September 30, 2013

2013–2014 COUNT DATES October 2, 2013

Materials to Auditors by November 6, 2013

February 12, 2014 Materials to Auditors by March 19, 2014

2013-2014 UpdatesAge changes for KindergartenAudit changes

Interviews Teacher certifications

Changes/additions to Section 5-O in Pupil Accounting Manual 5-O-A – Virtual Learning, Distance Learning &

Independent Study 5-O-B – Seat Time Waiver 5-O-C – Cyber Schools 5-O-D – Expanded Online Learning

Section 25

KINDERGARTEN ENROLLMENT

2013-2014 --- Age 5 Before November 1 2014-2015 --- Age 5 Before October 1 2015-2016 --- Age 5 Before September 1 Waiver is available for parents

as long as child is 5 by December 1

Notification cut-off dates no longer exist

Audit InterviewsInterviews are required as part of the field audit

and will now include other staff members (not just teachers) The purpose of the interview is to inquire

whether they are aware of any inappropriate alterations of attendance records

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

AUDITING TEACHER CERTIFICATIONAs part of our audit process we must now verify

teacher certifications with every desk audit10% sampleLoss of FTELoss of salary

Also includes mentor teacherscounselorsadministrators

Requirements for MembershipPupil 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 returned 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

Required Documentation - Reminders

Building alpha list must be signed by the principal -- in INK

Attendance must be taken every daySeat Time Waiver Documentation:

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

Enrollment Reminders Birth Certificate

Must not refuse to enroll a pupil because parent did not provide a birth certificate

Can use a Birth Affidavit --- with other reliable proof

Homeless StudentsChildren who lack a fixed, regular and adequate nighttime

residence Share housing of others (doubled-up) due to loss of housing,

economic hardship or similar reason Living in motels, campgrounds, etc. due to lack of

alternative housing Living in emergency/transitional shelters Awaiting foster care placement (6 months or less) Living in cars, parks, public spaces, substandard housing,

abandoned buildings, etc. Unaccompanied youth – not in the physical custody of a

parent/guardianThese children have the right to enroll in school immediately,

even if they do not possess the required documentation (school records, medical records, proof of residency)

Reasons for Homelessness There can be many reasons for homelessness

Eviction Foreclosure No affordable housing Substandard housing Utility shut-off Loss of Job Underemployment

EUPISD Homeless contactLisa Jo Gagliardi

lgaglardi@eup.k12.mi.us(906) 632-3373 ext. 132

Worksheet A/BWorksheet 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 MDE approval letter with the Worksheet A documentation

School of Choice Requirements under 105 and 105C are identical, except for

enrollment of special education students 105C special ed students require cooperative agreement

(even if student had been in district for years before they became special ed) --- no agreement, no FTE

No later than 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

Students must be enrolled by end of first week of school Must complete School of Choice forms Failure to follow 105/105C guidelines --- subject to forfeiture of

5% of state aid for the year in question

ISD Center-based Residency Change• If a student is a resident of one of your

constituent local districts, report the student as a resident student using one of the resident codes (“09”, “11”, “12”, “13” or “14”.) If the student is a resident of a district that is not one of your constituent local districts, report the student as code “06” (Non-resident/all other non-resident students)

Days and Clock HoursThe new minimum amount of days is 170 --- or no less

than the number of days offered in 2009-2010 Will be changing to 175 days for 2014-2015 school year

The required number of hours is still 1,098PD hours remain at 38 and can only be counted towards

the total amount of hours required (not days) PD hours will no longer count towards hours of instruction

(after 2013-2014 school year)Forgiven days remain at 6 days and the equivalent hours

New this year --- bomb threats and funerals are allowed

Early Childhood 1754 ProgramsThe auditors 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.

Home-Based StudentsStudents 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 teacherExpelled 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/HospitalizedMust have a note from the Doctor certifying the

student has a medical condition that requires that the pupil be confined to the home or hospitalized during regular school hours Pupils who are able to attend school part-time are

expected to do so and do not qualify for homebound/hospitalized service

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

Homebound/HospitalizedFTE calculations

To claim a full FTE, the minimum amount of instruction must be provided during each of the 4 weeks of the count period

If pupil doesn’t meet requirements under H/H, they become a part-time pupil and the FTE must be prorated based on the 4 weeks of count

Special education students are still all or nothing --- there are no partial FTE’s

Reduced Schedule StudentsFor students in grades 9-12Parents must sign form stating it is in the student’s best

interestMust be enrolled in not less than 80% of the minimum hours

requiredMay 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.

Dual EnrollmentDual enrollment is now for grades 9-12Total number capped at 10, unless written

agreement with school and postsecondary Grade 9 = 2+2+2+4 Grade 10 = 2+2+4 Grade 11 or 12 = no more than 6/year --- up to max

of 10Dual enrollment expanded to nonpublic schools

students that meet the same requirements as public school students

Dual EnrollmentA dual enrolled student must be enrolled and attending at

least one high school course at the districtAs of May 15, 2012 - Senate Bill 710:

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

The school district shall pay to the eligible postsecondary institution on behalf of the eligible student an amount equal to the lesser of the amount of the eligible charges or the prorated percentage of the statewide pupil-weighted average foundation allowance, as calculated under section 20 of the state school aid act

At the time an eligible student who is enrolled in a school district enrolls in a postsecondary course under this act, he/she shall designate whether the course is for high school or postsecondary credit (or both) and shall notify both his/her high school and the eligible postsecondary institution of that designation

Virtual Learning, Distance Learning & Independent Study (5-O-A)

Virtual Learning – computer-based internet-connected learning grades K-12 on-site

• with teacher – unlimited courses• self-scheduled – 2 course limit

Distance Learning – 2-way communication between teacher of record & a group of pupils (eg. ITV) grades K-12 unlimited courses

Independent Study – self-directed learning grades 9-12 2 course limit

Virtual ClassesAll students K-12 are allowed to take 2 virtual classes per yearMust 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 ClassMust assign an onsite mentorMust be enrolled in at least one course offered by the

district where regular daily attendance is requiredProof of logins no longer required --- student is

considered in attendance if they attend any of their seated classes that day

Limited to two courses per semesterDistrict is required to pay any tuition charges or fees

Seat Time Waiver (5-O-B)Grades 6-12

Teacher-facilitated Instruction:

The district shall select online courses or other credit-bearing activities that are facilitated by a highly qualified certificated teacher

The course(s) shall be approved by the district’s local board and must generate credit toward the pupil’s high school diploma or grade progression in order to count toward thepupil’s membership

The course content must be aligned with the Michigan GradeLevel Content Expectations or Michigan Merit Curriculum

Seat Time Waiver Student must log in on count day and 9 additional times during the

30 day count period The school district claiming a pupil under a seat time waiver

must produce to the pupil accounting auditor log-in records for count day and login records during the 30 calendar day window period

Must have two-way communication weekly with mentor teacher --- the communication must be educational in nature 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

The on-site mentor shall be a certificated Michigan teacher employed by the district

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

Expanded Online Learning (5-O-D)Section 21f

Grades 5-12 No more than 2 courses per count --- with consent of the pupil’s parent

or legal guardian Provided in an interactive internet-connected learning environment

where students are separated from their teachers by time/location or both

Courses must be selected from the educating district online catalog or the MIVU statewide catalog and must generate credit/grade

District shall use foundation allowance to pay for online courses (80% at enrollment – 20% at completion) --- can be no greater than 1/12 per semester of the district’s foundation allowance

A Michigan certified teacher of record must be identified and assigned to the course

If course will be taken in self-scheduled format, an on-site mentor teacher must be assigned

Expanded Online Learning (5-O-D)Section 21f

A district may deny a pupil enrollment in an online course for any of the following reasons: Pupil has previously gained the credits provided from the

completion of the online course Online course is not capable of generating academic credit Online course is inconsistent with the remaining graduation

requirements or career interests of the pupil Pupil does not possess the prerequisite knowledge and skills to be

successful in the online course or has demonstrated failure in previous online coursework in the same subject

Online course is of insufficient quality or rigor. A district than denies a pupil enrollment for this reason shall make a reasonable effort to assist the pupil to find an alternative course in the same or a similar subject that is of acceptable rigor and quality

A Pupil denied enrollment may appeal to the ISD superintendent in writing

Work - Based Learning (5-P)

Requirements of Paid and Unpaid Non-CTE WBL Programs:

*A violation will result in a deduction of the WBL portion of the FTE for that pupil

1. Training Agreement * = A written contract that clarifies the specific responsibilities of the student learner, the employer, the parents, the teacher/coordinator, and the school district

a) Student learner’s personal information: name, home address, telephone number, date of birth and emergency contact information

b) Employer’s name, address, telephone and contact person

c) Employer, school and student learner’s responsibilities*

d) Dates of Safety Instruction*

Training Agreement continued:e) Beginning and end dates of agreement*f) Daily hours to be worked, including beginning and

ending times*g) Verification of workers disability compensation and

general liabilityinsurance*h) Signatures of the principal/or designee, certificated

coordinator, student learner, parent/guardian, and employer*i) In place on count day*j) Statement of assurance signed by employer that pupil

will not bediscriminated againstk) Statement of assurance that district complies with

federal laws relating to discrimination

Training Plan: In Place for Count Daya) Verification by certificated teacher that placement

relates to career or education goals as outlined in EDP.b) For unpaid learners, differing specific skills need to be

listed for each 45-hour placement.*c) Identification of related academic course(s) instruction

(non-CTE and General Education only) where pupil was previously or is currently enrolled. * http://www.onetonline.org/

d) Signatures of the principal/or designee, certificated coordinator, student learner, parent/guardian, and employer. If the training plan and training agreement are combined, one set of signatures is sufficient

Training Plan continued:e) Grades 9 – 12f) Monitored by district-employed certified teacher*g) Student eligible to receive credit for WBLh) Site visits every 9 weeks (30 days SE)*i) Safety Instruction*j) Attendance records at work site*k) Hours worked must not exceed district maximum and can

be no morethan 24 per week when school is in sessionl) Credit towards diploma/certificatem) WBL cannot generate > 50% of student’s FTE (not the

day)*n) Work experience must occur during scheduled classroom

time unless a special exception is documented and certificated teacher must be available to monitor this experience during the pupils training hours.

Requirements All CTE-WBL Programs:

1. Training Agreement *– same requirements as Non-CTE program2. Training Plan*:

• Verification by vocationally (CTE) certified teacher coordinator that placement relates to pupil’s career or education goals in EDP

• List of performance elements (CTE Standards) used to assess student progress and established by the Office of Career and Technical Education

• Mi CTE Navigator = http://ctenavigator.org/• Signatures of CTE certified teacher, pupil, parent/guardian

3. Employer or vocationally (CTE) certificated teacher/coordinatorshall maintain and verify records of pupil attendance*

Requirements All CTE-WBL Programs continued:

4. CTE certified teacher shall develop a regular visitation plan, after first visiting employer to establish training site, that includes visits every 9 weeks*

5. Monitored by a vocationally (career and technical education/CTE)certified teacher coordinator employed by the district.*

6. Enrolled in a state-approved CTE program and in grades 11 or 12.*

7. Pupil eligible to receive credit for the WBL experience*

Training PlanThe 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

In District Placements (placed within school district)

Must Be:1. Directly related to postsecondary career and employment goals in pupil’s Spec. Ed Transition Services Plan

OR

2. Placement for related State-Approved CTE Program (Must identify PSN for the CTE program)

In-District placement for all others is not allowed

Visitation PlanEvery 9 weeks a visitation by a certified

teacher must be made. At the visitation: Monitor the progress of the pupil’s skillsVerify the pupil’s attendanceEvaluate the site in terms of health, safety, and

welfare of the pupil.

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.

Experiential Learning (6-A)The pupil must be enrolled in grades 9-12The course must be supervised by a certified

teacher Must be board approvedThe teacher shall not be concurrently

teaching another courseA grade and credit must be given based upon

assessmentAttendance must be taken and documented

Experiential Learning (6-B)The Peer to Peer (formerly Links) program is

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

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

There are 4 modelsCurriculum is approved by board, instructional

objectives must be established, course syllabus is provided, daily attendance is taken, assessment & grading is completed by teacher of record

GAD Report

• Dropout - Verify all dropouts. If incorrect, change the exit code in SRM (Student Record Maintenance Collection)

• Exempt = Deceased - Moved out of State – Non Public- Home-schooled

• District may make changes to the current

cohort

GAD

Submit any necessary Primary Education Providing Entity (PEPE) change requests, cohort year or status change requests and exit status corrections in the MSDS

• Please note that there must be corresponding submission records to support the request (i.e. PEPE changes cannot be approved for entities that have never reported the student)

• If you reported a student with an incorrect exit status during the 2012-2013 school year or the student is a summer graduate, then you MUST report the student in the SRM Collection. Once you certify the SRM Collection, each student’s PEPE and cohort status will update automatically

• Only your intermediate school district (ISD) auditor can make exit status updates for students who exited prior to the 2012-2013 school year, as these data have been previously audited. Submit proper documentation to your auditor and s/he will submit an audit finding during the exit status audit window

GAD

Determine whether the cyber/virtual school is in state or out-of-state by searching for the school in the Educational Entity Master (EEM) at http://www.michigan.gov/eem. If the school does not exist in the EEM, it is considered an out-of-state school... report the student with District Exit Status code “14” (enrolled in home school)

If the cyber/virtual school does exist in the EEM, it is considered an in-state school, and it will be listed as either a public or nonpublic school. Exit the student with code “08” for public school or “15” for non public

When you receive a ‘Request for Records’ for a student that you have reported as a dropout, submit an SRM record revising that dropout

GAD

Section 25New School Aid Bill allows all districts and PSA’s to claim

funding on a daily basis (funding follows student)

After Fall count day, districts may claim FTE for the days they educate the student (from October 3 through February 11)

FTE will be pro rated based on 105 days (time between Fall and Spring counts). Effective date is the date the pupil becomes enrolled and is in attendance (not just enrollment)

Section 25 Identify students new to district (October 3 through February 11) Within 30 days, districts must submit & certify SRM record Submit required paperwork to ISD auditor for review/approval

verifies date of enrollment verifies membership eligibility (residency, etc.) proof of attendance

If approved, adjustment will appear on following month state aid payment

If denied, it will be sent back with instructions in the comment section to fix and re-submit

Details regarding specific procedures are to be provided by the State prior to November 1

There will be roll-out trainings provided