PUPIL ACCOUNTING TRAINING2011

GET ORGANIZEDRead the Pupil Accounting Manual (it is required to

have a copy on file in the building) It is under constant revision Put it in a notebook w/tabs – make notes in it Insert other related documentation, such as questions

& answers, emails, etc. (for future reference)

IMPORTANT UPDATES• Fall Count Date: October 5 (first Wednesday in

October) The count is now weighted 90/10 (instead of

75/25), so the major emphasis is now on the fall count

• Blended Count Includes Fall Membership, Special Education and

Supplemental Nutrition• Going Green

State is moving in this direction. This year we will incorporate attendance and student schedules

• 5O-B – Seat Time Waiver Requirements for counting membership (login on

count day + 9 days during count period and weekly

two-way interaction between mentor/student for each

week of count period)

KEY DATES TO REMEMBERFALL COUNT

October 5, 2011 Count DayOctober 5-November 9 MSDS Submission WindowOctober 19, 2011 10 School Days Window for Unexcused AbsencesNovember 4, 2011 30 Calendar Days Window for Excused AbsencesNovember 9, 2011 Desk Audit Materials Due to ISDNovember 23, 2011 Data Certification Deadline

MOST COMMON ERRORS Alpha List

Printed alphabetically by grade and FTE totals by grade Make sure they are signed

105C (contiguous) School of Choice Students For Special Ed students – need written cooperative agreement with

student’s resident district Count Day Absence List

Make sure to include return date Reduced Schedule Students

Students who are not completing the required 1,098 hours at the request of the parent (best interest of the student)

All documentation needs to be included with packet (list of students, request & approval form stating reason for reduced schedule)

In order to be eligible for full FTE, must maintain minimum of 80% of full schedule. For students with IEP’s, if schedule falls below 80%, a doctor’s note must also be attached stating that schedule is being reduced for a medical or emotional reason

MOST COMMON ERRORS, cont.Part Time Students

Grades 1-12 Scheduled for fewer than 1,098 hours of instruction & does not

qualify as reduced schedule student (eg. partial schedule seniors) FTE is prorated based on actual hours scheduled/provided

Homebound/Hospitalized Students All documentation needs to be included with packet (list of

students, instructional service log, doctor’s note stating need for homebound/hospitalized service

Worksheet B Make sure FTE’s on Worksheet B match what is on alpha list Printed on count day (or “as of date” on count day) Program code needs to be identified (circle or highlight)

MOST COMMON ERRORS, cont.Seat Time Waiver Students

Include form listing students enrolled in program

Include login documentation for each student• Login on count day• Login 9 more days during 30 day count period

Include documentation of weekly two-way interaction between mentor and student for each week of count period

District Level RequirementsDistrict Building Calendar

•Indicates scheduled days and hours of instructionAttendance Policy

•Board approved criteria for excused/unexcused absences (10/30 day rule)Graduation Requirements

•Board approved courses which grant credit & count toward graduationList of Approved Classes

•Courses that generate credit for determining state aidRecords Retention

•Districts should have a schedule for retention of records to substantiate membership for 3 years + current year

Common Calendar•Mandated in 2008•Developed in cooperation with your ISD

Building / Program Level Requirements•Alpha List (Membership List: Lists pupils eligible for FTE)

Data includes: pupil legal name, address, ID number, DOB, residency, name and code of resident & educating district, grade, General Ed, Special Ed, & total FTEREMEMBER to highlight the following:

•FTE less than 1.00 = green•Special Education = yellow•Non-residents = pink•Non-conventional (Pop III) = blue

•SchedulesThe district shall maintain a teacher class (master) schedule for each building that includes: teachers’ names, room locations, course names & numbers, scheduled days & times of classes

•Attendance RecordsThe official attendance record is reviewed, signed and dated by the teacher of recordDetermines eligibility to count pupil in membershipIs the one and only “Official Proof” of student attendance

•Excused Absence DocumentationDocument count day absences: shows name, class, date, reason, building & grade/program name, signature of appropriate staff making contact, name and relation of person making contact

Individual Pupil Level Requirements•Enrollment Record (enroll form) are to indicate

Legal name, address & birth date (verify against certified birth certificate)Pupil ID number (district)District of residentGradeIndicate school of last enrollmentEnrollment in another districtParent/guardian name & address (if <18)SignatureDate of enrollmentRace/Ethnic Survey

Attachments:Immunization recordsProof of age & identity – certified birth certificate or

•Other reliable proof as defined in board policy w/affidavit•Indication that residency status was reviewed

Pupil Requirements (continued)•Michigan Missing Children’s Act (MCL 380.1135)

Requires first time enrollees/person enrolling pupil to provide:•Certified copy of the birth certificate or other reliable proof (per BD policy)•Parent can request a copy in person at county clerks office, by mail, or on-line (for students born in Michigan) at http://www.vitalchek.com/michigan-express-vital-records.aspx or Vital Records Requests, PO Box 30721, Lansing, MI 48909•An affidavit accompanying the other reliable proof; explaining the inability to produce the certified birth certificate

Parent’s failure to comply with above (PA manual 1-6):•Notify person in writing of the 30 day 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

State law on request and transfer of official student records (CA60)•Upon enrollment of a transfer in - 14 days, official request for records sent•Upon receipt of request - 30 days, send records to receiving school

•Class Schedules: Secondary schedules are to be saved electronically on count day

Included: name, ID#, course name & #, teacher of record, scheduled days & times

Pupil Requirements (continued)

•To count a pupil in membership5 years old on or before December 1Less than 20 years old by September 1

•Special Education pupilsThe IEP drives the pupil’s membership. Partial day may count as 1.00 FTE26 and under by September 1 AND have not received diploma NOTE: A special education certificate of completion is not a high school diploma

Days & Hours Requirements•For 2011-12, the required minimum number of days of pupil instruction is still 165. Beginning in 2012-2013, the required minimum number of days of pupil instruction is 170. •Grades 1-12: Hours requirement = 1,098

Includes Alternative Ed unless a waiver was obtainedProfessional Development can be applied towards hours of instruction (38 hours)30 hours or 6 days of forgiven time for cancellations (inclement weather, building issues)

•Kindergarten: Hours requirement = 549NOTE: For 2012-2013 there is intent to require 1098 hours = 1 FTEProfessional Development can be applied at prorated rate

•Eg. 38 hours provided, 19 can be counted in the kindergarten program30 hours of forgiven time can be applied at a prorated rate (15 hours)

•An additional 30 hours of scheduled instruction that is not provided after April 1 due to conditions out of the control of the district can be applied to meet the 1,098 requirement (application & approval process)

Must apply to the State SuperintendentCannot be used for cancelled Professional Development

Hours (continued)

•Monitor daily 75% attendanceDistricts must have a procedure in place for capturing 75% attendanceBased on pupils enrolled & scheduled compared to those in attendance each dayEnrolled and scheduled pupil attendance must be 75% > to avoid state aid deductionDone at the district level

•Counting qualified “PD” timeMust be part of the school fiscal year and conducted on non-scheduled instructional daysShould be a recognizable group of teachers (grade level, building, district)PD is focused on: achieving AYP/accreditation, highly qualified and or maintaining teacher certification

Pupil Membership Count Requirements•Pupil was enrolled on or before count day

Enrollment defined as where a student attends or seeks (with the intent) to attendIf a student enrolled but did not physically attend before count day:

•If student is unexcused absent, the student may not be counted in membership•If a student is excused absent, the student may be counted in membership so long as they physically attend all classes within the 30 day rule

•Pupil meets age requirementsStudents 6 to 16 required to attend school; except under limited circumstances (nonpublic/home school)

•Students age and identity verifiedDiscussed verification requirements (birth certificate/other proof)

Count Requirements (continued)•Pupil is a resident of your district

Defined as the district in which student Parent(s)/Guardian(s) reside. Resident that can be counted in membership:

•Parents in separate districts – student considered a resident in both districts (either district may enroll the pupil regardless of which parent has custody)•Pupil (without parents) lives with relative or family lives with friends or family to secure a suitable home (notarized affidavit)•Pupil is 18/emancipated minor and resides within the district•Pupil resides in licensed home placed by court order (foster)•F1 Visa – pupil resides in district (I-20 approved schools)•J1 Visa – foreign exchange; living with host parents residing in district•Homeless (pupil or family living with relative or friend in a double up situation)•Pupil incarcerated in county jail becomes a resident of the district where the county jail is located.

Count Requirements (continued)•Pupil is NOT a resident of your district

Defined as the district in which student Parent(s)/Guardian(s) resides out of district boundaries and does not meet the criteria for resident pupils. Non Residents that can be counted in membership:

•Pupil is enrolled in a Public School Academy or University School•Pupil is enrolled in Michigan Virtual High School•Pupil is approved to attend under Section 105/105c rules (includes ISD 105c)•Pupil’s resident district signs release•Cooperative Education Programs•Alternative Education Pupils•Moved after fall count•Non Public Shared Time (home or private school attendee eligible to take non-core courses)•Victim of sexual or other serious assault•Pupil educated through ISD•Pupil educated at MI School for the Deaf & Blind•Special Education Center Programs•Children of School District Employees (Board policy must opt-in to this exception)•Homeless Children•Expelled from other districts

Populations

•Pupils Considered Population 1Present and in attendance in all periods on count day & receives 1.0 FTEMeet criteria for Resident Students who can be counted in membershipAre NOT receiving “non-conventional” educational program instructionHopefully most of your pupils fall into this category

•Require typical documentationEnrollment records (form, residency, etc.)Student appears on signed and dated teacher official attendanceEnrolled in courses with certified teacher taking attendance, as well as conducting grade assessments – this must be a board approved course with credit applied toward graduation or advancement

Populations•Pupils Considered Population 2

Absent for all or part of count dayResidents & Non-ResidentsMay also be in the Population 3 categoryHopefully you have the least amount of absences to track

•Require typical and additional documentationIdentification of student names & gradeDate (count date) and period(s) of absence(s)Whether absence(s) are excused or unexcused (w/documentation)Date of return

•With documentation (teacher record showing return)FTE (full or pro-rated)

Populations•Pupils Considered Population 3

Eligible for count, absent or present on count day, Resident/Non-Resident, receiving instruction on count day in a non-conventional program

•Requires the heaviest course documentation

POPULATION 3NON-CONVENTIONAL STUDENTS

Includes:Alternative Education – 5ACooperative Education – 5BHome-Based Instruction – 5CHomebound/Hospitalized – 5DNon-Public Shared-Time and Home Schooled – 5EPart-Time – 5FPost Secondary (Dual) Enrollment – 5GReduced Schedule – 5HNon-Residents (Schools of Choice – 105/105C) – 4, 5ISpecial Education Early Childhood – 5KSpecial Education Transition – 5LSplit Schedule – 5MSuspended and Expelled – 5NMichigan Virtual High School, Distance Learning and Independent Study – 5O-ASeat Time Waiver – 5O-BWork-Based Education – 5PExperiential Learning Courses – 6ALinks – 6B

REQUIRED DOCUMENTATION CHECKLISTS

•Adult Ed

•Alternative

•Center Based Special Education

•Elementary

•High School

•Middle School

•Early Childhood

SEAT TIME WAIVER (5O-B)• Board Approved• On-line is primary delivery• Instructor is highly qualified and course must

generate credit• Class schedule current within 4 weeks of each

count and June 30th for each year enrolled• Academic Benchmarks

Grade appropriate assessment MME – required if earned 12 or more credits

toward graduation Evaluation criteria – MDE to establish

additional measure of success against which the program must show progress

• District paid tuition and fees Student computer Broadband connectivity

SEAT TIME WAIVER ATTENDANCE REQUIREMENTS

Participation shall be measured by: logging into at least one program-sponsored online

course on each count day and for nine (9) additional calendar days during the 30-calendar day count period.

Documenting weekly two-way interaction between mentor and student during the count period

If a pupil does not log in on the count day and nine (9) additional calendar days, no FTE shall be granted.

MICHIGAN VIRTUAL HIGH SCHOOL, DISTANCE LEARNING & INDEPENDENT

STUDY (5O-A)Pupils are now required through the Merit Curriculum to

complete one on-line experienceRequirements:

Course must be approved the school board Course must generate credit toward a high school

diploma or progression Certified teacher must monitor the student’s activity, as

well as take attendance Course must appear on student’s schedule Limit of two per semester, unless enrolled under a Seat

Time Waiver

SELF SCHEDULED VIRTUAL CLASSStudent must be present on count day during

the period the class is assigned.Please provide proof of log in signed and

dated by mentor and student

WORK - BASED LEARNING (5P)

• Paid Work Based Learning

• Unpaid Work-Based Learning out of District

• Unpaid Work- Based Learning in District

• CTE Work - Based Learning Paid• CTE Work-Based Learning Unpaid

TRAINING AGREEMENTA training agreement must be in place by Count Day

Verification of Worker’s Disability Compensation and General Liability Insurance

An important requirement of the training agreement for both paid and unpaid students is that there must be verification from the employer that they carry both workers 'compensation insurance and general liability insurance.

To verify workers’ compensation Call the Michigan Department of Energy, Labor and Economic Growth,

Workers’ Compensation Agency at 1-888-396-5041 or access the web site at www.michigan.gov/wca and click on “insurance coverage look up”.

The above website does not provide general liability insurance, this information must be verified directly with the employer.

TRAINING PLANThe district must have a written training plan in

place by count day.A list of performance elements that contribute to the

pupil’s progress toward a career objective. The performance elements/job skills shall be used to assess the pupil’s progress. New goals each 9 weeks

Identification of the academic course(s) that generate credit toward a high school diploma in which the pupil is currently enrolled or was previously enrolled in that relates to and prepares the pupil for job placement

VISITATION PLANEvery 9 weeks a visitation by a certified

teacher must be made. At the visitation: Monitor the progress of the pupil’s skillsVerify the pupil’s attendanceEvaluate the site in terms of health, safety, and

welfare of the pupil.

GAD - Graduation and DropoutExit code changes must be completed by 09/15/11 (changed to meet Federal Reporting deadline). This is very important to AYP (AYP needs to be 80%)

Auditors timeline – 10/24/11 - 12/09/11

RESOURCES

EUPISD – http://www.eup.k12.mi.us/608910092913566/site/default.asp

CEPI – www.michigan.gov/cepi

MPAAA – www.mpaaa.org

MDE – www.michigan.gov/mde