UNRAVELING THE MYSTERY:

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• UNRAVELING THE MYSTERY
• 101 WAYS TO COUNT YOUR KIDS!
• PI 1563 Pupil Count Report
• School Finance Team

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Why is it important.

• Student Count Determines Funding
• Revenue Limit Calculation
• Equalization Aid Calculation

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Why the powerpoint......

• Counting kids is complex
• More new and complex delivery systems
• More non-traditional educational settings
• More cooperative-type programming

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CATEGORIES
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Preschool Special Education

• Students must be at least 3 years of age as of
  the count date.
• Student must have an IEP (Individualized
  Education Plan) and be receiving instructional
  services.
• No minimum required number of instruction hours

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4 Year Old Kindergarten

• Districts should only use these two lines if
• the 4 year old kindergarten program is open to
  all students
• the program is funded by district resourcesnot
  solely by Title One funds.
• the student is at least 4 on or before September
  1st or admitted under early admittance guidelines
  as defined by the Board of Education.

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4 Year Old Kindergarten

• 4 Yr 437 Hours program shall have at least 437
  hours of instruction, which can include up to
  87.5 hours of outreach activities.
• 4 Yr 524.5 Hours program shall have at least
  437 hours of instruction and 87.5 hours of
  outreach. The school shall NOT substitute
  instructional time for outreach activities.

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4 Year Old Kindergarten

• What is Considered Outreach?
• Home visits
• Parent-Teacher Conferences
• Family Fun Nights/Evening Programs
• For a more complete listing go to
• http//dpi.wi.gov/ec/ecoutrpg.html

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5 Year Old Kindergarten

• 5 Yr Old Half Day Program
• 5 Yr Old Three Full Day Program
• 5 Yr Old Four Full Day Program
• 5 Yr Old Five Full Day Program
• 5 Yr Old Blended Program

• The student must be at least 5 years of age
• on or before September 1st or admitted under
  early admittance guidelines as defined by the
  Board of Education.

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5 Yr Old Kindergarten - ½ Day

• The program shall have at least 437 hours of
  direct instruction.
• There is no days requirement, only the hours of
  instruction requirement.

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5 Yr Old Kindergarten Full Day

• According to state statute 121.004(7)(c)2., full
  day means the length of the school day for
  pupils in the first grade of the school district
• Full day programs require full day attendance for
  the entire school year.

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5 Yr Old Kindergarten - Blended

• Program in which the structure of the full year
  program varies from the first semester to the
  second semester
• Program in which the structure of the full year
  programs weekly schedule varies from day to day.
• Few districts in the state report having a
  blended kindergarten program.

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Grades 1 - 12

• The District must schedule 180 school days on
  which school is actually taught and the following
  days on which school is not taught
• days on which school is closed by order of the
  school district administrator because of
  inclement weather and days on which
  parent-teacher conferences in lieu of face to
  face instruction are held, the total of which may
  not exceed 5 days during the school term.

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Grades 1 - 12

• The district shall annually schedule
• at least 1,050 hours of direct pupil instruction
  in grades 1 to 6
• at least 1,137 hours of direct pupil instruction
  in grades 7 12
• School Calendar information is reported on-line.

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Grades 1 - 12

• Students must be 6 years of age on or before
  September 1st of the current year or be admitted
  under early admittance guidelines as defined by
  the Board of Education.

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Maximum Age Guidelines

• Regular Education
• A regular education student between the ages of 4
  and 20 who has not graduated has a right to a
  free public education.
• If a regular education student is 20 when he/she
  enrolls and receives instruction, the district
  must provide services and can count the student.
• If a regular education student turns 21 prior to
  enrolling and receiving instruction, the district
  is not required to provide services and cannot
  count the student.

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Maximum Age Guidelines

• Special Education Student
• A student between the ages of 4 and 20 who has
  not graduated has a right to a free public
  education.
• If a special education student is 20 prior to the
  first day of classes, according to the school
  calendar, the student can enroll anytime during
  the year, even after turning 21, and the district
  must provide services and can count the student.

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General Guidelines

• No student may be counted in more than one
  category.
• No student may be counted more than once.

Example A four year old student enrolled in a
4 year old KG program who also receives
preschool special education services should only
be counted in the appropriate 4 K category.
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General Counting Guidelines

• Ultimately, count the student for equalization
  aid and revenue limits if
• The student is a district resident.
• The District is financially responsible for the
  students educational program.
• So how do we get there

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HEAD COUNT
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Head Count

• Identify students for whom the district is
  directly providing instructional services.
• Include Resident and Non-Resident Students.

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Head Count

• Present The pupil is in attendance for
  instruction on the count date.
• Absent The pupil is absent on the count date,
  but has attended at least one day during the
  school year prior to the count date and at least
  one day during the school year after the count
  date, and has remained a resident of the district
  during the period of absence.

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NON-RESIDENT REDUCTIONS
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Non-Resident Reductions

• Reduce the head count by identifying non-resident
  students who are served by district programs, but
  not counted for revenue limit or state aid
  purposes.
• Record students in only one category.
• Students identified as non-resident reductions
  should also be identified in the head count.

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NR Open Enrollment

• Student who attends the district as an incoming
  open enrollment student.
• The District will receive payment for providing
  services to these students either directly from
  another district (special education) or as
  adjustment from the state (regular education).

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NR Tuition Waiver

• Student who attends the district as an
  incoming, additional year tuition waiver
  student.
• The District will receive payment for providing
  services to these students either directly from
  another district or as adjustment from the state.
• The District should have a signed Tuition
  Waiver form identifying the type of approved
  waiver.

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NR 66.30 Contract

• Student who attends the district as the result of
  a 66.0301 contract between districts.
• The District receives payment for providing
  services from the resident districts via a fiscal
  agreement between districts.

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NR CESA Program

• Student who attends the district under a CESA
  program as defined by s. 116.032.
• The District acts as the host district and
  receives payment for services via the fiscal
  agreement between CESA and the participating
  districts.

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NR - Tuition

• Student attends your district under one of the
  following tuition arrangements
• Parent paid tuition agreement
• District to District tuition agreement

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NR 9 Week Waiver

• Student intends to move into the district within
  the first 9 weeks of school. (construction not
  complete)
• If the student achieves residency within the
  initial 9 weeks, the board may waive tuition. If
  waived, the district should amend the pupil count
  to reflect residency.
• If the student does not achieve residency within
  the initial 9 weeks, parents may request a second
  9 week period. If within the second 9 week
  period the student achieves residency, the board
  may waive tuition. If waived, the district
  should amend the pupil count to reflect residency.

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NR Outside Age Eligibility

• Student does not meet the age guidelines of the
  program or early entrance guidelines under s.
  120.12(25).
• EX Student is counted in the 4K program, but is
  under 4 years of age as of September 1st of the
  current school year and does not meet early
  entrance guidelines under s. 120.12(25).

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NR - Incarcerated

• Student is incarcerated in a jail within the
  district and is receiving instructional services
  from the district on the count date.
• The district may claim state tuition aid for
  services provided to this student.

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NR Childrens Hospital

• (For Madison and Wauwatosa School Districts Only)
• Student is in the childrens hospital and is
  receiving instructional services on the count
  date.
• The district receives state special education
  categorical aid for services provided to the
  student per state statute 115.88(4)..

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Other Non-Resident - Reductions

• NR Integration Transfer
• NR CCDEB
• So few districts have students that fit into
  these categories, that specific questions should
  be directed to a School Finance Consultant.

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RESIDENT REDUCTIONS
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Resident Reductions

• Identify resident students who are served by
  district programs, but not counted as full-time
  students for revenue limit or state aid purposes.
• Record students in only one category.
• Students identified as resident reductions should
  also be identified in the head count.

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Resident Reduction Outside Age Eligibility

• Student does not meet the age guidelines of the
  program or early entrance guidelines under s.
  120.12(25).
• EX Student is counted in the preschool program,
  but is under 3 years of age as of the count date
  and does not have an IEP (Individualized
  Education Program).

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Resident Reduction Less Than Full-Time

• Student attends the district less than full-time
  as defined by s. 118.15(1). Private school or
  home-based education students who attend grades
  other than high school are included in this area.

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RESIDENT ADDITIONS
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Resident Additions

• Add to the Head Count by identifying those
  resident students who are receiving educational
  services from other districts or programs.
• Record students in only one category.
• Students recorded as resident additions are added
  to the students reported in the head count.

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RA Open Enrollment

• Full-Time student who attends another district as
  an outgoing open enrollment student.
• The District sends payment directly to the
  district of attendance (special education) or as
  an adjustment from the state (regular education).

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RA Tuition Waiver

• Full-time student who attends another Wisconsin
  district as an outgoing, additional year
  tuition waiver student.
• The District sends payment for services directly
  to the district of attendance or as an adjustment
  from the state.
• The District should have a signed Tuition
  Waiver form identifying the type of approved
  waiver.

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RA 66.30 Contract

• Full-time student who attends another Wisconsin
  district as the result of a 66.0301 contract
  between districts.
• The District sends payment for services to the
  district of attendance via a fiscal agreement
  between the districts.

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RA CESA Program

• Full-time student who attends another district
  under a CESA program as defined by s. 116.032.
• The District sends payment for services to the
  fiscal agent via the fiscal agreement between
  CESA and the participating districts.

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RA - Tuition

• Full-time student attends another district and
  your district pays tuition to the district of
  attendance.

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RA Youth Options/Apprentice

• District pays tuition to the institution of
  higher education for the full-time cost of the
  program.
• Student attends a school to work program off
  school grounds, on a full-time basis. The
  program may involve a combination of academic
  training and on-site work. The District is
  responsible for full-time tuition expenses.
• Include students participating in the Second
  Change Program in the NR Youth Apprentice
  program.

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RA S. 118.15 Contracts

• These programs are typically referred to as
  General Equivalency Diploma (GED), High School
  Equivalency Diploma (HSED), or Community Based
  Organization (CBO).
• A written agreement between the school board and
  a representative of the high school equivalency
  program or program leading to the students high
  school graduation must be in place prior to the
  students admission to the program.

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Other Resident Additions

• RA Partnership School
• RA Residential Treatment
• So few districts have students that fit into
  these categories, that specific questions should
  be directed to a School Finance Consultant.

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Adjusted Head Count
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Adjusted Head Count

• The adjusted head count is converted to full-time
  equivalency (fte) for both revenue limits and
  equalization aid.
• Incorrect data in the internet-based report will
  cause the fte for both revenue limits and
  equalization aid to be inaccurate. Data must be
  revised on-line.

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Pupil Count Amendments

• Throughout most of the year, districts simply go
  into the Reporting Portal and make any changes
  on-line.
• Districts wishing to amend their pupil count
  report after membership audits are announced in
  February, or after the audit report is received,
  will need to contact DPI before going into the
  Reporting Portal.

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ON-Line FTE Reports

• Districts may view their FTE calculation for
  revenue limits and equalization aid online on the
  districts homepage.
• Go to School Finance Reporting Portal
• Select your District
• Go to FTE Reports

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Miscellaneous
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Foreign Exchange Students

• Students participating in a formal foreign
  exchange program (AFS or similar program) may be
  counted by the district of attendance without
  payment of tuition. (Head Count)
• School of attendance may not be the same as the
  district of residence only the district of
  attendance counts the student

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Foreign Exchange Students

• If a foreign student is attending your district,
  but not participating in a formal foreign
  exchange program, the students VISA type will
  determine whether or not tuition is required.
• http//travel.state.gov

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Part-Time Attendance

• S.118.145(4) allows resident pupils enrolled in a
  private school or in a home-based education
  program who meet the standards for admission into
  high school to take up to 2 courses during each
  school semester
• Districts are allowed to add part-time FTE to
  their membership for equalization aid purposes.

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Part-Time Attendance

• In order to accurately calculate the part-time
  FTE, districts will be asked the following
  questions.
• How many students (by grade level) does your
  district have?
• How many hours of instruction during the semester
  are scheduled in total for the students
  identified above (by grade level)?
• How many annual hours of instruction are
  scheduled for a full-time student (by grade
  level-minimum of 1,137 hrs)?

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Tuition Waivers

• Current Year Permissive (head count)
• School District of Attendance (non-resident
  district) counts the student in membership.
• Current Year Mandatory (head count)
• School District of Attendance (non-resident
  district) counts the student in membership.

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Tuition Waivers

• Additional Year Mandatory
• Resident School District counts the student in
  membership.
• For regular education, DPI transfers aid
• For special education, resident district pays
  tuition

Head Count/NR Reduction or a Resident Addition
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Tuition Waivers

• Review the tuition waiver material located on the
  open enrollment site to determine the type of
  waiver that should be granted.
• http//www.dpi.wi.gov/sms/psctoc.html

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Youth Challenge Academy

• Districts are notified by the Department of
  Military Affairs if a resident student is
  participating in the Youth Challenge Academy.
• Districts are responsible for Academy costs for
  all pupils who are enrolled past the first two
  weeks of the program.

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Youth Challenge Academy

• Districts with youth challenge academy students
  should not report these students in the September
  or January pupil count reports.
• These students are entered in a separate Youth
  Challenge Academy online report.

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Pupil Count Workbook

• http//www.dpi.wi.gov/sfs/membrpt2.html
• General Instructions for the PI 1563 Workbook
• PI 1563 Pupil Count Workbook

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Other Reports
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Summer School FTE

• Summer School starts the school year
• 100 of the calculated FTE is added to the
  districts membership for equalization aid
• 40 of the calculated FTE is used in the
  districts September membership for revenue limit
  purposes.

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Summer School FTE

• Complete PI-1804 (Summer School Membership
  Report)
• Report FTE in an on-line report to DPI
• Keep the hard copy of the PI-1804-W for audit
  purposes.

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June Census

• All districts must report the number of residents
  that are at least 4 years old but not yet 21.
• HEAD COUNT not an FTE
• Ages 4-13 if in a K-8 district
• Ages 14-20 if in a high school district

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June Census

• Per 120.18 Wisconsin Statutes - 2 methods
  available to calculate the census head count
• Conduct a Physical Census on June 30th -
  120.18(1)(a)1
• Generate a number based on a mathematical
  calculation - 120.18(1)(a)2.
• Report Head Count in an online report accessed
  via the School Financial Reporting Portal

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Contacts

• Brad Adams - 608-267-3752
• bradley.adams_at_dpi.wi.gov
• Lori Ames 608-266-3464
• lori.ames_at_dpi.wi.gov
• Karen Kucharz Robbe 608-267-9707
• karen.kucharzrobbe_at_dpi.wi.gov