Ingham ISD Pupil Accounting Workshop Updates

Ingham ISDIngham ISD
Pupil Accounting WorkshopPupil Accounting Workshop
September 2012

General UpdatesGeneral Updates
• Updated 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 9th
graders

Alpha ListsAlpha Lists
• Alpha list must Include:
• Name of district and school at the top of each page
• GE, SE and Total FTE for EACH pupil
• If SE FTE Claimed – include Special Ed Program
• Include date of enrollment for each pupil
(enrollment in district, not in grade/class)
• Residency status(ie: 14, 02, 06)/Residency code
(ie: Grand Ledge =23060)
• Principal Signature

Friendly Reminders
•If Category “I” (Other) is used on the Non-Resident Form,
please include description in the “All Other Category”
column
•All forms must be thoroughly completed
•If a pupil is receiving Homebound/Hospitalized or
Homebased services, supporting documentation must be
provided (Hours of Instruction, letter from physician, or long
term suspension/expulsion letter)

FRIENDLY REMINDERSFRIENDLY REMINDERS
Pupils Less Than Full Day per IEP:Pupils Less Than Full Day per IEP:
•NOT a reduced schedule pupil
•NOT a part time student
•Claimed as 1.00 FTE
•Must have IEP stating need for < full day and signature of
physician or school social worker or school psychologist that are
part of IEP team

Days and HoursDays and Hours
Days and Hours Reports
Due September 28, 2012
Do not include professional development days in
your count of days of instruction

Days and HoursDays and Hours
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 numberwhole number

GAD and Exit CodesGAD and Exit Codes
Exit Code Changes
Requests and documentation due by October 12, 2012
Required documentation for “moved out of state”, “enrolled in
non-public school”, and “enrolled in homeschool” has changed.
(Handout)
 Exit date > or = As of Date

Appeal window closed 9/21/12
Audit window begins 10/22/12
Auditing:
1. Change requests – for any students who were not
active in 2011-12 school year.
2. Rotational Audits of active cohorts for high schools

 Beginning with the Fall 2012 General Collection, the MSDS
will generate a field-level error if a student with a cohort
status of Graduate is submitted with an exit status of
Continuing in any certified collection. This field-level error will
prohibit users from certifying their data unless the actions
listed below are taken.
 SE Student with certificate of completion or exit codes of 05,
06, 20, 21 will generate warning message but FTE still
allowable.

School Aid Act - RevisionsSchool Aid Act - Revisions
 Kindergarten Start Age = 5 on or before Kindergarten
Start Cutoff Date
Kindergarten Start Cutoff Dates:
2012-2013: 5 on or before December 1
2013-2014: 5 on or before November 1
2014-2015: 5 on or before October 1
2015-2016 and beyond: 5 on or before September 1

Kindergarten Start Age – Parental Waiver
 Parent of child residing in district born between the kindergarten start cutoff
date and December 1 must notify the district in writing by June 1 (or if child
becomes resident after June 1 by August 1) that they intend to enroll their
child in kindergarten, the district can make a recommendation on
kindergarten enrollment, but the parent has the sole discretion to determine
whether or not to enroll the child in kindergarten.
 The district/charter school must report to the MDE by December 31 how
many children enrolled under the parent waiver provision.

Kindergarten FTE
Full day kindergarten required for full FTE with one exception . . . a district or
charter school that proves to the MDE it used federal Title I money in the previous 2
school years to fund full time kindergarten, can get full FTE for providing ½ day‐
kindergarten if allowed by federal law. The MDE following up with USED to make‐
sure this is allowable use of Title I money.
Kindergarten pupil attending half day, parental request for example, = part time
pupil (< 1.00 FTE)
This change in funding to require full day kindergarten for full FTE, is not a
mandate.

Kindergarten FTE
By the fifth Wednesday after count day, each district and charter school must
report the number of instructional hours scheduled per kindergarten pupil for 2012‐
13.
Update on Using Title I Funds for kindergarten
http://www.michigan.gov/documents/mde/Title_I_Funds_for_Kind_396678_7.pdf
MCL 388.1606(6)(4)(r)

Data Reporting – Grad Data at EOY and
Statewide Standard Reporting
Graduation Data – to CEPI 5 weeks after the fall membership count day
AND by June 30
Intent language to implement statewide standard reporting requirements
for education data by 2014 15. MDE and CEPI to work with ISDs and‐
districts to develop. ISDs and districts to implement by 2014 15 or when‐
updates its education data reporting system, whichever is later
MCL 388.1619(2),(7)

On-Line Learning Cost Report
If district or ISD offers on line learning, must submit detailed per pupil‐ ‐
cost report to MDE by October 1, 2012 for 2011-2012
MDE must provide analysis of on line learning costs to legislature by‐
December 31, 2012
http://www.michigan.gov/documents/mde/Online_Learning_Report_Reqs_397994_7.pdf
Google Survey: http://www.tinyurl.com/388-1618-11

Count Day Submission
Membership Count Day – October 3, 2012
Submit by 5th week – November 7
Certify by 7th week – November 21 but CEPI calendar
certify by 6th week– November 14!
Supplemental Count Day – February 13, 2013
Submit by 5th week – March 20
Certify by 6th week – March 27
MCL 388.1701(1)

Days and Hours
1098 hours and at least 170 days but not less than days scheduled in
2009 10 = 5 day increase starts this year!‐
6 days or equivalent hours for “forgiven” days
38 hours of qualified professional development count towards hours of
instruction
DS 4168 Days and Clock Hours electronic
 Live for 2012-2013 data November
 Reports will be part of re-work
DS 4168b Planned Days and Clock Hours (due in April) gone!
MCL 388.1701

Adult Education
Requirement that assessments be done every 90
hours of attendance has been removed.

Dual Enrollment
Expand opportunities for high school students
Take up to 10 college courses count for high school and postsecondary
credit:
If 9th grader – 2 in first 3 years, 4 in senior year
If 10th grader – 2 in year 1, 4 in years 2 and 3
If 11th or 12th grader – not more than 6 per year
If nonpublic school student, Treasury to pay prorated % of statewide
pupil weighted average foundation allowance‐
MDE August 30 , 2012 Memo
http://www.michigan.gov/documents/mde/PSEOA_cte_396672_7.pdf

2012-2013 Section 25 of SAA
Enrollment of pupil in a district or intermediate district
after pupil membership count day (October count)
http://www.legislature.mi.gov/(S(040exezfbcvyasuhpiws2j55))/documents/mcl/pdf/mcl-388-1625-amended.pdf
Allows for pro-rated FTE for student enrolling in District “B” after being
counted by District “A” for the October membership count submission.
Pupil must have been claimed for at least some FTE for fall count
New FTE amount for District “B” prorated based on the Oct FTE

2012-2013 Section 25 of SAA – cont.
FTE Pro-rated based on 1/180 of the foundation allowance for each day
in which the pupil was enrolled and in attendance.
District “B” must notify MDE and request adjustment from ISD.
Voluntary!

Requests for FTE adjustment per Sec. 25
Process for Receiving District
District A = Original District on October count
District B = New educating/receiving district; requesting district
1. Notify District “A”
2. Notify the Department
a. District A submits SRM exiting student
b. District B submits SRM enrolling student
3. Complete IISD Sec. 25 Request Form
4. Collect required documentation
5. Submit form (one form per “sending” district) plus documentation
to IISD at the end of each month

Requests for FTE adjustment per Sec. 25
Required Documentation
1. Copy of district enrollment form
2. Copy of attendance verification for first day of attendance
• STW program will be the 10 days of log-in plus mentor contact
1. Copy of SRM submission
2. Copy of residency verification

School Aid Re-WriteSchool Aid Re-Write
 Governor’s proposal to re-write the SAA – Michigan Education Finance
Act of 2013
 Goal is to have completed by October 2012, budget developed for
2013-14 in December, and to be effective Oct. 2013
 Money to follow student and be at least partially based on proficiency.
 Any Time, Any Place, Any Way, Any Pace
 Oxford Foundation http://oxfordfoundationmi.com

PA RevisionsPA Revisions
Early Childhood Special Education
Pupil absent for one or more of their scheduled days during the count
week:
A.Unexcused absence – must be present on that same day within 10
scheduled school days in order to calculate FTE based on IEP schedule
B.Excused absence – pupil must be present on the same day(s) within 30
calendar days in order to calculate FTE based on IEP schedule

MDE Manuals Referent Group
Working on both manuals to make consistent
Some issues include: essential vs. nonessential courses, virtual
and distance learning, seat time waivers, homebound

Shared Non-Public Students
Make sure to document request for services
FTE calculations in the PAM address only secondary students.
Continue to calculate elementary based on minutes/hours as in
the past
Separate form for Elementary and Secondary

Homebound Instruction
General Education Students
If instructional services are less than required 2 45-minute
sessions OR doctor statement missing, pupil becomes Part Time.
In the above scenario, pro-rate FTE based on actual
minutes/hours of instruction for the week.
Report on Part Time Student List and reason would be HB
Student with < full day schedule should be pro-rated based on
schedule

Homebound Instruction
Special Education Students
If instructional services are less than required 2 1-hour,
nonconsecutive sessions OR doctor statement missing, pupil
remains zero FTE.
No part time pro-rating allowed for special education pupils
Pro-rating only allowed if schedule is less than full schedule

Investigating Attendance Irregularities
On a test basis, interview teachers to inquire whether they are aware of any inappropriate
alterations of their attendance records or any of the other teachers’ attendance records.
Sample interview questions could include:
If your district were to inappropriately inflate pupil counts, how could it be done?
Are you aware of any of your attendance records being inappropriately changed, if so, what
are the details?
Are you aware of anyone else’s attendance records being inappropriately changed, if so,
what are the details?
Are you aware of the district claiming any inappropriate pupil counts or running inappropriate
programs?
Who else should I talk to about this?
Is there anything else that you would like to bring to my attention?

Peer to Peer Course Elective Program
Previously LINKS
For all pupils with IEP, not just ASD
Course/credit program that incorporates applied learning in a
non-traditional manner

Work Based Learning
Student may not work more than 24 hours per week when school
is in session
Replaces the limit of 48 hours per week for work + school
All other requirements still in place. MCPA looking to revise and
reduce requirements (YAY!)

Seat Time Waiver - ReminderSeat Time Waiver - Reminder
Two Options
1. Genesee ISD (GenNet)
2. IISD Project ReImagine (Continued??)
• Residents of Ingham County or Contiguous to IISD
• American Academy
• Other Teacher-led On-Line Courses
• Blended
• Must still follow PAM 5-O-B Requirements
• Contact: Melissa White, Director Instructional Technology, IISD
mwhite@inghamisd.org or 517.244.1471

5-O-B Seat Time Waiver
Requirements:
a) Pupil must be enrolled in the district and attending on count day:
1. Pupil has a class schedule for the entire year
2. The pupil logging into at least one online course on count day
b) Full time pupil has same number of classes on schedule as
regular HS/MS student – each course counts as one class
c) On-Site mentor teacher assigned - serves as teacher of record
d) Mentor interactive contact – min. 1x per week per student

5-O-B Seat Time Waiver cont.
Requirements:
f) Pupil must log into at least one online course on each count day
and for 9 additional calendar days during the 30 calendar day
count period.
g) No log in on count day must be 10 log-ins10 log-ins during the next 30
calendar days.
h) Less than 10 log-ins = 0.00 FTE

FormsForms
New/Revised:New/Revised:
• Non-Public and Homeschooled Elementary Pupils
• Section 25 Requests
• Non-public/Public Course Comparison
• Revised ECSE .1754 Absence List
• Peer-to-Peer Support (was LINKS)
• WBL Training Plan and Agreements

The Early College (TEC)The Early College (TEC)
Director: Kristine Grunwald
Lead Support/Contact: Peter Lincolnhol
483-1640
Lincolp@lcc.edu
Shared Educational Entity (SEE) Entity Code = 00800
Program Participation Code = 3500

Due Dates:Due Dates:
Due Dates:
 November 7, 2012 – count packets to IISD and
certify data with CEPI
 November 14, 2012 – Final certification with CEPI
and notify IISD of changes

CONTACT INFORMATION
Ellen Behm Kelly Jackson
Pupil Accounting Auditor Pupil Accounting Technician
(517) 244-1203 (517) 244-1207
ebehm@inghamisd.org kjackson@inghamisd.org
Liz Lentz Jim Perry
Supervisor Attendance Officer
(517) 244-1288 (517) 525-5245
elentz@inghamisd.org jperry@inghamisd.org

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