ingham isd pupil accounting workshop
DESCRIPTION
Ingham ISD Pupil Accounting Workshop. September 2013. General Updates. Updated forms – on Ingham ISD website www.inghamisd.org Click on “District Support Services” On left side of screen click on “Pupil Membership” Under Pupil Membership click on “Forms” - PowerPoint PPT PresentationTRANSCRIPT
September 2013
General UpdatesGeneral Updates
• Updated forms – on Ingham ISD website• www.inghamisd.org• Click on “District Support Services”• On left side of screen click on “Pupil Membership”• Under Pupil Membership click on “Forms”
• Learn Live Lead records are available • Call, email, fax requests:
• Kelly Jackson [email protected] Phone: 517.244.1207 Fax: 517.676.8007
• Compulsory attendance age raised to 18 for current 10 th graders
Friendly Reminders
Fill out all forms completely
Special Education Code on SE Worksheet = Program in which student is receiving services NOT description of student disability
Resolving UIC DuplicatesUIC = Unique Identification Code (UIC)
Used to identify students in MSDS
If two or more students are linked to the same UIC:Could result in FTE > 1.00Pose problems for reporting and data linking
Resolving UIC Duplicates (cont.):Districts make the first attempt to resolve
UIC duplicates Determine if the students are actually the same
person Same name, DOB, etc If NO – contact sharing district and determine who
needs to request a new UIC If Yes – contact sharing district and determine
where student attended on count day Adjust FTE as appropriate
If UIC conflict cannot be resolved, include communications with sharing district in count packet
Districts should resolve UIC Duplicates by collection certification deadline.
• Reminder: Teachers employed by the district providing instruction MUST hold a valid Michigan educator certificate
• New desk audit procedure requires ISD auditors to check certification status on 10% of teachers in every district• MICHIGAN ONLINE EDUCATOR
CERTIFICATION SYSTEM (MOECS)
Teacher CertificationTeacher Certification
• If it is determined that a teacher providing instruction is not certified or their certification expired:
• The portion of FTE earned per student per class taught by that teacher will be deducted
• A report is made to the Office of Professional Preparation Services (OPPS)
• Sample size is expanded
• OPPS website contains information regarding the types of teacher certifications, endorsements and substitute permits
• www.michigan.gov/mde - Type OPPS in search box
https://mdoe.state.mi.us/MOECS/publiccredentialsearch.aspx
Make sure the certificate is not expired
Make sure it is a Teacher Certificate
Days and HoursDays and Hours
Reports
Due September 27, 2013
Do not include professional development days in your count of days of instruction
Days and HoursDays and HoursReports continued:Partial day counts as ONE DAY of instruction when counting total days towards meeting minimum day requirement
½ day = 1 day of instruction Exam day = 1 day of instruction
Total number of days should always = whole whole numbernumber
GAD and Exit CodesGAD and Exit Codes
Appeal window closed 9/18/2013
Audit window begins 10/21/2013
Auditing:1. Change requests – for any students who
were not active in 2012-13 school year. 2. Rotational Audits of active cohorts for high
schools
GAD and Exit CodesGAD and Exit Codes
Exit Code Changes
Requests and documentation due by October 11, 2013
List of supporting documentation is the same
GAD and Exit CodesGAD and Exit Codes
Exits to Cyber or Virtual Schools:
Out-of-State = Homeschool exit code = 14
In-State (EEM) Public = 08 NonPublic = 15
General MDE and CEPI InformationGeneral MDE and CEPI Information
Exit Date Last date of student attendance, or day after, but not
later. Not day records request received.
Attendance and Truancy Legislators want a definition for truancy and consistency across districts for excused and
unexcused absences. Potential for 2014-2015 SY to have to report students who have 10 or more unexcused absences
Sec 94(9) of SAA (legislative intent)
General MDE and CEPI InformationGeneral MDE and CEPI Information
Educational Record
The term “education record” is defined as all records, files, documents and other materials containing information directly related to a student and maintained by the education agency or institution, or by a person acting for such agency or institution (34 CFR §99.3). This includes all records regardless of medium, including, but not limited to handwriting, videotape, audio tape, electronic or computer files, film, print, etc.
Discipline records are part of education record
FERPA – see MPAAA website
General MDE and CEPI InformationProgram Data Alert
Warning LEP, Spec. Ed., Homeless, etc. not indicated upon
enrollment
Mid-year TSDL Required for migrant students Optional all others If choose to enter at end of 1st semester then won’t have
to re-enter these classes/teacher at EOY
General MDE and CEPI Information
Interviews for Attendance Irregularities Continuing Include building staff involved in attendance and PA
School Aid Act - RevisionsSchool Aid Act - RevisionsMembership Blend
90% October Membership Count 10% Supplemental Count in February of current year
Due Dates Both CountsMSDS Submission = 5th Wednesday after count
October Count = November 6, 2013
February Count = March 19, 2014
MSDS Certification = 6th Wednesday after count (not 7th)November 13, 2013
March 26, 2014
School Aid Act - RevisionsSchool Aid Act - Revisions
Days and Hours
2013-2014 Minimum Days = 170 or what provided in 2009-2010, whichever
is more Minimum Hours = 1,098; up to 38 Prof Development hours
included Up to 6 days of forgiven time for circumstances beyond control
2014-2015 Minimum Days = 175 Minimum Hours = 1,098 NO Professional Development hours included Up to 6 days of forgiven time for circumstances beyond control MME day(s)
School Aid Act - RevisionsSchool Aid Act - Revisions
Kindergarten Start Age = 5 on or before Kindergarten Start Cutoff Date
Kindergarten Start Cutoff Dates:
2013-2014: 5 on or before November 12014-2015: 5 on or before October 12015-2016 and beyond: 5 on or before September 1
School Aid Act - RevisionsSchool Aid Act - RevisionsKindergarten Start Age – Parental Notification
Parent of child residing in district born between the kindergarten start cutoff date (November 1, 2013) and December 1 must notify the district in writing by June 1 (or if child becomes resident after June 1 by August 1) that they intend to enroll their child in kindergarten.
The district/charter school must report to the MDE by December 31 how many children enrolled under the parent notification provision.
Parent notifications are NOT transferable.
If a November 1 – December 1 kindergarten student moves into your district:
Not counted in membership = no Was counted in membership in previous district = yes
MDE Memo and chart http://mi.gov/documents/kindergarten_122554_7.pdf
School Aid Act - RevisionsSchool Aid Act - RevisionsPostsecondary (Dual) Enrollment
Limit on number of college courses in which student may enroll:
Not more than 10 overall
First enrolls in college course grade 9: 2 per year, grades 9,10,11 + 4 per year grade 12
First enrolls in college course grade 10: 2 per year, grades 10+ 4 per year grades 11,12
First enrolls in college course grade 11 or 12: 6 per year grade 11 & 12 but ≤ 10 total both years
School Aid Act - RevisionsSchool Aid Act - RevisionsPostsecondary (Dual) Enrollment
Amount LEA responsible for paying to eligible postsecondary institution =lesser of 1. Actual course cost and fees
2. Pro-rated portion of weighted average foundation
AWF = $7,262 for 2013 $3,631 per semester, $2,421 per trimesterBoth HS and PS on Semesters and HS 6-class period day: ($7,262 ÷ 2) ÷ 6 = $605.17 (7262/12) HS on Trimester & PS semesters and HS 5-class period day: ($7,262 ÷ 15) x 1.5 = $726.20
No need to complete reduced schedule forms
Revised form
School Aid Act - RevisionsSchool Aid Act - Revisions
If “N” inicate why
Relates to maximums as defined on previous slide
If “N” indicate why
Legislative ChangeLegislative Change
Postsecondary Dual Enrollment
Postsecondary Enrollment Options Act (PA 160 of 1996) was amended in 2012 to include language that requires repayment of postsecondary tuition when a course is not completed by a student. See MCL 388.514(9)
If the student does not complete the eligible course as determined by the eligible postsecondary institution, and if the school district has paid money for the course on behalf of the student, all of the following apply:
Legislative ChangeLegislative Change
Postsecondary Dual Enrollment
a) PS institution shall forward to the school district any funds that are refundable due to non-completion of the course.
b)The school district shall then forward to the eligible student any refunded money in excess of the amount paid by the school district for the course on behalf of the eligible student.
c)The eligible student shall repay to the school district any funds that were expended by the school district for the course that are not refunded to the school district by the eligible postsecondary institution.
Legislative ChangeLegislative Change
Postsecondary Dual Enrollment
d)If the eligible student does not repay this money, the school district may impose sanctions against the eligible student as determined by school district policy.
e)This subdivision does not apply to an eligible student who does not complete the course due to a family or medical emergency, as determined by the eligible postsecondary institution.
School Aid Act - RevisionsSchool Aid Act - Revisions2013-2014 Section 25e of SAA
Enrollment of pupil in a district or intermediate district between pupil membership count day (October count) and supplemental count day. (February count)
Allows for pro-rated FTE for student enrolling in District “B” after being counted by District “A” in the October membership count submission.
Pupil must have been claimed for at least some FTE for fall count; 25e = transfer process.
New FTE amount for District “B” prorated based on the Oct FTE
School Aid Act - RevisionsSchool Aid Act - Revisions2013-2014 Section 25e of SAA
FTE Pro-rated based on 1/180 of the foundation allowance for each day in which the pupil was enrolled and in attendance. (current language)
MDE common calendar Attendance date used in calculation
District “B” must Conduct UIC Student History check to determine if
student was claimed for October FTE Submit SRM in MSDS within 30 days of first date of
attendance Enter Sec. 25 component for each student claiming New FTE ≤ Oct Membership FTE Submit request and supporting documentation to IISD
Voluntary!
School Aid Act - RevisionsSchool Aid Act - Revisions
Requests for FTE adjustment per Sec. 25e Required Documentation – attach to Request Form
1. Copy of district enrollment form – DATED and signed. 2. Copy of attendance verification for first day of attendance
• STW program will be the 10 days of log-in plus mentor contact
3. Copy of residency verification 4. Student Schedule
Start document collection day after count – October 3
School Aid Act - RevisionsSchool Aid Act - Revisions
Requests for FTE adjustment per Sec. 25e
Inaccurate SRM/Request will be denied not changed
Detailed specific training end of October – First week of November
PAM RevisionPAM Revision
Work-Based Learning
CTE WBL in-district placement can now be either paid (new) or unpaid
New forms Training Plan Training Agreements In-District Placement Agreement
PAM RevisionsPAM Revisions
Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)
Virtual Learning on-site with certificated teacher = no change
Virtual Learning on-site with adult present (NEW) Certificated teacher assigned as mentor and act as teacher of record Regular daily attendance Limit on number
Self-Scheduled Virtual Learning Certificated teacher assigned as on-site mentor Limit on number Attendance = attending on-site course concurrently enrolled in on
count day (NEW) Does not have to attend building during time off-site class is scheduled
PAM RevisionsPAM Revisions
Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)
Distance Learning = no change
Independent Study = no change Limited number
Grade eligibility: Virtual Learning: K – 12 Distance Learning: K – 12 Independent Study: 9 - 12
PAM RevisionsPAM Revisions
Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)
Number of courses allowed per count:
Unlimited: Virtual Learning with certificated teacherDistance Learning
Combined maximum of 2:On-site with adult Independent StudySelf-scheduled
PAM RevisionPAM Revision
Seat Time Waivers (PAM 5-O-B)
Must meet both Attendance and Participation Attendance = log-ins to course
Ten (10) days of log-in to at least one course still required Blended STW = Physical attendance for day/time
scheduled
Participation = Two-way mentor contact Mentor Contact must be interactive and occur each and every week
for the 4 week period beginning with count day. Wednesday Tuesday = week.
General MDE and CEPI InformationGeneral MDE and CEPI Information
PAM RevisionPAM Revision
Seat Time Waivers (PAM 5-O-B)
No extension of time period for log-ins nor for weekly mentor contact time allowed for days when school is not in session.
If winter break is 4 school days or longer, requirement for weekly tw0-way interaction does not apply for that week. Does not change log-in requirement.
Seat Time WaiverSeat Time Waiver Three Options
1. Genesee ISD (GenNet)
2. IISD Project ReImagine
3. District STW
Attendance Data is required in General Collections
Attendance = weekly mentor contact
Field Audit – Back-up documentation for Mentor Contact and Log-ins
PAM RevisionPAM RevisionCyber Schools (PAM 5-O-C)
Expanded Online Learning (PAM 5-O-D) Written for Section 21f of SAA
Effective January 2014 (second semester)
District must allow up to two online courses per term, semester, or trimester with consent of parent from
courses listed in statewide catalog
Courses can be offered by primary district or another district
District has option of denying registration in the courses
Appeal process when denied
Primary district pays cost of course (up to 1/12 of foundation) 80% upon registering and 20% upon completion
Grades 5 – 12
District must provide course syllabus and list in statewide catalog
PAM RevisionPAM Revision
Homebound and Homebased Discipline - Mandatory
General Education:
Required periods of instruction MUST occur each and every week of the count period GE – two 45-minute periods of instruction per week
Pro-rate to part time if not delivered – proration based on hours per week during the 4 week count window
Week = Wednesday to following Tuesday
{[(Minutes per session times total # sessions in 4 weeks) ÷ 20] x (# days in year)} ÷ 60 ÷ 1098
Doctor’s statement required – if missing claim as part time; same proration
PAM RevisionsPAM Revisions
Homebound Instruction
Special Education Students
1. Instructional services required = two 1-hour, nonconsecutive sessions per week, each week of 4 week count window.
AND
2. Doctor statement
Missing 1.) or 2.) FTE = Zero No part time pro-rating allowed for special education pupils for missing
required elements
Pro-rating only allowed if schedule is less than full schedule
PAM RevisionPAM Revision
Non-Public and Homeschool at Public Site
FTE calculated on actual “butt in seat” time and not # classes
[[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098
Only one form for both elementary and secondary
General MDE and CEPI InformationGeneral MDE and CEPI Information
Non-Public Shared Time and Homeschool
FTE calculated on actual “butt in seat” time and not # classes
[[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098
x÷ 60
÷ 1098
÷ 60
x÷ 1098
..\2013-2014\Nonpublic Homeschooled Pupils 2013-2014.xls
PAM RevisionPAM Revision
Non-Public Shared Time at Non-Public Site
Same formula
[[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098
Can include passing time if passing is from one public school course to another
Professional development time is not included
General MDE and CEPI InformationGeneral MDE and CEPI InformationPart Time Pupils
FTE calculation cannot include professional development time
A GE homebound student who does not receive all required instruction can be counted as part time
Revised FormsRevised Forms
Early Childhood Special Education Absence .1754
Same:
Pupil absent for one or more of their scheduled days during the count week:
A.Unexcused absence – must be present on that same day within 10 scheduled school days in order to calculate FTE based on IEP schedule
B.Excused absence – pupil must be present on the same day(s) within 30 calendar days in order to calculate FTE based on IEP schedule
C.No school days – not considered present
Revised FormsRevised Forms
Early Childhood Special Education
Changes:
1. Added “Program Days per Week”
2. Added “Weeks per Year” Calculation = # days ÷ Days per week
Can be a fraction ( 174 days ÷ 5 = 34.80 weeks)
3. Weeks per year will automatically fill
1.
2
2
P:\Pupil Acctg\2013-2014\Absence_Form_Early_Childhood_340.1754 13-14.xls
Revised FormsRevised Forms
Part Time Students
Changes:
1. Will do calculations if enter data in Excel form
2. K – 5 use different columns than grades 6 - 12
3. If grades 6, 7, or 8 don’t have specific class hours: Change formula column L
=IF(OR(D15<6,D15="K"),ROUND(G15/H15,2),(I15/K15)) Enter incorrect grade but correct on form manually after printing
P:\Pupil Acctg\2013-2014\Part-Time Pupils 2013-14.xls
Formula
FormsForms
New/Revised: New/Revised: • Non-Public and Homeschooled Pupils• Section 25 Requests• Revised ECSE .1754 Absence List• WBL Training Plan and Agreements• Elementary and Secondary Absence Lists• Postsecondary (Dual) Enrollment• Virtual, Distance Learning, Indep. Study• Part Time Students• Truancy Referral Form
The Early College (TEC)The Early College (TEC)
Lead Support/Contact: Peter [email protected]
Shared Educational Entity (SEE) Entity Code = 00800
Program Participation Code = 3500
Due Dates:Due Dates:Due Dates:
November 7, 2012 – count packets to IISD and certify data with CEPI
November 14, 2012 – Final certification with CEPI and notify IISD of changes
State Aid Act: http://www.legislature.mi.gov/(S(mvffctufz4mm4t2f5htsyvi3))/documents/mcl/pdf/mcl-94-1979-I.pdf
Michigan Pupil Accounting and Attendance Association – MPAAA:http://www.mpaaa.org/
Pupil Accounting Manual:http://michigan.gov/mde/0,4615,7-140-6530_6605-22360--,00.html
MSDS Manual and Component Matrix:http://michigan.gov/cepi/0,4546,7-113-986_50502---,00.html
Ingham ISD Pupil Accounting Information and Forms:http://www.inghamisd.org/district-support-services/pupilmembership/
CONTACT INFORMATION
Ellen Perry Kelly JacksonPupil Accounting Auditor Pupil Accounting
Technician(517) 244-1203 (517) [email protected] [email protected]
Liz Lentz Jim PerrySupervisor Attendance Officer(517) 244-1288 (517) [email protected] [email protected]