PUPIL ACCOUNTING

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PUPIL ACCOUNTING

• For K - 8 Staff
• Genesee ISD
• September 26, 2008

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2008 09 COUNT DATES

• 4th Wednesday after Labor Day
• September 24, 2008
• 2nd Wednesday in February
• February 11, 2009

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The Enrollment Process

• School Code Requirements
• Original Birth Certificate or other reliable
  proof
• Missing Childrens Act (RSC 380.1135)
• Baptismal record, court records, governmental
  records, Dr. or hospital records with a sworn
  statement, passport, life insurance policy
• Must provide within 30 days notify in writing
• If certificate or other proof is not produced
  within 30 days, notify local law enforcement

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No Birth Certificate!_at_

• Never deny enrollment
• Parent may obtain a copy
• Request on-line, by mail or in person in Lansing
  - 26.00
• National Center for Health Statistics for other
  states 301-458-4000. Check link on GISD
  website.

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• School Code Requirements
• A child enrolling in a public or non-public
  school in Michigan for the first time or
  enrolling in grade 6 for the first time shall
  submit proof of minimum immunizations
• A child enrolling in kindergarten for the first
  time shall submit statement of a preschool
  vision-screening test after age 3

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The Enrollment Process (cont.)

• Verify Residency (Section 4 of P.A. Manual)
• Request records within 14 days
• Acquire a Unique Identifier Code (UIC)
• Homeless qualifies for free and reduced lunch.
  Identify in SPM / SRSD.

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PUPIL RESIDENCY

• It is the enrolling districts responsibility to
  verify the residency of the pupil.
• A pupil is a resident of the district in which
  the parents or legal guardian resides, regardless
  of who has custody.
• Exceptions

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PUPIL RESIDENCY

• Count Pupil as a Resident
• Resident of the district in which the parents or
  legal guardian resides, regardless of who has
  custody
• The pupil lives with a relative other than a
  parent for purposes of securing a more suitable
  home and not for educational purposes.
• Pupil is 18 years old or emancipated.
• Pupil lives with a guardian where court has
  granted a Limited or Full guardianship. No other
  document qualifies.

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PUPIL RESIDENCY

• Count Pupil as a Resident
• 5. Homeless McKinney-Vinto Homeless Act.
• F-1 visa
• Foreign Exchange Student
• A court or agency places a pupil outside the
• parents district of residence.
• Section 53 Special Education.
• Parents are both called to ACTIVE DUTY in the
  military.

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PUPIL RESIDENCY

• Count a Pupil as a Nonresident
• Section 105 or 105c
• Resident on membership count day, is continuously
  enrolled, and is a non-resident before the
  supplemental count date.
• GISD collaborative Schools of Choice Program.

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PUPIL RESIDENCY

• Count a Pupil as a Nonresident
• Alternative Ed if
• Suspended or expelled from resident district for
  any reason
• Previously dropped out of school
• Pregnant or is a parent
• Referred by a court
• 5. Receives ½ or less of instruction in the
  nonresident district.

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PUPIL RESIDENCY

• Count a Pupil as a Nonresident
• Nonpublic shared time pupil in grades 1-12
• Released from resident district
• Victim of a documented criminal sexual or serious
  assault
• Cooperative agreement.
• PSA
• Michigan Virtual High School

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PUPIL RESIDENCY

• Count a Pupil as a Nonresident
• Educated by the ISD
• Educated by MSD
• Special Ed Center Program
• Children of Employees

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Transfer of School Records

• Revised School Code (380.1135)
• A school will send a copy of the school record
  to the new enrolling school within 30 days.
• The No Child Left Behind Act requires that
  disciplinary records, with respect to suspension
  and expulsion, are transferred to the new
  enrolling school.
• Send UIC

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PUPIL ACOUNTING MANUAL

• Under constant revision Updated August 2007
• Put in a notebook with tabs
• Insert other documents
• Print by sections GISD Pupil Accounting website
• geneseeisd.org
• Scroll to Pupil Accounting in the Quick Link area

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Required Documentation - Reminders

• Building alpha list must be signed by the
  principal in INK
• Attendance Records must be taken class-by-class
• Attendance must be taken every day
• Must not expel a pupil because parent did not
  provide a birth certificate

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Attendance Records

• District wide standard with minimum of letters
  or symbols.
• Teachers including substitutes are the only
  individuals that may take attendance
• Sub teachers should be informed.

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Attendance Records (cont.)

• Drop and transfer dates should be clearly
  indicated
• Positive attendance if class does not meet
  everyday
• Official document must be printed and signed by
  the teacher.

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Attendance Records (cont.)

• Electronic Attendance state guidelines
• Must be signed by the teacher on a weekly basis
  at a minimum
• Must be printed and signed weekly for the full
  week prior to count day (M-F), count week and 30
  calendar days after the count date
• District must have an electronic attendance
  procedure.
• Collect attendance at end of year

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Hours of Pupil Instruction

• School calendar should indicate the day and time
  professional development is scheduled. Up to 38
  hours of P.D. may be counted as instructional
  time.
• The first 30 hours of cancelled pupil instruction
  that my be forgiven does not apply to cancelled
  teacher p.d.

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Hours of Pupil Instruction

• In elementary schools, recess of a reasonable
  duration may be counted if supervised by a
  certificated teacher.
• May not count recess at the beginning a the
  school day or passing to the bus at the end of
  the day or recess to provide breakfast or lunch
  to students.
• May not exceed 30 min/day unless teacher contract
  prior to Sept. 1, 2007.

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Hours of Pupil Instruction

• Breakfast is countable if
• Breakfast is being consumed in a classroom by
  some or all the students and a teacher is
  providing instruction
• Breakfast is being consumed during a countable
  homeroom period.

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Hours of Pupil Instruction

• No minimum day requirement for 2008-09
• Grades 1 12 1098 hours
• Kindergarten 549 hours
• 75 of pupils who are scheduled to attend school
  in the district on a given day must be present to
  avoid losing a portion of the districts state
  school aid for that day.

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Days and Hours of Instruction (cont)

• ECDD Classroom Program
• Formerly known as PPI
• Required to offer the minimum of 144 days and 360
  hours
• FTE is calculated by dividing the number of hours
  scheduled and provided by 450 hours
• Attendance must indicate the program in the IEP.
  i.e. If IEP states 3 days, then pupil must
  attend 3 days during the count period.

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Hours of Pupil Instruction

• School Calendar will specify the beginning and
  ending dates for scheduled pupil instruction
• Specifies dates not in session
• Specifies dates that are an exception to the
  regular full day
• May be for the district, a building, or a
  cluster of buildings

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Hours of Pupil Instruction

• Up to 38 hours of Teacher Professional
  Development may be counted as hours if
• Focused on achieving or improving AYP
• Achieving accreditation
• Achieving Highly Qualified Teacher status
• Maintaining teacher certification
• Must be held when pupils are not scheduled to
  receive instruction.
• Must be within July 1 and June 30

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Hours of Pupil Instruction

• PD hours applied to kindergarten must be
  pro-rated for each session
• A 549 hour program is allowed up to 19 hours of
  PD
• A 900 hour program is allowed up to 31 hours of
  PD

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Hours of Pupil Instruction

• Forgiven Hours
• The first 30 hours that scheduled pupil
  instruction had to be cancelled beyond the
  control of the district, may be counted as hours
  of instruction
• Weather
• Mechanical problems
• Health
• Death
• Not countable strikes, hunting, funerals,
  athletic tournaments

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Hours of Pupil Instruction

• Forgiven Hours
• Kindergarten may count up to 15 hours toward the
  minimum required 549 hours
• A session that offers more than the minimum 549
  hours may pro-rate the 30 hours
• After April 1, not more than an additional 30
  hours may be forgiven due to unusual and
  extenuating circumstances. Approval of State
  Superintendent required.

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Kindergarten Changes

• 2009-10 DK Must have 1098 hrs
• for 1.0 FTE
• 2010-11 K Must have 659 hrs for 1.0 FTE
• 2011-12 K Must have 769 hrs for 1.0 FTE
  

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SPECIAL EDUCATION

• Special education behavior must be reported in
  SRSD.
• Who is responsible for entering behavior in SPM
  or the student management software?

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Special Education

• Homebound Hospitalized
• Need documentation and time of instruction
• Homebased
• May be 1.0 FTE if mandatory expulsion and 2 -1
  hour individualized sessions
• IEPd less than a full day
• Must be for medical or emotional reason to be
  counted for a 1.0 FTE

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Special EducationEarly Childhood

• ECDD Classroom Program
• Ages 2.5 5
• 360 hours and 144 days
• FTE-hours provided divided by 450
• ECDD Special Education Services
• Ages birth five
• Service minimum 2 hours per week
• 72 hours within 180 days
• FTE- hours provided divided by 180

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NON-CONVENTIONAL PUPILS

• Pupils who do not attend school in the
  traditional basis such as attending classes first
  period through last period in the same building
  at the resident district.

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Home School Students

• Michigan parents have the right to home school
  their children.
• It is the responsibility of the parent or
  guardian.
• It is suggested that the parent inform their
  local district of the decision to home school.
• It is suggested that the form be completed.

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SUSPENSION AND EXPULSION DATA

• Expulsion data must be reported in SRSD for all
  students
• Students officially removed by board action from
  school
• Special Education Disciplinary Actions must be
  reported in SRSD
• Expulsions
• Alternative Placements
• Must consult with special education director

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SRSD ? MSDS

• Scheduled for this fall
• UIC s
• Supplemental Nutrition
• Migrant
• Early Childhood
• Enrollment
• Eventually 8-9 submissions

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AUDIT PROCEDURES

• Desk Audits
• Alpha Lists (OMR) SRSD vs Student Management
  System
• More documentation required
• See checklist
• Field Audits
• Less frequent
• See checklist

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District Central Office Staff

• Send all requested info. to GISD by the due date
  (Oct. 30, 2008)
• Notify GISD if you need to correct data that has
  already been submitted
• Maintain all documents for the current year and 3
  years.

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• Pupil Accounting is a year round process

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Questions?
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• Please complete your evaluation.
• Thank you very much.