2012 13 iisd workshop

Ingham ISD Ingham ISD Pupil Accounting WorkshopPupil Accounting Workshop

September 2012

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”

• Compulsory attendance age raised to 18 for current 9th graders

http://www.inghamisd.org/

Alpha ListsAlpha Lists

• Alpha list must Include:

• Name of district and school at the top of each page

• GE, SE and Total FTE for EACH pupil

• If SE FTE Claimed – include Special Ed Program

• Include date of enrollment for each pupil (enrollment in district, not in grade/class)

• Residency status(ie: 14, 02, 06)/Residency code (ie: Grand Ledge =23060)

• Principal Signature

Friendly Reminders

•If Category “I” (Other) is used on the Non-Resident Form, please include description in the “All Other Category” column

•All forms must be thoroughly completed

•If a pupil is receiving Homebound/Hospitalized or Homebased services, supporting documentation must be provided (Hours of Instruction, letter from physician, or long term suspension/expulsion letter)

FRIENDLY REMINDERSFRIENDLY REMINDERS

Pupils Less Than Full Day per IEP:Pupils Less Than Full Day per IEP:

•NOT a reduced schedule pupil

•NOT a part time student

•Claimed as 1.00 FTE

•Must have IEP stating need for < full day and signature of physician or school social worker or school psychologist that are part of IEP team

Days and HoursDays and Hours

Days and Hours Reports

Due September 28, 2012

Do not include professional development days in your count of days of instruction

Days and HoursDays and Hours

Partial day counts as ONE DAY of instruction when counting total days towards meeting minimum day requirement

½ day = 1 day of instructionExam day = 1 day of instruction

Total number of days should always = whole numberwhole number

GAD and Exit CodesGAD and Exit Codes

Exit Code Changes

Requests and documentation due by October 12, 2012

Required documentation for “moved out of state”, “enrolled in non-public school”, and “enrolled in homeschool” has changed. (Handout)

Exit date > or = As of Date


Appeal window closed 9/21/12

Audit window begins 10/22/12

Auditing:1. Change requests – for any students who were not

active in 2011-12 school year. 2. Rotational Audits of active cohorts for high schools


Beginning with the Fall 2012 General Collection, the MSDS will generate a field-level error if a student with a cohort status of Graduate is submitted with an exit status of Continuing in any certified collection. This field-level error will prohibit users from certifying their data unless the actions listed below are taken.

SE Student with certificate of completion or exit codes of 05, 06, 20, 21 will generate warning message but FTE still allowable.

School Aid Act - RevisionsSchool Aid Act - Revisions

Kindergarten Start Age = 5 on or before Kindergarten Start Cutoff Date

Kindergarten Start Cutoff Dates:

2012-2013: 5 on or before December 1 2013-2014: 5 on or before November 12014-2015: 5 on or before October 12015-2016 and beyond: 5 on or before September 1


Kindergarten Start Age – Parental Waiver

Parent of child residing in district born between the kindergarten start cutoff date 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 can make a recommendation on kindergarten enrollment, but the parent has the sole discretion to determine whether or not to enroll the child in kindergarten.

The district/charter school must report to the MDE by December 31 how many children enrolled under the parent waiver provision.


Kindergarten FTE

Full day kindergarten required for full FTE with one exception . . . a district or charter school that proves to the MDE it used federal Title I money in the previous 2 school years to fund full‐time kindergarten, can get full FTE for providing ½ day kindergarten if allowed by federal law. The MDE following‐up with USED to make sure this is allowable use of Title I money.

Kindergarten pupil attending half day, parental request for example, = part time pupil (< 1.00 FTE)

This change in funding to require full day kindergarten for full FTE, is not a mandate.


Kindergarten FTE

By the fifth Wednesday after count day, each district and charter school must report the number of instructional hours scheduled per kindergarten pupil for 2012‐13.

Update on Using Title I Funds for kindergarten

http://www.michigan.gov/documents/mde/Title_I_Funds_for_Kind_396678_7.pdf

MCL 388.1606(6)(4)(r)


Data Reporting – Grad Data at EOY and

Statewide Standard ReportingGraduation Data – to CEPI 5 weeks after the fall membership count day AND by June 30

Intent language to implement statewide standard reporting requirements for education data by 2014‐15. MDE and CEPI to work with ISDs and districts to develop. ISDs and districts to implement by 2014‐15 or when updates its education data reporting system, whichever is later

MCL 388.1619(2),(7)


On-Line Learning Cost Report

If district or ISD offers on‐line learning, must submit detailed per‐pupil cost report to MDE by October 1, 2012 for 2011-2012

MDE must provide analysis of on‐line learning costs to legislature by December 31, 2012

http://www.michigan.gov/documents/mde/Online_Learning_Report_Reqs_397994_7.pdf

Google Survey: http://www.tinyurl.com/388-1618-11


Count Day Submission

Membership Count Day – October 3, 2012

Submit by 5th week – November 7

Certify by 7th week – November 21 but CEPI calendar

certify by 6th week– November 14!

Supplemental Count Day – February 13, 2013

Submit by 5th week – March 20

Certify by 6th week – March 27

MCL 388.1701(1)


Days and Hours

1098 hours and at least 170 days but not less than days scheduled in 2009‐10 = 5 day increase starts this year!6 days or equivalent hours for “forgiven” days38 hours of qualified professional development count towards hours of instructionDS 4168 Days and Clock Hours electronic

Live for 2012-2013 data November Reports will be part of re-work

DS 4168b Planned Days and Clock Hours (due in April) gone!

MCL 388.1701


Adult Education

Requirement that assessments be done every 90 hours of attendance has been removed.


Dual EnrollmentExpand opportunities for high school students

Take up to 10 college courses count for high school and postsecondary credit:

If 9th grader – 2 in first 3 years, 4 in senior year

If 10th grader – 2 in year 1, 4 in years 2 and 3

If 11th or 12th grader – not more than 6 per year

If nonpublic school student, Treasury to pay prorated % of statewide pupil‐weighted average foundation allowance

MDE August 30 , 2012 Memo http://www.michigan.gov/documents/mde/PSEOA_cte_396672_7.pdf


2012-2013 Section 25 of SAA

Enrollment of pupil in a district or intermediate district after pupil membership count day (October count)

http://www.legislature.mi.gov/(S(040exezfbcvyasuhpiws2j55))/documents/mcl/pdf/mcl-388-1625-amended.pdf

Allows for pro-rated FTE for student enrolling in District “B” after being counted by District “A” for the October membership count submission.

Pupil must have been claimed for at least some FTE for fall count

New FTE amount for District “B” prorated based on the Oct FTE


2012-2013 Section 25 of SAA – cont.

FTE Pro-rated based on 1/180 of the foundation allowance for each day in which the pupil was enrolled and in attendance.

District “B” must notify MDE and request adjustment from ISD.

Voluntary!


Requests for FTE adjustment per Sec. 25

Process for Receiving District

District A = Original District on October count

District B = New educating/receiving district; requesting district

1. Notify District “A”

2. Notify the Departmenta. District A submits SRM exiting student

b. District B submits SRM enrolling student

3. Complete IISD Sec. 25 Request Form

4. Collect required documentation

5. Submit form (one form per “sending” district) plus documentation to IISD at the end of each month


Requests for FTE adjustment per Sec. 25

Required Documentation

1. Copy of district enrollment form

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 SRM submission

4. Copy of residency verification

School Aid Re-WriteSchool Aid Re-Write

Governor’s proposal to re-write the SAA – Michigan Education Finance Act of 2013

Goal is to have completed by October 2012, budget developed for 2013-14 in December, and to be effective Oct. 2013

Money to follow student and be at least partially based on proficiency.

Any Time, Any Place, Any Way, Any Pace

Oxford Foundation http://oxfordfoundationmi.com

PA RevisionsPA Revisions

Early Childhood Special Education

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



MDE Manuals Referent Group

Working on both manuals to make consistent

Some issues include: essential vs. nonessential courses, virtual and distance learning, seat time waivers, homebound


Shared Non-Public Students

Make sure to document request for services

FTE calculations in the PAM address only secondary students. Continue to calculate elementary based on minutes/hours as in the past

Separate form for Elementary and Secondary


Homebound InstructionGeneral Education StudentsIf instructional services are less than required 2 45-minute sessions OR doctor statement missing, pupil becomes Part Time.

In the above scenario, pro-rate FTE based on actual minutes/hours of instruction for the week.

Report on Part Time Student List and reason would be HB

Student with < full day schedule should be pro-rated based on schedule


Homebound Instruction

Special Education Students

If instructional services are less than required 2 1-hour, nonconsecutive sessions OR doctor statement missing, pupil remains zero FTE.

No part time pro-rating allowed for special education pupils

Pro-rating only allowed if schedule is less than full schedule


Investigating Attendance Irregularities

On a test basis, interview teachers to inquire whether they are aware of any inappropriate alterations of their attendance records or any of the other teachers’ attendance records.

Sample interview questions could include:

If your district were to inappropriately inflate pupil counts, how could it be done?Are you aware of any of your attendance records being inappropriately changed, if so, what are the details?Are you aware of anyone else’s attendance records being inappropriately changed, if so, what are the details?Are you aware of the district claiming any inappropriate pupil counts or running inappropriate programs?Who else should I talk to about this?Is there anything else that you would like to bring to my attention?


Peer to Peer Course Elective Program

Previously LINKS

For all pupils with IEP, not just ASD

Course/credit program that incorporates applied learning in a non-traditional manner


Work Based Learning

Student may not work more than 24 hours per week when school is in session

Replaces the limit of 48 hours per week for work + school

All other requirements still in place. MCPA looking to revise and reduce requirements (YAY!)

Seat Time Waiver - ReminderSeat Time Waiver - Reminder

Two Options

1. Genesee ISD (GenNet)

2. IISD Project ReImagine (Continued??)• Residents of Ingham County or Contiguous to IISD• American Academy• Other Teacher-led On-Line Courses• Blended• Must still follow PAM 5-O-B Requirements• Contact: Melissa White, Director Instructional Technology, IISD [email protected] or

517.244.1471


5-O-B Seat Time Waiver Requirements:

a) Pupil must be enrolled in the district and attending on count day: 1. Pupil has a class schedule for the entire year

2. The pupil logging into at least one online course on count day

b) Full time pupil has same number of classes on schedule as regular HS/MS student – each course counts as one class

c) On-Site mentor teacher assigned - serves as teacher of record

d) Mentor interactive contact – min. 1x per week per student


5-O-B Seat Time Waiver cont.

Requirements:f) Pupil must log into at least one online course on each count day and for 9

additional calendar days during the 30 calendar day count period.

g) No log in on count day must be 10 log-ins 10 log-ins during the next 30 calendar days.

h) Less than 10 log-ins = 0.00 FTE

FormsForms

New/Revised: New/Revised: • Non-Public and Homeschooled Elementary Pupils• Section 25 Requests• Non-public/Public Course Comparison• Revised ECSE .1754 Absence List• Peer-to-Peer Support (was LINKS)• WBL Training Plan and Agreements

The Early College (TEC)The Early College (TEC)

Director: Kristine Grunwald

Lead Support/Contact: Peter Lincolnhol

483-1640

[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

CONTACT INFORMATION

Ellen Behm 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]