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September 2014
Friendly Reminders:
• 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 11th graders (born on or after 12/1/98 OR born before 12/1/98 and entered grade 6 in
2009 or later)
Friendly Reminders:
Fill out forms COMPLETELY
If a form is marked with N/A, no need to submit (exception = absence forms)
Residency verification:Send all releases or SE Cooperative
Agreements as applicableNo need to send approved SOC applications
Students with IEP - less than full day schedule Form asks if less than full day schedule is
verified by physician, psychologist, or school social worker Must provide proof if claiming student for a 1.00 FTE
Physician’s statement
Copy of the IEP signed by school Social Worker or Psychologist
If not signed, should indicate that the SSW or Psychologist were on the IEP team and present at time of IEP
If claiming a partial FTE, include on part time form only
Home based pupilsMust include long-term suspension/expulsion
notification/letter with home based forms
Homebound/Hospitalized pupilsMust include current medical documentation
verifying reason why student is unable to attend school If verification states student may miss school from
time to time, this would not qualify for homebound.
Friendly Reminders:
Seat Time WaiverSeat Time Waiver
Pupil Account Manual – 5-O-B
Must meet both Attendance and Participation Attendance =
Ten (10) days of log-in to at least one course OR
Physically present at the school site during count day or the first day after the count day that the pupil is scheduled for on-site instruction. The pupil must attend one period for each course scheduled under the seat time waiver, and each period must represent the amount of time required for the course if delivered traditionally.
Participation = Two-way, interactive mentor contact Mentor Contact must be interactive and occur each and every week
for the 4 week period beginning with count day. Wednesday Tuesday = week.
General MDE and CEPI InformationGeneral MDE and CEPI Information
(Not the same for Homebound/Hospitlized)
Seat Time WaiverSeat Time Waiver
Attendance Data is required in General Collections
Attendance = weekly mentor contact
Field Audit – Back-up documentation for Mentor Contact and Log-ins
Seat Time Waiver
No extension of time period for log-ins nor for weekly mentor contact time allowed for days when school is not in session.
If winter break is 4 school days or longer, requirement for weekly tw0-way interaction does not apply for that week. Does not change log-in requirement.
Ingham ISD not approved for STW for 2014-2015 school year.
STW Mentor Contact Logs:Participation:
Two-way interaction between the pupil and the teacher of record Must occur at least one (1) time per week for the four (4) week
count period Must be educational in nature (course/content specific) May be through means such as e-mail, telephone, instant
messaging, face-to-face Must be documented Must be available to the pupil membership auditor upon request
Note: The district may not claim any FTE for a pupil who does not meet both the attendance and participation requirements of the seat time waiver program.
Must be signed by Mentor
Teacher Certification:New method for checking teacher certification
Comparison of master teacher list and Registry for Education (REP) list
If teacher is listed in REP but not district list – auditor will contact district
If teacher is listed on district list but not REP – auditor will check if teacher is listed in MOECS
If it is determined the teacher does not hold current Michigan Teacher certification, penalty of salary paid to uncertified teacher and potential FTE penalty.
NEW penalty to school - If they were notified by MDE that a noncertified teacher is employed by the district but they knowingly continue to employ teacher, then a fine of $1500 per incident
Teacher Certification:What this means for districts:
Each district/charter needs to submit an EXCEL list of all teachers in alphabetical order All teachers must be included on one master list,
not separated by building
Teachers only
Can submit electronic or hard copy with count packet
Include teacher last name, first name
Districts will submit list each count
Days and HoursDays and Hours
175 = minimum days 2014-2015 and 2015-2016 (unless CBA)
180 = minimum days 2016-2017
1,098 = minimum hours for 2014-2015
Professional Development Hours not countable as instruction unless CBA as of 7/1/2013 (Remember, per school code, must still provide minimum 5 days of prof.
dev.)
Days and HoursDays and Hours
Forgiven days/hours = 6 days or equivalent hours
60% attendance requirement instead of 75% for days added to end of school year
75% attendance penalty applied to entire district
Days and HoursDays and HoursReports: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 whole numbernumber
Due September 26, 2014Due September 26, 2014
GAD and Exit CodesGAD and Exit Codes
Appeal window closed 9/17/2014
Audit window begins 10/20/2014
Auditing:1. Change requests – for any students who
were not active in 2013-14 school year. 2. Rotational Audits of active cohorts for high
schools
GAD and Exit CodesGAD and Exit Codes
Exit Code Changes
Requests and documentation due by October 10, 2014
List of supporting documentation is the same – IISD website
GAD and Exit CodesGAD and Exit Codes
Exits to Cyber or Virtual Schools:
Out-of-State = Homeschool exit code = 14
In-State (EEM) Public = 08 NonPublic = 15
GAD and Exit CodesGAD and Exit Codes
Exits to Cyber or Virtual Schools:
Out-of-State = Homeschool exit code = 14
In-State (EEM) Public = 08 NonPublic = 15
General MDE and CEPI InformationGeneral MDE and CEPI Information
Exit Date Last date of student attendance, or day after, but not
later. Not day records request received.
Homeless
Currently enrolled student who becomes homeless – Residency code does not change regardless of the location of the temporary residence
New homeless student enrolling can only do so if temporary residence in your district
General MDE and CEPI InformationGeneral MDE and CEPI Information
Educational Record
The term “education record” is defined as all records, files, documents and other materials containing information directly related to a student and maintained by the education agency or institution, or by a person acting for such agency or institution (34 CFR §99.3). This includes all records regardless of medium, including, but not limited to handwriting, videotape, audio tape, electronic or computer files, film, print, etc.
Discipline records are part of education record
Parent permission not required to transfer records or send records request
General MDE and CEPI InformationGeneral MDE and CEPI Information
Educational Record
Must request records within 14 days of enrollment
Must send records within 30 days of request
General MDE and CEPI InformationGeneral MDE and CEPI Information
School of Choice
“…a district may refuse to enroll a nonresident applicant if any of the following are met:
(a) The applicant is, or has been within the preceding 2 years, suspended from school (b) The applicant, at any time before enrolling under this section, has been expelled
from another school
“A district may choose to not enroll a pupil who has been suspended or expelled from the district where the pupil had previously been enrolled; however, if this information is not obtained by the choice district until after the pupil has been counted in membership, then the choice district must continue to enroll the pupil in the district.”
Can add to SOC application “…failure to reply truthfully may result in….” But if count must continue to enroll
General MDE and CEPI InformationGeneral MDE and CEPI Information
Residency
Parent has burden to verify residency (AG opinion 5925 – 1981)
Driver’s license not sufficient – please remove from list and phase in discontinuation
Power of Attorney not sufficient to establish residency – does not require court order as guardianship does
School cannot require relative to obtain guardianship, suitable home affidavit sufficient. [Feaster v Portage Public Schools 451 Mich 351 (1996)]
General MDE and CEPI InformationTravel Waivers:
If nothing has changed from previous waivers that have been requested and approved, send a letter or email Brian Ciloski ([email protected]) and ask that previously approved waiver (include year) be extended and for what period of time you would like the extension.
General MDE and CEPI InformationTSDL
Now will be available for year-round submission
Every student submitted in membership counts and EOY must be reported in TSDL with at least one course and one teacher
School Aid ActSchool Aid Act
Kindergarten Start Age = 5 on or before Kindergarten Start Cutoff Date
Kindergarten Start Cutoff Dates:
2014-2015: 5 on or before October 1
2015-2016 and beyond: 5 on or before September 1
Parental notification – SOC application and enrollment formNeed for notification does not go away and no deadlines (MDE Memo June 2014)
School Aid ActSchool Aid Act
Financial and PA audits – October 15th beginning 2015 – 2016 school year (currently November 15)
Pupil accounting records can be audited current year plus 3 prior years
Legislative intent that by 2016-2017 state implement statewide standard reporting requirements for education data
School Aid ActSchool Aid Act
School official or board member who neglects or refuses to do something required by the act or violated the act (School Aid Act) is guilty of misdemeanor; jail up to 90 days and fine of $1500 in addition to other financial penalties identified in act.
Public Act 120-122 of 2013, Effective Jan. 1, 2014 – Requires student to submit certificate of immunization when enrolling in 7th grade instead of 6th.
PA 186-187 of 2013 – Requires school districts to have 2 epipens per building. (Ingham County Health Department)
School Aid ActSchool Aid ActPostsecondary/Dual Enrollment
Section 64b: $1.75m for districts that provide dual enrollment options to 9-12 pupils – incentive of $10 per credit hour for up to 3 credits for each pupil enrolled plus $30 per pupil per course if pupil successfully completes course and is awarded both high school and college credit.
http://www.legislature.mi.gov/(S(mvffctufz4mm4t2f5htsyvi3))/documents/mcl/pdf/mcl-94-1979-I.pdf
PAM Update PAM Update Postsecondary/Dual Enrollment (PAM 5-G-A)
Section 64b: $1.75m for districts that provide dual enrollment options to 9-12 pupils – incentive of $10 per credit hour for up to 3 credits for each pupil enrolled plus $30 per pupil per course if pupil successfully completes course and is awarded both high school and college credit.
School Aid ActSchool Aid ActPostsecondary/Dual Enrollment – Nonpublic Students
Nonpublic pupils (currently enrolled in approved nonpublic school) can take PS/Dual Enrollment courses and MDE will reimburse Postsecondary Institution. Do not have to go through Public LEA
School Aid ActSchool Aid ActPostsecondary/Dual Enrollment – Homeschool Pupils
Homeschool Pupils can only access PS/Dual Enrollment courses by going through LEA
Must meet all requirements of PS/Dual as well as homeschool requirements
Must take one regular class at LEA Course = non-essential, elective plus academic in
nature If only receiving PS credit and not credit toward
satisfaction of diploma, degree, or certification course could be essential
Cannot be a class the local is already providing
School Aid ActSchool Aid ActDrop Out Recovery/Prevention Programs (Sec 23a)
(Graduation Alliance)
New Section of PAM (5-Q-A)
1/12th funding for each month; SRM submissions
NEW: If student claimed in membership in October count and subsequently starts with GA, can still submit SRM for the 1/12th
School Aid ActSchool Aid ActDrop Out Recovery/Prevention Programs (Sec 23a)
(Graduation Alliance)
Eligible student meets one of the following:a.The pupil has been expelled from school under the mandatory expulsion provisions in Section 1311 or Section 1311a of the Revised School Code (MCL 380.1311 and MCL 380.1311a).b.The pupil has been suspended or expelled from school under a local policy.c.The pupil is referred by a court.d.The pupil is pregnant or is a parent.e.The pupil was previously a dropout.f.The pupil is determined by the district to be at risk of dropping out.
School Aid ActSchool Aid ActDrop Out Recovery/Prevention Programs (Sec 23a)
(Graduation Alliance)
Full attendance for the month
Need both satisfactory monthly progress and personalized learning plan
12 Month Program operated throughout the calendar year
Will be audit requirements when auditing manual released
School Aid ActSchool Aid Act2014-2015 Section 25e of SAA (PAM 5-Q-B)
Enrollment of pupil in a district or intermediate district between pupil membership count day (October count) and supplemental count day. (February count)
Allows for pro-rated FTE for student enrolling in District “B” after being counted by District “A” in the October membership count submission.
Pupil must have been claimed for at least some FTE for fall count; 25e = transfer process.
New FTE amount for District “B” prorated based on the Oct FTE
School Aid ActSchool Aid Act2014-2015 Section 25e of SAA
FTE Pro-rated based on 1/105 of the foundation allowance for each day in which the pupil was enrolled and in attendance.
MDE common calendar Attendance date used in calculation 105 = number of days from first day of school to Feb.
count day
ECSE Eligible for transfer
Does impact accountability and GAD rates
25e FTE Transfer25e FTE Transfer
District “A” must Monitor pending requests – attendance, 21f,
withdrawal Notify auditor of disputes
District “B” must Submit SRM in MSDS within 30 days of first date of
attendance or 30 days after certification date, whichever is later.
Enter Sec. 25 component for each student claiming New FTE ≤ Oct Membership FTE Submit request and supporting documentation to
auditor
25e FTE Transfer25e FTE Transfer
Voluntary!
Superintendent Agreement not to request Ingham County but still submit in MSDS for tracking
NEW: FTE and First Date of Attendance can be changed by auditor
NEW: Audits will be on sample basis
Sec 25e and 21f intertwined (21f???)
25e FTE Transfer25e FTE Transfer
Requests for FTE adjustment per Sec. 25e Required Documentation – include with each Request Form
1. Copy of district enrollment form – DATED and signed. 2. Copy of attendance verification for first day of attendance
• STW program will be the 10 days of log-in plus mentor contact
3. Student Schedule4. Residency documentation not required. Will ask if needed
Start document collection day after count – October 2
25e FTE Transfer25e FTE Transfer
Reminders:
1. Submit requests and documentation electronically Email to [email protected]; subject = Section 25
2. Submit one student documentation set in one file
3. Please name file as: student last name, first initial UIC Perry, E 876923547
School Aid ActSchool Aid Act
Section 21f: Expanded Online Learning (PAM 5-O-D)
District must allow two online courses per term, semester, or
trimester with consent of parent from courses listed in
statewide catalog or district catalog
Can be more than 2 classes if previous success with online
course
Courses can be offered by primary district or another district
District has option of denying registration in the courses
School Aid ActSchool Aid Act
Section 21f: Expanded Online Learning (PAM 5-O-D)
Reasons to Deny:
1. Pupil previously gained credit for course
2. Course not capable of generating academic credit
3. Course is inconsistent with grad requirements or pupil career interests
4. Pupil doesn’t have prerequisite knowledge or skills to succeed in course or failed previous
online course in same subject
5. Course is insufficient quality or rigor, district must help pupil find appropriate alternative
6. Cost exceeds amount required to pay unless parent willing to pay the difference
7. Request doesn’t occur within timeline set by district for enrollment and schedule changes
School Aid ActSchool Aid Act
Section 21f: Expanded Online Learning (PAM 5-O-D)
Primary district pays cost of course 80% upon registering and 20%
upon completion (up to 8.33% of minimum foundation allowance -
MDE)
Grades 6 – 12
District must provide course syllabus and list in statewide catalog if
offering broadly
Must be enrolled and in attendance in one regular class
School Aid ActSchool Aid Act
Section 21f:
The portion of an FTE for which a pupil is enrolled in a 21f online course “shall not” be transferred under the FTE transfer process in Section 25e.
PAM RevisionsPAM Revisions
Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)
Virtual Learning on-site with certificated teacher = no change
Virtual Learning on-site with adult present * 21f ? Certificated teacher assigned as mentor and act as teacher of record Regular daily attendance Limit on number
Self-Scheduled Virtual Learning * 21f ? Certificated teacher assigned as on-site mentor Limit on number Attendance = attending on-site course concurrently enrolled in on count
day Does not have to attend building during time off-site class is scheduled
PAM RevisionsPAM Revisions
Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)
Distance Learning = no change
Independent Study = no change Limited number
Grade eligibility: Virtual Learning – all 3 types: K – 12 Distance Learning: K – 12 Independent Study: 9 - 12
PAM RevisionsPAM Revisions
Virtual Learning, Distance Learning, Independent Study (PAM 5-O-A)
Number of courses allowed per count:
Unlimited: Virtual Learning with certificated teacherDistance Learning
Combined maximum of 2:On-site with adult Independent StudySelf-scheduled
School Aid Act - RevisionsSchool Aid Act - Revisions
Section 21f of SAA
21f Online Learning Opportunities 5-O-D of Pupil Accounting Manual
5OD (21f) as compared to 5OA “independent” virtual
School Aid Act - RevisionsSchool Aid Act - Revisions
Section 21f of SAA
21f Online Learning Opportunities 5-O-D of Pupil Accounting Manual
Portion of FTE attributable to 21f class cannot be transferred per 25e
5OD (21f) as compared to 5OA “independent” virtual
School Aid Act - RevisionsSchool Aid Act - Revisions
Section 21f of SAA
21f Online Learning Opportunities 5-O-D of Pupil Accounting Manual
Portion of FTE attributable to 21f class cannot be transferred per 25e
5OD (21f) as compared to 5OA “independent” virtual
PAM RevisionPAM Revision
Homebound/Hospitalized Pupil
General Education:
Required periods of instruction MUST be scheduled and occur each and every week of the count period GE – two 45-minute periods of instruction per
week (week = Monday Sunday)
Unless : 1. Pupil is too ill to receive services – Excused
Absence – teacher must verify & parent confirm 2. School canceled district-wide during the week
for three or more days (revised form)
PAM RevisionPAM Revision
Homebound/Hospitalized Pupil
General Education:
Pro-rate to part time if not delivered – proration based on hours per week during the count window (Instructional hours per week x # weeks per year)/1,098
Doctor’s statement required – if missing claim as part time; same proration
Skype or Facetime allowable
PAM RevisionPAM Revision
Homebound/Hospitalized Pupil
Special Education Students
1. Instructional services required = two 1-hour, nonconsecutive sessions per week, each week of 4 week count window.
AND
2. Doctor statement
Missing 1.) or 2.) FTE = Zero No part time pro-rating allowed for special education pupils for missing
required elements
Pro-rating only allowed if pupil’s schedule is less than full schedule
PAM RevisionPAM Revision
Non-Public Shared Time at Non-Public Site
[[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098
Can include passing time if passing is from one public school course to another
Changed the Public/Non-Public Time Comparison form
PAM RevisionPAM Revision
Non-Public Shared Time at Non-Public Site
Same formula
[[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098
Can include passing time if passing is from one public school course to another
Additional 2014-2015 Changes Additional 2014-2015 Changes 1. Drops and Adds: Form or use SIS
2. Alpha Lists for Count: Generate and submit from SIS
Additional 2014-2015 Changes Additional 2014-2015 Changes Requirements:
* Access to SIS during field audit
* Someone available to provide instructions and overview
* Availability to see:
- Teachers who have not taken attendance on a given day
- Track changes or identify changes and who made them
- Attendance on class basis, not per child
* Electronic Attendance Policy and Procedure
FormsFormsNew/Revised: New/Revised:
• Non-Public/Public School Time Comparison• Required Documentation• Drops/Adds• Homebound/Hospitalized Instruction Log• STW Pupil List and 4-week Window• Special Education Transition• Section 25e Requests • 5-O-A and 5-O-D Comparison• WBL Training Agreements• Days, Hours, and Prof Development• Truancy Referral Form
The Early College (TEC)The Early College (TEC)
Lead Support/Contact: Peter [email protected]
Shared Educational Entity (SEE) Entity Code = 00800
Program Participation Code = 3500
Due Dates:Due Dates:Due Dates:
November 5, 2014 – count packets to IISD and certify data with CEPI
November 12, 2014 – Final certification with CEPI and notify IISD of changes
Office of State Aid and School Finance (michigan.gov/sasf)http://michigan.gov/mde/0,4615,7-140-6530_6605---,00.html
Michigan Pupil Accounting and Attendance Association – MPAAA:http://www.mpaaa.org/
Pupil Accounting Manual:http://michigan.gov/mde/0,4615,7-140-6530_6605-22360--,00.html
MSDS Manual and Component Matrix:http://michigan.gov/cepi/0,4546,7-113-986_50502---,00.html
Ingham ISD Pupil Accounting Information and Forms:http://www.inghamisd.org/district-support-services/pupilmembership/
CONTACT INFORMATION
Ellen Perry Kelly JacksonPupil Accounting Auditor Pupil Accounting
Technician(517) 244-1203 (517) [email protected] [email protected]
Liz Lentz Jim PerrySupervisor Attendance Officer(517) 244-1288 (517) [email protected] [email protected]