Ingham ISD Pupil Accounting Workshop

1. Ingham ISD Pupil Accounting Workshop September 2012

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

3. Alpha 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

4. 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)

6. No longer has Learning Category of Community College. Any post secondary dual enrolled pupils will be listed on the Post Secondary form.

7. If graduation requirements have been met, student is not eligible for dual enrollment. List all dual enrolled students on the same form in alphabetical order. Indicate name of postsecondary institution. If the district is not paying tuition, please indicate why.

9. FRIENDLY REMINDERS 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

11. Days and Hours • Days and Hours Reports • Due September 28, 2012 • Do not include professional development days in your count of days of instruction

12. Days and Hours 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 number

13. GAD 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

14. GAD and Exit Codes • Appeal window closed 9/21/12 • Audit window begins 10/22/12 Auditing: • Change requests – for any students who were not active in 2011-12 school year. • Rotational Audits of active cohorts for high schools

15. GAD and Exit Codes • 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.

16. School 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 1 2014-2015: 5 on or before October 1 2015-2016 and beyond: 5 on or before September 1

17. School Aid Act - Revisions 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.

18. School Aid Act - Revisions 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.

19. School Aid Act - Revisions 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)

20. School Aid Act - Revisions Data Reporting – Grad Data at EOY and Statewide Standard Reporting • Graduation 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)

21. School Aid Act - Revisions 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

22. School Aid Act - Revisions 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)

23. School Aid Act - Revisions 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” days • 38 hours of qualified professional development count towards hours of instruction • DS 4168 Days and Clock Hours electronic • Live for 2012-2013 data November • Reports will be part of re-work • DS 4168b PlannedDays and Clock Hours (due in April) gone! MCL 388.1701

24. School Aid Act - Revisions Adult Education • Requirement that assessments be done every 90 hours of attendance has been removed.

25. School Aid Act - Revisions Dual Enrollment • Expand 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

26. School Aid Act - Revisions 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

27. School Aid Act - Revisions 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!

28. School Aid Act - Revisions 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 • Notify District “A” • Notify the Department • District A submits SRM exiting student • District B submits SRM enrolling student • Complete IISD Sec. 25 Request Form • Collect required documentation • Submit form (one form per “sending” district) plus documentation to IISD at the end of each month

29. School Aid Act - Revisions Requests for FTE adjustment per Sec. 25 Required Documentation • Copy of district enrollment form • Copy of attendance verification for first day of attendance • STW program will be the 10 days of log-in plus mentor contact • Copy of SRM submission • Copy of residency verification

31. School 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

32. PA Revisions Early Childhood Special Education Pupil absent for one or more of their scheduled days during the count week: • Unexcused absence – must be present on that same day within 10 scheduled school days in order to calculate FTE based on IEP schedule • Excused absence – pupil must be present on the same day(s) within 30 calendar days in order to calculate FTE based on IEP schedule

34. PA Revisions

35. PA Revisions 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

36. PA Revisions 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

37. PA Revisions Homebound Instruction General Education Students • If 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

38. PA Revisions 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

39. PA Revisions 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?

40. PA Revisions 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

41. PA Revisions 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!)

42. Seat Time Waiver - Reminder Two Options • Genesee ISD (GenNet) • 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 mwhite@inghamisd.org or 517.244.1471

43. Seat Time Waiver - Reminder 5-O-B Seat Time Waiver Requirements: • Pupil must be enrolled in the district and attending on count day: • Pupil has a class schedule for the entire year • The pupil logging into at least one online course on count day • Full time pupil has same number of classes on schedule as regular HS/MS student – each course counts as one class • On-Site mentor teacher assigned - serves as teacher of record • Mentor interactive contact – min. 1x per week per student

44. Seat Time Waiver - Reminder 5-O-B Seat Time Waiver cont. Requirements: • 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. • No log in on count day must be 10 log-ins during the next 30 calendar days. • Less than 10 log-ins = 0.00 FTE

45. Forms 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

46. The Early College (TEC) Director: Kristine Grunwald Lead Support/Contact: Peter Lincolnhol 483-1640 Lincolp@lcc.edu Shared Educational Entity (SEE) Entity Code = 00800 Program Participation Code = 3500

47. 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

48. CONTACT INFORMATION Ellen Behm Kelly Jackson Pupil Accounting Auditor Pupil Accounting Technician (517) 244-1203 (517) 244-1207 ebehm@inghamisd.orgkjackson@inghamisd.org Liz Lentz Jim Perry Supervisor Attendance Officer (517) 244-1288 (517) 525-5245 elentz@inghamisd.orgjperry@inghamisd.org