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Summer School Worksheet (PI-1804-W2)

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Summer School
Reporting on form PI-1804
A PowerPoint tutorial
Note: Depending on your setup, it might be necessary to open the presentation view
before continuing. If “PowerPoint” is open, click on the <Slide Show> button which
is located on the “menu bar” at the top of the screen. Choose <View Show>. If this
slide presentation is being viewed through your internet browser you can continue
with the slide presentation by left-clicking anywhere on the screen.
Before starting, it is recommended that a copy of the summer school form be
available. If you are connected to the internet, the Excel version can be
downloaded by clicking on the link below. After opening the spreadsheet, click a
tab <PI-1804-W1> or <PI-1804-W2> at the bottom of the page. Print PI-1804-W1
and PI-1804-W2.
Click to move to next screen
Click on
Spreadsheet
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Summer School Membership Report (PI-1804-W1)
NOTE: This presentation is not meant to explain about
the appropriateness of course offerings or how to
operate summer school programs.
For further information about summer school,
click on one of the links to the internet below.
Membership
Audit
Summer
School
Q&A
Q&A
Admin Rules
fees
Summer School Membership Report (PI-1804-W1)
• A Full Time Equivalency (FTE) is calculated by dividing the total
minutes in column “a” by 48,600. Round the FTE to the nearest
whole number, using normal rounding rules.
It is
recommended
that districts
use the
spreadsheet
version, rather
than hand
calculate the
numbers on the
paper version.
Click on
Spreadsheet
Summer School Membership Report (PI-1804-W1)
At the close of
summer school, the
Summer School
Membership Report
(PI-1804-W1) is to
be submitted to the
department via the
Finance Team
On-Line Reporting
Portal.
Click on
https://www2.dpi.state.wi.us/safr/
Summer School Membership Report (PI-1804-W1)
• Summer school will begin sometime after the last day of the regular
school term and will end sometime before the start of the next school
term.
• Days of
Instruction are
the number of
days the
school was in
session. How
many days did
the district
hold classes
during the
summer term?
Summer School Membership Report (PI-1804-W1)
• The contact person should be an individual that can answer
questions regarding the submitted report, should questions arise.
Summer School Membership Report (PI-1804-W1)
• The Number of Participants are the number of pupils that have
attended at least one class during the summer term. Do not count a
pupil more than once. Separate residents and nonresidents.
Summer School Membership Report (PI-1804-W1)
• Total Pupil Minutes are calculated and reported in column “a”.
• Note that resident minutes and non-resident minutes are separated.
A separate worksheet
(PI-1804-W2) is
provided for
calculating the total
minutes. These
worksheets do not
need to be submitted
but must be kept on
file for audit
purposes, if needed
Summer School Membership Report (PI-1804-W1)
• A Full Time Equivalency (FTE) is calculated by dividing the total
minutes in column “a” by 48,600. Round the FTE to the nearest
whole number, using normal rounding rules.
It is recommended
that districts use
the spreadsheet
version, rather
than hand
calculate the
numbers on the
paper version.
Click on
Spreadsheet
Summer School Membership Report (PI-1804-W1)
• Since this report is part of the September Pupil Count Report, it
should kept with the district’s PI 1563 September Pupil Count
Report and be retained for audit purposes.
Summer School Membership Report (PI-1804-W1)
• AT CLOSE OF SUMMER SCHOOL: No later than the due date for the PI-1563
3rd Friday in September Membership Report, submit information from this report
via the internet School Finance Reporting Portal located at the School Financial
Services Team web page. For audit purposes, your business office must retain
this PI-1804-W1 report along with PI-1804-W2 and the PI-1563 Pupil Count
Report. File the signed form created through the internet report with the signature
page for the PI-1563 Pupil Count Report. Do not submit a paper copy to the DPI.
Summer School
Using the Worksheet (PI-1804-W2)
Before continuing, it is recommended that a copy of the summer school form
be available. If you are connected to the internet, the Excel version can be
downloaded by clicking on the link below. After opening the spreadsheet,
click a tab <PI-1804-W1> or <PI-1804-W2> at the bottom of the page.
Print PI-1804-W1 and PI-1804-W2.
Back to beginning
Click on
Spreadsheet
PI-1804-W2 (Worksheet)
Worksheet (PI-1804-W2) to be used with
the Summer School Membership Report
• It is not necessary to
submit the worksheet to
the department.
However, it must be kept
at the district and made
available for audit
purposes, if necessary.
• If the computer
spreadsheet version is
used, much of the
calculation will be
automatic.
Click on
Spreadsheet
Summer School Worksheet (PI-1804-W2)
• Click on a tab on the bottom of the worksheet to get to a desired page.
Depending on the specific worksheet downloaded, you will find 4 or 5 tabs:
• Tab <PI-1805-W1> is for the use of reporting the integration transfer program and
will only be viewed if the file specific for that report was downloaded.
• <Instructions> <PI-1804-W1> <PI-1804-W2> <Error Messages>
It is
recommended
that districts use
the computer
spreadsheet
version, rather
than hand
calculate the
numbers on the
paper version.
Click on
Spreadsheet
Summer School Worksheet (PI-1804-W2)
• Columns 1 through 6 are normally completed before summer
school is completed. If the computerized spreadsheet is used,
column 6C will be automatically calculated.
It is
recommended
that districts use
the computer
spreadsheet
version, rather
than hand
calculate the
numbers on the
paper version.
Click on
Spreadsheet
Summer School Worksheet (PI-1804-W2)
• Column 1 - Course Title. A detailed explanation of the course is
normally documented elsewhere, such as in a summer school course
description catalog that is provided to parents.
Only list courses that are
eligible to be counted for
membership.
Under s. 121.14, Wis.
Stats., a school district
may only count those
summer classes that are
necessary for academic
purposes.
Click on
Stats.
See PI 17 Admin Rules
for further information.
Click on
rules
Summer School Worksheet (PI-1804-W2)
• Column 2 is the grade level. Check the grade level the pupil will
attend, or be eligible to attend, in the upcoming Fall semester.
Summer School Worksheet (PI-1804-W2)
• Column 3 - is the number of separate times the identical
course is offered. It is perfectly acceptable to list each
identical class separately.
Summer School Worksheet (PI-1804-W2)
• Column 4 - Fee Amount - Fees must be justifiable.
See: PI 17.05 Admin Rules and the fee document located at:
http://dpi.wi.gov/sfs/fees.html
Click on
Click on
Click on
fees
rules
Audit
Q&A
Summer School Worksheet (PI-1804-W2)
• Column 5 - Number of certified teachers - Each class must have
a department-licensed teacher at all instructional sites during
instruction. See Administrative Rules:
Click on
rules
Summer School Worksheet (PI-1804-W2)
• Column 6 - is subdivided into: <6a>Period Length in Minutes,
<6b>Number of Days Offered and <6c>Total Minutes
Click on
rules
Summer School Worksheet (PI-1804-W2)
• Column 6 - is subdivided into: <6a>Period Length in Minutes,
<6b>Number of Days Offered and <6c>Total Minutes
Click on
6a Period Length in Minutes - See
Chapter PI 17 Admin Rules. Any individual pupil
is limited to 270 minutes per day, therefore, any
single class must be limited to 270 minutes. If the
instructional time for a class varies for each pupil
(such as for individual music lessons), enter the
word log in this column and indicate the number of
possible days for any one student in column 6b.
rules
6b - Number of Days Offered - Enter the number
of days the course meets during the summer session. If
this is a course where the instructional time is logged,
enter the maximum number of days the class is available
for any one student.
6c Total Minutes (Column 6a X Column 6b) Multiply 6a X 6b. This cell will automatically be calculated. For
“logged” classes, 6c should simply say “logged”
Summer School Worksheet (PI-1804-W2)
Columns 7 through 9 are completed at the close of summer school.
Click on
rules
Summer School Worksheet (PI-1804-W2)
Column 7 Actual Total Enrollment is subdivided
into: <7a>Resident and <7b>Non-Resident
Total Enrollment means the
total number of pupils who
were enrolled and attended at
least one day of the summer
school program. This is a
headcount of all pupils that
were in the class.
Summer School Worksheet (PI-1804-W2)
Columns 8 Resident and 9 Non-Resident
AVERAGE DAILY MEMBERSHIP (ADM) - subdivided into:
<a>ADM and <b>Total Minutes
Column 8a (ADM) - Unless a daily log was
kept, and is indicated as "log" in column 6,
the Average Daily Membership (ADM) is
calculated and placed in columns 8a and 9a.
Go to the next screen for an explanation of
the calculation of ADM:
Summer School Worksheet (PI-1804-W2)
Use one of the following two methods for calculating ADM:
Method (1) for determining the Average Daily Membership (ADM) - This is the typical method. - Count the
number of days each pupil was a member of the course and then add together to determine the total days of
enrollment.
EXAMPLE: Fifteen pupils were enrolled in a 30-day course. Twelve of these fifteen pupils were members
for the entire 30 days (12 x 30 = 360). Two of the fifteen enrolled ten days after the course had begun, thus
they were members for 20 days each (2 x 20 = 40) and one pupil dropped out after attending one day
(1x30=30). The ADM is calculated using the total number of days of membership (not total number of days
attended) for all pupils. In this case, 401 membership days (12 x 30) + (2 x 20) + (1 x 1). To calculate
actual ADM, you would divide the total enrollment days (401) by the number of days the course is held, in
this case 30. 401 divided by 30 = 13.37 ADM.
ADM is recorded in columns 8a for residents and 9a for non-residents. It is rounded to two decimal places.
To illustrate:
15 PUPILS ENROLLED IN A CLASS THAT MEETS FOR 30 DAYS
PUPILS
12
2
1
x
x
x
x
DAYS OF MEMBERSHIP
30
20
1
=
=
=
=
TOTAL PUPIL DAYS OF MEMBERSHIP =
PUPIL DAYS
360
40
1
401
AVERAGE DAILY MEMBERSHIP (ADM) = 401 DIVIDED BY 30 = 13.37
13.37 is placed in column 8a
Summer School Worksheet (PI-1804-W2)
Method (2) for determining the Average Daily Membership (ADM) - This is used for individualized
instruction. Take the total minutes from the teacher’s “log” and list them on 8a. Do not forget to write "log"
on 6a, and the number of days the class was available on 6b.
For example:
Student Daily Instructional Timesheet DATE: Monday June 4, 2001
Name
Student A
Student B
Student C
Student D
Student E
Student F
Res or NonRes Time - Start Time-Finish
Resident
9:15
9:45
Resident
9:35
9:45
Resident
9:45
11:15
Resident
NonResident
9:00
10:00
NonResident
Total Minutes Resident NonResident
for day
Minutes
Minutes
30
30
10
10
90
90
0
0
60
60
Teacher Log of Pupil Individual Time for Resident Students
Student A
Student B
Student C
Student D
Totals for Day
Total
Mon Tue Wed Thu Fri Mon Tue Wed Thu Fri Mon Tue Wed Thu Fri
For Summer
30
30
30 30
30
30 30
30
30
270
10 30 20 20
30
60
170
90 90 90
270
90
90
90
270
130
120
230
20
30
30
0
150
0
30
30
0
180
0
30
ADM on column 8a =
980
Summer School Worksheet (PI-1804-W2)
Columns 8b Resident and 9b Non-Resident Total Minutes
<b>Total Minutes Add total minutes for residents and non-residents and transfer totals to PI-1804.
Note: If the spreadsheet is used, the total will automatically forward to the
appropriate cell on PI-1804.
Column 8b. When using Method (1), 8b = 6c multiplied
by 8a. When using Method (2), 8b = the total minutes
computed on the teacher’s log and is also listed in 8a.
When using the spreadsheet version, this cell (8b) will
be automatically calculated. Add column and transfer
to PI-1804.
Column 9. This is for nonresidents.
Column 9a. Repeat the procedures for 8a.
Column 9b. Repeat the procedures for 8b.
Summer School Worksheet (PI-1804-W2)
Column 10: This section is for reporting nonresident participation in the
Integration Transfer Program under s. 121.85 Wis. Statutes.
Complete 10a, 10b and 10c only if applicable
This program is commonly referred to as the
220 program. Only school districts in the
Milwaukee area are eligible for this program.
Summer School -
Problem Areas when using Excel spreadsheet
пѓЁ Must list Days of Instruction and Number of Participants
on the cover page (TAB <PI-1804-W1>)
пѓЁ Maximum of 270 minutes per day in column 6a
пѓЁ Must list the number of days offered in column 6b, even
for a logged class
пѓЁ ADM in 8a cannot be higher than enrollment in 7a
пѓЁ Click on tab <Error Messages> on bottom - It must be
empty. If anything is written in the gray box and you can’t
fix the problem, call the DPI School Finance Team for
assistance.
пѓЁ Do not cut any cells or paste over protected cells. Cutting
and pasting will corrupt the spreadsheet.
Summer School A few selected guidelines
пѓЁ Cannot count non-residents for aid membership
пѓЁ Instruction must be provided by certified staff
пѓЁ Performance programs, such as band concerts or recreation programs, such
as little league cannot be approved.
пѓЁ Fees are allowed but must be reasonable. An audit of summer school FTE
claim and fees is required as part of a district’s membership audit.
 Don’t forget to report the information On-Line
пѓЁ For further school finance information, go to the School Finance Team
website : http://dpi.wi.gov/sfs/
Finance Team
If you are connected to the internet, you can find out more about summer school
by clicking on one of the links below:
Membership
Audit
Summer
School
Q &A
Q &A
Admin
Rules
fees
Spreadsheet Wis. Statutes
Summer School
Assistance is available from the Department of
Public Instruction as you plan and operate your
summer program.
Questions regarding finance issues should be directed to:
Brad Adams at 608-267-3752;
bradley.adams@dpi.state.wi.us
Other questions should be directed to:
Wendi Zitske at 608-266-8938;
wendi.zitski@dpi.state.wi.us
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