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

2. Why is it important….  Student Count Determines Funding –Revenue Limit Calculation –Equalization Aid Calculation

3. Why the powerpoint......  Counting kids is complex –More new and complex delivery systems –More non-traditional educational settings –More cooperative-type programming

4. CATEGORIES

5. 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

6. 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 resources—not solely by Title One funds. –the student is at least 4 on or before September 1 st or admitted under early admittance guidelines as defined by the Board of Education.

7. 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 Hoursprogram shall have at least 437 hours of instruction and 87.5 hours of outreach. The school shall NOT substitute instructional time for 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.

8. 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

9. 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 1 st or admitted under early admittance guidelines as defined by the Board of Education.

10. 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.

11. 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.

12. 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 program’s weekly schedule varies from day to day.  Few districts in the state report having a blended kindergarten program.

13. 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.

14. 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.

15. Grades 1 - 12  Students must be 6 years of age on or before September 1 st of the current year or be admitted under early admittance guidelines as defined by the Board of Education.

16. 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.

17. 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.

18. 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.

19. 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 student’s educational program. So how do we get there………

20. HEAD COUNT

21. Head Count  Identify students for whom the district is directly providing instructional services.  Include Resident and Non-Resident Students.

22. 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.

23. NON-RESIDENT REDUCTIONS

24. 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.

25. 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).

26. 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.

27. 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.

28. 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.

29. NR - Tuition  Student attends your district under one of the following tuition arrangements: –Parent paid tuition agreement –District to District tuition agreement

30. 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.

31. 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 1 st of the current school year and does not meet early entrance guidelines under s. 120.12(25).

32. 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.

33. NR – Children’s Hospital (For Madison and Wauwatosa School Districts Only)  Student is in the children’s 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)..

34. 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.

35. RESIDENT REDUCTIONS

36. 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.

37. 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).

38. 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.

39. RESIDENT ADDITIONS

40. 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.

41. 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).

42. 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.

43. 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.

44. 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.

45. RA - Tuition  Full-time student attends another district and your district pays tuition to the district of attendance.

46. 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.

47. 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 student’s high school graduation must be in place prior to the student’s admission to the program.

48. 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.

49. Adjusted Head Count

50. 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.

51. 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.”

52. ON-Line FTE Reports  Districts may view their FTE calculation for revenue limits and equalization aid online on the district’s “homepage.” –Go to “School Finance Reporting Portal” –Select your District –Go to “FTE Reports”

53. Miscellaneous

54. 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

55. Foreign Exchange Students  If a foreign student is attending your district, but not participating in a formal foreign exchange program, the student’s VISA type will determine whether or not tuition is required. http://travel.state.gov

56. 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.

57. 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)?

58. 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.

59. 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

60. 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

61. 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.

62. 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.

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

64. Other Reports

65. Summer School FTE  Summer School starts the school year;  100% of the calculated FTE is added to the district’s membership for equalization aid  40% of the calculated FTE is used in the district’s September membership for revenue limit purposes.

66. 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.

69. 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

70. June Census  Per 120.18 Wisconsin Statutes - 2 methods available to calculate the census head count –Conduct a Physical Census on June 30 th - 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”

71. Contacts  Brad Adams - 608-267-3752 bradley.adams@dpi.wi.gov bradley.adams@dpi.wi.govbradley.adams@dpi.wi.gov  Lori Ames – 608-266-3464 lori.ames@dpi.wi.gov  Karen Kucharz Robbe – 608-267-9707 karen.kucharzrobbe@dpi.wi.gov