Summer School

1
Summer School
Reporting on form PI-1804
A PowerPoint tutorial
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left-clicking anywhere on the screen.
Before starting, it is recommended that a copy of
the summer school form be available. If you are
connected to the internet, the Excel version can
be downloaded by clicking on the link below.
After opening the spreadsheet, click a tab
or at the bottom of the
page. Print PI-1804-W1 and PI-1804-W2.
Click to move to next screen
Click on
Spreadsheet
2
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3
Summer School Membership Report (PI-1804-W1)
NOTE This presentation is not meant to explain
about the appropriateness of course offerings or
how to operate summer school programs.
For further information about summer school,
click on one of the links to the internet below.
Summer School Q A
Membership Audit Q A
Admin Rules
fees
4
(No Transcript)
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Summer School Membership Report (PI-1804-W1)

• A Full Time Equivalency (FTE) is calculated by
  dividing the total minutes in column a by
  48,600. Round the FTE to the nearest whole
  number, using normal rounding rules.

It is recommended that districts use the
spreadsheet version, rather than hand calculate
the numbers on the paper version.
Click on
Spreadsheet
6
Summer School Membership Report (PI-1804-W1)

• At the close of summer school, the Summer School
  Membership Report
  
• (PI-1804-W1) is to be submitted to the
  department via the Finance Team
  
• On-Line Reporting Portal.

Click on
https//www2.dpi.state.wi.us/safr/
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Summer School Membership Report (PI-1804-W1)

• Summer school will begin sometime after the last
  day of the regular school term and will end
  sometime before the start of the next school term.

Days of Instruction are the number of days the
school was in session. How many days did the
district hold classes during the summer term?
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Summer School Membership Report (PI-1804-W1)

• The contact person should be an individual that
  can answer questions regarding the submitted
  report, should questions arise.

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Summer School Membership Report (PI-1804-W1)

• The Number of Participants are the number of
  pupils that have attended at least one class
  during the summer term. Do not count a pupil
  more than once. Separate residents and
  nonresidents.

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Summer School Membership Report (PI-1804-W1)

• Total Pupil Minutes are calculated and reported
  in column a.
  
• Note that resident minutes and non-resident
  minutes are separated.

A separate worksheet (PI-1804-W2) is provided for
calculating the total minutes. These worksheets
do not need to be submitted but must be kept on
file for audit purposes, if needed
11
Summer School Membership Report (PI-1804-W1)

• A Full Time Equivalency (FTE) is calculated by
  dividing the total minutes in column a by
  48,600. Round the FTE to the nearest whole
  number, using normal rounding rules.

It is recommended that districts use the
spreadsheet version, rather than hand calculate
the numbers on the paper version.
Click on
Spreadsheet
12
Summer School Membership Report (PI-1804-W1)

• Since this report is part of the September Pupil
  Count Report, it should kept with the districts
  PI 1563 September Pupil Count Report and be
  retained for audit purposes.

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Summer School Membership Report (PI-1804-W1)

• AT CLOSE OF SUMMER SCHOOL No later than the due
  date for the PI-1563 3rd Friday in September
  Membership Report, submit information from this
  report via the internet School Finance Reporting
  Portal located at the School Financial Services
  Team web page. For audit purposes, your business
  office must retain this PI-1804-W1 report along
  with PI-1804-W2 and the PI-1563 Pupil Count
  Report. File the signed form created through the
  internet report with the signature page for the
  PI-1563 Pupil Count Report. Do not submit a
  paper copy to the DPI.

14
Summer School
Using the Worksheet (PI-1804-W2)
Before continuing, it is recommended that a copy
of the summer school form be available. If you
are connected to the internet, the Excel version
can be downloaded by clicking on the link below.
After opening the spreadsheet, click a tab
or at the bottom of the
page. Print PI-1804-W1 and PI-1804-W2.
Back to beginning
Click on
Spreadsheet
15
PI-1804-W2 (Worksheet)
16
Worksheet (PI-1804-W2) to be used with the Summer
School Membership Report

• It is not necessary to submit the worksheet to
  the department. However, it must be kept at the
  district and made available for audit purposes,
  if necessary.
• If the computer spreadsheet version is used, much
  of the calculation will be automatic.
  

Click on
Spreadsheet
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Summer School Worksheet (PI-1804-W2)

• Click on a tab on the bottom of the worksheet to
  get to a desired page. Depending on the specific
  worksheet downloaded, you will find 4 or 5 tabs
  
• Tab is for the use of reporting the
  integration transfer program and will only be
  viewed if the file specific for that report was
  downloaded.
• 
  

It is recommended that districts use the computer
spreadsheet version, rather than hand calculate
the numbers on the paper version.
Click on
Spreadsheet
18
Summer School Worksheet (PI-1804-W2)

• Columns 1 through 6 are normally completed before
  summer school is completed. If the computerized
  spreadsheet is used, column 6C will be
  automatically calculated.

It is recommended that districts use the computer
spreadsheet version, rather than hand calculate
the numbers on the paper version.
Click on
Spreadsheet
19
Summer School Worksheet (PI-1804-W2)

• Column 1 - Course Title. A detailed explanation
  of the course is normally documented elsewhere,
  such as in a summer school course description
  catalog that is provided to parents.

Only list courses that are eligible to be counted
for membership. Under s. 121.14, Wis. Stats., a
school district may only count those summer
classes that are necessary for academic
purposes. See PI 17 Admin Rules for further i
nformation.
Click on
Stats.
Click on
rules
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Summer School Worksheet (PI-1804-W2)

• Column 2 is the grade level. Check the grade
  level the pupil will attend, or be eligible to
  attend, in the upcoming Fall semester.

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Summer School Worksheet (PI-1804-W2)

• Column 3 - is the number of separate times the
  identical course is offered. It is perfectly
  acceptable to list each identical class
  separately.

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Summer School Worksheet (PI-1804-W2)

• Column 4 - Fee Amount - Fees must be
  justifiable. See PI 17.05 Admin Rules and
  the fee document located at http//dpi.wi.gov/s
  fs/fees.html

fees
Click on
Click on
rules
Audit Q A
Click on
23
Summer School Worksheet (PI-1804-W2)

• Column 5 - Number of certified teachers - Each
  class must have a department-licensed teacher at
  all instructional sites during instruction. See
  Administrative Rules

Click on
rules
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Summer School Worksheet (PI-1804-W2)

• Column 6 - is subdivided into Period Length
  in Minutes, Number of Days Offered and
  Total Minutes

Click on
rules
25
Summer School Worksheet (PI-1804-W2)

• Column 6 - is subdivided into Period Length
  in Minutes, Number of Days Offered and
  Total Minutes

6a Period Length in Minutes - See Chapter PI 17
Admin Rules. Any individual pupil is limited to
270 minutes per day, therefore, any single class
must be limited to 270 minutes. If the
instructional time for a class varies for each
pupil (such as for individual music lessons),
enter the word log in this column and indicate
the number of possible days for any one student
in column 6b.
Click on
rules
6b - Number of Days Offered - Enter the number of
days the course meets during the summer session.
If this is a course where the instructional time
is logged, enter the maximum number of days the
class is available for any one student.
6c Total Minutes (Column 6a X Column 6b) -
Multiply 6a X 6b. This cell will automatically be
calculated. For logged classes, 6c should
simply say logged
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Summer School Worksheet (PI-1804-W2)

• Columns 7 through 9 are completed at the close of
  summer school.
  

Click on
rules
27
Summer School Worksheet (PI-1804-W2)
Column 7 Actual Total Enrollment is subdivided
into Resident and Non-Resident

• Total Enrollment means the total number of pupils
  who were enrolled and attended at least one day
  of the summer school program. This is a
  headcount of all pupils that were in the class.

28
Summer School Worksheet (PI-1804-W2)
Columns 8 Resident and 9 Non-Resident
AVERAGE DAILY MEMBERSHIP (ADM) - subdivided
into ADM and Total Minutes

• Column 8a (ADM) - Unless a daily log was kept,
  and is indicated as "log" in column 6, the
  Average Daily Membership (ADM) is calculated and
  placed in columns 8a and 9a.
• Go to the next screen for an explanation of the
  calculation of ADM
  

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Summer School Worksheet (PI-1804-W2)

• Use one of the following two methods for
  calculating ADM
  
• Method (1) for determining the Average Daily
  Membership (ADM) - This is the typical method. -
  Count the number of days each pupil was a member
  of the course and then add together to determine
  the total days of enrollment.
• EXAMPLE Fifteen pupils were enrolled in a
  30-day course. Twelve of these fifteen pupils
  were members for the entire 30 days (12 x 30
  360). Two of the fifteen enrolled ten days after
  the course had begun, thus they were members for
  20 days each (2 x 20 40) and one pupil dropped
  out after attending one day (1x3030). The ADM
  is calculated using the total number of days of
  membership (not total number of days attended)
  for all pupils. In this case, 401 membership
  days (12 x 30) (2 x 20) (1 x 1). To
  calculate actual ADM, you would divide the total
  enrollment days (401) by the number of days the
  course is held, in this case 30. 401 divided by
  30 13.37 ADM.
• ADM is recorded in columns 8a for residents and
  9a for non-residents. It is rounded to two
  decimal places.
  
• To illustrate
• 15 PUPILS
  ENROLLED IN A CLASS THAT MEETS FOR 30 DAYS
  
• PUPILS x
  DAYS OF MEMBERSHIP PUPIL DAYS
  
• 12
  x 30
  360
  
• 2
  x 20
  40
  
• 1
  x 1
  1
  
• 
  
  
• TOTAL
  PUPIL DAYS OF MEMBERSHIP 401
  
• AVERAGE DAILY MEMBERSHIP (ADM) 401 DIVIDED BY
  30 13.37
  
• 13.37 is placed in column 8a

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Summer School Worksheet (PI-1804-W2)

• Method (2) for determining the Average Daily
  Membership (ADM) - This is used for
  individualized instruction. Take the total
  minutes from the teachers log and list them on
  8a. Do not forget to write "log" on 6a, and the
  number of days the class was available on 6b.
• For example

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Summer School Worksheet (PI-1804-W2)
Columns 8b Resident and 9b Non-Resident Total
Minutes Total Minutes Add total minutes for re
sidents and non-residents and transfer totals to
PI-1804. Note If the spreadsheet is used, the
total will automatically forward to the
appropriate cell on PI-1804.

• Column 8b. When using Method (1), 8b 6c
  multiplied by 8a. When using Method (2), 8b
  the total minutes computed on the teachers log
  and is also listed in 8a. When using the
  spreadsheet version, this cell (8b) will be
  automatically calculated. Add column and
  transfer to PI-1804.
• Column 9. This is for nonresidents.
• Column 9a. Repeat the procedures for 8a.
• Column 9b. Repeat the procedures for 8b.

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Summer School Worksheet (PI-1804-W2)
Column 10 This section is for reporting
nonresident participation in the Integration
Transfer Program under s. 121.85 Wis. Statutes.
Complete 10a, 10b and 10c only if applicable
This program is commonly referred to as the 220
program. Only school districts in the Milwaukee
area are eligible for this program.
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Summer School - Problem Areas when using Excel
spreadsheet
Must list Days of Instruction and Number of
Participants on the cover page (TAB
) Maximum of 270 minutes per day in c
olumn 6a Must list the number of days offered in
column 6b, even for a logged class
ADM in 8a cannot be higher than enrollment in 7a
Click on tab on bottom - It
must be empty. If anything is written in the
gray box and you cant fix the problem, call the
DPI School Finance Team for assistance.
Do not cut any cells or paste over protected
cells. Cutting and pasting will corrupt the
spreadsheet.
34
Summer School - A few selected guidelines

• Cannot count non-residents for aid membership
• Instruction must be provided by certified staff
• Performance programs, such as band concerts or
  recreation programs, such as little league cannot
  be approved.
  
• Fees are allowed but must be reasonable. An
  audit of summer school FTE claim and fees is
  required as part of a districts membership
  audit.
• Dont forget to report the information On-Line
• For further school finance information, go to the
  School Finance Team website http//dpi.wi.gov/s
  fs/

Finance Team
If you are connected to the internet, you can
find out more about summer school by clicking on
one of the links below
Admin Rules
Wis. Statutes
Spreadsheet
fees
Summer School Q A
Membership Audit Q A
35
Summer School
Assistance is available from the Department of
Public Instruction as you plan and operate your
summer program. Questions regarding finance iss
ues should be directed to Brad Adams at
608-267-3752 bradley.adams_at_dpi.s
tate.wi.us Other questions should be directed
to Nancy Mueller at 608-266-8938
nancy.mueller_at_dpi.state.wi.us