ama-esd pupil accounting workshop
DESCRIPTION
AMA-ESD PUPIL ACCOUNTING WORKSHOP. September 2007. WELCOME. ESD Services. Audit Each Year For Compliance Assist Locals With Proper Forms And Proper Documentation Recommend New Practices And Procedures Assist Locals In State Audits And Appeals Provide/Assist In In-Service Training. - PowerPoint PPT PresentationTRANSCRIPT
AMAESD 1
AMA-ESD PUPIL ACCOUNTING WORKSHOP
September 2007
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WELCOME
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ESD Services Audit Each Year For Compliance Assist Locals With Proper Forms And
Proper Documentation Recommend New Practices And
Procedures Assist Locals In State Audits And Appeals Provide/Assist In In-Service Training
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E.S.D. Contacts Sue Stender, General Contact
([email protected]; 354-3101 ext 112) Tony Suszek, Main Auditor Audrey Mumaw, Field Auditor Pat Buck, Desk Auditor Brian Wilmot, Special Ed Chris Torsch – Section 53 Todd Kruger – SRSD Tom Lanway, Truancy/Home School Donna Meyer, Schools of Choice
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AMA-ESD Website: www.amaesd.k12.mi.us
Pupil Accounting Contact Information Communications Count History Forms Resource Links Reference Materials
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Other Contacts and Resources Other
www.mpaaa.org www.michigan.gov/mde www.amaesd.k12.mi.us
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1 . . . 2 . . . 3 . .
What Is It?
Accounting For Pupils!
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What Is It?
Each School District Receives State Aid Payments.
These Payments Are Based On The Students Who Are Eligible And Legally Enrolled On The Count Dates As Established By The State Aid Act.
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How Much Does Each District Receive?
2007-08 = ????? Per Student
$7,085 Per Student in 2006-2007
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When is it?
Fourth Wednesday After Labor Day September 26, 2007
Second Wednesday In February
February 13, 2008
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Due To The ESD
Fall Count - Due October 30, 2007
Supplemental Count – Due March 18, 2008
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Is It Easy? It Sounds Easy! You Must Understand And Be Able To
Interpret: State Aid Act School Code Administrative Rules Michigan Pupil Accounting Manual Michigan Pupil Auditing Manual Michigan Adult Education Manual
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And Work With:
Department Of Education I.S.D.s Local Districts Charter Schools
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Network With Your District Official Familiarize Yourself With ESD Directory Other Pupil Accounting Staff Auditor Attend Trainings MPAAA Directory
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Count Day Preparation Publicize The Date Of Count Request Student Activities Be Kept At A
Minimal Review Attendance Taking Procedures
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Important Reminder: Classroom Attendance List
One Week Before Count Count Week Four Weeks After Count Signed In Ink By Teacher
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Attendance Records Source Documents That Support FTE’s
Claim Property Of The School Building And
Should Not Be Removed Must Be Legible, Accurate And Consistent
Within The Building Kept For 3 Year In Addition To Current
Year
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What Are The Basic Requirements?
Age Must Be 5 On Or Before December 1 Must Be Less Than 20 As Of
September 1 If Special Education, Less Than 26 As
Of September 1
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What Are The Basic Requirements?
1098 Instructional Hours Must Be Teacher/Student Instruction Time Reasonable Passing Time Counts Recess Counts If Supervised By Certified
Teacher, But Not Connected To Lunch Travel Time Can Count Between Sites In Some
Instances
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What Are The Basic Requirements?
HOURS 75% Of Students Present 30 Forgiven Hours 38 Hours Professional Development
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What Are The Basic Requirements?
Enrolled / 10 Day / 30 Day / 45 Day Rule
Must Be Enrolled On Or Before The Count Day.
Must Be In Attendance On The Count Day Or Show Up Within 10 School Days If Unexcused Absences.
Or Show Up Within 30 Days From Count Day If Excused.
Suspended/Expelled Within 45 Days
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What Are The Basic Requirements?
Must Meet Residency Requirement ISD – Schools Of Choice Section 105 – Schools Of Choice Section 105c – Schools Of Choice
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What Are The Basic Requirements Professional Development
What Counts?
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Now It Gets Tougher!
Homebound/Hospitalized Pupils Reduced-Schedule Pupils Dual-Enrolled Students Internet and Virtual Class
Students Special Education Programs Alternative Education Students Homeless
Part-Time Pupils Cooperative Education Programs Split-Schedule Pupils Home Schooled/Part-time Work-Based Education Programs Adult Education Participants
Additional Requirements And Rules For:
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Now It Gets Tougher!
Students Even Have Different Names!!
Pupils Participants
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All These Have Their Own Set Of Rules Leading You To:
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Major Changes Pupil Accounting Manual Required Documentation
a.) Graduation Requirements b.) Building/Program Alpha List c.) Attendance Records d.) Enrollment Records e.) Q&A #4
Hours of Pupil Instruction a.) 38 hours of PD Time b.) 30 minutes/day Recess Time c.) Clarification of Full Time Student
Pupil Membership Count Requirements a.) Count Days b.) Verification of Identity and Age
Pupil Residency a.) Sections 105/105c b.) Cooperative Agreements c.) Expelled from another District d.) Q&A #3
Non-Pupil Part-Time & Home Schooled a.) On-site vs. Off-site b.) Q&A #6 AMAESD 29
Dual Enrollment a.) Support b.) Legislative Eligibility Requirements c.) Requirements
Section 105 and 105c a.) Pre-enrollment Requirements b.) Other Specific Regulations c.) Eligibility of Nonresident Pupils
Suspension and Expulsion a.) Reviewed
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Work-Based Learning Experiences a.) Totally Revised
Experiential Learning Courses a.) New Section
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What is Expected from YOU Alpha Lists Absence List And
Excuses Attendance
Documentation, Signed By Teacher In Ink
Student Schedules Sped Worksheets A & B Lists For All Population
III Students
Documentation Supporting All Pop III Lists – Dated And Signed Where Necessary
District / Building Calendar
Attendance Policy Graduation Requirements List Of Approved Classes Master Schedule
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Send to ESD Forms listed on Desk Audit Checklist:
Alpha List Worksheet A & B Local District Planning Form Etc.
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Alpha List Student name Grade Home Address Birthdate Sex Regular Ed FTE Special Education
FTE
Total FTE Indicate Population III
Students Indicate Special Ed Indicate Who Was
Absent any Portion of Count Day
Signed By Principal
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Absence List Student Name Hours Student Was Absent Excused Or Unexcused Absence The Date Of When Each Student Returned
Each Hour They Were Absent Total Number Of Students Absent
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75 % Absences by Day Last School Year
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Special Ed Worksheet A & B Teachers Code Students Name District of Residency FTE in Sped Regular Ed FTE In
Grade They Are In Total FTE
Total Number Of Students On Page
Total Of Sped FTE And Total Of Reg Ed FTE By Grade
Students Age Teachers Signature
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Other
Schedules Of Students ON Count Day Building FTE On Alpha MATCH SRSD
Totals Run Duplicate Names In SRSD
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Population I Students That Are Present On Count Day
and Not Population III
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Population II Students Absent On Count Day And Not A
Population III Student
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Population III Alternative Education Cooperative Education Home Based (Expulsion) Homebound/Hospitalized Nonpublic Part-Time Part Time Dual Enrollment Reduced-Schedule Schools Of Choice
Early Childhood Special Education
Special Ed. Transition Split Schedule Suspension Virtual High School Work Based
Unpaid Paid
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Alternative Education Verify If Populations Is Reported With Their Grade
Levels Rather Than Alternative Education Pupil Must Not Have High School Diploma Or Ged
Certificate Program Must Abide By Same Guidelines as Traditional
Setting Learning Labs *Sign-In and Sign-out sheets, as well as the Teachers attendance
records must documentation the actual hours the pupil attended *Pupil must not generate more FTE per course than would be
generated by a pupil in a traditional classroom setting.
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HomebasedMandatory Expulsion- Full FTE
Home Education Program – District Policy - FTE Based On Instructional Hours
In School Program Physically Separated From General Population And 1098 Hours Of Instruction
Two Non-Consecutive Hours / Week – Certified Teacher
Home-Based Program Two Non-Consecutive Hours / Week - Certified Teachers
Prorate FTE On Actual Hours Of Instruction
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Homebound / Hospitalized Written Certification From Physician, Hospital Or
Licensed Treatment Facility Attendance On Pupil Hours That Teacher Worked
Verify 2 – 45 Minute Sessions For Regular Ed Student Verify 2 – 1 Hour Nonconsecutive Periods For Special
Education Student Teacher Of Record Attendance Book Shows Student As
Hospitalized/Homebound Provided Instructional Content / Material And Posted
Grade
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Nonpublic-Shared Time No Kindergarten (1-12) Nonessential Courses Course Offered To Same Grade In Public School Receive Grade In Class FTE Prorated Instruction Provided By A Certified Teacher
Hired By District Or ISD Attendance Must Be Taken, But Not Reported In
SRSD
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Part-Time Pupils Number Of Instructional Hours Calculate FTE (Divide Instructional By
1098 hours) Does Not Include Sped Students Who Are
IEP’d For Less Than A Full Day
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Dual Enrollment Pupils Enrollment In Local School (1 Class)
And Post-Secondary Institution Not Completed High School
Requirements District Paid Required Tuition & Fees –
Need Documentation
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Reduced Schedule Request & Approval Signed And Dated
(Before Count Day) Pupil, Parent, Counselor And Or Principal
Best Education Interest Of Pupil Scheduled For 80% Of Required Hours For
Full FTE Complete Form For Dual Enrolled Students
Travel Time
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School Of Choice AMAESD (Other) 105 105C – Atlanta,
Hillman, Alcona
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Early Childhood Special Education Effective IEP On File Enrolled Assigned To Certified Special Education
Teacher Classroom Programs – 450 Hours - R340.1754 Non-Classroom Programs – 180 Hours –
R340.1755
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Special Education Transition Services
Enrolled And Assigned to Instructional Staff Person On Count Day
Sped Work-Site Based Learning Experiences
Work Activity Center Services Less Than 50 % Of The Time
Paid – Assigned On IEP Approved Sped Teacher
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Split Schedule Split FTE Between Buildings Total FTE In One Building Attendance In Building Where FTE Is Claimed
One Building In District
Another Building In Same District
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Suspended Students Short-Term Suspension (10 Days Or Less)
Pupils Must Appear On Suspended And Expelled List
Attendance Book Must Show The Pupil Absent From Class Due To Suspension
Pupil Must Be Supervised By A certified Staff Member With Attendance Where Pupil Was Served Or Pupil Returned To Class Within Count Period
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Suspended Students Long-Term Suspensions (Up To 180 Days) Pupils Must Appear On Suspended And Expelled List Attendance Book Must Show The Pupil Absent From
Class Due To Suspension Pupil Must Be supervised By A certified Staff Member
With Attendance Where Pupil Was Served Or Pupil Returned To Class Within Count Period
Membership Is Pro-rated Based Upon The Instructional Hours Provided
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Virtual High School Meet K – 12 Pupil
Membership Eligibility Requirements
Course Approved By School Board
Course Generate Credit Toward HS – One Course = One Class
Class Appears On Student Schedule Along With Teachers Name
District Pay Tuition Charges
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Virtual High School Taken At A Pupil’s Self Scheduled Time
And Place With No Regular Attendance Be Enrolled At Least 1 HS Course Limit 2 Courses / Semester
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Work-Based Learning – Non CTE
Paid or Un-Paid Pupils with Disabilities
Please read Section 5P-Work-Based Learning Experiences for current important updates.
Work-Based Learning – CTE
Paid or Capstone Unpaid In-District Unpaid Unpaid Training Less-Than-Class-Size
(LTCS)
Please read Section 5P-Work-Based Learning Experiences for current important updates.
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Homeless Meets Requirements Of Lacking Fixed,
Regular And Adequate Nighttime Residence.
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SRSD Training On www.michigan.gov/mde Match Totals With Alpha Lists…THEY
MUST MATCH Run Duplicate Names From SRSD To
Verify You Have None UIC’s
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Have A Successful Accounting Process Coordinate All Buildings, Sped
Department and Data Processing Department Before Printing Final Reports
Print ALL REPORTS AT THE SAME TIME.
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Who Audits?
I.S.D.s CPAs Michigan Department Of Education Michigan Office Of Auditor General Michigan Department Of Treasury Others
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Why Is It Audited?
It Is Mandated By The State School Aid Act, School Code, And State’s Administrative Rules
For Compliance And Accuracy
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THANK YOU FOR YOUR ATTENTION
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