courses have precedence over an entry-level postsecondary course with similar content.

22. Dual Enrollment (5-G-A) School Aid Act – Section 64b Funding = $1.75 million Intended to increase number of high school grads that are college/career ready Ensures pupil is awarded high school & college credit at any community college or state public university Incentive amounts per student:  $10 per credit for up to 3 credits - $30  $30 if successfully complete course for high school and college credit

23. Reduced Schedule (5-H) For students in grades 9-12 Parents must sign form stating it is in the student’s best interest Must be enrolled in not less than 80% of the minimum hours required May not grant a reduced schedule for the following:  The local school district collectively enrolled an entire class or category of pupils on a reduced schedule basis. Reduced schedules must be considered on a case-by-case basis.  The local school district granted a reduced schedule because the pupil needed less than the minimum hours to earn enough credits to graduate.  The local school district established an alternative education program where each pupil in the program was separately judged to need a reduced schedule. Each program must offer the minimum required hours, except an alternative education program may apply to the Department for a waiver of the days and/or hours requirement.  A reduced schedule cannot be granted, by a district, because there was an insufficient number of classrooms or certificated teachers to enroll a group of pupils in a class.

24. School of Choice (5-I) Requirements under 105 and 105C are identical, except for enrollment of special education students 105C special ed students require cooperative agreement (even if student had been in district for years before they became special ed) --- no agreement, no FTE No later than 2 nd Friday in August, provide notice of:  Dates of application period  Grades, schools and special programs, if any, for which applications will be accepted  If limited number of positions, how many Students must be enrolled by end of first week of school Must complete School of Choice forms Failure to follow 105/105C guidelines --- subject to forfeiture of 5% of state aid for the year in question

25. Early Childhood Programs (5-K) Requirements for claiming:  Instruction by certificated special education teacher  IEP that is on file & effective as of count day  Must be enrolled in a bona fide special education program listed below Classroom programs under Rule 340.1754 (based on 450 hrs) MinimumFull Funding Hours 360 450 Days 144 144 Non classroom programs under Rule 340.1755 MinimumFull Funding Hours 72 180 Days 2/week 2/week  Attendance can be documented  Must meet both days and hours to be counted as a program. These programs are all or nothing  Speech, Occupational Therapy, Psychological, or Social Work services may not be counted for FTE

26. Virtual Learning, Distance Learning & Independent Study (5-O-A) Virtual Learning – computer-based internet-connected learning  grades K-12  on-site with teacher – unlimited courses self-scheduled – 2 course limit Distance Learning – 2-way communication between teacher of record & a group of pupils (eg. ITV)  grades K-12  unlimited courses Independent Study – self-directed learning  grades 9-12  2 course limit

27. Virtual Classes (5-O-A) Must appear on the Virtual Enrollment form (LL) Virtual learning may be offered at a supervised school facility during the day as a scheduled class period or through self-scheduled learning where pupils have some control over the time, location, and pace of their education Computer or internet courses provided at the school during the school day as part of the pupil’s class schedule, while the pupil is in attendance in the building, poses no problem for pupil accounting because the pupil is in regular daily attendance  a certificated teacher employed by the school district must be present in the classroom  The number of courses taken, through the computer or the internet, at the school with the certificated teacher present are unlimited  The course is counted in the same manner as any other in-district course

28. Self-Scheduled Virtual Class Must be enrolled in at least one course offered by the district where regular daily attendance is required District is required to pay any tuition charges or fees There must be at least one (1) two-way interaction per week for each week of the 4 week count period Instructional components:  Teacher of record – holds a valid Michigan teaching certificate endorsed in the subject area & grade of course and is responsible for providing instruction  Mentor – employee of the district who monitors the pupil’s progress (may also serve as the teacher of record if they meet the definition of a teacher of record)  Participation – a pupil must have at least one (1) two-way interaction per week for each week of the four (4) week count period with the mentor. The participation calendar begins on count day (Wednesday) and continues through the following Tuesday --- and so on (the same as for seat-time waivers) Interaction must be relevant to the course or pupil’s progress

29. Seat Time Waivers (5-O-B) Grades 6-12 Teacher-facilitated Instruction: The district shall select online courses or other credit-bearing activities that are facilitated by a highly qualified certificated teacher The course(s) shall be approved by the district’s local board and must generate credit toward the pupil’s high school diploma or grade progression in order to count toward the pupil’s membership The course content must be aligned with the Michigan Grade Level Content Expectations or Michigan Merit Curriculum

30. Seat Time Waivers (5-O-B) There is no more attendance requirement!! District must provide a teacher of record and mentor Student must meet the participation requirement  Must have at least one (1) two-way interaction per week for each week of the four (4) week count period  This two-way communication must be educational in nature (course/content specific)  Two-way communication must be documented  The on-site mentor shall be a certificated Michigan teacher employed by the district Student must have a course specific class schedule that includes each enrolled course (with the actual course name) – each course counts as 1 class Be sure to choose both the seat time waiver AND alternative education program participation components in MSDS for these students:  9229 – Seat Time Waiver  9220 – Alternative Education

31. Seat Time Waivers (5-O-B) Types of seat time waiver programs :  100% online student is not physically on-site  Blended learning on-site instruction time should amount to at least 50%  Offline, computer-based learning issued when limited broadband availability would otherwise prevent a pupil from participating in a 100% program  Project-based learning incorporates opportunities for pupils to gain knowledge & skills through investigation of complex questions, problems, challenges or tasks where content exists without online components  K-5 must apply individually to the Department for approval

32. Seat Time Waivers (5-O-B) Instructional components :  Teacher of record – holds a valid Michigan teaching certificate endorsed in the subject area & grade of course and is responsible for providing instruction  Mentor – employee of the district who monitors the pupil’s progress (may also serve as the teacher of record if they meet the definition of a teacher of record)  Participation – a pupil must have at least one (1) two-way interaction per week for each week of the four (4) week count period with the mentor. The participation calendar begins on count day (Wednesday) and continues through the following Tuesday --- and so on (the same as for seat-time waivers) interaction must be relevant to the course or pupil’s progress At the end of the 2016-17 school year, districts will be required to report student growth for participants using a growth to proficiency model. The report will include pupils who are enrolled in their 2 nd or greater year of participation in the program

33. STW Participation Participation shall be measured by weekly two-way communication between the mentor teacher and pupil during the count period. A week begins on Wednesday and ends on the following Tuesday. There are 4 distinct weeks in which two-way communication must be documented

34. STW Mentor Teacher Info Sample of mentor teacher questions for two-way communication : What is your planned online time schedule this week Which lesson gave you the most amount of problems this week Explain why the topic was difficult to understand Please explain why you didn’t meet your planned online time for your course The State is looking more closely at the content of this communication and this will hopefully initiate more of a response from the students, instead of a simple “yes” or “no” response

35. Section 21f – Expanded Online Learning (5-O-D) Courses are provided in an interactive internet-connected learning environment where students are separated from their teachers by time or location, or both Available to students in grades 6-12 Student (with parent consent) may enroll in up to 2 online courses per term, semester or trimester  Parent consent is not required if the student is at least 18 or an emancipated minor Course must be from the course syllabi published in the statewide online course catalog at http://micourses.orghttp://micourses.org Request must occur prior to active semester, unless newly enrolled in district Primary educating district pays 80% of the cost at enrollment and the remaining 20% at completion Cost can’t exceed 6.67% of minimum foundation allowance (approx. $493) Course appears on class schedule of primary educating district Participation requirements states that a pupil must have at least one (1) two- way interaction per week for each week of the four (4) week count period

36. Section 21f - Expanded Online Learning (5-O-D) Instructional components:  Teacher of record – holds a valid Michigan teaching certificate endorsed in the subject area & grade of course and is responsible for providing instruction  Mentor – employee of the district who monitors the pupil’s progress (may also serve as the teacher of record if they meet the definition of a teacher of record)  Participation – a pupil must have at least one (1) two-way interaction per week for each week of the four (4) week count period with the mentor. The participation calendar begins on count day (Wednesday) and continues through the following Tuesday --- and so on (the same as for seat-time waivers) interaction must be relevant to the course or pupil’s progress

37. Section 21f - Expanded Online Learning (5-O-D) A district may deny a pupil enrollment in an online course for any of the following reasons :  Pupil has previously gained the credits provided from the completion of the online course  Online course is not capable of generating academic credit  Online course is inconsistent with the remaining graduation requirements or career interests of the pupil  Pupil does not possess the prerequisite knowledge and skills to be successful in the online course or has demonstrated failure in previous online coursework in the same subject  Online course is of insufficient quality or rigor. A district that denies a pupil enrollment for this reason shall make a reasonable effort to assist the pupil to find an alternative course in the same or a similar subject that is of acceptable rigor and quality  If cost of course exceeds amount required to pay (unless parent is willing to pay difference)  Enrollment doesn’t occur within established timeline A Pupil denied enrollment may appeal to the ISD superintendent in writing

38. Section 21f – Expanded Online Learning (5-O-D) To offer or provide an online course, a district must: Provide MVU with course syllabus to be included in the statewide online course catalog Provide on the district website a link to the course syllabi for all online courses offered by the district and a link to the statewide online course catalog at MVU The district decides whether it can accept nonresident applicants and how many (district must use random draw system if there are more nonresident applicants than slots available )

39. Section 25e Student Transfer Requests (5-Q-B) When a student transfers to a new district after the Fall count day but before the Spring count day, the new district may apply for a pro-rated FTE through the pupil transfer process  Report enrollment & attendance information to CEPI (through an SRM record w/ the Section 25 component) within 30 days after the transfer or within 30 days after the certification deadline (6 th Wednesday after the October count), whichever is later  can be submitted no earlier than the 1 st day after the certification deadline for the October count First date of attendance:SRM submitted by: between 10/08/15 and 11/18/1512/18/15 between 11/19/15 and 1/08/16within 30 calendar days 01/11/16 and after02/09/16 The portion of an FTE associated with a student enrolled in Section 21f courses will not be transferred under Section 25e (the idea is that the course would go with the student)

40. Experiential Learning (6-A) The pupil must be enrolled in grades 9-12 The course must be supervised by a certified teacher Must be board approved The teacher shall not be concurrently teaching another course A grade and credit must be given based upon assessment Attendance must be taken and documented This is a course, not a job

41. Peer-to-Peer Program (6-B) The Peer-to-Peer (formerly Links) program is available for all pupils with an IEP - not just for pupils with Autism Spectrum Disorder (ASD) It is a support elective course/credit program that incorporates applied (experiential) learning in a non- traditional manner There are 4 models Curriculum is approved by board, instructional objectives must be established, course syllabus is provided, daily attendance is taken, assessment & grading is completed by teacher of record

42. Audit Interviews Interviews are required as part of the field audit and will now include other staff members (not just teachers)  The purpose of the interview is to inquire whether they are aware of any inappropriate alterations of attendance records  The % of staff interviewed will be based upon the Population 1 sample

43. AUDITING TEACHER CERTIFICATION As part of our audit process we must now verify teacher certifications with every desk audit (100% sample)  Salary deduction for period of non-certificated employment  FTE adjustment for all students associated with this teacher Also includes mentor teachers  counselors  administrators

44. Appealable graduation & dropout rates come out in mid-August. Review these in the GAD application to verify their accuracy The Graduation Rate Appeals Window remained open in the MSDS through Wednesday, September 16, 2015 at 11:59 p.m. EDT The window for ISD auditors will open from October 19, 2015 through December 3, 2015 GAD

45. Submit any necessary Primary Education Providing Entity (PEPE) change requests, cohort year or status change requests and exit status corrections in the MSDS. There must be corresponding submission records to support the request (i.e. PEPE changes cannot be approved for entities that have never reported the student) If you reported a student with an incorrect exit status during the 2014-2015 school year or the student is a summer graduate, then you MUST report the student in the SRM Collection. Once you certify the SRM Collection, each student’s PEPE and cohort status will update automatically Ensure that you have reported all of your end-of-summer graduates in the SRM Collection if they were not reported in the EOY 2015 General Collection. In order for students to be considered “on-time graduates,” the “As Of Date” and “District Exit Date” for the student records must be on or before August 31, 2015 Only your intermediate school district (ISD) auditor can make exit status updates for students who exited prior to the 2014-2015 school year, as these data have been previously audited. Submit proper documentation to your auditor and he/she will submit an audit finding during the exit status audit window GAD

46. If a student exited to a cyber/virtual school: Determine whether the cyber/virtual school is in-state or out-of-state by searching for the school in the Educational Entity Master (EEM) at http://www.michigan.gov/eem. If the school does not exist in the EEM, it is considered an out-of-state school... report the student with District Exit Status code “14” (enrolled in home school) If the cyber/virtual school does exist in the EEM, it is considered an in- state school, and it will be listed as either a public or nonpublic school. Exit the student with code “08” for public school or “15” for non public When you receive a ‘Request for Records’ for a student that you have reported previously as a dropout, submit an SRM record revising that dropout GAD

47. Questions?