PUPIL ACCOUNTING TRAINING

1. PUPIL ACCOUNTING TRAINING September 2019

2. 2019–2020 COUNT DATES • October 2, 2019 • Materials to Auditors by November 6, 2019 • February 12, 2020 • Materials to Auditors by March 18, 2020

3. 2019-2020 Reminders/Updates • Section 2 – For special education students with reduced schedules, only Physicians are able to authorize due to medical or emotional reason (no longer physician assistants) • Section 3 – Early/middle college (EMC) programs can count students for more than 1.00 FTE if the students have more than 180 days/1098 hours and are scheduled to complete a semester early. Districts MUST withhold 1 class for the 5th year • Section 5D - Homebound/hospitalized • written certification must be from a physician, hospital or licensed treatment facility (no longer physician assistants) • SE students – if 2 non-consecutive hours are not provided (due to illness, etc.), district needs to contact Office of Special Ed to ask for deviation in order to make those hours up (to be able to count partial FTE) • Section 5E – The FTE that can be earned by shared time students is capped at 0.75 • Section 5-G-B –  Early/Middle College (EMC) – All students need to be reported by grade 11 with participation code 3500 in the Fall count. Make sure to report this way in any subsequent counts or SRM’s • Section 5-O-D Virtual Learning Options - Parental consent is needed to take online courses (this is an FTE deduction). Educational Development Plans (EDP) are also needed for any student (including those in grades K-6) taking more than two online courses at a time (these forms must be signed by parent & necessary district personnel)

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. 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 • Gender • The gender listed in your SIS is the gender the student identifies with • The name listed in your SIS is the name on the birth certificate, but you can also enter a preferred name • Residency • Need proof of residency ---- eg. copy of driver’s license, utility bill, etc. • Virtual parental/guardian consent • For students taking virtual courses, parental or guardian consent is required and must be part of the student’s enrollment record. This only needs to be done once, unless there is a break in enrollment.

6. KINDERGARTEN ENROLLMENT • Kindergarten • 2019-2020 --- Age 5 Before September 1 • Waiver is still available for parents • as long as child is 5 by December 1 • Reporting Developmental Kindergarten & Kindergarten Retention • Students that are developmental K should be Grade 00 and Code 9230 (in their first year) and then Grade 00 in the 2nd 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)

7. Required Documentation Reminders • Building alpha list must be signed by the principal -- in INK • Attendance must be taken every day • Electronic attendance • Signed teacher verification for all teachers listed on master schedule must be sent with packet • Self-scheduled attendance documentation (virtual and independent study): • 2-way communication each week

9. Worksheet A/B • Worksheet A/B should be generated from your electronic reporting system • Total on worksheet must equal total in MSDS and on 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

10. Days and Clock Hours • The minimum amount of days is 180 • The required number of hours is still 1,098 • PD hours do not count towards hours of instruction (this is being brought back – with certain restrictions) • District still needs to offer 5 days of teacher PD annually • Forgiven days remain at 6 days and the equivalent hours • Waivers to begin prior to Labor Day are available, but even if a waiver is granted, districts cannot schedule instruction on the Friday before Labor Day

11. Days and Clock Hours • Year-end reporting • Districts are only required to certify that all students are offered and received the required minimum number of instructional days and hours. Only in those cases where the required minimums weren't met would the specific days and hours need to be reported.

12. Residency • In order to establish legal residence for school purposes, a student must: • have a parent or legal guardian residing in the district • can be either parent, regardless of who is custodial parent • a guardian is a person who is given court authority to be responsible for the personal & physical well-being of a minor. They have the same powers as a parent over a child except the guardian does not have to support the child from the guardian’s own money • be under court jurisdiction, placed in foster care or attend school selected by DHS or child placing agency, even if student does not reside in that district • be 18 years old and living in the district or be an emancipated minor living in the district • be homeless

13. Residency • be placed in a licensed home or the home of a relative in the district by the parents or legal guardian --- for the purposes of securing a suitable home and not for educational purposes • Relatives include parent, grandparent, siblings, step-parent, step-grandparent, step-siblings, aunt, uncle, first cousin, great aunt/uncle by marriage, blood or adoption • District can’t require the relative to obtain guardianship • child is a resident of district where home in which child is living is located • Three questions the district needs to consider: (1) Are the parents unable to provide a suitable home for the child? (2) Is the child being placed in the home of a relative living in the district? (3) Is the child’s placement in the relative’s home for the purpose of securing a suitable home for the child & not for an educational purpose? • A power of attorney does not, by itself, establish guardianship or residency (except for military power of attorney)

14. School of Choice • 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 • New language in the manual states that if it is determined that a pupil is eligible for SE services prior to the pupil being enrolled under section 105c for the first time, and a written agreement is not reached, the pupil shall not be enrolled • Provide notice to the general public that applications will be taken for at least 15 calendar days but not more than 30 calendar days from nonresidents for enrollment in a specified grade(s), specified school(s), and/or specified program(s) • The notice shall identify the dates of the application period and the place and manner for submitting applications • Within 15 calendar days after the end of the application period, using the procedures and preferences stated in Section 105 and 105c, determine which nonresident applicants will be allowed to enroll in that grade, school, or program through a random draw system if necessary • Students must be enrolled by end of first week of school • Must complete School of Choice forms • Reaffirmation letter if your school of choice files aren’t current • Failure to follow 105/105C guidelines --- subject to forfeiture of 5% of state aid for the year in question • District can’t discriminate, but can deny those ever expelled or those suspended in previous 2 years • Student is entitled to stay in district until graduation, unless there is a break in enrollment or if they are expelled

15. Residency Codes

17. 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 • Living in cars, parks, public spaces, substandard housing, abandoned buildings, etc. • Unaccompanied youth – not in the physical custody of a parent/guardian (these students are considered unaccompanied youth even if they are emancipated)

18. Homeless Students • 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) • Homeless is a full-year status • Examine homeless situations each year. Suggest exiting the student from “homeless” at EOY so that they don’t get marked as homeless the next year in error. • Reminders: • 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

19. Home-Based Students • 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 one-hour periods of pupil instruction per week by a certified teacher • Expelled under Mandatory Expulsion: • Eligible for full FTE • Must provided at least 2 non-consecutive one-hour periods of pupil instruction per week by a certified teacher

20. Homebound/Hospitalized • Self-study program designed to help students who are unable to attend school due to a medical condition that requires them to be confined to the home or be hospitalized during regular school hours for a period longer than 5 consecutive school days • Must have a note from physician (MD or DO --- not psychologist, PA, NP, etc.) • Once notified by parent with note, the district must make arrangements for homebound service within 3 school days. The services must begin within 5 days • Instruction must be provided by a certificated teacher • Two 45-minute sessions per week • Two 1-hour sessions per week if special ed (separated by 30 minutes) --- the pupil’s IEP must reflect the requirement for homebound/hospitalized services • if 2 non-consecutive hours are not provided (due to illness, etc.), district needs to contact Office of Special Ed to ask for deviation in order to make those hours up (to be able to count partial FTE) • Pupils who are able to attend school part-time are expected to do so and do not qualify for homebound/hospitalized service

21. Homebound/Hospitalized • 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 • Logs must be provided during the audit. The week for logging purposes is Monday to Sunday • If a general education 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 student FTE may be prorated if instruction is cancelled due to illness, etc. District must contact Office of Special Ed at the time of cancellation to ask for deviation to make up the hours (to allow for this partial FTE)

22. Non-Public & Homeschool • Pupils shall not be counted for more than .75 FTE • Courses must be offered and available to full-time pupils at the public school site • Enrollment must be in non-essential courses • Non-essential courses in grades 1-8 are those other than math, science, social studies and English language arts • Non-essential courses in grades 9-12 are those other than Algebra 1 & 2, English 9-12, geometry, biology, chemistry, physics, economics, geography, American history, world history, government, the Constitution and civics. AP & post-secondary courses taken for college credit are also considered non-essential • Optional Learning Experiences are those that provide academic enrichment or supervised activities that enhance a pupil’s understanding of content provided in the traditional or virtual environment. These experiences must be available to a majority of full-time public school pupils of the same age & grade level. • Kindergarten is considered non-essential

23. Dual Enrollment • Dual enrollment is for grades 9-12 (or the district has determined it to be in the best educational interest of a pupil in another grade level) • Courses need to be included on the pupil’s schedule • Total number capped at 10, unless the district has elected to support a pupil’s enrollment beyond this limit • Grade 9 = 2+2+2+4 • Grade 10 = 2+4+4 • Grade 11 or 12 = no more than 6/year --- up to max of 10 • Dual enrollment is available to nonpublic school students that meet the same requirements as public school students • A dual enrolled student must be enrolled and attending at least one high school course at the district

24. Dual Enrollment 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.

25. Dual Enrollment Section 64b Dual Enrollment College Credit Incentive • $10 per credit – up to three credits = $30 • Additional $30 upon successful completion of the course if the course was taken for both high school and college credit

26. Early Middle College • Five-year educational track designed to allow a pupil to earn a high school diploma, while also earning an associate degree or 60 transferable college credits • Pupil must enroll in the five-year program by grade 11 and is identified as a participant in the program using code 3500 when the pupil is reported in MSDS. Make sure to continue to code these students with this code in all subsequent counts/SRM’s • Note: districts must withhold one core class for the 5th year --- student must not have met all graduation requirements at the end of 4th year • Potential to count students for more than 1.0 FTE --- this only applies to students that are getting more than 180 days of instruction and scheduled to complete a semester early

27. Reduced Schedule Students • For students in grades 9-12 • Parents must sign form stating it is in the student’s best interest • Student must be enrolled in not less than 80% of the minimum hours required • A reduced schedule is acceptable for students that are dual enrollment (it’s implied for these students & no form is required) • A reduced schedule is not acceptable for students that need less than the minimum hours to earn enough credits to graduate

28. Reduced Schedule Students • IEP Reduced Schedule • Eligible for full FTE if documentation is provided • The IEP team may shorten the school day for a pupil with disabilities on an individual pupil basis if there is a medical or emotional reason to do so (this medical or emotional reason must be documented in the IEP) • Documentation must be provided by a licensed physician (no longer can be given by physician assistant) • May not be requested by a school social worker or psychologist • State warns to be careful using these, so as not to open them up to a complaint – make sure that the pupil is receiving a Free Appropriate Public Education (FAPE)

29. Distance Learning & Independent Study5-O-A • 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 • there must be at least 1 two-way interaction per week for each week of the 4-week count period

30. Virtual Classes5-O-D • Available to students grades K-12 (K-5 is optional for district) • Courses can be selected from the local board-approved course catalog or from the statewide virtual course catalog (https://micourses.org) • Documented parental consent to take online courses (reviewed during the desk audit) --- FTE deduction if not provided • The name of the course must be listed on the student schedule (must have course name by count day – no placeholders) • Students can take more than 2 courses, but this is optional for the district to support • Students taking more than 2 virtual classes per semester need an EDP • If the student takes online course(s) on-site with a certified teacher present, there is no limit on number of online courses • The certified teacher that is present in the classroom must be employed by the school district • Attendance will need to be 2-way communication in the 2020-21 school year (unless the teacher taking attendance in classroom is the teacher of record for all students)

31. Virtual Classes5-O-D • If the course is self-scheduled, two-way communication is needed between the student & teacher of record or mentor • One course per week for each week of the four-week count period • Two-way communication must be educational in nature and content & progress based • 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 • The on-site mentor needs to be an employee of the district • Communication from mentor must be to individual student (mass email can initiate individualized 2-way communication, which must then be documented & saved) • Communication with the parent doesn’t count - OR -

32. Virtual Classes5-O-D • If the district decides not to use 2-way communication, you need one or more of the following: • DOCUMENTED attendance in a virtual course where live instruction occurred with the teacher (copy of the teacher’s attendance records) • DOCUMENTED completion of a course assignment (a copy of a completed assignment and PROOF that it was an assignment) • DOCUMENTED completion of a course activity (a copy of the course activity and PROOF that is was completed as assigned) • DOCUMENTED proof that a pupil accessed an ongoing lesson - that is not a login (auditor access will need to be given to what the district is using for each pupil to access the lessons and each pupil’s access) • DOCUMENTED physical attendance on count day in each course for pupils scheduled to physically attend at least 50% of the time on-site, face-to-face with the teacher of record (established at the beginning of the school year and appear on the student’s schedule) • This applies to EACH scheduled course on count day if this option is chosen (every course on the student’s schedule)

33. Mentor Teacher Calendar • 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. Virtual Classes5-O-D • Teacher of record: • Responsible for providing instruction, determining instructional methods, etc. • No limit on the number of students assigned to them • Must hold a valid Michigan teaching certificate or teaching permit • For the grade level being instructed • Endorsed in the subject area of the course • Have a PIC (personnel identification code) through CEPI • MIVU course --- MIVU has the certified teacher, so they would be the teacher of record • Odysseyware --- there is no certified teacher through Odysseyware, so the teacher of record would be from your district and would need to be subject area & grade level endorsed • Mentor • Professional employee of the district who monitors the pupil’s progress, is available for assistance, etc. • May also be the teacher of record

35. Virtual Classes5-O-D • A district can deny pupil enrollment online based on certain criteria: • Course rigor, already granted credit, course not required for graduation, has not met pre-requisites, past failure related to online experiences, course not offered for credit, cost of class exceeds 1/12 or 1/18 (trimester) of foundation and grade K-5 student • If a pupil is denied enrollment, the pupil may appeal by submitting a letter to the ISD superintendent, who will respond to the appeal within 5 business days after it is received.

36. Work Based Learning5-P A work-based learning experience is coordinated by the district through a contract (training agreement) with an employer or career training institution. It is an educational experience that both relates to school instruction (training plan) and supervised work (employer) that is monitored by a certified teacher employed by the district. • Can be paid or unpaid, CTE or non-CTE, General Ed or Special Ed

37. WBL Requirements for FTE • Experience is monitored by a certified teacher or valid substitute • Grades 9-12 • Qualifies for credit, with a full schedule, receiving full instructional hours • Visited by a professional employee of the district • Every 9 weeks for General Ed • Every 30 days for Special Ed • Student receives credit toward diploma • Student attends at least 4 hours per week (but is not required to attend more than 10 hours per week) • Does not generate more than .50 FTE

38. WBL Requirements for FTE • Written Training Agreement must be in place by count day • Written Training Plan must be in place by count day • Attendance verified during placement (timecards, etc.) • Safety instruction documented (prior to or on date of placement) • Worker’s Disability Compensation and General Liability Insurance information provided • Agriculture --- students placed on a farm (whether family owned or not) need to have both workers comp & liability insurance (no exceptions) • Federal & State regulations followed for employing minors (not allowed more than 24 hours per week while in session) • District provides written certification acknowledging compliance (Companion Document )

39. 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.

40. Section 25eStudent 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 (6th Wednesday after the October count), whichever is later • can be submitted no earlier than the 1st day after the certification deadline for the October count • No requests will be approved by the ISD auditors until after December 1

42. Experiential Learning (6-A) • Student must be enrolled in grades 9-12 • Course must be board approved and must be included in the student class offering selections • Course must have identifiable content standards & expectations and must be progressive in nature • A grade and credit must be given based upon assessment • Course must be supervised by a certified teacher • The teacher shall not be concurrently teaching another course • Attendance must be taken and documented • Student is limited to one experiential learning course per semester • Student shall not replace an employee • The course is a combination of instruction and direct experience

43. Experiential Learning Courses Sample course: • Teacher Assistant Course – the pupil would enroll in a “teacher assistant course” taught by a certificated teacher during the student’s 3rd hour. The pupil attends & receives curriculum-based instruction from the certificated teacher that has been approved by the local board. The direct experience would be eventual tutoring/mentoring other students. The pupil receives a syllabus, is given tests and quizzes, and is eligible to receive credit towards a high school diploma through the issuance of a grade • A teacher’s aide whose primary function is to perform basic tasks such as copying, taking attendance, etc. is not eligible • This does not prevent the in-district placement of pupils into this area if the work-based experience relates to a state-approved CTE program or if it relates to the student’s transition services plan for a special ed student

44. Peer-to-Peer Program (6-B) • The Peer-to-Peer program is a strategy for providing ongoing support & modeling to a pupil with an IEP. It encompasses both academic and social domains, in which both pupils derive benefits • 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

45. TEACHER CERTIFICATION • As part of our audit process we must verify teacher certifications with every desk audit (for all teachers --- including long-term subs) • The board shall not permit a teacher who does not hold a valid teaching certification to teach in any elementary or secondary school (or adult basic education program or high school completion program) • Salary deduction for period of non-certificated employment • FTE adjustment for all students associated with this teacher • Teachers shall be considered certificated on the completion date of the requirements of a teacher education college, until such time as the certification is confirmed/rejected by the state board of education • Sub permits are not retroactive. If it’s found that a sub wasn’t permitted, the penalty goes back to the first day they taught.

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

47. GAD 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 11, 2019 at 11:59 p.m. EDT The window for ISD auditors will open from October 7, 2019 through December 5, 2019 Refer to the Graduation Appeals Window Checklist (located in the District User Guide)

48. GAD • 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 2018-2019 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 2019 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, 2019 • Only your intermediate school district (ISD) auditor can make exit status updates for students who exited prior to the 2018-2019 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

49. GAD • 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

50. GAD