Building Audit Packet

Building Audit Packet

The State of Michigan requires all pupil accounting records to be kept a minimum of three years.
District / Building
Signature / Count Date

Click/check “Yes” if applicable and “No” if not. The records/reports marked “Yes” are to be submitted to Oakland Schools. The next page lists records and reports that must be available to auditors at the field audit.

Yes No

Pupil Accounting Electronic Building Audit Packet Certification Page

Alphabetized building membership list (one copy) from CEPI’s MSDS that includes district and building name;

pupil’s legal name; address; birth date; residency; grade; FTE claimed in general education and special education to two (2) decimal places; headcount and FTE grand total; official signature and date verified (PAM 1). Please print the list using the option “FTE greater than 0.00”.

Pupil Add/Drop List

Calendar— bell schedules and calendar block documents located on website (October count only) (PAM 2)

Elementary Count Day Absence Form that includes: (PAM 1, 3) pupil’s legal name; grade and/or hours; class period absent; excused/unexcused; date returned for each class period absent; FTE reported

Secondary Count Day Absence Form that includes: (PAM 1, 3) pupil’s legal name; grade and/or hours; class period absent; excused/unexcused; date returned for each class period absent; FTE reported

Verification Statements

Alternative Education Report (PAM 4, 5A)

Experiential Learning (PAM 6A)/Peer-to-Peer (PAM 6B)

Homebound/Hospitalized/Home Based/Mandatory Expulsion (PAM 5C-D, 5N)

Nonpublic Part-Time/Home Schooled (PAM 4, 5E)

Nonresidents Under School State Aid Act Section 6(6) (PAM 4)

Nonresident Schools of Choice Sec 105 (PAM 4, 5I)

Nonresident Schools of Choice Sec 105C (PAM 4, 5I)

Nonresident Waiver/Release (PAM 4)

Part-Time (PAM 5F)

Postsecondary Enrollment (PAM 5GA)

Postsecondary Enrollment – Early Middle College (PAM 5GB)

Postsecondary Enrollment—Oakland Schools Accelerated College Experience (ACE) (PAM 5GB)

Pupils Attending Another District’s General Education Cooperative Education Programs

(OSTC & CASA) (PAM 5B)

Pupils attending your General Education Cooperative Education Programs (PAM 4, 5B)

Reduced Schedule (PAM 5H) (4-block schedule: ___Yes ___No)

Reduced Schedule With IEP Less Than Full Day (PAM 5H)

Offline/Project Based Seat Time Waiver (PAM 5OB)

Virtual Learning Options (PAM 5OD)

Special Education Transition Services—Community Living Experiences (PAM 5L)

Split Schedule (within district) (PAM 4, 5M)

Distance Learning/Independent Study (PAM 5OA)

Work Based Learning Experiences General Education (PAM 5P)

Work Site Based Learning Special Education (PAM 5L, 5P)

Public School Academy Use ONLY: New grade in building:

Special Education A/B Worksheets (signed by special education teacher of record)

Email duplicate set to https://securedropbox.oakland.k12.mi.us addressed to

Building Audit Packet

Count Date

The State of Michigan requires all pupil accounting records to be kept a minimum of three years.

Field Audit

The following records/reports are to be available to the pupil accounting auditors at the time of the field audit:

Alphabetized building membership list (one) that includes:

a. District and building name

b. Pupil’s legal name

c. Address

d. Birthdate

e. Grade

f. FTE claim in general education and special education to two (2) decimal places

g. Headcount and FTE grand total

h. Official signature and date verified

All Population III documentation

Attendance recording system approved by your Board

Course catalog that includes courses and credit granted toward high school completion

Excused Absence Documentation

Master schedule showing hour, course, and teacher assignment with special education teachers clearly identified

Pupil schedules as of the official count date (including all change in schedule forms)

Record of pupil adds/drops

Teacher attendance records—SIGNED (If your district has not been approved for electronic attendance auditing, electronic attendance must be printed weekly—one week prior to count, count week, and four weeks after count. If your district has been approved for electronic attendance auditing, you must have a process in place that verifies teachers have reviewed their attendance records during the six week count period.)

Count Day Absence Form (Elementary)

District / School Year
Building/Program / Count Day

INSTRUCTIONS

List each pupil absent on the count day. Note the grade of the pupil, when absent (AM or PM or BOTH) and whether excused or unexcused and the date the pupil returned to school. Determine the FTE based upon whether the pupil returned to all classes within the appropriate time frame.

Pupil’s Legal Name
(Last, First, MI) / Grade / Absent AM / Absent PM / Excused / Unexcused / Date Returned / FTE Membership Reported
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16

I certify that this is a true and accurate list of all eligible FTE reported for pupils who were absent on the count day.

Authorized Signature

Count Day Absence Form (Secondary)

District / School Year
Building/Program / Count Date

Instructions: List each pupil absent on the count day. Indicate the grade of the pupil and the date the pupil returned to each class period absent on Count Day. Indicate whether the absence was excused or unexcused. If the pupil returned to all classes, check the box in Column 5. Indicate the total FTE reported for each pupil.

1
Pupil’s Legal Name (Last, First, MI) / 2
Grade / 3
Class Period Absent
Date Returned Indicated Below / 4
Type of Absence (Excused or Unexcused) / 5
Returned to All Classes / 6
FTE
Member-ship Reported
1st / 2nd / 3rd / 4th / 5th / 6th / 7th
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25

I certify that this is a true and accurate list of all eligible FTE reported for pupils who were absent on the count day report for State Aid and in compliance with the Pupil Accounting Manual.

Authorized Signature Date

Verification Statements

District / School Year
Building/Program / Count Date

Birth Date

Birthdates of all pupils entering your district for the first time have been verified according to pupil accounting regulations. Any exceptions to this are listed below.

We are in the process of obtaining birth date documentation for the following new enrollees who were counted in membership.

Pupil’s Legal Name / Grade / Pupil’s Legal Name / Grade
1 / 5
2 / 6
3 / 7
4 / 8

I certify that this is a true and accurate list of all pupils whose birth documentation has not been received.

Authorized Signature Date

Educational Field Trip

All of our field trips counted as instruction time are educational trips supervised by certified personnel and attendance is taken. Regular instruction is provided for those pupils who do not participate in an educational trip and attendance is taken.

I certify that this is a true and accurate statement for all educational field trips conducted during instructional time and claimed for membership.

Authorized Signature Date

Recess

I certify that no more than 30 minutes per day of recess time supervised by a certified teacher is counted as instructional time. Recess time used for passing from the bus at the beginning of the school day or passing to the bus at the end of the day or a recess to provide breakfast or lunch to students shall not be counted. Recess may attach to lunch.

Authorized Signature Date

Alternative Education Report

District / School Year
Building/Program / Count Date

We operate a K-12 alternative education program(s) where the pupils are counted in membership at the high school. Our alternative education program(s) is (are) located at:

Building

Address

Contact person Date

Building

Address

Contact person Date

Building

Address

Contact person Date

Authorized Signature Date

Experiential Learning/Peer-to-Peer

District / School Year
Building/Program / Count Date

Instructions: Complete the following information for all pupils enrolled in Experiential Learning/Peer-to-Peer. Limited to one course per semester.

Pupil’s Legal Name / Grade / Course / Peer-to-Peer
Y/N / Teacher teaching concurrent course
at same time
Y/N / FTE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

I certify that this is a true and accurate list of eligible Experiential Learning/Peer-to-Peer pupils reported for State Aid and in compliance with the Pupil Accounting Manual.

Authorized Signature Date

Homebound/Hospitalized/Home Based/Mandatory Expulsion

District / School Year
Building/Program / Count Date

Instructions: Complete the report below for all eligible pupils enrolled in a homebound/hospitalized, home based, or mandatory expulsion program who meet the required criteria per week. Please list pupils together within each area and include a copy of their attendance record for the count period.

Homebound/Hospitalized Program (HB/HS)—State School Aid Act Section 109 (if eligible, FTE equals 1.0)

Home Based Program (HBP) — State School Aid Act, Section 6(4)(u) (if eligible, FTE equals the number of hours actually provided/1098; i.e., prorated FTE)

Mandatory Expulsion Program (MEP)—MCL 380.1311(2) and MCL 380.1311a (if eligible, FTE equals 1.0)

Weapons; criminal sexual conduct; physical assault against employee, volunteer, contractor; bomb threat

Pupil’s Legal Name / HB/HS
HBP
MEP / GE Grade / SE Category / Ex. Abs. On Count Day Y/N / Physician Letter Y/N/NA / Date Service Began / FTE
1
2
3
4
5
6
7
8
9
10
11
12

The above pupils should appear on the building membership list and, if in a special education classroom, on an A or B worksheet.

I certify that this is a true and accurate list of eligible FTE reported for State Aid and in compliance with the Pupil Accounting Manual.

Authorized Signature Date

Nonpublic Part-Time/Home Schooled Pupils

District / School Year
Building/Program / Count Date
Pupil’s Legal Name / Grade / Resident District / Non-core
Course / Class
Time and Day / Total Days of Instruction / Offered to Public School Pupils
(Y/N) / Total Annualized Hours of Instruction / FTE
1
2
3
4
5
6
7
8
9
10
11
12

I certify that this is a true and accurate list of eligible nonpublic part-time/home schooled memberships reported for State Aid and in compliance with the Pupil Accounting Manual.

Authorized Signature Date

Nonresidents under State School Aid Act

SECTION 6(6) (388.1606), (f) (assault), (g) (moved), (h) (alternative education), (j) (child of district employee), (k) expelled pupil reinstated, (n) (foster care placement)

District / School Year
Building/Program / Count Date

Instructions: Complete the following information for all nonresident pupils enrolled under Section 6(6) (f), (g), (h), (j) (k) (n).

Resident District / Pupil’s Legal Name / General Education Grade / Special Education Category / FTE
1
2
3
4
5
6
7
8
9
10
11
12

I certify that this is a true and accurate list of eligible nonresident memberships reported for state aid and that we have complied with SAA Section 6(6)(f), (g), (h), (j), (k), (n) to enroll these students without a release.

Authorized Signature Date

Nonresident Schools of Choice—Section 105

District / School Year
Building/Program / Count Date
Pupil’s Legal Name / Resident District / GE Grade / GE
FTE / SE Category / SE
FTE / Total
FTE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17

I certify that we have complied with all Schools of Choice requirements including timelines, conducted a random draw if necessary, enrollment was not refused due to disability or discrimination, and district of residence was identified as required under SSAA Sec. 105/105c.

Authorized Signature Date

Nonresident Schools of Choice—Section 105c

District / School Year
Building/Program / Count Date
Pupil’s Legal Name / Resident District / GE
Grade / GE
FTE / SE Category / SE
FTE / SE Agreement
Y/N / Total
FTE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17

I certify that we have complied with all Schools of Choice requirements including timelines, conducted a random draw if necessary, enrollment was not refused due to disability or discrimination, an agreement covering special education costs was entered into and district of residence was identified as required under SSAA Sec. 105/105c.

Authorized Signature Date

Nonresident Waiver/Release Pupils

District / School Year
Building/Program / Count Date
Resident District / Pupil’s Legal Name / GE Grade / SE Category / FTE / Release on File? Y/N
1
2
3
4
5
6
7
8
9
10
11
12

I certify that this is a true and accurate list of eligible nonresident waiver/release memberships reported for State Aid and in compliance with the Pupil Accounting Manual.

Authorized Signature Date

Part-Time Pupils

District / School Year
Building/Program / Count Date

Instructions: Complete the report below for all pupils scheduled for less than 1098 hours of instruction and not approved for a reduced schedule.

Pupil’s Legal Name / Grade / (Y/N) / Other district(s) / Annual hours of instruction (see below) / FTE
Denominator / Prorated
FTE
1 / 1098
2 / 1098
3 / 1098
4 / 1098
5 / 1098
6 / 1098
7 / 1098
8 / 1098
9 / 1098
10 / 1098
11 / 1098
12 / 1098

Calculation Options (choose one) and enter annual instructional hours in above box:

Number of classes scheduled divided by the number of class periods multiplied by the total building hours.

Number of hours scheduled and enrolled in each district divided by the total number of hours scheduled and enrolled in all districts or 1,098, whichever is greater.

I certify that this is a true and accurate list of part-time memberships reported for State Aid and in compliance with the Pupil Accounting Manual.

Authorized Signature Date

Postsecondary Enrollment

District / School Year
Building/Program / Count Date
Pupil’s Legal Name / Grade / College Name / College Course/ Credit / District Paid Tuition
Y/N / Total Classes / High / College / FTE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

MCL 388.511-388.524 (Postsecondary Enrollment Option Act)

I certify that this is a true and accurate list of eligible Postsecondary pupils reported for State Aid and in compliance with the Pupil Accounting Manual.

Authorized Signature Date

Postsecondary Enrollment- Early Middle College

MCL 388.511-388.524 (Postsecondary Enrollment Option Act)