1	2006 MARSS Workshop March 22, 2006 Presented by: Kerry Chaffey, Teri Henderson Guest Speakers: Marilynn Loehr, Mel Hejda, Cathy Erickson
2	TODAY’S AGENDA Overview and Introductions Shared Time Percent Enrolled Hour Calculation for HK/EC Students Transportation Categories MDE Presentation New Items for 05-06 and 06-07 Questions and Answers Preschool Screening Review PSEO Funding Topic Miscellaneous MARSS Information Open Discussion / Questions and Answers
3	Shared Time Students Reporting Shared Time Students in MARSS
4	Reporting Shared Time Students Shared time students are students who attend a nonpublic, nonsectarian or home school but for part of the school day they are enrolled in classes at the public school Procedure 17 MARSS Manual (Handout 4) Note that Shared time does not refer to students who attend two public schools and/or districts during the school day
5	Reporting Shared Time Students Eligible/Ineligible Services To be eligible for shared time foundation aid, shared time instruction must be provided at either the public school district or a neutral site Only academic and special education instruction are eligible for shared time aid Special education assessment is eligible to claim Extracurricular, Chapter I, diagnostic and health services are ineligible to claim Procedure 17 (Handout 4)
6	Reporting Shared Time Students State Aid Categories to use SAC 16 is used for: Resident shared time students Nonresidents for whom the resident district should receive the shared time foundation aid. This is used in cases where the nonresident district must bill the resident district tuition Procedure 17 (Handout 4)
7	Reporting Shared Time Students State Aid Categories to use SAC 17 Is used when the resident district should receive the shared time foundation aid directly for the nonresident student(s). Procedure 17 (Handout 4)
8	Reporting Shared Time Students State Aid Categories to use SAC 18 Is used for nonresident students: For whom the serving district has no agreement with the resident district The parents pay the tuition Who are not residents of MN Districts will not receive aid for SAC 18 students Procedure 17 (Handout 4)
9	Reporting Shared Time Students Status End Codes to Use Shared time students should be assigned STATUS END codes similar to regular public school students. Shared time students who leave the public school should be assigned a STATUS END code of 03, instead of the dropout STATUS END codes. Shared time students who remain enrolled through the end of the school year, whether or not they graduate, should be assigned a STATUS END code of 40.
10	Reporting Shared Time Students Optional Data Items for Shared Time Students Economic Indicator Gifted/Talented Participation Homebound Service Indicator Race/Ethnicity **Primary Disability and Instructional Setting are required because many shared time students are in the program because of an IEP/IFSP/IIIP
11	Reporting Shared Time Students Calculation of Hours for Shared Time Students (Procedure 3 Handout 1) Regular Schedule For students who attend less than full-time but for a constant length of time every day, the following procedure may be used: - MEMBERSHIP DAYS — Report the same as for full-time students. Example: Part-time students enrolled all of the 173 instructional days would have 173 MEMBERSHIP DAYS, irrespective of the length of those days. ATTENDANCE DAYS — Report the same as for full-time students. Example: Part-time students in attendance for 170 of 173 instructional days would have 170 ATTENDANCE DAYS, irrespective of the length of those days.
12	Reporting Shared Time Students
13	Reporting Shared Time Students Calculation of Hours for Shared Time Students-Regular schedule Student Enrolled 60 minutes out of 360 minute day= 60/360 =17 % enrolled The ADM will then be calculated based on the percent enrolled and the membership days For Example: Student enrolled 173 of 173 days at a percentage of 17% ADM= 173/173 * 17% ADM = .17
14	Reporting Shared Time Students Calculation of Hours for Shared Time Students-Regular schedule Example: Student enrolled 83 days of 170 school days at 72% each day ADM= 83/173 * 72% ADM = .35
15	Reporting Shared Time Students Irregular Schedule For students who do not attend school every day, or if their days vary in length, report attendance and membership in terms of hours. PERCENT ENROLLED - 999 — This is an indication that MEMBERSHIP and ATTENDANCE DAYS are reported in terms of hours. MEMBERSHIP DAYS — The total number of hours the students are scheduled to attend school during the enrollment period covered between the STATUS START and STATUS END DATES. This figure includes time the students were scheduled to attend but were absent. ATTENDANCE DAYS — The number of hours students actually attended school attendance does not impact ADM/funding
16	Reporting Shared Time Students Calculation of Hours for Shared Time Students-Irregular schedule Student enrolled with percent 999 Example of hours reporting Grade 10 student attended a total of 220 hours during the school year ADM= 220/1020 ADM= .22 Note the denominator in the equation is based on grade level See Procedure 3 Handout 3
17	Reporting Shared Time Students Reminders for Shared Time Reporting Make certain you have the correct SAC Make certain you have the correct percent enrolled and/or the correct number of hours for your students Verify ADM’s of students If you are uncertain…make certain to ask
18	Reporting Shared Time Students Questions
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20	"Percent Enrolled must be calculated..." Percent Enrolled must be calculated for each part-time student. It is based on the student’s required length of day (in minutes) expressed as a ratio to the length of day for the school and grade. Percentages are rounded to the nearest whole number.
21	WHAT STUDENTS ARE REPORTED AS PERCENT ENROLLED? High School / ALC students Kindergarten-disabled students Early Childhood Special Ed students In this segment we are going to talk about high school students and students who attend ALC. We will cover HK/EC students a little later.
22	"indicates that the student is..." indicates that the student is … … full time at the traditional school and all of the student’s attendance and membership reported by the alternative school occurs outside the student’s traditional school day. … enrolled only at the alternative program during either the summer or traditional school year. … is concurrently enrolled at more than one alternative program, but at no traditional school.
23	"Regular" Regular, daily schedule – for students who attend less than full time but for a constant length of time every day, the following procedure is used.
24	"Maggie’s school has a 360..." Maggie’s school has a 360 minute day. Of the 360 minutes, Maggie spends 120 minutes each day in class (Monday – Friday). 120 (Maggie’s day) .33 x 100 360 (typical day)
25	"Maggie could be considered a..." Maggie could be considered a 999 because she attends school 33% of the normal school day. She could be a 999 because she is a part-time student at the traditional school.
26	"Irregular schedule –students who..." Irregular schedule –students who do not attend school every day or their days vary in length.
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29	"indicates that …" indicates that … … some or all of the attendance and membership reported by the alternative school occurs during the student’s traditional school day. … the alternative program, by virtue of maintaining the student’s CLP (Continual Learning Plan), knows that the student is less than full time at the traditional school.
30	"PERCENT ENROLLED 998 is valid..." PERCENT ENROLLED 998 is valid only at school classification 41 and 42. Classification 41 = Area Learning Centers Classification 42 = Public Alternative Programs
31	"Learning Year – State approved..." Learning Year – State approved learning year programs include ALC’s, contract or public alternative programs, approved charter schools and other approved learning year programs. Percent Enrolled must be reported as “999” or “998”. Percent Enrolled 998 is used only by state approved public alternative programs and ALC’s to report a student’s membership which occurs during the traditional school day while the student is concurrently enrolled in a traditional school. The student’s attendance and membership must be reported in terms of hours.
32	"Students reported by a traditional..." Students reported by a traditional and alternative school at the same time must be reported in the same grade level and have the same resident district.
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41	How do I know which LLA code to use? Whichever enrollment record has the earlier start date is assigned the normal LLA code. The later record is assigned a transfer LLA code.
42	How do I know which Status End code to use? Whichever enrollment record has the later end date reports the SE code of 40. The record with the earlier end date reports the SE code of 99.
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44	HK / EC REPORTING
45	Definition for Kindergarten Disabled (HK) A Kindergarten-disabled student must meet all of the following criteria … At least age 5 as of Sept 1 of the current school year. Enrolled in an academic portion of a Kindergarten class for more than socialization purposes. Has a current IEP/IIIP and receives special education services at some time during the fiscal year. These special education services may include instruction from an ECSE-licensed staff, speech, and language services, etc.
46	"Only one enrollment record for..." Only one enrollment record for an HK student is needed … … when a Kindergarten student has an IEP/IIIP during the entire school year (July 1 – June 30) whose resident district, SAC, percent enrolled, etc., do not change. There is no need to create a separate record for summer membership … as long as your district’s calendar goes through June 30^th.
47	"Samuel starts the school year..." Samuel starts the school year as a Kdgn student without an IEP/IIIP. An IEP/IIIP is written mid-year. Samuel will have two enrollment records.
48	"RECORD #" RECORD #1 The first record will be for grade KA, KB, etc. Samuel does not have an IEP/ IIIP. The attendance and membership days on this record will reflect only those days he was in grade KA, KB, etc. Samuel is 100% enrolled. Use a Status End code of 01 on this enrollment record.
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50	"HK students who have an..." HK students who have an irregular schedule and are not required to participate in instructional activity for the same amount of time every day: Samuel is scheduled to participate for five (5) hours on Monday, Wednesday, and Friday and only two (2) hours on Tuesday and Thursday.
51	"Membership hours are the hours..." Membership hours are the hours that are written into the student’s IEP/IIIP. (Total direct and indirect) Attendance hours are the actual time served.
52	"Remember" Remember! Evaluation hours are claimed only if Samuel was not pulled out of the normal class-room for evaluation. No additional membership may be claimed for Samuel if he received evaluation services during the normal school day.
53	"Membership in terms of hours" Membership in terms of hours DIVIDED BY 875 hours Don’t let your funding dollars fly out the window. Make sure you include ALL hours!!
54	"Percent enrolled typically equal 999..." Percent enrolled typically equal 999 for attendance and membership days to be interpreted as hours for HK students. A percent enrolled of other than 999 is interpreted by MARSS programming to be the number of hours of instruction per day times 100. Students reported in grade HK and who have a percent enrolled of 100 are considered to be enrolled for one hour per day. They will generate prorated state aid.
55	"PCT 999" PCT 999 (Percent Enrolled) Membership in terms of hours (671) DIVIDED BY 875 hours ADM Equals 0.77 To get 1.0 ADM students would need 875 hours
56	"RED FLAG!!" RED FLAG!! Check it out if … … there is a low ADM and no other enrollment record for this student. Is this correct? Was it supposed to be entered as 330? … the membership hours exceed 875
57	Definition for Early Childhood (EC) A student considered to be an EC and reported on MARSS must meet all the following criteria … Younger than age 7 as of Sept 1 of the current school year. Not enrolled in a Kindergarten program at all, or only participates in Kindergarten for socialization purposes. Receives evaluation for ECSE and/or has a current IEP/IFSP/IIIP and receives special education services during the school year (July 1 – June 30)
58	"Jenny is an EC student..." Jenny is an EC student who has been evaluated and is now receiving services. Her evaluation hours equal 10 hours. It is written in her IEP that she will be receiving 480 hours of Special Ed services. She was absent 13 hours.
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60	"PCT 999 (Percent Enrolled" PCT 999 (Percent Enrolled) Membership Days in terms of hours (10) DIVIDED BY 825 hours (the maximum for EC) ADM = .01
61	"Raising a red flag!!" Raising a red flag!! If all HK/EC students have the same number of membership hours … … check it out!
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63	TRANSPORTATION MARSS CODES
64	CODES 03 – Disabled Students in this category must have an IEP, IFSP, IIIP, a 504 plan, or be assigned the SAC 27 (Care and Treatment). These students must receive special transportation or special accommodations (such as an aide on the bus route). There is no minimum distance required for students with disabilities.
65	"04 – Desegregation" 04 – Desegregation For students who are transported to desegregation/integration schools within a district, but the schools must be located outside the students’ normal attendance area. Districts should also include students transported to approved multi-district desegregation/integration schools.
66	"01 – Regular" 01 – Regular Elementary Students (K-6) must live one (1) mile or more from school and must be offered daily transportation to and from school. Districts may use daycare sites as the home of the student as long as the daycare site is within the attendance area of the school the elementary student attends. Secondary Students (7-12) must live two (2) miles or more from school. Do not include secondary students who have surrendered their bus riding privileges for the entire school year.
67	Also included with Regular (01) Students who are custodial parents when transportation is provided between the students’ homes and childcare providers and/or school. The students’ children will also be transported but cannot be counted as eligible students. Students who are transported to language immersion programs. These students must live an eligible distance from school.
68	"02 – Excess" 02 – Excess Secondary (7-12) students who live one (1) mile or more from school but less than two (2) miles. Students (K-12) who live less than one (1) mile from school and who are transported to and from school because of the traffic, drug or crime hazards they would encounter if they walked. Districts must be offering transportation services to these students.
69	"05 – Ineligible" 05 – Ineligible Students (K-12) who live less than two (2) miles from school and who are charged a fee for the transportation service must be reported in this category. Students who live less than one (1) mile from school and who were offered free transportation even when there is no hazard between their homes and schools must be reported in this category.
70	"00 – Walkers or Transportation..." 00 – Walkers or Transportation Field Not Applicable for This Student Students who walk to and from school because the district does not offer transportation should be reported in this category. Also, include students who may be transported to and from school, but who are not part of this reporting requirement (e.g., students enrolled during the summer months only).
71	Final Notes … All students whose State Aid Category (SAC) is only 20, 21, or 98, and who were offered district-provided transportation, must have a transportation code of 05. If these students were not offered district-provided transportation, use transportation code 00.
72	"All students whose transportation code..." All students whose transportation code is 03 must have at least one enrollment record with a Special Education Evaluation Status of 04, Primary Disability of 54, or a State Aid Category of 27.
73	"How are EC students coded..." How are EC students coded that are age 2 and under but are serviced via home visits? A. Students served in their home should be assigned transportation code 00. This code means walkers or “the transportation field does not apply to this student”. In this case, because these students are served at home, the transportation field does not apply.
74	"How are students coded when" How are students coded when, for example, they would normally be bussed but the parents bring the students to school for one reason or another? A. If the students ride to and from school with the parent, or drive themselves, they should be assigned the transportation code 00. Again, the transportation field does not apply to the student because the student does not use the district-arranged service. However, if the student uses the district-arranged transportation even one day, the appropriate MARSS code should be assigned to the student record.
75	"This particular instance is assuming..." This particular instance is assuming that the parents/students are not being reimbursed by the school district. If the district is reimbursing students/families, then the appropriate MARSS code should be assigned to the student record. RULE OF THUMB You should assign the code that represents what is actually happening.
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77	MDE Presentation Changes for 05-06 and 06-07 Presented by: Marilynn Loehr
78	Preschool Screening Early Childhood Screening Process and MARSS
79	Purpose of Early Childhood Screening Identify conditions and risk factors that may affect a child’s ability to learn and develop…make referral for assessment, diagnosis and treatment Increase parent understanding of child health, development and school readiness Improve access to and the use of preventive health care Link families to community resources
80	Early Childhood Screening Program School districts must provide screening Targeted age for screening is 3 to 4 years School district must inform each resident family with an eligible child about screening program and requirement for Kindergarten entrance District may contract with another party to provide screening District is responsible for reporting data to MDE; only school district receives state aid
81	2005 Legislative Changes Screening age 3 - 4 year olds Children must be screened at least once Assignment of MARSS I.D. Number at ECS or evidence of comparable screening Screening aid reimbursement change: $50 for three year olds $40 for four year olds $30 for five year olds
82	Early Childhood Screening Process and MARSS Early Childhood Screening Registration Form Items on the form parallel the required MARSS data elements Parent completes top portion of form: prior to or at the time of screening if screened through another screening program, or if Conscientious Objector Screening Coordinator completes bottom portion of the form
83	Early Childhood Screening Process and MARSS Early Childhood Screening Registration Form MARSS I.D. Number provided by the screening school district’s MARSS Coordinator Parent or guardian required to provide child’s legal name
84	Required MARSS Data for Screening Records Grade (PS) First Middle and Last Name (LEGAL) Birth Date Gender Serving District Number and Type (Screening District) Resident District Number and Type
85	Required MARSS Data for Screening Records Race/Ethnicity Enrollment Date (Screening Date) Withdrawal Date (Screening Date or the next day depending on how your software works) Home Primary Language School Number State Aid Category (SAC)
86	MARSS Data Status Start and End Codes are NOT required You may receive an error on the micro edit currently…this will be resolved with the next version of the micro edit
87	School Number IF you already have a school/site number for pre-school screening you can use that number, or if you have a community education site, or you can add a new site number 005. You will not need to have this school added through the school verification report that superintendents update
88	State Aid Categories (SAC) 41 – Screening by District 42 – Child & Teen Checkups/EPSDT 43 – Head Start 44 – Private Provider 45 – Conscientious Objector
89	State Aid Categories (SAC) 41 – Screened by District Student was screened by your district Your district will receive the funding for these students
90	Children Screened by Other Provider District must receive Screening Summary Form, or comparable documentation District may fill out Registration Form for EC Screening Head Start, Public Health, or private provider could also fill out form for district Only district may assign MARSS I.D. Number
91	State Aid Categories (SAC) 42 – Child & Teen Checkups/EPSDT* To detect problems early for improved child/health and development A mandated Federal program offering comprehensive screening and health care For children/teens birth to 21 years enrolled on Medical Assistance or MinnesotaCare Any public or private provider accepting Medical Assistance/MinnesotaCare/Prepaid Medical Assistance Program (PMAP) insurance *Early Periodic Screening Diagnosis and Treatment
92	State Aid Categories (SAC) 43 – Head Start A state and federally funded program for children 0-5 (Early Head Start includes prenatal) meeting income eligibility Provides comprehensive child development and health services and family support services Health and developmental screening is required by federal regulations Screening components are the same as the Child and Teen Checkups/EPSDT program
93	State Aid Categories (SAC) 44 – Private Provider Includes comprehensive well child visits for children ages 3-5 years Includes all the required Early Childhood Screening Programs Provided by the child’s health care provider (e.g., pediatrician, pediatric nurse practitioner)
94	State Aid Categories (SAC) 45 – Conscientious Objector A child is exempt from the early childhood screening requirement if the parent is a conscientious objector to the screening. A signed statement indicating parent/guardian is a conscientious objector is included in the child’s cumulative folder. Statement does not have to be notarized. (MS §121A.17, subd. 3(e).)
95	MARSS Program Edits IF Grade Level = PS then SAC must equal 41, 42, 43, 44 or 45 Allow date overlaps for children/students with a grade level of PS and EC, HK or K If the K or HK record start date is less than the PS start date then the PS record will be flagged with a MARSS status of 3 and will not be included for payment.
96	MARSS Program Edits Do not allow overlapping records when Grade equals PS the other record has a grade level greater than K. PS record will be flagged with a MARSS status of 3 and will not included for payment Enrollment dates can be from 7/1 through 6/30
97	MARSS Program Edits SAC 41, 42, 43, 44 or 45 are valid at charter schools Add edit to verify child’s age. IF child’s age is less than 3 or over 5* create a local error This record will not be included in payment *Pending technical change to law
98	MARSS Program Edits If multiple records are found for a child in the same district and one record has a SAC of 41 and the other one has a SAC of 45 this will create a local error. This would be a local error only not a statewide. So one district may have a SAC of 41 and the other district a SAC of 45 and this will pass the statewide edit program
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100	P S E O Post-Secondary Enrollment Options
101	"OPPORTUNITY" OPPORTUNITY! To promote rigorous academics and to provide more educational options To save students time and money on a college degree To provide greater academic opportunities for students at small rural schools To increase student aspirations to go to college
102	P S E O Student Eligibility Must be an 11^th or 12^th grader to participate. A student who has not successfully completed their senior year in high school and continues to work toward their diploma is considered a 13^th grader. A student is not eligible to participate in PSEO, if the student has participated in PSEO as an 11^th grader or a 12^th grader. They have already used their two (2) years of eligibility.
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107	"REPORTING EXAMPLE #" REPORTING EXAMPLE #1 Laura participates in PSEO all year … part-time in high school classes (156 minutes of 365 total minutes every day, all year) and part-time at a postsecondary institution. There is only one enrollment record because residency, grade level, special ed status, etc. do no change. There are 173 days in session and Laura was absent one day from high school classes. PSEO Participation Yes Percent Enrolled 100% Attendance Days 172 Membership Days 173 High School Hours 450
108	"REPORTING EXAMPLE #" REPORTING EXAMPLE #2 Courtney participates in PSEO all year … full time with no high school classes Residency, grade level, special education status, etc., do not change so there is one enrollment record. There were 173 days in session at the high school of enrollment. PSEO Participation Yes Percent Enrolled 100% Attendance Days 173 Membership Days 173 HS Hours 0
109	"What if a student has..." What if a student has study hall in high school? Are those minutes included in calculations? When students participate in PSEO programs, the high school hours must exclude study hall minutes for that reporting period (semester, quarter, trimester, etc.). The reporting period when the same students are not participating in PSEO, and are under the supervision of a teacher, the hours should include study hall time.
110	"REPORTING EXAMPLE #" REPORTING EXAMPLE #3 Ted participates in PSEO only during second semester (full time). There is only one enrollment record as residency, grade level, etc. have not changed. There were 173 days in session at the high school. During first semester Ted was enrolled in five high school classes and one study hall. Ted was not absent first semester. PSEO Participation Yes Percent Enrolled 100% Attendance Days 173 Membership Days 173 High School Hours 437
111	"REPORTING EXAMPLE #" REPORTING EXAMPLE #4 Jerome participates in PSEO part-time first semester and then moves out-of-state. He was enrolled in four high school classes. Jerome was absent two days. PSEO Participation Yes Percent Enrolled 100% Attendance Days 84 Membership Days 86 High School Hours 350
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114	Funding Topic Putting the Pieces Together Presented by: Cathy Erickson and Mel Hejda
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120	Miscellaneous MARSS Information Student Lingo Document (Handout 11) January 2006 document Defines many commonly used acronyms Student Data Form (Handout 12) MDE Form that can be used to collect student data
121	Miscellaneous MARSS Information MARSS Overview (Handout 13) Describes MARSS Reports available What MDE uses Data for MARSS EOY Check Off List (Handout 14)
122	Miscellaneous MARSS Information Flexible Scheduling Report (Handout 15) New Form available Use only if your schedule varies during school year Do not submit to MDE MARSS Reference Guide Dated 1/30/06 (Handout 16) Contains new codes for 2006-2007
123	Miscellaneous MARSS Information How to Download Micro-Edit (Handout 17) Where to go on MDE site Steps needed to download edit Make certain you use the most current download for each submission
124	MARSS TIMELINES Files are due to ARCC on the following days … Friday, April 7, 2006 Friday, June 9, 2006 Friday, July 7, 2006 Friday, August 11, 2006 (See Handout #18 for additional dates) It’s important to have your files in by the deadline!
125	Questions