MSDS 2010-11 TIMELINE
Date / ActivityJuly 14 - Sept 28, 2010 / GAD 2010 Cohort Local review of data; changes into MSDS;
submit supporting documentation to ISD
July 15 - Aug 16, 2010 / Early Roster upload
August 19, 2010 / Direct Certification Refresh
August 16 - 30, 2010 / Early Roster upload (refresh)
Sept 1 - 13, 2010 / Early Roster upload (refresh)
September 2, 2010 / Direct Certification Refresh
Sept 14 - 27, 2010 / Early Roster upload (refresh)
September 28, 2010 / GAD End-of summer grads, cohort year changes, PEPE
changes, exit status updates and UIC linking req. due in MSDS
September 29, 2010 / Pupil Membership Count Day
September 30, 2010 / Direct Certification Refresh
(Refreshed at the beginning of every month in the future.)
Oct 25 - Dec 17, 2010 / GAD Outlier exit status audits
October 29, 2010 / Supplemental Nutrition count date
November 3, 2010 / General Collection deadline (file certified; DS4061 and
supporting documentation due to ISD)
November 17, 2010 / General Collection Final Certification Deadline
(report of changes and revised DS4061 to ISD)
Sept 29 - Nov 17, 2010 / General Collection FTE Resolution
November 17, 2010 / Supplemental Nutrition data certified
November 17, 2010 / Early Childhood snapshot
November 17, 2010 / SE 3WiN Count Date (formerly Dec. 1 count)
December 8, 2010 / Early Childhood certified
December 22, 2010 / SE 3WiN Certification Deadline
February 9, 2011 / Pupil Membership Count Day
February 9, 2011 / Early Childhood snapshot
February 23, 2011 / Early Childhood certified
March 30, 2011 / General Collection Final Certification Deadline
(report of changes and revised DS4061 to ISD)
Feb 9 - Mar 16, 2011 / FTE Resolution
June 30, 2011 / Early Childhood snapshot
June 30, 2011 / EOY Count Day
July 13, 2011 / Early Childhood certified
June 30, 2011 / EOY Certification Deadline
August 24, 2011 / Early Childhood snapshot
August 31, 2011 / Early Childhood certified
September 27, 2011 / End of summer snapshot deadline
All summer graduates must be reported with an 'as of date'
prior to Sept 1 and certified no later than Sept 27.
PREFACE
Excerpts regarding pupil accounting requirements have been taken directly out of the Revised Pupil Accounting Manual: . In areas where the PA Manual refers to Huron Valley Schools Board Policy, the policy reference number is given for review. In areas which speak to changing data in Skyward, parentheses indicate those areas to change the data item.
This booklet is created for the purpose of creating a quick reference guide for Huron Valley Schools personnel responsible for the input of student data and pupil accounting related information; enrollment procedures, how to accommodate various populations of students for count day documentation, how and where to log applicable data in the Skyward software system, Michigan Student Data System (MSDS) and to provide quick reference points to find additional information.
Reminder emails have been submitted on a delay delivery for all deadline dates listed in the Pupil Accounting, MSDS, MCIR and Attendance Sheet printing timelines. You should expect the reminder emails the day prior to the actual deadline, however please make appropriate notes as needed to prepare for these dead-line requests.
Contact Information:
TABLE OF CONTENTS
MSDS 2010-11 Timeline...... 1
Preface...... 2
Fall Pupil Count Time-Line (condensed)...... 4
Spring Pupil Count Time-Line (condensed)...... 8
Preparation for Fall/Spring Counts...... 12
End of Year MSDS Submission Timeline...... 15
Fall MCIR Immunization Time-Line (condensed)...... 16
Spring MCIR Immunization Time-Line (condensed)...... 17
HVS Attendance Procedures...... 19
KOSI / KOSIER Meeting Schedule...... 24
Monthly Enrollment Reports...... 25
Year End Student Records Reports...... 29
Quick Reference Guide Topics
Official Count Days / MSDS Info / FTE Calc / ...... 34
Individual Pupil Requirements...... 34
Student Immunizations / Residency...... 35
Student Enrollment...... 36
Homeless Identification Process...... 37
Schools of Choice / Open Enrollment / Affidavits / Custody...... 38
Count Day Audit Packet (Non Conventional Pupils)...... 40
Cooperative Education Programs Home Based Instruction
Homebound / Hospitalized Non-Public PT / HomeSchool
Part-Time Students Dual Enrollment
Reduced Schedule SE Early Childhood
Split Schedule Students Suspension / Expulsion
Virtual High School Work Based Education (SE/GE)
Additional Information (Skyward Specific Notes)...... 42
Pg 42…Homebound/Hospitalized Pg 44…Kdg Round-Up
Part-time Students Add Std, Drp Std, Sched.
105, 105C & Non-Residents YOG Change
Pg 43…Open Enrollment Pg 45…Navigating To CIS Folder
HVS FERPA Statement ...... 46
HVS HIPAA Statement...... 47
PREPARATION FOR FALL2010 - 2011
PUPIL MEMBERSHIP COUNT DAY
OFFICIAL PUPIL MEMBERSHIP COUNT DATES:
The Official Pupil Membership Count Day is Wednesday, September 29, 2010.
10 / 30 Day Rule Periods:
-9/30 through 10/13 = 10 (school-day) rule period to verify pupils marked unexcused absent have returned to include in Membership for fall count.
-9/30 through 10/29= 30 (calendar-day) rule period to verify pupils marked excused absent have returned to include in Membership for fall count.
Email Student Count:
E-mail Instructional Data Coordinator with your preliminary enrollment totals by grade/program and building no later than 3:00 p.m. on the dates indicated below. The preliminary enrollment figures should include all pupils who have enrolled and physically attended school. It is important to validate active enrolled student numbers vs. the numbers of students who have physically shown up in your buildings. Do not count NO-SHOWSunless you have verified that they will be in regular attendance on or before count day. This information must be communicated to all classroom teachers who turn in counts. If you have problems which will delay your count, let us know -- possibly we can help. Mark these dates on your calendar:
Friday, September 10 Friday, September 24
Friday, September 17 Wednesday, September 29
FALL 2010 - Pupil Membership Count Period Schedule
Monday, August 23
/ Workshop for secretaries/records personnel at LakelandHigh School in the LGI room - 1:00 p.m. to 3:30 p.m.Monday, August 23 / All Buildings:
Membership List working copieswill be placed on the Shared Server in your CIS>Membership folder - 1st draft:
Alpha x grade Alpha x building Alpha x homeroom (El. Only)
These lists will show actively enrolled students as of 08/20/10. In times of heavy volume data entry, the CIS Department will assist with data entry upon request (enrollments, changes, etc.) for Elementary Office Coordinators. If you requested this service, send forms to CIS for new enrollments, corrections, drops, etc. New students as enrolled will appear on the membership report working copies printed on Friday, September 10 and Thursday, September 23.
Friday, September 10 / First preliminary pupil count from buildings to Instructional Data Coordinator (emailed by grade/program & building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.
UIC Upload
Friday, September 10 / Membership List Working Copies for Elementary placed on office servers.
(Secondary to process & print own).
CATEGORICAL and Population 3 student REPORTS sent out:
MSDS and Pupil Accounting Reports provided of students previously/currently reported for verification:
-Homeless, Early Childhood/Parenting, Section 504, Title 1, At Risk, Early-On, G&T (EOY), LEP/Migrant, Alt Ed., (Pop 3): Homebound, Home-based, Work-Based, SOC/Non Res, Part-time, < 1.00 FTE, less than 6 periods scheduled, Dual Enrolled, Reduced Schedule, Split Schedule, Virtual HS, OTC
Verify lists making additions/corrections to student data etc. Log data in Skyward where needed and make note of pop 2 & 3 students for audit packet.
Friday, September 17 / Second preliminary pupil count from buildings to Instructional Data Coordinator (by grade/program & building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.
September 13 & 14 / Michigan Pupil Accounting and Attendance Association Fall Conference, Kalamazoo Radisson
Thursday, September 23 / Membership List Working Copies for Elementary placed on office servers.
(Secondary to process & print own).
Friday, September 24 / Third preliminary pupil count from buildings to Instructional Data Coordinator (by grade /program & building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.
Tuesday, September 28 / Print 1st week attendance sheets – DateRange: 9/20 thru 9/24; teacher signature required by Friday 10/1.
Wednesday,
September 29, 2010
COUNT DAY / Final pupil count from buildings to Instructional Data Coordinator (by grade& building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.
Positive attendance taken in all classes. Principals check all September 29 absences; document excused/unexcused absences and attendance from 09/29 thru 10/29.
Population 1 students = All students present and in attendance all day on count and not = to Pop 3 students.
** Identify / Verify Unexcused Student Absences - 10-Day
** Identify / Verify Excused Student Absences - 30-Day
These students become Population 2 students. They should be listed under Letter B on your count day audit packet and tracked for date of return. If students do not return by rule dates indicated, FTEis prorated (see FTE calculation on page 34).
Population 3 students identified from your review of count day reports (listed on page 5) are identified as “Pop 3” students.
**Make sure all schedule changes applicable to count day are made by today.Secondary buildingsprint student schedules today. Elementary buildingsprint class rosters. From this point forward, through the end of the six week count period, all schedule changes must be accounted for:
-Place a line through the class(s) being changed indicating last day of attendance.
-Write in the new class and teacher and first day of attendance
-Verify computer attendance reflects the proper codes for the student transfer.
FREEZE DATA CHANGES
Data on Membership lists and in MSDS need to reflect statuses as of count day. Unless correcting an error, do not make student data changes which would include:
-Change to a student address
-Drop Special Ed. Students
-Make changes to percent enrolled
-Change current yr member to ‘NO’
** Special Ed Worksheet B & C Preliminary Print
** Preliminary MSDS Extract
From this point on, all students must be dropped with a drop date greater than count day!
Tuesday, October 5 / Print 2nd week attendance sheets – DateRange: 9/27 thru 10/1; teacher signature required by Friday 10/8.
Friday, October 8
/ All Buildings: Deadline to make corrections in system, including categorical changes from the lists provided for verification on 9/10.Monday, October 11 / CIS to print ALL final Building Membership lists. Lists for ALL buildings will be placed on building servers(Continue to Freeze Data Changes Until Notified):
- Alpha x Building, Alpha x Gradeplaced on servers.
- Special Ed Worksheet B & C (SE Membership Lists) Run
- Final UIC Resolution completed / changes uploaded to Skyward.
- Documentation Program Eligibility & Participationdata verified/entered into Skyward
- Previous year non grads updated in Skyward for proper reporting
- Final MSDS extract
- Final membership numbers verified against Final email count rcvd 9/29
Tuesday, October 12 / Print 3rd week attendance sheets – DateRange: 10/4 thru 10/8; teacher signature required by Friday 10/15.
Wednesday, October 13 / Principals receive & sign all membership lists dated the day of review; NOT count day.
10 Day Rule Deadline: Final day for students marked unexcused absent on Count Day to return and be counted for membership.
Tuesday, October 19 / Print 4th week attendance sheets – DateRange: 10/11 thru 10/15; teacher signature required by Friday 10/22.
October 19, 20
Bldg Meetings / Buildings meet by appointment with Instr. Data Coordinator, with all records and forms required for audit. Bring back up documentation for all students with audit packet. Instructional Data Coordinator will contact LHS, IAW & MHS to schedule appointments in the building.
Tuesday, October 26 / Print 5th week attendance sheets – DateRange: 10/18 thru 10/22; teacher signature required by Friday 10/29.
Friday, October 29 / 30 Day Rule Deadline: Final day for students marked excused absent on Count Dayto return and be counted for membership.
Tuesday, November2 / Print 6th week attendance sheets – DateRange: 10/25 thru 10/29; teacher signature required by Friday 11/5.
Wednesday, Nov. 3
/ Fall Count Audit materials (Audit Packets, Membership Lists) due to OISD.Friday,November 5
/ Verify six week period of teacher attendance books signed & datedEnd of Reporting Period
/ CIS to email 2010/11 Monthly Enrollment Report spreadsheet.February 9, 2011 / SUPPLEMENTAL (SPRING) COUNT DATE
PREPARATION FOR Spring 2010 - 2011
PUPIL MEMBERSHIP COUNT DAY
OFFICIAL PUPIL MEMBERSHIP COUNT DATES:
The Official Pupil Membership Count Day is Wednesday, February 9, 2011.
10 / 30 Day Rule Periods:
-02/10 through 02/23 = 10 (school-day) rule period to verify pupils marked unexcused absent have returned to include in Membership for fall count.
-02/10 through 03/11= 30 (calendar-day) rule period to verify pupils marked excused absent have returned to include in Membership for fall count.
Email Student Count:
E-mail Instructional Data Coordinator with your preliminary enrollment totals by grade/program and building no later than 3:00 p.m. on the dates indicated below. The preliminary enrollment figures should include all pupils who areenrolled and have physically attended school. It is important to validate active enrolled student numbers vs. the numbers of students who have physically shown up in your buildings. Do not count NO-SHOWSunless you have verified that they will be in regular attendance on or before count day. This information must be communicated to all classroom teachers who turn in counts. If you have problems which will delay your count, let us know -- possibly we can help. Mark these dates on your calendar:
Friday, January 21 Friday, January28
Friday, February 4 Wednesday, February 9
SPRING 2011 - Pupil Membership Count Period Schedule
Friday, January 21 / First preliminary pupil count from buildings to Instructional Data Coordinator (emailed by grade/program & building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.UIC Upload
Friday, January 28 / Second preliminary pupil count from buildings to Instructional Data Coordinator (emailed by grade/program & building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.
Monday, January 31 / Membership List Working Copies for Elementary placed on office servers. (Secondary to process & print own).
CATEGORICAL and Pop 3 student REPORTS sent out:
MSDSand Pupil Accounting Reports provided of students previously/currently reported for verification:
-Homeless, Early Childhood/ Parenting, Section 504, Title 1, At Risk, Early-On, G&T (EOY), LEP / Migrant, Alt Ed., (Pop 3): Homebound, Homebased, Work-Based, SOC /Non Res., Part-time, < 1.00 FTE, less than 6 periods scheduled, Dual Enrolled, Reduced Schedule, Split Schedule, Virtual HS, OTC
Continued from previous….
Verify lists making additions/corrections to student data etc. Log data in Skyward where needed and make note of pop 2 & 3 students for audit packet.
Friday, February 4 / Third preliminary pupil count from buildings to Instructional Data Coordinator (by grade /program & building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.
Tuesday, February 8 / Print 1st week attendance sheets – DateRange: 01/31 thru 02/04; teacher signature required by Friday 02/11.
Wednesday,
February 9, 2011
COUNT DAY / Final pupil count from buildings to Instructional Data Coordinator (by grade& building). Membership lists will be run to validate the headcount called in vs. the data in the system as of this day and buildings will be called to validate discrepancies.
Positive attendance taken in all classes. Principals check all February 9 absences; document excused/unexcused absences and attendance from 02/9 thru 03/9.
Population 1 students = All students present and in attendance all day on count and not = to Pop 3 students.
** Identify / Verify Unexcused Student Absences - 10-Day
** Identify / Verify Excused Student Absences - 30-Day
These students become Population 2 students. They should be listed under Letter B on your count day audit packet and tracked for date of return. If students do not return by rule dates indicate, FTE = Prorated (see FTE calculation on page 34.
Population 3 students identified from your review of count day reports (listed on page 8) are identified as “Pop 3” students.
Secondary buildings print student schedules today. Elementary buildingsprint class rosters. From this point forward, through the end of the six week count period, all schedule changes must be accounted for:
-Place a line through the class(s) being changed indicating last day of attendance.
Continued from previous….
-Write in the new class and teacher and first day of attendance
-Verify computer attendance reflects the proper codes for the student transfer.
FREEZE DATA CHANGES
Data on Membership lists and in MSDS need to reflect statuses as of count day. Unless correcting an error, do not make student data changes which would include:
-Change to a student address
-Drop Special Ed. Students
-Make changes to percent enrolled
-Change current yr member to ‘NO’
** Special Ed Worksheet B & C Preliminary Print
** Preliminary MSDS Extract
From this point on, all students must be dropped with a drop date greater than count day!
Tuesday, February 15 / Print 2nd week attendance sheets – DateRange: 02/07 thru 02/11; teacher signature required by Friday 02/18.
Tuesday, February 22 / Print 3rd week attendance sheets – DateRange: 02/14 thru 02/18; teacher signature required by Friday 02/25.
Tuesday, February 22
/ All Buildings: Deadline to make student corrections on system.Wednesday, February 23 / 10 Day Rule Deadline: Final day for students marked unexcused absent on Count Day to return and be counted for membership.
Monday, February 28 / CIS to print ALL final Building Membership lists. Lists for ALL buildings will be placed on building servers: (Continue to Freeze Data Changes Until Notified)
- Alpha x Building, Alpha x Grade placed on servers.
- Special Ed Worksheet B & C (SE Membership Lists) Run
- Final UIC Resolution completed / changes uploaded to Skyward.
- Documentation & Program Eligibility & Participation data verified/entered into Skyward
- Final MSDS extract
- Final membership numbers verified against email count rcv’d 02/9
Tuesday, March 1
/ Print 4th week attendance sheets – DateRange: 02/21 thru 02/25; teacher signature required by Friday 03/4.Wednesday, March 2
/ Principals receive & sign all membership lists dated the day of review; NOT count day.March 8, 9 / Buildings meet by appointment, with all records and forms required for audit. Bring back-up documentation for all students with audit packet. Instructional Data Coordinator will contact LHS, IAW & MHS to schedule appointments in the building.
Tuesday, March 8 / Print 5th week attendance sheets – DateRange: 02/28 thru 03/04; teacher signature required by Friday 03/11.
Friday, March 11 / 30 Day Rule Deadline: Final day for students marked excused absent on Count Dayto return and be counted for membership.
Tuesday, March 15 / Print 6th week attendance sheets – DateRange: 03/07 thru 03/11; teacher signature required by Friday 03/18.
Wednesday, March 16 / Spring Count Audit materials (Audit Packets, Membership Lists) due to OISD.
Friday, March 18 / Verify six week period of teacher attendance books signed & dated
NOTES: