Attention Districts: Current Year Funding Implementation, Impact and Concerns

School District Superintendents and Business Managers,

Please find attached ADE’s plans for implementation of current year funding, which is legislated to begin July 1, 2016.  Also included are agency concerns related to current year funding and a projected fiscal impact on state aid and budget capacity.   Both reports are based on fiscal year 2015.

Current Year Funding Impact Summary Final

CY Funding Projection Comparison 2015-12-15 B

CY Funding Projection ADM History 2015-12-15 C

Two reports are included.

  • The first report compares the equalization base  as would be calculated on the APOR55-1 and the equalization assistance as would also be calculated on the APOR55-1.  Each comparison includes an amount based on prior year funding, current year funding, and the variance.
  • The second report provides each school districts ADM for fiscal years 2013 through 2015.  Please see the narrative portion of the report for information about how the calculations and data was used.

Please send all questions and comments to [email protected].


Two emails were sent to the LEAs from Mark Masterson, ADE’s Chief Information Officer.    One email was sent last night and the other this morning. The emails are also listed below:

Sent last night:

Dear Entity Administrator,

In the process of transitioning your LEA from SAIS to AzEDS, we have encountered a significant technical impediment. As you have been made aware, after submitting to AzEDS your data is being validated and passed to SAIS for processing. Although AzEDS is continuing to operate consistently, limitations that have existed for over 10 years with SAIS has caused that processing to come to a virtual standstill.

The issue stems from an overloaded SAIS table, which our engineers have identified as the source of the problem. Currently, our IT team is busy crafting alternative solutions so that you will see your data in SAIS as soon as possible. In the interim, our promise to you is that we will provide you with three updates a day (morning, noon and afternoon) until this issue has been resolved.

Please feel free to call me at 602-542-3542 or email me at [email protected] with any questions or concerns. We are doing everything we can to ensure this does not happen again.

I deeply apologize for this inconvenience.

Sent this morning:

Good morning LEAs,

As of 6 a.m. this morning, SAIS processed all files that were submitted on December 2, 2015.   Currently, SAIS is working at a rate of 50 minutes to an hour per file.  As for AzEDS submitters, we turned off the AzEDS-to-SAIS process last night, ensuring all other records were cleared through SAIS.   We will process all AzEDS files through SAIS (files submitted between December 1, 2015 at midnight through December 2, 2015 at 11:59 p.m. by this evening).

Please remember that processing through SAIS generates errors if your data is not correct.  Please look at your SDDI reports under SAIS reporting to validate any errors that you might have received. With SAIS being the system of record this year, AzEDS reports are secondary.

We will run Integrity, aggregation and EOM off this SAIS data on Thursday, December 3, 2015.   It will encompass all files submitted through December 2, 2015.

Our engineers are still working ardently to resolve processing time issues. We will update you this afternoon of our progress.


15-915 Guidelines Revised

Please review the revisions on the 15-915 guidelines. They are located under Knowledge Center\How to Open a 915 Data Correction.   If you have any questions regarding these guidelines, please contact your Account Analyst.

November Monthly Processing Complete and ADMS40 Series Reports Available

November’s monthly processing began on November 3, 2015 and  was completed on November 10, 2015 .  Updated 75-1 reports (ADM, SPED and ELL) are available through Student Detail Reports, available through Common Logon.  Also, the ADMS40 series reports (including the 46-1), SPED28-1 and ELLS28-1 reports are available here.

For questions regarding your data, please contact your account analyst.


The data submission deadline for the next monthly processing (aggregation) is December 3, 2015 @ 5pm. The ADM from the December 3 processing  will be used to determine the January 4, 2016 state aid payment.


Charter Estimated Counts’ Window is Now Open for November

The November 2, 2015 state aid payment for charters which reached the 40th instructional day by October 1 will be based on 40th day data. For charters which did  not reach the 40th instructional day by October 1, funding will be based on estimated counts.

The student estimated enrollment summary reports related to the October 1, 2015 payment are available for download and review from the School Finance website.

Please be sure to review new ADMS46-1 ADM State Aid Report or Charter School Estimated Enrollment Summary report, which will be available by October 15 at :

Please contact the assigned account analyst for your charter with any concerns or questions regarding the estimated enrollment data or ADMS46-1 reports.

A list of account analysts is located at:


Assignment Changes in LEA Account Analyst List

The Account Analyst assigned to your LEA may have changed. The updated list can be found here:

FY2015 Statewide Recalculation

FY 2015 Statewide Recalculation

The Fiscal Year 2015 Statewide Recalculation has been completed. This is based on data submitted by June 30, 2015 (brick and mortar) and July 15, 2015 (AOI). Positive payment adjustments will be included in the FY 2016 September payment by APOR/CHAR 64-1 report as the lump sum adjustment. Negative payment adjustments are to be taken over the entire fiscal year, beginning with the October payment; with 3/12ths taken in October and 1/12th each month after. Hardship applications are available if a district/charter needs to spread the adjustment out over two fiscal years instead of one. In an approved hardship situation, 75% will be taken back in FY 2016 and 25% will be taken in FY 2017. Hardship applications can be found through the link below and must be received no later than September 15, 2015. Please email the form to [email protected].

FY 15 Statewide Recalc Resolution Form

FY15 Statewide Recalculation Payment Adjustment



Small School Weight Statement of Assurance

The results of the Small School Weight Statement of Assurance are available within the file : Small School Weight Statement of Assurance

The August 1st apportionment of FY 2016 state aid will be based on network statuses and network members as indicated in the Small School Weight Statement of Assurance file.  Those charters, for which no Statement was received or for which the Statement was returned incomplete, will receive an August payment based on student count weights of 1.158 for Kindergarten and grades 1 through 8 and 1.268 for grades 9 through 12.  New submissions completed  received by August 7th will be considered for the September 1st apportionment of state aid.  If corrections  to existing Statement of Assurance submissions are necessary, please contact your School Finance Account Analyst as indicated in the listing.  The first Classroom Site Fund distribution will be based on the same weighted student counts.


Attention Charters

Memorandums for the upcoming fiscal year (FY16) have been posted which require action from you: Charter Estimated Counts, LEA Calendars, and Maintenance and Operations Reduction.  Please review  the memos and take note on the dates to avoid missing important deadlines. The memos posted can be found here.

If you have any questions, please contact your Account Analyst.

Thank you.


FY2015-2016 Small School Weight Eligibility, Statement of Assurance

To:  All Charter Holders and Charter Operators:

On May 15, 2015, charters were notified of a change in legislation which modified how small school weights are determined.  The information included in this e-mail is also available in a School Finance Hot Topics Item, which is available at:

As of June 9th, 2015, only 35% of charters have completed the “Charter Small School Weight FY16 Statement of Assurance”, which must be completed for every state sponsored charter, whether the charter is a part of a “Charter Network” or not.     Please see “SSW Statement of Assurance Status.xlsx, available at “Hot Topics” link, for a listing of charters and Statement of Assurance Status.

As indicated in a May 15th e-mail distributed to charters and also in the Small School Weight Hot Topics item, Charter Small School Weights FY16, the Statement must be completed no later than June 15, 2015, to insure that the August 1st, 2015 apportionment of state aid is based on small school weights, if otherwise eligible.  The completed statement of assurances will be used to determine student count weights for all charters.

In order to insure that payments of state aid comply with new legislation and to prevent over-payments which would result in reductions to subsequent payments, charters for which a “Charter Small School Weight FY16 Statement of Assurance” has not been completed by June 15, 2015, will be funded based on student count weights of 1.158 for kindergarten and grades 1-8 and 1.268 for grades 9-12 until the statement of assurance has been submitted.

If the statement of assurance is submitted after  fiscal year 2015-2016 state aid payments have be made, adjustments to subsequent payments will be made based on submitted statement.

Should the Attorney General’s office issue an opinion on the legislative amendments to charter small school weights prior to the completion of the August 1st, 2015 payment,  the August 1 payment will be made to reflect the opinion as best possible.

Please e-mail [email protected] with questions.


SSW Statement of Assurance Status