Who Tracks Those Students? Child Accounting PASBO Conference * March 11, 2010

Who Tracks Those Students? Who are your Students? Any student Pre-K through Grade 12 that your LEA directly educates (in your buildings) Any student Pre-K through Grade 12 that your LEA indirectly educates (Alternative Ed Programs) Any student Pre-K through Grade 12 that your LEA finances (out placed or non- residents to other LEAs)

Who Tracks Those Students? 90% of Child Accounting Time is spent on 10% of the students Who are those “90%” Students?  Residents to your LEA AND  In house students / in house educated

Who Tracks Those Students? How do you track the “90%” Students?  The Student Information System Who reports them? You Do -  Report into PIMS for all student snapshots  Counted in your student membership

Who Tracks Those Students? Who are those “10%” Students?  Non-Residents  Students Educated Outside of your buildings Court Placed LEA Placed Parent Placed

Who Are Those Students? Non-Residents:  Affidavits (1302)  Foster Students (1305)  Institutionalized (1306)  Homeless (1306)  Tuition Waived  Wards of the State

Who Are Those Students?  Students Educated Outside of your Buildings Court Placed  Detention  Out of state  PRRI  Alternative Education (AEDY)  Jail

Who Are Those Students?  Students Educated Outside of your Buildings LEA Placed  Special Education  Intermediate Units  Approved Private Schools  PRRI  Instruction in the Home  Homebound  Out of State  Alternative Education (AEDY or contracted providers)

Who Are Those Students?  Students Educated Outside of your Buildings Parent Placed  Charter Schools (Buildings)  Charter Schools (Cyber)  Duel Enrollment (with a non-public school)  Duel Enrollment (with Home Schooled)  Hospitalization

Who Knows about Those Students? Who knows who the Non-resident students are? Registration (Residency verification) Board Secretary (Acknowledge / Disclaim) Superintendent (Affidavits / 1302 students)

Who Knows about Those Students? Who knows who the Court Placed students are? Special Education? Board Secretary (Acknowledge / Disclaim)? Discipline or Guidance? (Varies per district)

Who Knows about Those Students? Who knows who the LEA Placed students are? Registration Board Secretary (Acknowledge / Disclaim) Who is doing the placements?  Principals?  Special Education?

Who Knows about Those Students? Who knows who the Parent Placed students are? Person who tracks home schooled students Business office (invoices from Charter Schools) Board Secretary?

Who Tracks Those Students? Pulling all the pieces together

Who Knows about Those Students? Who knows who the … students are? Registration Board Secretary Business office Alternative Ed Placement personnel Special Education office Child Accounting staff Parole Officers

Who Tracks Those Students? How Can You Track Those Students? Student Information System  In House Educated  Students you need to report into PIMS Enrollment Child Accounting Special Education

Who Tracks Those Students? How Can You Track Those Students? Outside Educator – Depends!  Can you include “extra” students in your SIS?  Can you easily add districts / buildings?  Can you flag the students to not report to PIMS?  Need a separate data base?

Who Tracks Those Students? How Can You Track Those Students?  Need a separate data base? Field to include: Student name & simple demographics PA Secure ID Placement location Placement type Placement reason Placement contact Dates and amount of time of placement

Who Tracks Those Students? How can you check if the students have been reported? During the Year:  Invoices  PDE Cognos Reports End of Year:  Invoices  PDE Cognos Reports  Child Accounting Report from PDE (4602)

Who Tracks Those Students? What are you looking for on the reports?  Dates of education Are there any overlaps of days?  Address / Residency Still within your LEA?  Duplicate Reporting  Alias / name changes Common with detention centers

Who Tracks Those Students? Cognos Reports from PDE’s website Security permissions must be set up Need to check for available reports Compare reports from PDE to in-house reports Watch for PDE webinars on the reporting

Who Tracks Those Students? Discussion Time How are you tracking the “odd” students in your district?

Who Tracks Those Students? Thank you for attending My contact information: Diane Meck Pottstown School District 230 Beech St Pottstown, PA