PUPIL ACCOUNTING TRAINING 2011

1. PUPIL ACCOUNTING TRAINING2011

2. GET ORGANIZED • Read the Pupil Accounting Manual (it is required to have a copy on file in the building) • It is under constant revision • Put it in a notebook w/tabs – make notes in it • Insert other related documentation, such as questions & answers, emails, etc. (for future reference)

3. IMPORTANT UPDATES • Fall Count Date: October 5 (first Wednesday in October) • The count is now weighted 90/10 (instead of 75/25), so the major emphasis is now on the fall count • Blended Count • Includes Fall Membership, Special Education and Supplemental Nutrition • Going Green • State is moving in this direction. This year we will incorporate attendance and student schedules • 5O-B – Seat Time Waiver • Requirements for counting membership (login on • count day + 9 days during count period and weekly • two-way interaction between mentor/student for each • week of count period)

4. KEY DATES TO REMEMBERFALL COUNT October 5, 2011 Count Day October 5-November 9 MSDS Submission Window October 19, 2011 10 School Days Window for Unexcused Absences November 4, 2011 30 Calendar Days Window for Excused Absences November 9, 2011 Desk Audit Materials Due to ISD November 23, 2011 Data Certification Deadline

5. MOST COMMON ERRORS • Alpha List • Printed alphabetically by grade and FTE totals by grade • Make sure they are signed • 105C (contiguous) School of Choice Students • For Special Ed students – need written cooperative agreement with student’s resident district • Count Day Absence List • Make sure to include return date • Reduced Schedule Students • Students who are not completing the required 1,098 hours at the request of the parent (best interest of the student) • All documentation needs to be included with packet (list of students, request & approval form stating reason for reduced schedule) • In order to be eligible for full FTE, must maintain minimum of 80% of full schedule. For students with IEP’s, if schedule falls below 80%, a doctor’s note must also be attached stating that schedule is being reduced for a medical or emotional reason

6. MOST COMMON ERRORS, cont. • Part Time Students • Grades 1-12 • Scheduled for fewer than 1,098 hours of instruction & does not qualify as reduced schedule student (eg. partial schedule seniors) • FTE is prorated based on actual hours scheduled/provided • Homebound/Hospitalized Students • All documentation needs to be included with packet (list of students, instructional service log, doctor’s note stating need for homebound/hospitalized service • Worksheet B • Make sure FTE’s on Worksheet B match what is on alpha list • Printed on count day (or “as of date” on count day) • Program code needs to be identified (circle or highlight)

7. MOST COMMON ERRORS, cont. • Seat Time Waiver Students • Include form listing students enrolled in program • Include login documentation for each student • Login on count day • Login 9 more days during 30 day count period • Include documentation of weekly two-way interaction between mentor and student for each week of count period

8. District Level Requirements District Building Calendar Indicates scheduled days and hours of instruction Attendance Policy Board approved criteria for excused/unexcused absences (10/30 day rule) Graduation Requirements Board approved courses which grant credit & count toward graduation List of Approved Classes Courses that generate credit for determining state aid Records Retention Districts should have a schedule for retention of records to substantiate membership for 3 years + current year Common Calendar Mandated in 2008 Developed in cooperation with your ISD

9. Building / Program Level Requirements Alpha List (Membership List: Lists pupils eligible for FTE) Data includes: pupil legal name, address, ID number, DOB, residency, name and code of resident & educating district, grade, General Ed, Special Ed, & total FTE REMEMBER to highlight the following: FTE less than 1.00 = green Special Education = yellow Non-residents = pink Non-conventional (Pop III) = blue Schedules The district shall maintain a teacher class (master) schedule for each building that includes: teachers’ names, room locations, course names & numbers, scheduled days & times of classes Attendance Records The official attendance record is reviewed, signed and dated by the teacher of record Determines eligibility to count pupil in membership Is the one and only “Official Proof” of student attendance Excused Absence Documentation Document count day absences: shows name, class, date, reason, building & grade/program name, signature of appropriate staff making contact, name and relation of person making contact

10. Individual Pupil Level Requirements Enrollment Record (enroll form) are to indicate Legal name, address & birth date (verify against certified birth certificate) Pupil ID number (district) District of resident Grade Indicate school of last enrollment Enrollment in another district Parent/guardian name & address (if <18) Signature Date of enrollment Race/Ethnic Survey Attachments: Immunization records Proof of age & identity – certified birth certificate or Other reliable proof as defined in board policy w/affidavit Indication that residency status was reviewed

11. Pupil Requirements (continued) Michigan Missing Children’s Act (MCL 380.1135) Requires first time enrollees/person enrolling pupil to provide: Certified copy of the birth certificate or other reliable proof (per BD policy) Parent can request a copy in person at county clerks office, by mail, or on-line (for students born in Michigan) at http://www.vitalchek.com/michigan-express-vital-records.aspx or Vital Records Requests, PO Box 30721, Lansing, MI 48909 An affidavit accompanying the other reliable proof; explaining the inability to produce the certified birth certificate Parent’s failure to comply with above (PA manual 1-6): Notify person in writing of the 30 day warning to comply After 30 days, “districts shall notify the local law enforcement agency” A district should never expel or deny enrollment of a pupil because the parent did not produce a birth certificate State law on request and transfer of official student records (CA60) Upon enrollment of a transfer in - 14 days, official request for records sent Upon receipt of request - 30 days, send records to receiving school Class Schedules: Secondary schedules are to be saved electronically on count day Included: name, ID#, course name & #, teacher of record, scheduled days & times

12. Pupil Requirements (continued) To count a pupil in membership 5 years old on or before December 1 Less than 20 years old by September 1 Special Education pupils The IEP drives the pupil’s membership. Partial day may count as 1.00 FTE 26 and under by September 1 AND have not received diploma NOTE: A special education certificate of completion is not a high school diploma

13. Days & Hours Requirements For 2011-12, the required minimum number of days of pupil instruction is still 165. Beginning in 2012-2013, the required minimum number of days of pupil instruction is 170. Grades 1-12: Hours requirement = 1,098 Includes Alternative Ed unless a waiver was obtained Professional Development can be applied towards hoursof instruction (38 hours) 30 hours or 6 days of forgiven time for cancellations (inclement weather, building issues) Kindergarten: Hours requirement = 549 NOTE: For 2012-2013 there is intent to require 1098 hours = 1 FTE Professional Development can be applied at prorated rate Eg. 38 hours provided, 19 can be counted in the kindergarten program 30 hours of forgiven time can be applied at a prorated rate (15 hours) An additional 30 hours of scheduled instruction that is not provided after April 1 due to conditions out of the control of the district can be applied to meet the 1,098 requirement (application & approval process) Must apply to the State Superintendent Cannot be used for cancelled Professional Development

14. Hours (continued) Monitor daily 75% attendance Districts must have a procedure in place for capturing 75% attendance Based on pupils enrolled & scheduled compared to those in attendance each day Enrolled and scheduled pupil attendance must be 75% > to avoid state aid deduction Done at the district level Counting qualified “PD” time Must be part of the school fiscal year and conducted on non-scheduled instructional days Should be a recognizable group of teachers (grade level, building, district) PD is focused on: achieving AYP/accreditation, highly qualified and or maintaining teacher certification

15. Pupil Membership Count Requirements Pupil was enrolled on or before count day Enrollment defined as where a student attends or seeks (with the intent) to attend If a student enrolled but did not physically attend before count day: If student is unexcused absent, the student may not be counted in membership If a student is excused absent, the student may be counted in membership so long as they physically attend all classes within the 30 day rule Pupil meets age requirements Students 6 to 16 required to attend school; except under limited circumstances (nonpublic/home school) Students age and identity verified Discussed verification requirements (birth certificate/other proof)

16. Count Requirements (continued) Pupil is a resident of your district Defined as the district in which student Parent(s)/Guardian(s) reside. Resident that can be counted in membership: Parents in separate districts – student considered a resident in both districts (either district may enroll the pupil regardless of which parent has custody) Pupil (without parents) lives with relative or family lives with friends or family to secure a suitable home (notarized affidavit) Pupil is 18/emancipated minor and resides within the district Pupil resides in licensed home placed by court order (foster) F1 Visa – pupil resides in district (I-20 approved schools) J1 Visa – foreign exchange; living with host parents residing in district Homeless (pupil or family living with relative or friend in a double up situation) Pupil incarcerated in county jail becomes a resident of the district where the county jail is located.

17. Count Requirements (continued) Pupil is NOT a resident of your district Defined as the district in which student Parent(s)/Guardian(s) resides out of district boundaries and does not meet the criteria for resident pupils. Non Residents that can be counted in membership: Pupil is enrolled in a Public School Academy or University School Pupil is enrolled in Michigan Virtual High School Pupil is approved to attend under Section 105/105c rules (includes ISD 105c) Pupil’s resident district signs release Cooperative Education Programs Alternative Education Pupils Moved after fall count Non Public Shared Time (home or private school attendee eligible to take non-core courses) Victim of sexual or other serious assault Pupil educated through ISD Pupil educated at MI School for the Deaf & Blind Special Education Center Programs Children of School District Employees (Board policy must opt-in to this exception) Homeless Children Expelled from other districts

18. Populations Pupils Considered Population 1 Present and in attendance in all periods on count day & receives 1.0 FTE Meet criteria for Resident Students who can be counted in membership Are NOT receiving “non-conventional” educational program instruction Hopefully most of your pupils fall into this category  Require typical documentation Enrollment records (form, residency, etc.) Student appears on signed and dated teacher official attendance Enrolled in courses with certified teacher taking attendance, as well as conducting grade assessments – this must be a board approved course with credit applied toward graduation or advancement

19. Populations Pupils Considered Population 2 Absent for all or part of count day Residents & Non-Residents May also be in the Population 3 category Hopefully you have the least amount of absences to track  Require typical and additional documentation Identification of student names & grade Date (count date) and period(s) of absence(s) Whether absence(s) are excused or unexcused (w/documentation) Date of return With documentation (teacher record showing return) FTE (full or pro-rated)

20. Populations Pupils Considered Population 3 Eligible for count, absent or present on count day, Resident/Non-Resident, receiving instruction on count day in a non-conventional program Requires the heaviest course documentation

21. POPULATION 3NON-CONVENTIONAL STUDENTS Includes: Alternative Education – 5A Cooperative Education – 5B Home-Based Instruction – 5C Homebound/Hospitalized – 5D Non-Public Shared-Time and Home Schooled – 5E Part-Time – 5F Post Secondary (Dual) Enrollment – 5G Reduced Schedule – 5H Non-Residents (Schools of Choice – 105/105C) – 4, 5I Special Education Early Childhood – 5K Special Education Transition – 5L Split Schedule – 5M Suspended and Expelled – 5N Michigan Virtual High School, Distance Learning and Independent Study – 5O-A Seat Time Waiver – 5O-B Work-Based Education – 5P Experiential Learning Courses – 6A Links – 6B

22. REQUIRED DOCUMENTATION CHECKLISTS • Adult Ed • Alternative • Center Based Special Education • Elementary • High School • Middle School • Early Childhood

23. SEAT TIME WAIVER (5O-B) • Board Approved • On-line is primary delivery • Instructor is highly qualified and course must generate credit • Class schedule current within 4 weeks of each count and June 30th for each year enrolled • Academic Benchmarks • Grade appropriate assessment • MME – required if earned 12 or more credits toward graduation • Evaluation criteria – MDE to establish additional measure of success against which the program must show progress • District paid tuition and fees • Student computer • Broadband connectivity

24. SEAT TIME WAIVER ATTENDANCE REQUIREMENTS • Participation shall be measured by: • logging into at least one program-sponsored online course on each count day and for nine (9) additional calendar days during the 30-calendar day count period. • Documenting weekly two-way interaction between mentor and student during the count period • If a pupil does not log in on the count day and nine (9) additional calendar days, no FTE shall be granted.

25. MICHIGAN VIRTUAL HIGH SCHOOL, DISTANCE LEARNING & INDEPENDENT STUDY (5O-A) • Pupils are now required through the Merit Curriculum to complete one on-line experience • Requirements: • Course must be approved the school board • Course must generate credit toward a high school diploma or progression • Certified teacher must monitor the student’s activity, as well as take attendance • Course must appear on student’s schedule • Limit of two per semester, unless enrolled under a Seat Time Waiver

26. SELF SCHEDULED VIRTUAL CLASS • Student must be present on count day during the period the class is assigned. • Please provide proof of log in signed and dated by mentor and student

27. WORK - BASED LEARNING (5P)

28. TRAINING AGREEMENT • A training agreement must be in place by Count Day  Verification of Worker’s Disability Compensation and General Liability Insurance • An important requirement of the training agreement for both paid and unpaid students is that there must be verification from the employer that they carry both workers 'compensation insurance and general liability insurance. To verify workers’ compensation • Call the Michigan Department of Energy, Labor and Economic Growth, Workers’ Compensation Agency at 1-888-396-5041 or access the web site at www.michigan.gov/wca and click on “insurance coverage look up”. • The above website does not provide general liability insurance, this information must be verified directly with the employer.

29. TRAINING PLAN • The district must have a written training plan in place by count day. • A list of performance elements that contribute to the pupil’s progress toward a career objective. The performance elements/job skills shall be used to assess the pupil’s progress. New goals each 9 weeks • Identification of the academic course(s) that generate credit toward a high school diploma in which the pupil is currently enrolled or was previously enrolled in that relates to and prepares the pupil for job placement

30. VISITATION PLAN • Every 9 weeks a visitation by a certified teacher must be made. At the visitation: • Monitor the progress of the pupil’s skills • Verify the pupil’s attendance • Evaluate the site in terms of health, safety, and welfare of the pupil.

31. GAD - Graduation and Dropout • Exit code changes must be completed by 09/15/11 (changed to meet Federal Reporting deadline). This is very important to AYP (AYP needs to be 80%) • Auditors timeline – 10/24/11 - 12/09/11

32. RESOURCES EUPISD – http://www.eup.k12.mi.us/608910092913566/site/default.asp CEPI – www.michigan.gov/cepi MPAAA – www.mpaaa.org MDE – www.michigan.gov/mde