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AMA-ESD PUPIL ACCOUNTING WORKSHOP

AMA-ESD PUPIL ACCOUNTING WORKSHOP. September 2007. WELCOME. ESD Services. Audit Each Year For Compliance Assist Locals With Proper Forms And Proper Documentation Recommend New Practices And Procedures Assist Locals In State Audits And Appeals Provide/Assist In In-Service Training.

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AMA-ESD PUPIL ACCOUNTING WORKSHOP

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  1. AMA-ESD PUPIL ACCOUNTING WORKSHOP • September 2007 AMAESD

  2. WELCOME AMAESD

  3. ESD Services • Audit Each Year For Compliance • Assist Locals With Proper Forms And Proper Documentation • Recommend New Practices And Procedures • Assist Locals In State Audits And Appeals • Provide/Assist In In-Service Training AMAESD

  4. E.S.D. Contacts • Sue Stender, General Contact (stenders@amaesd.k12.mi.us; 354-3101 ext 112) • Tony Suszek, Main Auditor • Audrey Mumaw, Field Auditor • Pat Buck, Desk Auditor • Brian Wilmot, Special Ed • Chris Torsch – Section 53 • Todd Kruger – SRSD • Tom Lanway, Truancy/Home School • Donna Meyer, Schools of Choice AMAESD

  5. AMA-ESD Website: • www.amaesd.k12.mi.us • Pupil Accounting • Contact Information • Communications • Count History • Forms • Resource Links • Reference Materials AMAESD

  6. Other Contacts and Resources • Other • www.mpaaa.org • www.michigan.gov/mde • www.amaesd.k12.mi.us AMAESD

  7. What Is It? 1 . . . 2 . . . 3 . . Accounting For Pupils! AMAESD

  8. What Is It? • Each School District Receives State Aid Payments. • These Payments Are Based On The Students Who Are Eligible And Legally Enrolled On The Count Dates As Established By The State Aid Act. AMAESD

  9. How Much Does Each District Receive? 2007-08 = ????? Per Student $7,085 Per Student in 2006-2007 AMAESD

  10. AMAESD

  11. Fourth Wednesday After Labor Day September 26, 2007 When is it? • Second Wednesday In February • February 13, 2008 AMAESD

  12. Due To The ESD • Fall Count - Due October 30, 2007 • Supplemental Count – Due March 18, 2008 AMAESD

  13. Is It Easy? • It Sounds Easy! • You Must Understand And Be Able To Interpret: • State Aid Act • School Code • Administrative Rules • Michigan Pupil Accounting Manual • Michigan Pupil Auditing Manual • Michigan Adult Education Manual AMAESD

  14. And Work With: • Department Of Education • I.S.D.s • Local Districts • Charter Schools AMAESD

  15. Network With • Your District Official • Familiarize Yourself With ESD Directory • Other Pupil Accounting Staff • Auditor • Attend Trainings • MPAAA Directory AMAESD

  16. Count Day Preparation • Publicize The Date Of Count • Request Student Activities Be Kept At A Minimal • Review Attendance Taking Procedures AMAESD

  17. Important Reminder: • Classroom Attendance List • One Week Before Count • Count Week • Four Weeks After Count • Signed In Ink By Teacher AMAESD

  18. Attendance Records • Source Documents That Support FTE’s Claim • Property Of The School Building And Should Not Be Removed • Must Be Legible, Accurate And Consistent Within The Building • Kept For 3 Year In Addition To Current Year AMAESD

  19. What Are The Basic Requirements? • Age • Must Be 5 On Or Before December 1 • Must Be Less Than 20 As Of September 1 • If Special Education, Less Than 26 As Of September 1 AMAESD

  20. What Are The Basic Requirements? • 1098 Instructional Hours • Must Be Teacher/Student Instruction Time • Reasonable Passing Time Counts • Recess Counts If Supervised By Certified Teacher, But Not Connected To Lunch • Travel Time Can Count Between Sites In Some Instances AMAESD

  21. What Are The Basic Requirements? • HOURS • 75% Of Students Present • 30 Forgiven Hours • 38 Hours Professional Development AMAESD

  22. What Are The Basic Requirements? • Enrolled / 10 Day / 30 Day / 45 Day Rule • Must Be Enrolled On Or Before The Count Day. • Must Be In Attendance On The Count Day Or Show Up Within 10 School Days If Unexcused Absences. • Or Show Up Within 30 Days From Count Day If Excused. • Suspended/Expelled Within 45 Days AMAESD

  23. What Are The Basic Requirements? • Must Meet Residency Requirement • ISD – Schools Of Choice • Section 105 – Schools Of Choice • Section 105c – Schools Of Choice AMAESD

  24. What Are The Basic Requirements • Professional Development • What Counts? AMAESD

  25. Homebound/Hospitalized Pupils Reduced-Schedule Pupils Dual-Enrolled Students Internet and Virtual Class Students Special Education Programs Alternative Education Students Homeless Part-Time Pupils Cooperative Education Programs Split-Schedule Pupils Home Schooled/Part-time Work-Based Education Programs Adult Education Participants Now It Gets Tougher! Additional Requirements And Rules For: AMAESD

  26. Students Even Have Different Names!! Pupils Participants Now It Gets Tougher! AMAESD

  27. All These Have Their Own Set Of Rules Leading You To: AMAESD

  28. Major Changes Pupil Accounting Manual • Required Documentation • a.) Graduation Requirements • b.) Building/Program Alpha List • c.) Attendance Records • d.) Enrollment Records • e.) Q&A #4 • Hours of Pupil Instruction • a.) 38 hours of PD Time • b.) 30 minutes/day Recess Time • c.) Clarification of Full Time Student AMAESD

  29. AMAESD • Pupil Membership Count Requirements • a.) Count Days • b.) Verification of Identity and Age • Pupil Residency • a.) Sections 105/105c • b.) Cooperative Agreements • c.) Expelled from another District • d.) Q&A #3 • Non-Pupil Part-Time & Home Schooled • a.) On-site vs. Off-site • b.) Q&A #6

  30. AMAESD • Dual Enrollment • a.) Support • b.) Legislative Eligibility Requirements • c.) Requirements • Section 105 and 105c • a.) Pre-enrollment Requirements • b.) Other Specific Regulations • c.) Eligibility of Nonresident Pupils • Suspension and Expulsion • a.) Reviewed

  31. AMAESD • Work-Based Learning Experiences • a.) Totally Revised • Experiential Learning Courses • a.) New Section

  32. DS-4061 IEP Part-Time Student DS-4168A MDE AMAESD

  33. Alpha Lists Absence List And Excuses Attendance Documentation, Signed By Teacher In Ink Student Schedules Sped Worksheets A & B Lists For All Population III Students Documentation Supporting All Pop III Lists – Dated And Signed Where Necessary District / Building Calendar Attendance Policy Graduation Requirements List Of Approved Classes Master Schedule What is Expected from YOU AMAESD

  34. Send to ESD • Forms listed on Desk Audit Checklist: • Alpha List • Worksheet A & B • Local District Planning Form • Etc. AMAESD

  35. Student name Grade Home Address Birthdate Sex Regular Ed FTE Special Education FTE Total FTE Indicate Population III Students Indicate Special Ed Indicate Who Was Absent any Portion of Count Day Signed By Principal Alpha List AMAESD

  36. Absence List • Student Name • Hours Student Was Absent • Excused Or Unexcused Absence • The Date Of When Each Student Returned Each Hour They Were Absent • Total Number Of Students Absent AMAESD

  37. 75 % Absences by Day • Last School Year AMAESD

  38. Teachers Code Students Name District of Residency FTE in Sped Regular Ed FTE In Grade They Are In Total FTE Total Number Of Students On Page Total Of Sped FTE And Total Of Reg Ed FTE By Grade Students Age Teachers Signature Special Ed Worksheet A & B AMAESD

  39. Other • Schedules Of Students ON Count Day • Building FTE On Alpha MATCH SRSD Totals • Run Duplicate Names In SRSD AMAESD

  40. Population I • Students That Are Present On Count Day and Not Population III AMAESD

  41. Population II • Students Absent On Count Day And Not A Population III Student AMAESD

  42. Alternative Education Cooperative Education Home Based (Expulsion) Homebound/Hospitalized Nonpublic Part-Time Part Time Dual Enrollment Reduced-Schedule Schools Of Choice Early Childhood Special Education Special Ed. Transition Split Schedule Suspension Virtual High School Work Based Unpaid Paid Population III AMAESD

  43. Alternative Education • Verify If Populations Is Reported With Their Grade Levels Rather Than Alternative Education • Pupil Must Not Have High School Diploma Or Ged Certificate • Program Must Abide By Same Guidelines as Traditional Setting • Learning Labs • *Sign-In and Sign-out sheets, as well as the Teachers attendance records must documentation the actual hours the pupil attended • *Pupil must not generate more FTE per course than would be generated by a pupil in a traditional classroom setting. AMAESD

  44. Homebased AMAESD

  45. Homebound / Hospitalized • Written Certification From Physician, Hospital Or Licensed Treatment Facility • Attendance On Pupil • Hours That Teacher Worked • Verify 2 – 45 Minute Sessions For Regular Ed Student • Verify 2 – 1 Hour Nonconsecutive Periods For Special Education Student • Teacher Of Record Attendance Book Shows Student As Hospitalized/Homebound • Provided Instructional Content / Material And Posted Grade AMAESD

  46. Nonpublic-Shared Time • No Kindergarten (1-12) • Nonessential Courses • Course Offered To Same Grade In Public School • Receive Grade In Class • FTE Prorated • Instruction Provided By A Certified Teacher Hired By District Or ISD • Attendance Must Be Taken, But Not Reported In SRSD AMAESD

  47. Part-Time Pupils • Number Of Instructional Hours • Calculate FTE (Divide Instructional By 1098 hours) • Does Not Include Sped Students Who Are IEP’d For Less Than A Full Day AMAESD

  48. Dual Enrollment Pupils • Enrollment In Local School (1 Class) And Post-Secondary Institution • Not Completed High School Requirements • District Paid Required Tuition & Fees – Need Documentation AMAESD

  49. Reduced Schedule • Request & Approval Signed And Dated (Before Count Day) • Pupil, Parent, Counselor And Or Principal • Best Education Interest Of Pupil • Scheduled For 80% Of Required Hours For Full FTE • Complete Form For Dual Enrolled Students • Travel Time AMAESD

  50. School Of Choice • AMAESD (Other) • 105 • 105C – Atlanta, Hillman, Alcona AMAESD

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