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Summer School

Reporting on form PI-1804. A PowerPoint tutorial.

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Summer School

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  1. Reporting on form PI-1804 A PowerPoint tutorial Note: Depending on your setup, it might be necessary to open the presentation view before continuing. If “PowerPoint” is open, click on the <Slide Show> button which is located on the “menu bar” at the top of the screen. Choose <View Show>. If this slide presentation is being viewed through your internet browser you can continue with the slide presentation by left-clicking anywhere on the screen. Summer School 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 <PI-1804-W1> or <PI-1804-W2> at the bottom of the page. Print PI-1804-W1 and PI-1804-W2. Click to move to next screen Click on Spreadsheet

  2. To make it easier to navigate, certain slides will make use of one or more of the following “buttons”. Left click on the button activate them. Note: left click anywhere on the screen to go forward to the next slide. Go Forward one page Click on screen or button Go Back one page Go Back Go to Internet If connected to the internet clicking on this button will direct you to a specified page on the internet. to beginning Return to last screen viewed

  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. Membership Audit Q & A Summer School Q & A Admin Rules fees

  4. 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

  5. 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/

  6. Summer School Membership Report (PI-1804-W1) • 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? • 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.

  7. 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.

  8. 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.

  9. 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

  10. 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

  11. Summer School Membership Report (PI-1804-W1) • Since this report is part of the September Pupil Count Report, it should kept with the district’s PI 1563 September Pupil Count Report and be retained for audit purposes.

  12. 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.

  13. 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 <PI-1804-W1> or <PI-1804-W2> at the bottom of the page. Print PI-1804-W1 and PI-1804-W2. Back to beginning Click on Spreadsheet

  14. PI-1804-W2 (Worksheet)

  15. 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

  16. 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 <PI-1805-W1> is for the use of reporting the integration transfer program and will only be viewed if the file specific for that report was downloaded. • <Instructions> <PI-1804-W1> <PI-1804-W2> <Error Messages> It is recommended that districts use the computer spreadsheet version, rather than hand calculate the numbers on the paper version. Click on Spreadsheet

  17. 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

  18. Summer School Worksheet (PI-1804-W2) 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 information. • 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. Click on Stats. Click on rules

  19. 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.

  20. 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.

  21. 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/sfs/fees.html Click on fees Click on rules Click on Audit Q & A

  22. 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

  23. Summer School Worksheet (PI-1804-W2) • Column 6 - is subdivided into: <6a>Period Length in Minutes, <6b>Number of Days Offered and <6c>Total Minutes Click on rules

  24. Summer School Worksheet (PI-1804-W2) 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 • Column 6 - is subdivided into: <6a>Period Length in Minutes, <6b>Number of Days Offered and <6c>Total Minutes 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”

  25. Summer School Worksheet (PI-1804-W2) Columns 7 through 9 are completed at the close of summer school. Click on rules

  26. Summer School Worksheet (PI-1804-W2) Column 7 Actual Total Enrollment is subdivided into: <7a>Resident and <7b>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.

  27. Summer School Worksheet (PI-1804-W2) Columns 8 Resident and 9 Non-Resident AVERAGE DAILY MEMBERSHIP (ADM) - subdivided into: <a>ADM and <b>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:

  28. 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 (1x30=30). 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

  29. 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 teacher’s “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:

  30. Summer School Worksheet (PI-1804-W2) Columns 8b Resident and 9b Non-Resident Total Minutes <b>Total Minutes Add total minutes for residents 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 teacher’s 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.

  31. 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.

  32. Summer School - Problem Areas when using Excel spreadsheet • Must list Days of Instruction and Number of Participants on the cover page (TAB <PI-1804-W1>) • Maximum of 270 minutes per day in column 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 <Error Messages> on bottom - It must be empty. If anything is written in the gray box and you can’t 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.

  33. 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 district’s membership audit. • Don’t forget to report the information On-Line • For further school finance information, go to the School Finance Team website : http://dpi.wi.gov/sfs/ 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: Membership Audit Q & A Summer School Q & A Admin Rules fees Spreadsheet Wis. Statutes

  34. Summer School Assistance is available from the Department of Public Instruction as you plan and operate your summer program. Questions regarding finance issues should be directed to: Brad Adams at 608-267-3752; bradley.adams@dpi.state.wi.us Other questions should be directed to: Wendi Zitske at 608-266-8938; wendi.zitski@dpi.state.wi.us

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