PUPIL ACCOUNTING TRAINING

September 2015

2015–2016 COUNT DATES October 7, 2015

Materials to Auditors by November 11, 2015

February 10, 2016 Materials to Auditors by March 16,

2016

2015-2016 UpdatesChanges/additions to Pupil Accounting Manual

1 – Required Documentation 2 – Days & Hours of Pupil Instruction 5-E – Nonpublic & Home-Schooled Pupils 5-F – Part-time Pupils 5-G-A – Postsecondary (Dual) Enrollment 5-O-A – Virtual Learning, Distance Learning &

Independent Study 5-O-B – Seat Time Waiver 5-O-C – Cyber Schools 5-O-D – Section 21f - Expanded Online Learning

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

Required Documentation – Reminders/New Items

Building alpha list must be signed by the principal -- in INKAttendance must be taken every dayMaster Teacher Schedule

list of teaching personnel who were assigned as the teacher of record for one or more courses. This list should include both permanent & long-term substitute teachers

Class Schedules must reflect all courses in which the pupil is enrolled. If the

schedule changes after the count period, the schedule must be updated immediately

the actual names of the courses must appear on the schedule

Days and Clock HoursThe minimum amount of days is 175The required number of hours is 1,098PD hours do not count towards hours of instruction

District still needs to offer 5 days of teacher PD annuallyForgiven days remain at 6 days (or equivalent hours)

District may request an additional three (3) days (or equivalent hours) from the State Superintendent for days cancelled due to conditions not in the control of the district (storms, health issues, etc.)

2016-17 minimum days increase to 180

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

KINDERGARTEN ENROLLMENT 2015-2016 --- Age 5 Before September 1 Waiver is available for parents

as long as child is 5 by December 1 Notification cut-off dates

Legislation has now removed the language that originally required parents to notify districts by June 1 - in district / August 1 - moving into district

KINDERGARTEN ENROLLMENTReporting Developmental Kindergarten & Kindergarten

Retention

Since 2014-15, MDE no longer uses the term “retention K”. Instead, it uses “developmental K” to refer to the 1st year of a 2-year kindergarten sequence that occurs prior to students entering 1st grade. 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)

Worksheet A/BWorksheet A/B should be generated from your electronic

reporting system

Total on worksheet be must be checked with MSDS and 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

Homeless StudentsChildren 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 Awaiting foster care placement (6 months or less) Living in cars, parks, public spaces, substandard

housing, abandoned buildings, etc. Unaccompanied youth – not in the physical custody of a

parent/guardianThese 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 ResidencyResidency code in MSDS does not change if resident

student becomes homelessResidency code in MSDS does not change if resident

student becomes homeless, relocates out of district boundaries and continues to attend school of origin

Alternative Education (5-A)Be sure to choose the alternative education program

participation component in MSDS for these students: 9220

Home-Based Students (5-C)Students that have been suspended or expelled as a

result of disciplinary actionIf expelled under local district policy:

Pro-rata FTE based on service provided Must provided at least 2 non-consecutive hours of

pupil instruction per week by a certified teacherExpelled under Mandatory Expulsion:

Eligible for full FTE Must provided at least 2 non-consecutive hours of

pupil instruction per week by a certified teacher

Homebound/Hospitalized (5-D)Must have a note from the Doctor certifying the

student has a medical condition that requires that the pupil be confined to the home or hospitalized during regular school hours Pupils who are able to attend school part-time are

expected to do so and do not qualify for homebound/hospitalized service

Once notified by parent with note, the district must make arrangements for homebound service within 3 days. The services must begin within 5 days 2 – 45 minute sessions per week 2 - 1 hour sessions per week if special ed

Homebound/Hospitalized (5-D)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

If 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 students are still all or nothing --- there are no partial FTE’s

When reporting attendance for these students, use the days attended/days available to figure it

Nonpublic & Home-Schooled Pupils (5-E)

Daily attendance records must be maintained by the certified teacher who is identified as the teacher of record for the course

Eligible courses are nonessential electives: PE, art, foreign language, music, computer science career & tech programs and advanced placement courses

Part-Time Pupils (5-F)

Part-time pupils are held to the same standards as any other public school pupil and are expected to participate in state assessments and will be included in the district’s graduation & dropout rate.

Make sure to report how many hours of instruction that the student is receiving on Form U, so we can verify the FTE calculation.

Dual Enrollment (5-G-A)For students in grades 9-12Total number capped at 10, unless written agreement with

school and postsecondary Grade 9 = 2+2+2+4 Grade 10 = 2+2+4 Grade 11 or 12 = no more than 6/year --- up to max of 10

Dual enrollment expanded to nonpublic schools students that meet the same requirements as public school students

Dual Enrollment (5-G-A)A dual enrolled student must be enrolled and attending at

least one high school course at the district Qualifying scores for each subject area component of a readiness

assessment that indicate readiness to enroll in a postsecondary course in that subject area under this act

The school district shall pay to the eligible postsecondary institution on behalf of the eligible student an amount equal to the lesser of the amount of the eligible charges or the prorated percentage of the statewide pupil-weighted average foundation allowance, as calculated under section 20 of the state school aid act

At the time an eligible student who is enrolled in a school district enrolls in a postsecondary course, he/she shall designate whether the course is for high school or postsecondary credit (or both) and shall notify both his/her high school and the eligible postsecondary institution of that designation

Dual Enrollment (5-G-A)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.

Dual Enrollment (5-G-A)School Aid Act – Section 64b Funding = $1.75 million Intended to increase number of high school grads that are

college/career ready Ensures pupil is awarded high school & college credit at any

community college or state public university Incentive amounts per student:

$10 per credit for up to 3 credits - $30 $30 if successfully complete course for high school and college

credit

Reduced Schedule (5-H)For students in grades 9-12Parents must sign form stating it is in the student’s best

interestMust be enrolled in not less than 80% of the minimum

hours requiredMay not grant a reduced schedule for the following:

The local school district collectively enrolled an entire class or category of pupils on a reduced schedule basis. Reduced schedules must be considered on a case-by-case basis.

The local school district granted a reduced schedule because the pupil needed less than the minimum hours to earn enough credits to graduate.

The local school district established an alternative education program where each pupil in the program was separately judged to need a reduced schedule. Each program must offer the minimum required hours, except an alternative education program may apply to the Department for a waiver of the days and/or hours requirement.

A reduced schedule cannot be granted, by a district, because there was an insufficient number of classrooms or certificated teachers to enroll a group of pupils in a class.

School of Choice (5-I) 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

No later than 2nd Friday in August, provide notice of: Dates of application period Grades, schools and special programs, if any, for which

applications will be accepted If limited number of positions, how many

Students must be enrolled by end of first week of school Must complete School of Choice forms Failure to follow 105/105C guidelines --- subject to forfeiture of

5% of state aid for the year in question

Early Childhood Programs (5-K) Requirements for claiming:

Instruction by certificated special education teacher IEP that is on file & effective as of count day Must be enrolled in a bona fide special education program listed below

Classroom programs under Rule 340.1754 (based on 450 hrs)Minimum Full Funding

Hours 360 450Days 144 144

Non classroom programs under Rule 340.1755Minimum Full Funding

Hours 72 180Days 2/week 2/week

Attendance can be documented Must meet both days and hours to be counted as a program. These programs

are all or nothing Speech, Occupational Therapy, Psychological, or Social Work services may not

be counted for FTE

Virtual Learning, Distance Learning & Independent Study (5-O-A)

Virtual Learning – computer-based internet-connected learning grades K-12 on-site

• with teacher – unlimited courses• self-scheduled – 2 course limit

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

Virtual Classes (5-O-A) Must appear on the Virtual Enrollment form (LL) Virtual learning may be offered at a supervised school facility

during the day as a scheduled class period or through self-scheduled learning where pupils have some control over the time, location, and pace of their education

Computer or internet courses provided at the school during the school day as part of the pupil’s class schedule, while the pupil is in attendance in the building, poses no problem for pupil accounting because the pupil is in regular daily attendance a certificated teacher employed by the school district must be present

in the classroom The number of courses taken, through the computer or the internet, at

the school with the certificated teacher present are unlimited The course is counted in the same manner as any other in-district

course

Self-Scheduled Virtual ClassMust be enrolled in at least one course offered by the district where

regular daily attendance is requiredDistrict is required to pay any tuition charges or fees There must be at least one (1) two-way interaction per week for each

week of the 4 week count period Instructional components:

Teacher of record – holds a valid Michigan teaching certificate endorsed in the subject area & grade of course and is responsible for providing instruction

Mentor – employee of the district who monitors the pupil’s progress (may also serve as the teacher of record if they meet the definition of a teacher of record)

Participation – a pupil must have at least one (1) two-way interaction per week for each week of the four (4) week count period with the mentor. The participation calendar begins on count day (Wednesday) and continues through the following Tuesday --- and so on (the same as for seat-time waivers)• Interaction must be relevant to the course or pupil’s progress

Seat Time Waivers (5-O-B)Grades 6-12

Teacher-facilitated Instruction:

The district shall select online courses or other credit-bearing activities that are facilitated by a highly qualified certificated teacher

The course(s) shall be approved by the district’s local board and must generate credit toward the pupil’s high school diploma or grade progression in order to count toward thepupil’s membership

The course content must be aligned with the Michigan GradeLevel Content Expectations or Michigan Merit Curriculum

Seat Time Waivers (5-O-B)There is no more attendance requirement!!

District must provide a teacher of record and mentor Student must meet the participation requirement

Must have at least one (1) two-way interaction per week for each week of the four (4) week count period

This two-way communication must be educational in nature (course/content specific)

Two-way communication must be documented The on-site mentor shall be a certificated Michigan teacher employed by the

district Student must have a course specific class schedule that includes each

enrolled course (with the actual course name) – each course counts as 1 class

Be sure to choose both the seat time waiver AND alternative education program participation components in MSDS for these students: 9229 – Seat Time Waiver 9220 – Alternative Education

Seat Time Waivers (5-O-B)Types of seat time waiver programs:

100% online• student is not physically on-site

Blended learning• on-site instruction time should amount to at least 50%

Offline, computer-based learning• issued when limited broadband availability would otherwise

prevent a pupil from participating in a 100% program Project-based learning

• incorporates opportunities for pupils to gain knowledge & skills through investigation of complex questions, problems, challenges or tasks where content exists without online components

K-5• must apply individually to the Department for approval

Seat Time Waivers (5-O-B) Instructional components:

Teacher of record – holds a valid Michigan teaching certificate endorsed in the subject area & grade of course and is responsible for providing instruction

Mentor – employee of the district who monitors the pupil’s progress (may also serve as the teacher of record if they meet the definition of a teacher of record)

Participation – a pupil must have at least one (1) two-way interaction per week for each week of the four (4) week count period with the mentor. The participation calendar begins on count day (Wednesday) and continues through the following Tuesday --- and so on (the same as for seat-time waivers)• interaction must be relevant to the course or pupil’s progress

At the end of the 2016-17 school year, districts will be required to report student growth for participants using a growth to proficiency model. The report will include pupils who are enrolled in their 2nd or greater year of participation in the program

STW ParticipationParticipation 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

STW Mentor Teacher InfoSample of mentor teacher questions for two-way

communication:

• What is your planned online time schedule this week• Which lesson gave you the most amount of problems this

week• Explain why the topic was difficult to understand• Please explain why you didn’t meet your planned online

time for your course

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

Section 21f – Expanded Online Learning (5-O-D)

Courses are provided in an interactive internet-connected learning environment where students are separated from their teachers by time or location, or both

Available to students in grades 6-12 Student (with parent consent) may enroll in up to 2 online courses per term,

semester or trimester Parent consent is not required if the student is at least 18 or an emancipated minor

Course must be from the course syllabi published in the statewide online course catalog at http://micourses.org

Request must occur prior to active semester, unless newly enrolled in district Primary educating district pays 80% of the cost at enrollment and the

remaining 20% at completion Cost can’t exceed 6.67% of minimum foundation allowance (approx. $493) Course appears on class schedule of primary educating district Participation requirements states that a pupil must have at least one (1) two-

way interaction per week for each week of the four (4) week count period

Section 21f - Expanded OnlineLearning (5-O-D)

Instructional components: Teacher of record – holds a valid Michigan teaching certificate

endorsed in the subject area & grade of course and is responsible for providing instruction

Mentor – employee of the district who monitors the pupil’s progress (may also serve as the teacher of record if they meet the definition of a teacher of record)

Participation – a pupil must have at least one (1) two-way interaction per week for each week of the four (4) week count period with the mentor. The participation calendar begins on count day (Wednesday) and continues through the following Tuesday --- and so on (the same as for seat-time waivers)• interaction must be relevant to the course or pupil’s progress

Section 21f - Expanded OnlineLearning (5-O-D)

A district may deny a pupil enrollment in an online course for any of the following reasons:

Pupil has previously gained the credits provided from the completion of the online course

Online course is not capable of generating academic credit Online course is inconsistent with the remaining graduation requirements

or career interests of the pupil Pupil does not possess the prerequisite knowledge and skills to be

successful in the online course or has demonstrated failure in previous online coursework in the same subject

Online course is of insufficient quality or rigor. A district that denies a pupil enrollment for this reason shall make a reasonable effort to assist the pupil to find an alternative course in the same or a similar subject that is of acceptable rigor and quality

If cost of course exceeds amount required to pay (unless parent is willing to pay difference)

Enrollment doesn’t occur within established timeline A Pupil denied enrollment may appeal to the ISD superintendent in writing

Section 21f – Expanded Online Learning (5-O-D)

To offer or provide an online course, a district must:

• Provide MVU with course syllabus to be included in the statewide online course catalog

• Provide on the district website a link to the course syllabi for all online courses offered by the district and a link to the statewide online course catalog at MVU

• The district decides whether it can accept nonresident applicants and how many (district must use random draw system if there are more nonresident applicants than slots

available)

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

First date of attendance: SRM submitted by:between 10/08/15 and 11/18/15 12/18/15between 11/19/15 and 1/08/16 within 30 calendar

days01/11/16 and after 02/09/16

The portion of an FTE associated with a student enrolled in Section 21f courses will not be transferred under Section 25e (the idea is that the course would go with the student)

Experiential Learning (6-A)The pupil must be enrolled in grades 9-12The course must be supervised by a certified

teacher Must be board approvedThe teacher shall not be concurrently teaching

another courseA grade and credit must be given based upon

assessmentAttendance must be taken and documentedThis is a course, not a job

Peer-to-Peer Program (6-B)The Peer-to-Peer (formerly Links) program is

available for all pupils with an IEP - not just for pupils with Autism Spectrum Disorder (ASD)

It is a support elective course/credit program that incorporates applied (experiential) learning in a non-traditional manner

There are 4 modelsCurriculum 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

Audit InterviewsInterviews are required as part of the field audit

and will now include other staff members (not just teachers) The purpose of the interview is to inquire

whether they are aware of any inappropriate alterations of attendance records

The % of staff interviewed will be based upon the Population 1 sample

AUDITING TEACHER CERTIFICATIONAs part of our audit process we must now verify

teacher certifications with every desk audit (100% sample)Salary deduction for period of non-certificated

employmentFTE adjustment for all students associated with

this teacherAlso includes mentor teachers

counselorsadministrators

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 16, 2015 at 11:59 p.m. EDT 

The window for ISD auditors will open from October 19, 2015 through December 3, 2015

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 2014-2015 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 2015 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, 2015

• Only your intermediate school district (ISD) auditor can make exit status updates for students who exited prior to the 2014-2015 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

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

GAD

Questions?