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Barbette Lane, Wexford Missaukee ISDJody Lukins, Allegan Area ESA

MPAAA Spring ConferenceMay 5, 2015

Acme, MichiganGrand Traverse Resort

• Field Audit Program – Appendix E– Pupil Auditing Manual (PAM) page 62–78

• Form must be completed for each building

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• Review the Local District Planning Form -Appendix C (PAM page 58-60)

– Are all staff involved with pupil membership count identified

– Are all buildings/programs identified– What significant changes have changed

• If significant changes documentation must be presented

– Who completed and when

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• Building Risk Assessment Form (PAM page 60)

– Complete for each building

– This report is based off last field audit

• Conduct face-to-face interviews– Teachers and pupil accounting personnel– Sample questions (PAM page 14)

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• Pupil enrolled on or before count date– Absent on count day

• Excused (30 calendar days)• Unexcused (10 school days)• Expelled or Suspended (45 calendar days)

• Age requirement• High School or GED certificate• Residency status

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• Determine number of POP I, II & III pupils• Select sample size based on Risk

Assessment (appendix D)

• Check attendance– Were pupil(s) in attendance all day

• Pupil absent (excused/unexcused)– Did pupil return within the 10 (school days) / 30

(calendar days) day rule– Suspended???? 45 calendar days to return

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• Determine and evaluate error rate– Greater than 5% must expand sample

– Have already expanded to 100% • Cannot get below 5% or 10%• 10% notify MDE (Naomi/Gloria)

– Learning Lab• Pupils sign in and out• Certificated teacher in lab at all times

– Attendance taken by teacher

• FTE – Cannot generate more than if the pupil is in a traditional

class– If more FTE deduction to match traditional class

» Ie., Algebra I traditional class is 55 minutes and learning lab is 60 minutes can only have FTE for the 55 minutes

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• An eligible general education pupil must: – be less than 20 years of

age on September 1– No high school diploma

or a GED certificate– 16 years of age or older

on September 1 if adult education participants are enrolled in the program

• An eligible pupil with an IEP must: – be less than 26 years of

age on September 1 of the current school year.

– not have obtained a high school diploma.

– be 16 years of age or older on September 1 of the current school year if adult education participants are enrolled in the program.

• SOC 105c (Special Education)– Is there an educating

agreement between the two districts?

• Career and Technical/Vocational Education– Certified teacher– Course on pupils

schedule • Counts towards diploma

• Nonpublic– Nonessential Electives

• Home-Schooled– Nonessential Electives

• Early/Middle College Programs

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• Expelled– Local Policy

• Pro-rated FTE– Mandatory

• 1.00 FTE– Did pupil receive a minimum of two

nonconsecutive hours of instruction per week?– Was the pupil scheduled for a full schedule?– Was the pupils scheduled courses offered for

credit or grade progression?– Did the teacher only have one pupil at a time for

the instructional period?

• Written Certification from attending physician (MD or DO) verifying medical condition

• Written certification from hospital or licensed treatment facility verifying medical condition

• GE – two 45-minutes of instruction per week

• SE – two nonconsecutive one-hour periods of instruction per week

• Attendance– Timesheet from

certificated teacher providing instruction

– Teachers marking student absent

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• Nonpublic school registered with Department

• Instruction during school day• Certified teacher• Curricular available at LEA/PSA• Nonessential elective course(s)• Cannot generate more FTE than if the

pupil is in a traditional class

• Is the pupil enrolled in more than one district?

• Between districts is FTE more than 1.00 FTE?

• Is the FTE calculated accurately?

• FTE Calculation Worksheet– How many days per

week– How many

minutes/hours per day

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• Enrolled 9th – 12th grade• Is pupil concurrently enrolled at high

school?• District paid eligible charges

– Full tuition or up to prorated amount• Did pupil participate college sports?

• 5th year senior pupil not scheduled for more than 10 postsecondary courses

• Was the college class offered at the local public school?

• Nonpublic students receiving high school credit is the course(s) nonessential?

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• Hour requirement– Did the pupil meet the minimum hour

requirement?• Was the pupil enrolled in a school district?

– Different than the Early/Middle College• Does the pupil have a minimum one high

school class?• Is the pupil a foreign exchange pupil?

• Written request– Signed by parent/legal guardian– Pupil – 18 years of age

• Approved by district• Pupil scheduled a minimum 80% of

minimum required hours– Block schedule a minimum of 75% of

minimum required hours• Best educational interest of the pupil

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• 105C Special Education – Cooperative Agreement between districts

• Review SOC applications– Was the application approved during open

enrollment?– Was the application approved by the resident

district?– Did the district certify that they have complied

with the SOC provisions

• Administrative Rule 340.1754– IEP on file and effective on count day– Enrolled and receiving instruction– Bona fide program– FTE calculated accurately

• Instructional hours divided by 450 hour– 450 is considered full time– 144 days is considered full time

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• Administrative Rule 340.1755– IEP or IFSP on file and effective on count day

• Identifies services– Enrolled and receiving instruction– Scheduled a minimum 72 hours – FTE calculated accurately

• Instructional hours divided by 180 days

• Administrative Rule 340.1862– IFSP on file and effective on count day

• Identifies services– Enrolled and receiving instruction– Scheduled a minimum 72 hours – FTE calculated accurately

• Instructional hours divided by 180 days

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– Special Education teacher

• Assigned to pupil• Employed by educating

district– 1,098 hour requirement

• Less than prorated FTE– Work Based Learning

Experience (5-P)• Less than 50% school

day• Over 50% doesn’t count

toward membership (FTE)

• Transition Community Living Experience (TCLE)– Training plan and

agreement– Approved by local

school board– Monitored by Special

Education teacher– On pupil’s schedule

• Grade or credit given– Attendance

– Instructional hours• Calculated accurately

– Passing time (if multiple classes back-to-back)– Lunch time, recess, etc.

– FTE calculations

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• In-School-Suspension

• Attendance• Student is reported ‘Absent’ from class• Student is with certified staff and attendance taken

Long-term suspensions or expulsions – District Policy

– Attendance taken• Classroom teacher

recording pupil absent• Home Based teacher

recording attendance– Instruction provided

• Academic in nature• Grade or credit for grade

progression/HS diploma– FTE prorated

Permanently expelled -Mandatory

– Pupil enrolled– District provides

instructional materials– Certified teacher

• Employed by district• Minimum two

nonconsecutive hours of instruction weekly

– FTE• Qualifies for 1.00 FTE as

long as all of the above is done

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• Enrolled and attending on count day• Course(s) reflected on pupils schedule

– Course name on schedule– Academic in nature– Approved by school board– Generates credit toward HS diploma or grade

progression– Counts as one (1) class – Generates FTE for one (1) class

– Teacher of record identified– On-site mentor assigned

• Certified teacher• Employed by district

• Grade eligibility met• Number of courses allowed (combination of

two (2) unless…..– Virtual Learning (K-12)– Distance Learning (K-12)– Independent Study (9-12)

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• Pupil enrolled and attending

• Attendance– Physical presence

• Scheduled full day • Instruction• Each class• 10/30 day rule

• Log-ins– Count day

• Logged into at least one class

• Nine (9) additional days• No log in on count day

– Absent– 10 days over 30

calendar days

• Two-way educational interactions– Pupil and teacher of

record– Minimum once weekly

• Course counts as one class

• Teacher of record –Michigan certified and employed by district

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• Pupil met membership eligibility requirements

• Enrolled and attending on count day• Pupil participated in all courses on count

day– 10/30 day rule

• Full-time criteria– Instruction– Schedule

• Enrolled and attending on count day• Grades 6 – 12• Course(s) from MVU course catalog

– Statewide– District

• Course(s) taken in academic term• FTE

– If less instruction than comparable course at district, prorated FTE

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• Two online courses– Per count– Unless previous success

• Academic in nature and approved by school board

• Michigan teaching certificate and employed by district

• 10/30 day rule• Parent/legal guardian consent

– Unless pupil is 18

• Pupil eligible for high school credit• In place on count day:

– Training agreement with details– Training plan– Verified attendance– Safety training– WBLE not more than .50 FTE– Regular visitation and monitoring

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• §23a of the State School Aid Act (MCL 388.1623a) – districts operating a dropout recovery

program claim one twelfth (1/12) of a full-time equated (FTE)

• Must meet requirements…

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• Student movement between the fall and spring counts in an academic year.

• Verify– FTE reported in Fall count– Transferred between counts– Residency– §21f exemption

• Courses that are Board approved and in the student handbook.

• Examples:– Library Assistant, Teacher Assistant or Physical

Education Teacher Assistant • Check all requirements are met

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• Check requirements are met:– Pupil Enrolled (6-12 only)– Board approved curriculum– Teacher of Record

• Lesson Plans• Attendance• Assessments• Grading

• Conduct an exit conference with local district personnel…– Opportunity for clarification or questions– Relay specific findings; offer/discuss ideas for “fixes”

• If adding a pupil…– District add in MSDS– Auditor report in Audit Narrative

• FTE Adjustments on Form– Appendix G in PAM

• Finalize adjustments– At the student level in MSDS, DS-4061/4120

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Barbette LaneWexford Missaukee ISD

9905 East 13th StreetCadillac, MI 49601P: 231-876-2264

blane@wmisd.org

Jody LukinsAllegan Area ESA

310 Thomas StreetAllegan, MI 49010P: 269-673-2161

jlukins@alleganaesa.org