pupil accounting training 2012

PUPIL ACCOUNTING TRAINING2012

2012-2013 Updates

Age Changes for Kindergarten2013-2014 Age 5 Before November 12014-2015 Age 5 Before October 12015-2016 Age 5 Before September 1

* Waiver will be available for parents

Kindergarten FTE

Full Day Kindergarten is required for full FTE

Days and Clock Hours

The new minimum amount of Days is 170

It is not allowed to offer fewer days than offered in 2009-2010

Experiential Learning/LINKS

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

Must use Experiential Form

Dual Enrollment

Now open to grades 9-12 (as of May 15, 2012 - Senate Bill 710) Must be enrolled in at least one class at the district. May be a

virtual class Students are limited to 10 college courses during high school:

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

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.

** If nonpublic school student, Treasury to pay prorated % of statewide pupil‐weighted average foundation allowance

http://www.michigan.gov/documents/mde/PSEOA_cte_396672_7.pdf

School of Choice

Requirements under 105 and 105C are identical, except for enrollment of special education students.

By 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

* Must complete School of Choice Forms

Early Childhood 1754 Programs

The auditor will now look at the calendar as a “schedule”. If the student is absent on a Thursday, the student must return to a Thursday within the 30 day count period.

** See handout Early Childhood 1754 for FTE Calculation

Section 25

New School Aid Bill allows all districts and PSA’s to claim funding on a daily basis.

After Count Day, districts may claim FTE for the days they educate the student. FTE will be pro rated based on 180 days

Must notify the sending district and complete the section 25 form and submit to ISD auditor

Please send forms by the 1st of each month with a copy of the student’s schedule and enrollment documentation and proof of attendance (1 week)

Teacher Interviews

Teacher interviews will be required as part of a field audit

The purpose of the interview is to inquire whether they are aware of any inappropriate alterations of their attendance records or any of the other teachers’ attendance records

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

Seat Time Waiver Forms

New form to be completed at the end of each semester

Civil Rights Data Collection(CRDC)

Every school district in the nation is required to report for this collection (Locals, Charters, ISD’s --- anyone who submits students in MSDS)

The purpose is to obtain data related to the nation’s public school districts and elementary & secondary schools’ obligation to provide equal educational opportunity

The data being submitted is from the 2011-2012 school year.

Where to Start ???

The CRDC is organized into two parts: Part 1 and LEA Form Part 1 will be based on a district-chosen count date between September 27 and December 31, 2011. (Fall Count Day - October 6, 2011) Part 2 and LEA Form Part 2 will be a cumulative count for the entire year.

** LEA Local Education Agency (your district)

General Info on CRDC

Students should be counted according to the definitions and rules provided in the CRDC Table Layouts posted by the federal government

Students should be counted at their attendance school Counts by race/ethnicity are unduplicated counts, i.e. they are

only counted in one race/ethnicity category Student counts in the rows for IDEA, Section 504 Only, and LEP

are unduplicated counts (only counted once) except that a student cannot be counted in both 504 and in the IDEA column

Remember…you are reporting for EACH building in your district

What is being collected?

General CategoryRace/Ethnicity Students with Disabilities

For Part 1, students should be counted as IDEA if they had an active SE record on district selected Count Date.

For Part 2, students will be counted as IDEA if they had an active SE record at any point during the school year.

Section 504 Only Part 1, student had active 504 record on Count Date. Part 2, student had active record at any point during the

school year. LEP

What is being collected (cont.)

Part 1 LEA Form:LEA-Level Counts of SchoolsTotal number of students served in the LEA’s schoolsThe number of students who are awaiting initial evaluation for SE programs and related services under the Individuals with Disabilities Education Act (IDEA)Desegregation Order or Plan


Part 1 LEA Form (cont.):Kindergarten Daily LengthPre-Kindergarten Daily LengthPre-Kindergarten EligibilityPre-Kindergarten Age for Non-IDEAHarassment and Bullying PolicyLevel Comments Screen


Part 1 School Form:Grades OfferedCharacteristicsMagnet School DetailAlternative School DetailStudent EnrollmentStudent Enrollment: Early Childhood and Pre-Kdg.Gifted/Talented ProgramsStudents who are LEPStudents with Disabilities Served Under IDEA


Part 1 School Form (cont.):Students served under Section 504 but not served under IDEANumber of Classes in Math

Enrollment in Algebra I in Gr 7 or 8 Enrollment in Algebra I in Gr 9 or 10 Enrollment in Algebra I in Gr 11 or 12 Enrollment in Geometry in Gr 7-12 Enrollment in Algebra II Enrollment in Advanced Mathematics Enrollment in Calculus


Part 1 School Form (cont.):Number of Classes in Science

Enrolled in Biology Enrolled in Chemistry Enrolled in Physics Enrolled in Science Courses & International Baccalaureate Diploma Program


Part 1 School Form (cont.)Enrollment in AP (Advanced Placement) Courses

How may different AP Courses offered? Are students allowed to self-select? Enrollment in at least one AP course Enrollment in AP Mathematics Enrollment in AP Science Enrollment in AP Foreign Language Enrollment in Other AP subjects


Part 1 School Form (cont.):Single Sex Academic Classes (Y/N)

If Yes, Single Sex Academic Classes in the School (totals)

FTE of Classroom TeachersTeacher Years of ExperienceSchool CounselorsSchool Level Form Comments Screen


Part 2 LEA FormGeneral Ed Development (GED) Preparation Program (Y/N)

Participation in LEA Operated GED Program GED Credentials Earned

Level Optional Comments Screen


Part 2 School FormStudents who passed Algebra I in Gr 7 or 8Students who passed Algebra I in Gr 9 or 10Students who passed Algebra I in Gr 11 or 12SAT & ACT Test Participation

Students who took the SAT or ACT Students who took AP exams for some AP courses taken Students who took AP exams for all AP courses taken Students who took AP courses but took no AP exams Students who passed all AP exams taken Students who passed some AP exams taken Students who passed no AP exams taken


Part 2 School FormRetention of Students in Gr KRetention of Students in Gr 1Retention of Students in Gr 2Retention of Students in Gr 3Retention of Students in Gr 4Retention of Students in Gr 5Retention of Students in Gr 6Retention of Students in Gr 7Retention of Students in Gr 8Retention of Students in Gr 9Retention of Students in Gr 10Retention of Students in Gr 11Retention of Students in Gr 12


Part 2 School FormInterscholastic Athletics (Y/N)

Interscholastic Athletics TotalsPre-Kindergarten Suspension and Expulsion (only one)Pre-K Suspension and Expulsion (multiple)Pre-K students expelledDiscipline of Students w/o disabilities:

Corporal Punishment (Y/N) Corporal Punishment (Totals) One or More In-School Suspensions (Y/N) One or More In-School Suspensions (Totals)


Part 2 School FormDiscipline of Students without Disabilities (cont.)

Only One Out-of-School Suspension (Y/N) Only One Out-of-School Suspension (Totals)

More than one Out-of-School Suspension (Y/N) More than one Out-of-School Suspension (Totals)

Expulsions with educational services (Y/N) Expulsions with educational services (Totals)

Expulsions without educational services (Y/N) Expulsions without educational services (Totals)

Expulsions Under Zero Tolerance (Y/N) Expulsions Under Zero Tolerance (Totals)


Part 2 School FormDiscipline of Students without Disabilities (cont.)

Referral to Law Enforcement (Y/N) Referral to Law Enforcement (Totals)

School Related Arrest (Y/N) School Related Arrest (Totals)


Part 2 School FormAllegations of harassment or bullying on the basis of Sex, Race and DisabilityStudents reported to have been Harassed or Bullied on basis of sex, race or disabilityStudents disciplined for Harassment or Bullying on basis of sex, race or disability


Part 2 School FormNon-IDEA students subjected to restraint or seclusionIDEA students subjected to restraint or seclusionInstances of Restraint or SeclusionTeacher Absenteeism: FTE of teachers who were absent more than 10 days of the school yearSchool Finance Data

Report school-level expenditures that are associated with regular K-12 instruction, instructional support, pupil support, and school administration.

School Finance Data Teachers Only School Form Level Comments Screen

References

CRDC Websitehttp://www.crdc2011.org/Security/Home.aspx

1. Table layouts

2. Definitions

3. CRDC Contact Information

The FAQ document can be accessed by clicking the FAQs / Additional Resources tab on the toolbar at the top of the CRDC website www.crdc2011.org

2012 – 13 COUNT DATES

October 3, 2012

February 13, 2013

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 return 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.

Enrollment Reminders

Birth Certificate Must not refuse to enroll a pupil because parent did

not provide a birth certificate Can use a Birth Affidavit

** Please see the Enrollment Process Handout for more information

Required Documentation - Reminders

Building alpha list must be signed by the principal in INK

Attendance must be taken every day Seat Time Waiver Documentation:

2 way communication each week & 10 logins within the 30 day count period

Home Based

Students that have been suspended or expelled as a result of disciplinary action (Section 5C)

If 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 teacher

Expelled 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

Must have note from Dr. 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

Virtual Classes

All students K-12 are allowed to take 2 virtual classes per year Must appear on the Virtual Enrollment form (LL) 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 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

Must log in on count day and 9 additional times during the count period

Limited to two courses per year

Must assign an onsite mentor

Seat Time Waiver

Must log in on count day and 9 additional times during the 30 day count period

Must have two way communication weekly with mentor teacher This documentation needs to be sent with desk audit packet:

Copies of email correspondence Phone log and detailed summary of communication Skype- detailed summary of communication Face to Face- detailed summary of communication

Seat time waiver students must have a schedule and must be submitted with the desk audit packet

Reduced Schedule Students

Grades 9-12 Parents must sign form stating it is in the student’s best interest Must be enrolled in not less than 80% of the minimum hours

required May 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.

Work Based Learning

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 worker’s 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.

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

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

Links now called Peer to Peer

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

MODEL 1

General education elective taught by a special education teacher who is general education certified in the grade level of the elective

Pupil with an IEP is enrolled in a special education program and the PEER TO PEER pupil is enrolled in a general education elective course taught by a special education PEER TO PEER teacher and is receiving an elective course grade in a general education class called PEER TO PEER

MODEL 2

General education elective for pupils with an IEP taught by a PEER TO PEER teacher certified in general education in the grade the elective is offered

General education elective for a pupil with an IEP who is enrolled in a general education content course (i.e.. pre-algebra) and the PEER TO PEER pupil is enrolled in a general education content course called PEER TO PEER

MODEL 3

General education elective for pupils with an IEP taught by a general education teacher who is also teaching a general education content course

The general education teacher instructs, and assigns grades for two separate inter-related courses at the same time. One is the general education content course in which the pupil with an IEP is enrolled and the other is the PEER TO PEER elective which the general education PEER TO PEER pupil is enrolled

MODEL 4

General education elective for pupils with an IEP taught by a special education teacher who is also teaching a special education program

The special education teacher instructs and assigns grades for two separate inter-related courses at the same time. One is the special education program in which the pupil with an IEP is enrolled and the other is general education elective PEER TO PEER course which the general education pupil is taking

GADThe GAD window is July 23 - September 21

GAD Exit Change Requests

GAD application permits district to request change to individual student exit code/status.

Districts submit documentation to the auditor, auditor enters findings in GAD as before.

GAD rates recalculated

Your district's rates may change slightly as rates were recalculated. However there are a very limited number of districts for whom this will result in a negative rate adjustment. Districts for which the adjusted rates fall below 80% at a building or district level will be contacted directly

The rates provided in August erroneously excluded Spring 2012 General Collection exit data and some 2010-2011 audit findings

Days and Clock Hours

Required number of days for 2012-2013 is 170 or no less than those days offered in 2009-2010

The required number of hours is still 1098

PD hours remain at 38 and can only be counted towards the total amount of hours required (not days)

DS 4168 is now an online submission

Forgiven days remain at 6 days and equivalent hours

Worksheet A/ B

Worksheet 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 approval letter with the Worksheet A documentation

Questions?

pupil accounting training 2012

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