1. education
2. school

5/4/2015
Pupil Accounting: Days, Hours, and
Electronic Reporting
2015 MPAAA SPRING CONFERENCE
Jill Slaght – Calhoun ISD
Brian Ciloski – MDE
Agenda
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•
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•
•
Days and Hours Defined
What Counts… and What Does Not Count
2009-10 Day Requirement
Calendars and Schedules
Resources
Days and Clock Hours Reporting (D/CH)
Application (DS-4168)
• Questions
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5/4/2015
Days and Hours Defined
The HOUR requirement can be found in
Section 101 of the State School Aid Act
(Google 388.1701)
MCL 388.1701(3)(a)
“… each district shall provide at least 1,098
hours …”
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Days and Hours Defined
The HOUR requirement can be found in
Section 101 of the State School Aid Act
(Google 388.1701)
• 1,098 instructional hours per year = 1.0 FTE
– Applies to K-12
– Law changed that allowed K to earn a full FTE
for part-time programs.
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5/4/2015
Days and Hours Defined
• FTE must be prorated if less than 1,098
using the actual number of hours provided
Exceptions:
– Reduced schedule
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Days and Hours Defined
388.1701(7)(c)
– … a pupil in grades 9 to 12 for whom a reduced
schedule is determined to be in the individual pupil's
best educational interest must be scheduled for a
number of hours equal to at least 80% of the
required minimum number of hours of pupil
instruction to be considered a full-time equivalent
pupil. A pupil in grades 9 to 12 who is scheduled in a
4-block schedule may receive a reduced schedule
under this subsection if the pupil is scheduled for a
number of hours equal to at least 75% of the
required minimum number of hours of pupil
instruction to be considered a full-time equivalent
pupil.
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5/4/2015
Days and Hours Defined
– Seat Time Waiver (STW)
– MCL 388.1701(9)
– “Upon application by the district for a particular
fiscal year, the superintendent may waive for a
district the minimum number of hours and days
of pupil instruction requirement of subsection (3)
for a department-approved alternative education
program or another innovative program
approved by the department, including a 4-day
school week….”
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Days and Hours Defined
– SEEC 340.1754, 340.1755, and 340.1862
– Hours that early childhood pupils with an IEP or
IFSP only receive services (not instruction),
such as speech, occupational therapy, physical
therapy, or psychological or social work
services, may not be counted for pupil
membership purposes.
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5/4/2015
Days and Hours Defined
– Alternative or innovative programs with an hours
waiver
– MCL 388.1701(9)
– Must request the waiver by October 2, 2015.
– If you had the waiver for 2014-15, your district
must report on the waiver by July 3, 2015.
– www.mi.gov/alted
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Days and Hours Defined
The DAY requirement found in Section 101
of the State School Aid Act
(Google 388.1701)
MCL 388.1701(3)(a)
“Beginning in 2014-2015, the required
minimum number of days of pupil instruction
is 175….”
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5/4/2015
Days and Hours Defined
• MCL 388.1701(3)(a)(i)
– If a collective bargaining agreement that
provides a complete school calendar was in
effect for employees of a district as of July 1,
2013 … then this subsection does not apply to
that district until after the expiration of that
collective bargaining agreement.
– If a district entered into a collective bargaining
agreement on or after July 1, 2013 and if that
collective bargaining agreement did not
provide for at least 175 days of pupil
instruction beginning in 2014-2015, then the
department shall withhold … an amount equal
to 5% of the funding the district receives
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Days and Hours Defined
• MCL 388.1701(3)(b)
– Beginning in 2016-2017, the required
minimum number of days of pupil instruction is
180. If a collective bargaining agreement that
provides a complete school calendar was in
effect for employees of a district as of
[June 24, 2014], and if that school calendar is
not in compliance with this subdivision, then
this subdivision does not apply to that district
until after the expiration of that collective
bargaining agreement. A district may apply for
a waiver under subsection (9) from the
requirements of this subdivision.
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5/4/2015
Days and Hours Defined
Days (cont.)
• A “day” is not defined by the length, whole
or half, but whether instruction was
scheduled and occurred.
• If instruction occurred on a partial day
where the day was shortened or the start
delayed, the day still counts as 1 day
toward the day requirement.
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Days and Hours Defined
Days (cont.)
ALL OF THESE COUNT AS A DAY
• Full Days
• Half Days
• Partial Days (less than half day)
• Early Release Days (e.g. water main
breaks during start of first period.)
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5/4/2015
Days and Hours Defined
Scenario:
• A district cancels 7 days due to inclement
weather. All 7 cancellations occur prior to
April 1st. The district scheduled 175 days
of instruction. The district is one day short
of the required minimum days. However,
the district is still in compliance with the
required minimum hours.
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Days and Hours Defined
• The district has half days scheduled the
last 3 days of the school year. The district
would like to reschedule the deficient
“day” on the afternoon of one of the last 3
days or school originally scheduled as
morning only. Does lengthening a half day
allow the district to meet the minimum
days requirement or must they reschedule
instruction on a day not originally
scheduled for any length of instruction?
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5/4/2015
Days and Hours Defined
Days (cont.)
• If a district canceled a full day of
instructions, it may not be necessary to
reschedule another full day if the hours
can be met with a partial day.
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Days and Hours Defined
Days (cont.)
• Total days of instruction
– Scheduled to be offered (not to be confused
with the day threshold)
– Minus # days canceled
– Plus # of days forgiven
– Plus # of days rescheduled
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5/4/2015
Days and Hours Defined
Does the district need to reschedule a
day?
• Does the district meet the day requirement
(including forgiven and rescheduled
days)?
• Does the district meet the hour
requirement with the number of days
provided (including forgiven and
rescheduled hours)?
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Days and Hours Defined
Example 1
• Scheduled 175 days and 1,098 hours
• The district had 5 snow days during the
year
– 175 scheduled (on original calendar)
– -5 canceled
– +5 forgiven (of 6 available)
– +0 rescheduled (needed to reach 1,098)
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5/4/2015
Days and Hours Defined
Example 1 (cont.)
Requirements:
Days – 175
Hours – 1,098
175 – 5 + 5 (to reach 1,098) = 175
– District was able to meet the day and hour
requirement using just 5 forgiven days
– 175 total days of pupil instruction
– No need to reschedule days.
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Days and Hours Defined
Example 2
• Scheduled 180 days and 1,150 hours
• The district had 9 snow days
– 180 scheduled (on original calendar)
– -9 canceled
– +4 forgiven (of 6 available)
– +0 rescheduled (needed to reach 1,098)
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5/4/2015
Days and Hours Defined
Example 2 (cont.)
Requirements:
Days – 175
Hours – 1,098
180 – 9 = 171 days -> 171 + 4 = 175 days
• 4 of forgiven days needed to reach reqs.
• No need to reschedule days.
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Days and Hours Defined
Example 3
• Scheduled 175 days and 1,098 hours
• The district had 7 snow days during the
year
– 175 scheduled (on original calendar)
– -7 canceled
– +6 forgiven (of 6 available)
– +1 rescheduled (needed to reach 1,098)
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5/4/2015
Days and Hours Defined
Example 3 (cont.)
Requirements: Days – 175
Hours – 1,098
175 – 7 + 6 +1 rescheduled = 174
– District was under the required hours and day
requirement by 1 day of instruction. District
rescheduled time to avoid an adjustment to
their state aid.
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Days and Hours Defined
Example 4
• Scheduled 175 days and 1,098 hours
• The district had 6 snow days during the
year
• The district also had two days where
school started 2 hours late on each
occasion.
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5/4/2015
Days and Hours Defined
Example 4 (cont.)
Requirements:
Days – 175
Hours – 1,098
175 – 6 + 6 = 175 … BUT… the district is
still 4 hours short of 1,098 even after
forgiven time is added due to the late starts.
+1 rescheduled = 176 days
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Days and Hours Defined
Example 4 (cont.)
• Although the district met the day
requirement, they still needed to
reschedule the hours since they do not
have enough forgiven time to cover the
lost hours.
• In this case, the district rescheduled the
time by adding a day.
• Day could have been a full or partial
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5/4/2015
Days and Hours Defined
Example 4 (cont.)
• Alternatively, the district could have
rescheduled the hours by
lengthening the instructional day…
• This can be done by lengthening an
existing day, or by adding minutes to a
few days;
• The SBE and Department prefer that
time is only added in 30 min blocks.
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Days and Hours Defined
• The district maintains the option of not
rescheduling lost instructional time,
however, this may generate a state aid
deduction.
• If a district had scheduled more days or
hours than is required by law, there is not
penalty if that number is reduced during
the school year as long as the legislative
requirements are satisfied.
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5/4/2015
Days and Hours Defined
There are three (3) requirements
that must be met to avoid a state
aid penalty:
• the Hours requirement (1098);
• the Days requirement (175 for 2015-16); and
• the Attendance requirement (75%)
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Days and Hours Defined
Scenario:
District A has high school students who attend
cooperative education programs provided by
District B. District B cancelled instruction on
9 days and District A cancelled instruction on
6 days due to inclement weather. Students in
District A attending the cooperative education
programs are under the instructional hour
and days requirement however, students in
District B who attend the same programs are
not deficient days and/or hours. As a result
District B will not be rescheduling days or
hours for their cooperative education
program.
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5/4/2015
Days and Hours Defined
Must District A reschedule hours in the local
district for cooperative education students?
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Days and Hours Defined
Scenario:
A district cancelled school due to a power
outage after the bus students were already in
route to school. Students entered the building
and had breakfast but did not participate in
scheduled instructional time. Public notice of
cancellation was made. Just as students were
being reloaded on busses to return home the
power came back on so the district decided to
keep the students in attendance and provide
instruction. (Safety was a consideration as
many homes in the district were without heat
and electricity)
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5/4/2015
Days and Hours Defined
The Jr./Sr. High School did not meet 75%
attendance but the Elementary met 75%
attendance. Overall the district did not meet
75%. Can the district use one of the 6 forgiven
days allotted?
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Days and Hours Defined
Deduction Calculation
You will need your most recent state aid status
report in order to create an estimate.
To access the report, go to www.mi.gov/sasf
Click on the link named ‘State Aid Financial Status
Reports’
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5/4/2015
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Days and Hours Defined
Hours Deduction Calculation
• Keep in mind that deduction calculations
are estimates at best until the August
payment is generated.
• Changes to pupil counts are most likely
behind significant changes to the payment
amount.
• Monitor your Section 25e transfers each
month…
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5/4/2015
Days and Hours Defined
Hours Deduction Calculation
• Monitor your Section 25e transfers each
month…
• View your 25e net membership transfer
amount under the Summary tab here:
https://cepi.state.mi.us/MSDS/Offline.aspx
• You should also review the 25e Summary
Report each month. Access to this
requires appropriate MSDS privileges.
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Days and Hours Defined
Hours Deduction Calculation
• Also keep in mind that the Department generates
your monthly state aid payment based on
membership totals captured during the 1st week
of the month.
• State aid status reports are generated using this
data during the 3rd week of the month, so it’s safe
to expect changes to the membership amounts
by the time you view your report.
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5/4/2015
Days and Hours Defined
Hours Deduction Calculation
• adjusted state aid = annual state aid
minus Adult Education and Durant
• adjusted state aid / hour requirement =
per hour short adjustment amount
• $10,500,000 / 1,098 = $9,562.84 per hour
short
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Days and Hours Defined
Day Deduction Calculation
• adjusted state aid = annual state aid
minus Adult Education and Durant
• adjusted state aid / minimum required
days = per day short adjustment amount
• $10,500,000 / 175 = $60,000 per day
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5/4/2015
Days and Hours Defined
75% Attendance Deduction Calculation
• adjusted state aid = annual state aid
minus Adult Education and Durant
• adjusted state aid / 180 days (per legislation)
• $10,500,000 / 180 = $58,333.33 per day
• 75% - Actual Attend. = Attend. Diff.
• 75% - 74% = 1% attendance difference
• $58,333.33 x (1% / 75%) = $777.78
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Days and Hours Defined
MDE will not collect on
days, hours, and
attendance deductions that
are $500.00 or less in total.
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5/4/2015
Days and Hours Defined
Scenario:
District A scheduled 175 days of instruction
for the school year. District A’s Elementary
building cancelled instruction for three days
because of a boiler breakdown. The Junior
High and Senior High buildings remained in
session. The district cancelled an additional
6 days due to inclement weather. The Junior
High and the Senior High buildings will meet
the required minimum days and hours after
applying the 6 forgiven days allotted. 75%
attendance was achieved on all days for
students scheduled for instruction.
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Days and Hours Defined
The Elementary is deficient 8 hours and 3
days. Can the district reschedule only those
instructional hours that the Elementary is
deficient or must they reschedule the 3 days
in order to be in compliance with the
minimum days and hours requirements?
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5/4/2015
Days and Hours Defined
Scenario:
District A cancelled 5 days of instruction for the
entire school year. 3 days were due to
inclement weather, one day was for the funeral
of a student, and the last day was so students
could attend the grand opening of a local
sporting venue. The district also had two days
where attendance fell below 75%. The district
originally scheduled 175 days and 1098.25
hours. How many days must the district
reschedule in order to meet minimum days and
hours requirements?
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What Counts…
• Pupil instructional time is defined by
administrative rules and legislation
• 388.1606(8) - "class" means a period of
time in 1 day when pupils and a
certificated teacher or legally qualified
substitute teacher are together and
instruction is taking place.
– The class must be offered for credit or grade
progression
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5/4/2015
What Counts…
• Passing time
– Up to 30 minutes/day
– Additional passing time can be
requested by the district and
approved by the ISD auditor if the
district is able to demonstrate the
need.
– Passing time can be used for intradistrict travel between buildings
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What Counts…
• Scenario:
• A local district would like to count 8
minutes of passing time between periods.
The district operates on a 7 period per day
schedule. Six passing times multiplied by
8 minutes equals 48 minutes of passing
per day or 4 hours per week. The district
provides the auditor with documentation
detailing the size of the building and the
average time it takes students to pass
between the farthest points.
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5/4/2015
What Counts…
• Documentation supports the 8 minutes of
passing for classes on opposite ends of
the building. All students must make this
pass at least once a day in order to
access core courses. Can the district
count the additional passing time towards
the minimum instructional hour
requirement?
51
What Counts…
• Dual enrollment
– Students taking college courses, paid
for by district
– Travel time CAN be counted, but may
not be needed
• See Section 5-G-A of the PAM for
detailed FTE calculation
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5/4/2015
What Counts…
• Dual enrollment
– In short, FTE can be calculated using three
different methods:
• Total number of classes enrolled (student attends all
classes each day for a regular course period).
• Total number of classes enrolled when courses
aren’t scheduled for each day (conversion of college
credit to high school classes)
• Or by totaling the hours of instruction (college + h.s.)
and travel time
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What Counts…
• Dual enrollment
– Students with a reduced schedule
• If 80% (878.8 hrs.) -> count as full
time
• If 4x4 block schedules -> use 75%
(832 hrs.) to count as full time
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5/4/2015
What Counts…
• Travel time
– 3 Hours/week allowed without a waiver (36
min per day)
– Dual Enrollment, Cooperative Ed., Special Ed.
– A waiver can be requested for additional travel
time if the need can be documented
• The amount of travel time required must be the
ONLY reason the student cannot meet the 1,098
hour requirement.
• Part-time students are not eligible for
travel time
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What Counts…
• Scenario:
• District A shares bussing to the Vocational
Ed center with District B. Travel time from
District A the Vocational Ed center is 25
minutes per day. Travel time is increased
by 12 minutes each day because of the
shared transportation. Can District A
receive a travel waiver for the additional
travel time needed as a result of shared
transportation with District B?
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5/4/2015
What Counts…
• Alternative Ed Waiver
– Can waive the day requirement with MDE
approval (145 days min)
– Can waive the 1,098 requirement with MDE
approval (878.8 hours min)
– Can waive the 75% requirement with MDE
approval (50% min attendance)
– Online courses are exempt of these
requirements with seat time waiver (STW)
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What Counts…
• Professional development time
– (10) … if a collective bargaining agreement that
provides for the counting of up to 38 hours of
qualifying professional development for
teachers as pupil instruction is in effect for
employees of a district as of July 1, 2013, then
until the school year that begins after the
expiration of that collective bargaining
agreement a district may count up to the
contractually specified number of hours of
qualifying professional development for
teachers as hours of pupil instruction.
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5/4/2015
What Counts…
Professional development time (cont.)
• A district may provide professional
development to teachers who are not
involved with proctoring the state exams
while exams are being administered.
• Online professional development is
allowable and encouraged
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What Counts…
Professional development time (cont.)
• Allowable activities
– Achieving or improving adequate yearly
progress (AYP)
– Achieving or improving a school's
accreditation status
– Achieving highly qualified teacher status
– Integrating technology into classroom
instruction
– Maintaining teacher certification
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5/4/2015
What Counts…
Professional development time (cont.)
• Reporting Professional Development Time
– report the lowest number of hours provided to
all teachers in any given group (district,
building, grade, program)
– Provided to “all teachers”
• Clarified by June 4, 2008 memo from MDE
to MEA
• …district’s discretion as to how the district
assesses PD attendance levels and
determines the number of countable hours
of legitimate PD…
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What Counts…
Professional development time (cont.)
– District A
• provided 38 hours of PD
• 68% of the teachers received all 38 hours
• 89% of the teachers received 36 hours
• 100% received 33 hours
– District reviewed their attendance records for the
PD sessions. Some of the teachers had valid
reasons for not attending, but not enough to feel
comfortable with reporting that level of attendance
for instructional hours. The district determined that
they would use 33 hours since all of their teachers
received that amount.
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5/4/2015
What Counts…
Professional development time (cont.)
– District B
• provided 38 hours of PD
• 80% of the teachers received all 38 hours
• 95% of the teachers received 36 hours
• 100% received 33 hours
– District elected to report 36 hours after reviewing
the attendance records and determining that staff
gave their best effort in attending, and that those
who were not present had a valid reason for their
absence, such as illness, weather conditions, family
emergency.
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What Counts…
• Recess (certified teacher must be present)
– Not at start or end of day
– Recess can attach to the lunch period
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5/4/2015
What Counts…
• Scenario:
• Elementary students are scheduled for a
15 minute morning recess and a 20
minute lunch recess. Classroom teachers
monitor the morning recess on a rotating
schedule (one teacher is outside with 120
students for the entire recess).
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What Counts…
• The lunch recess is monitored by a
parapro, although a classroom teacher
walks the students to and from the
playground. The teacher stays outside for
the first 2 minutes of recess before going
into the teacher lounge for lunch. The
teacher returns to the playground for the
last 3 minutes of lunch recess. How much
recess time can the district count towards
instructional hours?
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5/4/2015
What Counts…
• Study hall
– Not more than 2 study hall periods
• If supervised by a certificated teacher
• And the district provides at least 90
additional hours of pupil instruction (1,188
hours)
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What Counts…
• Junior reserve officer training corps
(JROTC) instructional time in grades 7 to
12
• Homeroom that is not a study hall and is
not more than 15 min in length
• Breakfast (when instruction is provided by
a certified teacher during the time…)
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5/4/2015
What Counts…
• Seminar, Achievement Hour, or Focused
Instructional Time
– academic in nature
– includes activities such as tutoring, mentoring,
or advising
– pupil to teacher ratio not greater that 35:1
• These are good for filling up blank slots in
a student’s schedule when a traditional
class won’t fit in the slot
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What Counts…
• Forgiven time
– “...conditions not within the control of school
authorities…”
• severe storms, fires, epidemics, utility power
unavailability, water or sewer failure, or unsafe
health conditions, funerals, bomb threats
– First 6 days or the equivalent number of hours
(automatic)
– 6 additional days or the equivalent number of
additional hours after April 1 with State
Superintendent approval
• State Superintendent does not have the authority to
grant additional hours for use for days before April 1.
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5/4/2015
What Counts…
• Forgiven time
– The executive budget proposal contains
language that would give districts 6
days at the start of the school year, and
another 3 days with the approval of the
State Superintendent that could be
used anytime (rather than after April 1).
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What Counts…
Less than 75% Attendance Days
• Hours and day count for any
building/grade/program that was
scheduled for and held instruction.
• Days rescheduled for the end of the
school year are only held to 60%
requirement
• Do not report days where attendance
was 60% of above if rescheduled at end
of year.
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5/4/2015
What Does Not Count…
• Lunch
• Breakfast when no instruction is provided
• Recess when not supervised by a certified
teacher….
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What Does Not Count…
• Passing time
– Only 1 passing time to or from lunch may be
counted
– Passing time to the first class period and from
the last class period shall not be counted.
– Passing time to or from the bus at the
beginning or end of the school day
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5/4/2015
What Does Not Count…
• Professional development time
– The following may not be counted toward
professional development time:
• Records day
• Parent/teacher conferences
• Prep hours
• Time setting up room
• PD offered during scheduled instructional time
– Professional development time does not
count toward the day requirement
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2009-10 Day Requirement
• Districts no longer need to provide a
minimum number of days based on the
number the district provided in 2009-10.
• For the most part, districts are all required
to provide 175 days during 2014-15 and
2015-16.
• This requirement is set to increase to 180
days during 2016-17.
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5/4/2015
Calendars and Schedules
• Calendars
– Single calendar if scheduling the same full &
half days
– Start and End times can vary on same
calendar
– If different half days, days off, then separate
calendars
– Different Canceled and/or Forgiven hours for 1
building will cause separate calendar
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Calendars and Schedules
• Schedules
– Shows 1,098 hours
• Start & end times
• Passing
• Lunch
• Recess
• PD time
• Partial Days
• Total Hours Scheduled
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5/4/2015
Calendars and Schedules
• Your days and hours report should match
the originally scheduled days and hours
shown in your calendar and schedule.
• If they don’t, you may have a data error…
• Note: Your district’s calendar should share
the same spring and winter breaks shown
in the ISD common calendar unless the
district has a waiver from the Department.
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Calendars and Schedules
• Resources
– If you are looking for a template for a
district calendar or schedule, the
MPAAA website (www.mpaaa.org) may
help.
– It’s also a good idea to check with the
ISD auditor… they may have one that
they recommend.
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5/4/2015
D/CH Application (DS-4168)
• Official D/CH Report (DS-4168)
– Districts must certify their report by July 15
(unless they have made arrangements with
the ISD for a later date).
– ISDs must certify all of the district reports by
August 1.
– Once the district has certified their report,
notify the ISD.
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D/CH Application (DS-4168)
• Satisfies the requirement in Section 101 to
report Days and Hours of instruction
• Satisfies requirement to report 75%
attendance days
• Report of canceled, forgiven, rescheduled,
and PD time
• Districts that fail to meet the day or hour
requirements are subject to a state aid
adjustment
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5/4/2015
D/CH Application (DS-4168)
• In 2012, a collaborative effort between
MDE and CEPI developed an online
system that replaced the paper form used
to collect the DS-4168 data
• The system collects the same information,
but allows the district to enter canceled
days and hours when the events occur
• Unlike the paper form, the system offers
more data quality checks
• [System Walkthrough]
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5/4/2015
Contact Information
• State Aid and School Finance
– Brian: (517) 373-3352
– CiloskiB@michigan.gov
– www.mi.gov/sasf
• Information Directory on State School Aid
– “Who to Call” List
– http://goo.gl/3XjxU
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