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
applicable
 No need to send approved SOC applications
Friendly Reminders:
 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
Friendly Reminders:
 Home based pupils
 Must include long-term suspension/expulsion
notification/letter with home based forms
 Homebound/Hospitalized pupils
 Must 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.
Seat 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 Information
(Not the same for Homebound/Hospitlized)
Seat 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.
Mentor Log –
Not accepted
Must be signed by
Mentor
Mentor Log –
Accepted
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 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 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 Hours
Reports:
 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 number
 Due September 26, 2014
GAD and Exit Codes
 Appeal window closed 9/17/2014
 Audit window begins 10/20/2014
 Auditing:
1.
2.
Change requests – for any students who were not
active in 2013-14 school year.
Rotational Audits of active cohorts for high schools
GAD 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 Codes
Exits to Cyber or Virtual Schools:
 Out-of-State = Homeschool exit code = 14
 In-State (EEM)


Public = 08
NonPublic = 15
GAD 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 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 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 Information
Educational Record
 Must request records within 14 days of enrollment
 Must send records within 30 days of request
General 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 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 Information
Travel 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 Information
TSDL
 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 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 form
Need for notification does not go away and no deadlines (MDE Memo June 2014)
School 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 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 Act
Postsecondary/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
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 Act
Postsecondary/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 Act
Postsecondary/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 Act
Drop 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 Act
Drop Out Recovery/Prevention Programs (Sec 23a)
(Graduation Alliance)
 Eligible student meets one of the following:
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.
a.
School Aid Act
Drop 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 Act
2014-2015 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 Act
2014-2015 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 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 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 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 Schedule
4. Residency documentation not required. Will ask if needed
Start document collection day after count – October 2
25e 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 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 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 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 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 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 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 Revisions
Virtual Learning, Distance Learning, Independent
Study (PAM 5-O-A)
Number of courses allowed per count:
 Unlimited: Virtual Learning with certificated teacher
Distance Learning
 Combined maximum of 2:
On-site with adult
Independent Study
Self-scheduled
School 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 - 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 - 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 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 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 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 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 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
1.
Drops and Adds:
Form or use SIS
2. Alpha Lists for Count:
Generate and submit from SIS
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
Forms
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)
Lead Support/Contact: Peter Lincolnhol
483-1640
[email protected]
Shared Educational Entity (SEE)
Program Participation Code = 3500
Entity Code = 00800
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
Resources
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
Pupil Accounting Auditor
(517) 244-1203
[email protected]
Kelly Jackson
Pupil Accounting Technician
(517) 244-1207
[email protected]
Liz Lentz
Supervisor
(517) 244-1288
[email protected]
Jim Perry
Attendance Officer
(517) 525-5245
[email protected]
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Pupil Accounting Workshop - Ingham Intermediate School District