Michael McKinney Twin Valley School District Food Service/Child Accounting Director

3. Michael McKinney Twin Valley School District Food Service/Child Accounting Director Past President A/CAPA 610-286-8649 mmckinney@tvsd.org Madeline Rogers Pennsylvania Department of Education 717-787-4538 mrogers@pa.gov

4. Child Accounting from the beginning!! What is it?

5. Our job is to ensure that all of the students that our district is responsible to educate are reported to the state properly.

6. Why is our job important?? $$ Our information assists the state in qualifying and quantifying the subsidy that is paid to the district for each student’s membership.

7. We Do Questions ? ? ? ? ? ? ? Questions will be accepted anytime throughout the presentation. ? ? ? ? ? ? ?

8. The Child Accountant’s Search for Meaning • PDE • ADM • ADA • Days in Session • LEA • IU • AVTS/CTC • Homebound • Home School • Instruction in the Home • NCLB • AYP • PIMS • Resident • Non-Resident

9. Definitions and Acronyms PDE – Pennsylvania Department of Education ADM – Average Daily Membership (the total number of days that students could have been in school/days in session) ADA – Average Daily Attendance (the total number of days that students were actually present/days in session) Days in session – actual student days for a group of students LEA – Local Education Agency

10. Definitions and Acronyms, continued IU – Intermediate Unit AVTS/CTC – Area Vocational Technical School/Career and Technology Center Homebound – Student who because of medical reasons is being given education at home. Home school – Student whose parent has opted to offer education in the home.

11. Definitions and Acronyms, continued Instruction in the Home – Student with IEP receiving instruction at home. NCLB – No Child Left Behind AYP – Adequate Yearly Progress PIMS – Pennsylvania Information Management Systems

12. A Few More Definitions and Acronyms Resident - student whose parent or guardian resides in the school district Non-resident – student whose parent or guardian resides in another school district

13. Resident Students we pay to educate - and actually educate • Typical Student • Resident Foster Child • Homebound • Visiting/part-time Student • Vo-Tech • Kindergarten (4 & 5) • Adopted or Pre-Adopted • Foreign Exchange (J1) • Migrant • Homeless (not in shelter)

14. Non-ResidentStudents we pay to educate - and actually educate • Foster • Institution Ward of State • Detention Ward of State • Institutionalized Students • District Paid Tuition • Parent Paid Tuition • Tuition Waived • Out of State

15. Students we pay to educate but do not educate. • Juvenile Detention Facility • Prison • Medical Facility • Charter School • Cyber Charter School • Specialized Education Classes • Non-resident Foster Children • IU Programs • Early Intervention

16. Resident: Typical Student* An individual student who arrives at our school, occupies one of our seats, and receives education throughout a normal school day- about 90% of the student population 100 % of the time gets reported to PIMS * Disclaimer: These “descriptions and definitions” are not based on any “BEC.” Rather, they are presented in layman’s terms and offered to streamline the development of an overall picture of our job

17. Resident: Foster Child A student who has been removed from the home of the parent/guardian and placed in a foster home. This child is a resident student if and only if both the foster parent and the natural parent/guardian live within the district’s boundaries. 100% of the time gets reported to PIMS

18. Resident: Homebound • Medically unable to attend school as documented by a physician (check your policy) • District offers instruction at home for 1 hour per day for a minimum of 5 hours total per week Student remains on the rolls throughout the homebound period. One example to calculate attendance: Mark student absent daily. At the end of the homebound, add up the number of hours of education given to the student. Then change that many days absent to days present (1 hr = 1 day). Thursday, 1:15 – 2:15 Homebound Reporting and Regulations Suzanne Tallman, Garden Terrace West

19. Resident: Visiting/Part-time Student A resident student, educated by a different entity (e.g. home school, Christian school, cyber charter), who is receiving education for a specific subject in your school. Example: Johnny, a homeschooled student, comes to your school for graphic arts. Report only the percentage of time enrolled in your school to PIMS. Example: Johnny enrolled 1 class in an 8 period day. Report 12% Time Enrolled to PIMS.

20. Resident: CTC/AVTS/Vo-Tech Students who attend a state approved program for specialized skill development. In many cases, the students leave the building to attend a program for part of the day. Report to PIMS the part of the day that you actually educate (typically 50%). The CTC reports the remainder to PIMS on your district’s behalf.

21. Resident: Kindergarten Students Must have board policy indicating minimum age for Kindergarten. Can be full day, half-day (AM and PM), or other that allows for minimum hours (e.g. every Monday and Wednesday with every other Friday). Schools may opt to have a 4 year old program. If it is a cyber or brick and mortar charter school, the district must pay for the education of the 4 year olds if the student could be enrolled in your district for education. Report time as 100% to PIMS regardless of the program - full day, half day, or other. Timing is handled in the Instructional Time information uploaded in the School Calendar file.

22. Resident: Adopted and Pre-adopted A child is considered a resident as soon as adoption paperwork is filed (pre-adopted). When adoption is complete, the student continues to be a resident of the district.

23. Resident: Foreign Exchange Students Typically sponsored by an organization and placed in a home. The district should require an educational J1 visa. Resident: Migrant Student A student whose parent/guardian actively moves from place to place following seasonal work opportunities.

24. Resident: Homeless (not in shelter) Homeless children and youth are individuals who lack a fixed, regular, and adequate nighttime residence. Examples: - sharing the housing of other person - living in motels, hotels, trailer parks, or camping grounds - primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings. Thursday 11:00 -12:00 Pennsylvania’s Education for Children and Youth Experiencing Homelessness Program Sheldon Winnick and Andrea Sheesley; Blue Mountain Room

25. Nonresident: Foster Child Student placed in a foster home within district boundaries. Natural parent/guardian do not live within district boundaries. Foster parent is receiving a per diem payment Items required to prove nonresident Foster: - correspondence from placing agency - verification parents are nonresidents Report as a Non-Resident Foster will generate your tuition rate as a subsidy. Auditors key on these students. Have your documentation.

26. Nonresident: Ward of the State A student whose parent/guardian whereabouts are unknown or have no district of residence (incarcerated). Items required to prove Ward of State: - disclaimed PDE 4605* - correspondence from placing agency - court documentation - letter from School Services Unit at PDE Two types: - Institutionalized - SD/IU Detention Center Report as a Non-Resident Ward will generate your tuition rate as a subsidy. Auditors key on these students. Have your documentation.

27. Determination of District of Residence for Students in Facilities or Institutions PDE-4605 - request from the educating district to have the district of residence acknowledge the student and accept the financial responsibility for the education

28. Nonresident: Tuition Paid Student The educating district is receiving tuition from an entity for the education of the student. District Paid Tuition: the educating district runs an autistic program that another district sends students to participate in. The sending district pays the educating district tuition. Parent Paid Tuition: parent requests permission to send child to the educating district. The parent agrees to pay the educating district tuition. Educating and Resident District receive $0 subsidy for this student.

29. Nonresident: Tuition Waived Student A student that resides outside the district, but has been granted permission to receive education in the district at no charge. Examples: Parents building a house in new district but the house is not ready at the start of the school year. The parent is granted permission to enroll students prior to actually residing in the district. May be governed by policy. A senior’s parents/guardians move from the district. The senior is granted permission to stay until the end of the school year. Educating and Resident District receives $0 subsidy for this student.

30. Nonresident: Out-of-State Students Student’s parent/guardian lives outside of Pennsylvania. Either the School Board approved tuition waiver or the district is receiving tuition payments. Educating District receives $0 subsidy for this student.

31. Students that we pay to educate - but do not educate • Many possibilities • Common denominator is another LEA should be reporting the students on your behalf • You should receive a PDE 4605 form from the LEA requesting that you acknowledge the student and indicate your financial responsibility for his or her education. • You should track these students to ensure that they are reported to the state on your behalf, so you receive your subsidy. • If the educational entity does not report to the state, then you need to account for the student on your reports.

32. How does it all fit together? Historically… Act 80 (Instructional Time Summary) Instructional Time Summary PDE 4062 Annual Attendance and Membership Report PDE 4002 Annual Attendance and Membership Report for Non-Residents PDE 4083 Membership Report for Non-public and Home Educated Students PDE 4063 Request for Payment Of Homebound Instruction Subsidy PDE 4014 Membership Report for Approved Secondary Career and Tech. Education Programs

33. Act 80 (Instructional Time Summary) • Minimum required instructional hours • 450 half-time Pre-K and Kindergarten • 900 full time Pre-K and Kindergarten • 900 elementary grades 1-6 • 990 secondary grades 7-12 • Also required is 180 days of instruction (at least) • Unless Act 80 days are requested/approved by PDE. • An Act 80 day is to allow the LEA to shorten • their school day or school year for activities that • will improve the educational program. Thursday, 11:00-12:00 Act 80/PIMS School Calendar Kathy Tendler, Starlight

34. Instructional Time Summary Inform the state of the numbers of days you are educating the students and the number of hours per day. Items required: Calendar Bell Schedule For PIMS - this will be managed in your Student Management System by creating a calendar and then associating that calendar with the students it reflects. This is reported to PIMS via the PIMS School Calendar Template.

35. PDE 4062 Annual Attendance and Membership Report Reports the Aggregate Days Attendance and the Aggregate Days Membership by grade, resident, and non-resident. PIMS will calculate this information from the Student Management System via the enrollment and withdrawal codes, the calendar, and the residency status code associated with the student. This is reported to PIMS via the PIMS Student Calendar Fact Template.

36. PDE 4002 Annual Attendance and Membership Report for Non-Residents Specifically reported the Aggregate Days Membership by non-resident category and by home district (if available) PIMS will calculate this data from the Student Management System via the entry and withdrawal codes, calendar, residency status code, and the home district information field (if available). This is reported to PIMS via the PIMS Student Calendar Fact Template.

37. PDE 4083 Membership Report for Non-public and Home Educated Students Reported the actual number of hours per week of education offered to each individual student. It calculated the individual ADM and then added them together to create a total ADM which would add to the reimbursement. PIMS will calculate through the Student Management System by calculating the percentage of time you indicate per student and the calendar associated with the student to create an ADM for each student.

38. PDE 4063 Request for Payment of Homebound Instruction Subsidy Provided the state data for reimbursement for instructional time provided to homebound students, reporting the number of students and the total hours of instruction PIMS does not calculate this because the subsidy is no longer offered. The attendance should still be calculated to ensure proper attendance percentage is reported.

39. PDE 4014 Membership Report for Approved Secondary Career and Technical Education Programs Reports the total number of days in membership for students who were enrolled in an approved district operated Career and Technical Education Program. The report calculated the total ADM for the group. Proper classification in your Student Management System will allow for the creation of a CTE School Calendar and associated Student Calendar Fact Template uploaded to PIMS.

40. PASecureID Upload Batch File- Recommended that each year in September you upload a batch file. You will create an export file from your SIS and upload into PASecureID. This upload adds an additional yearly record for each student allowing for easier identification for future searches.

41. Enter Individual Student: Once you enter the information you will be given a PASecureID for the student or you will be given a list of near matches to choose from. You must choose from the list of existing student’s with numbers or create a new ID during this process. When you are searching for an ID it helps to know the history of the student.

42. Keys to PIMS Proper identification and insertion of information in the district Student Management System. Utilization of the proper codes - Residency Codes - Entry and Withdrawal Codes - District of Residence AUN - Funding District AUN - Calendar Program Codes

43. PIMS Child Accounting • Student template • School Calendar template • Student Calendar Fact template • District Snapshot template

44. PIMS-Student Template • PA Secure ID • Base file for other templates (Special Education, Child Accounting, CTE, etc) • Constantly changing—uploaded multiple times during the school year, updatable fields

45. PIMS-School Calendar Template • Calendar ID and Description • Instructional days, days lost, days made up • Instructional time, lost time • Calendar Program Code • PIMS Calculates days in session, total instructional time.

46. PIMS-Student Calendar Fact Template • Calendar ID and PA Secure ID • Residence Status Code • District of Residence • Funding District • Days enrolled, present, % of time enrolled

47. PIMS-District Snapshot Template • Kindergarten program type (K4 or K5) • First day of school • # of months as of specific date • Determine “school age” student

48. Residency Codes A- Resident (includes 1302 Guardianship and Resident Foster Children) B- 1305, Non-Resident Foster Child (Resident Foster Parent) C- 1305, Non-resident Foster Child (Non-Resident Foster Parent) D- 1306, Institutionalized Non-Resident, Unknown District of Residence (formerly referred to as “Wards of State”) E- 1306, Institutionalized Non-resident, Unknown District of Residence (SD/IU operated detention only) F- 1306, Institutionalized Non-resident, Acknowledged G- Non-Resident District Paid H- Non-Resident Parent Paid I- Non-Resident Tuition Waiver in State J- Non-Resident Out of State (OOS) K- Non-Resident Act 6 – Specifically, Philadelphia City School District

49. PIMS User Manual The PIMS manual is the most current updated information for information on the templates and the codes. Volume 1 encompasses the templates and their descriptions. Volume 2 consists of the Appendixes that explain the information required in the templates (i.e. Appendix E has the entry and withdrawal codes.) Below find the website and the items that you will need to tap into the Manuals. http://www.portal.state.pa.us/portal/server.pt/directory/pims_manuals/71511 2010-2011 PIMS User Manual Vol 1 v1.2.pdf 2010-2011 PIMS UserManual Vol 2 v1.2.pdf

50. When You Get Home… Find out who knows about: • Instructional time • Resident/non-resident status and related data • CTC data • IU data • Institutions • Homebound • Charter Schools