September 2013
General 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”
•
Learn Live Lead records are available
• Call, email, fax requests:
• Kelly Jackson
kjackson@inghamisd.org
Phone: 517.244.1207
Fax: 517.676.8007
•
Compulsory attendance age raised to 18 for current 10 th graders
Friendly Reminders
 Fill out all forms completely
 Special Education Code on SE Worksheet = Program
in which student is receiving services NOT description
of student disability
Resolving UIC Duplicates
 UIC = Unique Identification Code (UIC)
 Used to identify students in MSDS
 If two or more students are linked to the same UIC:
 Could result in FTE > 1.00
 Pose problems for reporting and data linking
Resolving UIC Duplicates (cont.):
 Districts make the first attempt to resolve UIC
duplicates
 Determine if the students are actually the same person
Same name, DOB, etc
 If NO – contact sharing district and determine who needs to
request a new UIC
 If Yes – contact sharing district and determine where student
attended on count day
 Adjust FTE as appropriate
 If UIC conflict cannot be resolved, include communications with
sharing district in count packet

Districts should resolve UIC Duplicates by collection certification deadline.
Teacher Certification
• Reminder:
Teachers employed by the district
providing instruction MUST hold a valid Michigan
educator certificate
• New desk audit procedure requires ISD auditors to
check certification status on 10% of teachers in every
district
•
MICHIGAN ONLINE EDUCATOR CERTIFICATION
SYSTEM (MOECS)
Teacher Certification (cont.)
• If it is determined that a teacher providing instruction
is not certified or their certification expired:
•
•
•
The portion of FTE earned per student per class taught by
that teacher will be deducted
A report is made to the Office of Professional Preparation
Services (OPPS)
Sample size is expanded
• OPPS website contains information regarding the
•
types of teacher certifications, endorsements and
substitute permits
www.michigan.gov/mde - Type OPPS in search box
Teacher Certification (cont.)

https://mdoe.state.mi.us/MOECS/publiccredentialsearch.aspx
Make sure the certificate is
not expired
Make sure it is a Teacher
Certificate
Days and Hours
Reports
 Due September 27, 2013
 Do not include professional development days in your
count of days of instruction
Days and Hours
Reports continued:
 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
GAD and Exit Codes
 Appeal window closed 9/18/2013
 Audit window begins 10/21/2013
 Auditing:
1.
2.
Change requests – for any students who were not
active in 2012-13 school year.
Rotational Audits of active cohorts for high schools
GAD and Exit Codes
Exit Code Changes
 Requests and documentation due by October 11, 2013
 List of supporting documentation is the same
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.
 Attendance and Truancy


Legislators want a definition for truancy and consistency across districts for excused and
unexcused absences.
Potential for 2014-2015 SY to have to report students who have 10 or more unexcused absences
Sec 94(9) of SAA (legislative intent)
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
 FERPA – see MPAAA website
General MDE and CEPI Information
 Program Data Alert
 Warning
 LEP, Spec. Ed., Homeless, etc. not indicated upon enrollment
 Mid-year TSDL
 Required for migrant students
 Optional all others
 If choose to enter at end of 1st semester then won’t have to re-enter
these classes/teacher at EOY
General MDE and CEPI Information
 Interviews for Attendance Irregularities
 Continuing
 Include building staff involved in attendance and PA
School Aid Act - Revisions
Membership Blend
90% October Membership Count
10% Supplemental Count in February of current year
Due Dates Both Counts
MSDS Submission = 5th Wednesday after count
October Count = November 6, 2013
February Count = March 19, 2014
MSDS Certification = 6th Wednesday after count (not 7th)
November 13, 2013
March 26, 2014
School Aid Act - Revisions
Days and Hours
2013-2014
 Minimum Days = 170 or what provided in 2009-2010, whichever is more
 Minimum Hours = 1,098; up to 38 Prof Development hours included
 Up to 6 days of forgiven time for circumstances beyond control
2014-2015





Minimum Days = 175
Minimum Hours = 1,098
NO Professional Development hours included
Up to 6 days of forgiven time for circumstances beyond control
MME day(s)
School Aid Act - Revisions
 Kindergarten Start Age = 5 on or before Kindergarten Start Cutoff
Date
Kindergarten Start Cutoff Dates:
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
School Aid Act - Revisions
Kindergarten Start Age – Parental Notification
 Parent of child residing in district born between the kindergarten start cutoff date
(November 1, 2013) 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/charter school must report to the MDE by December 31 how many
children enrolled under the parent notification provision.
 Parent notifications are NOT transferable.
 If a November 1 – December 1 kindergarten student moves into your district:



Not counted in membership = no
Was counted in membership in previous district = yes
MDE Memo and chart http://mi.gov/documents/kindergarten_122554_7.pdf
School Aid Act - Revisions
Postsecondary (Dual) Enrollment
 Limit on number of college courses in which student may enroll:
 Not more than 10 overall

First enrolls in college course grade 9: 2 per year, grades 9,10,11 + 4 per year grade 12

First enrolls in college course grade 10: 2 per year, grades 10+ 4 per year grades 11,12

First enrolls in college course grade 11 or 12: 6 per year grade 11 & 12 but ≤ 10 total both years
School Aid Act - Revisions
Postsecondary (Dual) Enrollment
 Amount LEA responsible for paying to eligible postsecondary institution =
lesser of
1. Actual course cost and fees
2. Pro-rated portion of weighted average foundation
AWF = $7,262 for 2013
$3,631 per semester, $2,421 per trimester
Both HS and PS on Semesters and HS 6-class period day: ($7,262 ÷ 2) ÷ 6 = $605.17 (7262/12)
HS on Trimester & PS semesters and HS 5-class period day: ($7,262 ÷ 15) x 1.5 = $726.20
 No need to complete reduced schedule forms
 Revised form
School Aid Act - Revisions
If “N” indicate
why
Relates to
If “N” inicate
maximums as
why
defined on
previous slide
Legislative Change
Postsecondary Dual Enrollment

Postsecondary Enrollment Options Act (PA 160 of 1996) was
amended in 2012 to include language that requires repayment of
postsecondary tuition when a course is not completed by a
student. See MCL 388.514(9)
 If the student does not complete the eligible course as determined by
the eligible postsecondary institution, and if the school district has
paid money for the course on behalf of the student, all of the
following apply:
Legislative Change
Postsecondary Dual Enrollment
a) PS institution shall forward to the school district any funds that are
refundable due to non-completion of the course.
b) The school district shall then forward to the eligible student any refunded
money in excess of the amount paid by the school district for the course on
behalf of the eligible student.
c) The eligible student shall repay to the school district any funds that were
expended by the school district for the course that are not refunded to the
school district by the eligible postsecondary institution.
Legislative Change
Postsecondary Dual Enrollment
d) If the eligible student does not repay this money, the school district may
impose sanctions against the eligible student as determined by school district
policy.
e) This subdivision does not apply to an eligible student who does not complete
the course due to a family or medical emergency, as determined by the eligible
postsecondary institution.
School Aid Act - Revisions
2013-2014 Section 25e of SAA
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 - Revisions
2013-2014 Section 25e of SAA
 FTE Pro-rated based on 1/180 of the foundation allowance for each day in
which the pupil was enrolled and in attendance. (current language)
 MDE common calendar
 Attendance date used in calculation
 District “B” must





Conduct UIC Student History check to determine if student was
claimed for October FTE
Submit SRM in MSDS within 30 days of first date of attendance
Enter Sec. 25 component for each student claiming
New FTE ≤ Oct Membership FTE
Submit request and supporting documentation to IISD
 Voluntary!
School Aid Act - Revisions
Requests for FTE adjustment per Sec. 25e
Required Documentation – attach to 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. Copy of residency verification
4. Student Schedule
Start document collection day after count – October 3
School Aid Act - Revisions
Requests for FTE adjustment per Sec. 25e
 Inaccurate SRM/Request will be denied not changed
Detailed specific training end of October – First week of November
PAM Revision
Work-Based Learning
 CTE WBL in-district placement can now be either paid (new) or unpaid
 New forms



Training Plan
Training Agreements
In-District Placement Agreement
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 (NEW)
 Certificated teacher assigned as mentor and act as teacher of record
 Regular daily attendance
 Limit on number
 Self-Scheduled Virtual Learning
 Certificated teacher assigned as on-site mentor
 Limit on number
 Attendance = attending on-site course concurrently enrolled in on count day
(NEW) 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: 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
PAM Revision
Seat Time Waivers (PAM 5-O-B)
 Must meet both Attendance and Participation
 Attendance = log-ins to course
 Ten (10) days of log-in to at least one course still required
 Blended STW = Physical attendance for day/time scheduled
 Participation = Two-way 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
PAM Revision
Seat Time Waivers (PAM 5-O-B)
 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.
Seat Time Waiver
 Three Options
1.
Genesee ISD (GenNet)
2. IISD Project ReImagine
3. District STW
 Attendance Data is required in General Collections
 Attendance = weekly mentor contact
 Field Audit – Back-up documentation for Mentor Contact and Log-ins
PAM Revision
Cyber Schools (PAM 5-O-C)
Expanded Online Learning (PAM 5-O-D)

Written for Section 21f of SAA

Effective January 2014 (second semester)

District must allow up to two online courses per term, semester, or trimester with consent of parent from courses listed in
statewide catalog

Courses can be offered by primary district or another district

District has option of denying registration in the courses

Appeal process when denied

Primary district pays cost of course (up to 1/12 of foundation) 80% upon registering and 20% upon completion

Grades 5 – 12

District must provide course syllabus and list in statewide catalog
PAM Revision
Homebound and Homebased Discipline - Mandatory
 General Education:
 Required periods of instruction MUST occur each and every week of the count period
 GE – two 45-minute periods of instruction per week
 Pro-rate to part time if not delivered – proration based on hours per week during the 4
week count window
 Week = Wednesday to following Tuesday
 {[(Minutes per session times total # sessions in 4 weeks) ÷ 20] x (# days in year)} ÷ 60 ÷ 1098
 Doctor’s statement required – if missing claim as part time; same proration
PAM Revisions
Homebound Instruction
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 schedule is less than full schedule
PAM Revision
Non-Public and Homeschool at Public Site
 FTE calculated on actual “butt in seat” time and not # classes
 [[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098
 Only one form for both elementary and secondary
General MDE and CEPI Information
Non-Public Shared Time and Homeschool
 FTE calculated on actual “butt in seat” time and not # classes
÷ 60
xx
÷ 60
 [[(Number of minutes per day) x (Number days per year)]÷ 60]÷ 1098
÷ 1098
÷ 1098
..\2013-2014\Nonpublic Homeschooled Pupils 2013-2014.xls
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

Professional development time is not included
General MDE and CEPI Information
Part Time Pupils
 FTE calculation cannot include professional development
time
 A GE homebound student who does not receive all
required instruction can be counted as part time
Revised Forms
Early Childhood Special Education Absence .1754
Same:
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
C. No school days – not considered present
Revised Forms
Early Childhood Special Education
Changes:
 1. Added “Program Days per Week”
 2. Added “Weeks per Year” Calculation = # days ÷ Days per week
 Can be a fraction ( 174 days ÷ 5 = 34.80 weeks)
 3. Weeks per year will automatically fill
1
.
2
2
P:\Pupil Acctg\2013-2014\Absence_Form_Early_Childhood_340.1754 13-14.xls
Revised Forms
Part Time Students
Changes:
 1. Will do calculations if enter data in Excel form
 2. K – 5 use different columns than grades 6 - 12
 3. If grades 6, 7, or 8 don’t have specific class hours:
 Change formula column L
=IF(OR(D15<6,D15="K"),ROUND(G15/H15,2),(I15/K15))
 Enter incorrect grade but correct on form manually after printing
Formula
P:\Pupil Acctg\2013-2014\Part-Time Pupils 2013-14.xls
Forms
New/Revised:
• Non-Public and Homeschooled Pupils
• Section 25 Requests
• Revised ECSE .1754 Absence List
• WBL Training Plan and Agreements
• Elementary and Secondary Absence Lists
• Postsecondary (Dual) Enrollment
• Virtual, Distance Learning, Indep. Study
• Part Time Students
• Truancy Referral Form
The Early College (TEC)
Lead Support/Contact: Peter Lincolnhol
483-1640
Lincolp@lcc.edu
Shared Educational Entity (SEE)
Program Participation Code = 3500
Entity Code = 00800
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
Resources
State Aid Act:
http://www.legislature.mi.gov/(S(mvffctufz4mm4t2f5htsyvi3))/documents/mcl/pdf/mcl-94-1979-I.pdf
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
eperry@inghamisd.org
Kelly Jackson
Pupil Accounting Technician
(517) 244-1207
kjackson@inghamisd.org
Liz Lentz
Supervisor
(517) 244-1288
elentz@inghamisd.org
Jim Perry
Attendance Officer
(517) 525-5245
jperry@inghamisd.org