December Aggregation Begins December 5th…Submit Data by December 4…

Monthly Aggregation processing begins December 5, 2014 and will include data submitted to SAIS through 5 p.m. December 4, 2014.  For those LEAs whose schools have reached 40th day on or prior to December 4, 2014, 40th day ADM will be calculated and available by December 16, 2014.  Please check the IT Bulletin Board for updates stating the data has completed processing.  Only at that time, can you check your ADMS, SPED and ELL 75 reports and expect to see complete ADM results.

For charter schools, once 40th day ADM is calculated for your LEA, the next monthly disbursement of state aid will be based on the 40th day ADM and will no longer be based on estimated counts.  For example, if all schools have reached 40th day by December 4, 2014, 40th day ADM will be calculated and your January 2, 2015 disbursement will be based on that newly calculated 40th day ADM and will not be based on the estimated counts submitted earlier in the year through the “Charter Estimated Counts” application available within Common Logon.

If you have questions regarding Monthly Aggregation Processing, please see your account analyst.  To find your analyst, see https://www.azed.gov/Administrators/SF/Lists/LEAAccountAnalysts/AllItems.aspx.

EEO-5 Report Submission UPDATE

ADE has completed the submission of the 2014 EEO-5 Report for all districts with 100 or more employees.  Confirmation of the receipt of and the certification of the data submitted was received from the EEO-5 Help Desk on 11/24/2014.

 

For more information on what the EEO-5 Report includes, please check out this HOT TOPIC posting. 

November Monthly Processing Complete and ADMS40 Series Reports Available

November’s monthly processing that began on November 4, 2014 completed on November 11th.   Updated 75-1 reports (ADM, SPED and ELL) are available through SDDI or Student Detail Reports, both available through Common Logon.  Also, the ADMS40 series reports (including the 46-1) and the SPED28-1 and ELLS28-1 reports are available here.
 
For charters who reached 40th day on or prior to November 3, these new 40 series and SPED/ELL reports will be used to determine your December 1, 2014 state aid payment. For those charters not reaching 40th day on or prior to November 3, your payment will be based on your estimated counts.
 
For questions regarding your data, please contact your account analyst.

 

PLEASE NOTE:

The data submission deadline for the next monthly processing (aggregation) is December 4, 2014 @ 5pm with the ADM from that being used to determine the January 2, 2015 state aid payment.

EEO-5 Report Submissions

REQUIREMENT: The EEO-5 Report, formally known as the Elementary-Secondary Staff Information Report, is a joint requirement of the U.S. Equal Employment Opportunity Commission (EEOC) and the Office for Civil Rights (OCR) of the U.S. Department of Education. It is conducted biennially, in the even numbered years, and covers all public elementary and secondary school districts with 100 or more employees in the United States. 

Mandated under Title VII of the Civil Rights Act of 1964, this report provides information on the district employment totals, employees’ job category and sex and race/ethnic groups as of October 1 of the survey year.

More information on this Report can be found here.

ACTION: ADE will submit the EEO-5 Report for all districts meeting the staff minimum requirement that have submitted SDER data.  This report will be submitted by the November 30, 2014 deadline and will contain data from the prior year (survey year of 2013).

November Aggregation Begins November 4th…Get Data in by November 3!

Monthly Aggregation processing begins November 4, 2014 and will include data submitted to SAIS through 5 p.m. November 3, 2014.  For those LEAs whose schools have reached 40th day on or prior to November 3, 2014, 40th day ADM will be calculated and available by November 14, 2014.  Please check the IT Bulletin Board for updates stating the data has completed processing.  Only at that time, can you check your ADMS, SPED and ELL 75 reports and expect to see complete ADM results.

For charter schools, once 40th day ADM is calculated for your LEA, the next monthly disbursement of state aid will be based on the 40th day ADM and will no longer be based on estimated counts.  For example, if all schools have reached 40th day by November 3, 2014, 40th day ADM will be calculated and your December 1, 2014 disbursement will be based on that newly calculated 40th day ADM and will not be based on the estimated counts submitted earlier in the year through the “Charter Estimated Counts” application available within Common Logon.

For charters who HAVE NOT reached 40th day on or prior to November 3, 2014, the December 1, 2014 disbursement will still be based on Estimated Counts submissions.  Please see Hot Topic “Estimated Counts Submissions” for more information.

If you have questions regarding Monthly Aggregation Processing, please see your account analyst.  To find your analyst, see https://www.azed.gov/Administrators/SF/Lists/LEAAccountAnalysts/AllItems.aspx.

October Monthly Processing Complete and ADMS40 Series Reports Available

October’s monthly processing that began on October 3, 2014 completed on October 16.  Updated 75-1 reports (ADM, SPED and ELL) are available through SDDI or Student Detail Reports, both available through Common Logon.  Also, the ADMS40 series reports (including the 46-1) and the SPED28-1 and ELLS28-1 reports are available here.
 
For charters who reached 40th day on or prior to October 2, these new 40 series and SPED/ELL reports will be used to determine your November 3, 2014 state aid payment. For those charters not reaching 40th day on or prior to October 2, your payment will be based on your estimated counts.
 
For questions regarding your data, please contact your account analyst.

 

PLEASE NOTE:

The data submission deadline for the next monthly processing (aggregation) is November 3, 2014 @ 5pm with the ADM from that being used to determine the December 1, 2014 state aid payment.

SDER Application Open / Sign up for Webinar

The School District Employee Report (SDER) On-Line Application is currently available and ready to accept employee data.   This application is accessible through Common Logon.  Note that you must submit your SDER by 4:30 p.m. on October 15. If you have any questions about your SDER, please contact your LEA Account Analyst.

 The FY2015 Memo that includes instructions for submitting data has been published and emailed to the district superintendents and business managers that ADE has on file.

Webinars will be offered twice, in the event you would like to learn more about SDER.  They will be conducted on:

  • Thursday,  September 18, 10:00 a.m.  – 11:00 a.m.   Register now!
  • Tuesday,  September 23, 1:00 p.m. – 2:00 p.m.    Register now!

You can register for one of these webinars through the “Register now!” links above.


Please note that SDER is required for districts and district-sponsored charter schools.  Charter schools sponsored by the AZ State Board for Charter Schools, the State Board of Education, universities and community colleges are not obligated to submit the data and should not submit data.  

ALERT: Fraudulent Invoices Sent to LEAs

We received this notice from the AZ Auditor General’s Office and wanted to pass it along to our contacts as well to help get the word out. 


 

“Our Office has received information that school districts have been receiving fraudulent invoices requesting payment for the purchase of 50–English-Language Arts Practice Books, typically in the amount of $647.50. Below is an example of one of these invoices. If your district has received one of these invoices do not pay it. Be aware that districts may receive fraudulent invoices for other types of products also. If your district has made a payment for one of these invoices, you should immediately attempt to stop payment.

The Better Business Bureau (BBB) has also received complaints regarding these invoices. http://www.bbb.org/southern-nevada/business-reviews/school-supplies/scholastic-school-supply-in-las-vegas-nv-90031039

The BBB suggests if you have received one of these invoices through the mail you should report it to your local Postal Inspectors, and the Federal Trade Commission at (877) 382-4357 www.ftc.gov. In addition, we suggest reporting it to your local law enforcement agency.

District administrators should ensure that accounts payable staff always match invoices to authorized purchase requisitions, purchase orders, and receiving reports to verify the items/services listed on the invoice have been properly authorized and received before processing payment. Districts should refer to the guidance in the Accounting Procedures–Expenditures section of the Uniform System of Financial Records for Arizona School Districts available on our Web site at http://www.azauditor.gov/ASD/PDF/USFR2.pdf.

Fraudulent Invoice

If you have questions, please contact our Office at 602-553-0333 or via e-mail at asd@azauditor.gov

Sincerely,

Arizona Office of the Auditor General”


 

School Closures Due to Flooding or Floodwater – UPDATED

Pursuant to A.R.S. §15-806(B)(5), school closure on Monday, September 8th, 2014 is authorized if closure is due to flooding or floodwater and for the safety of persons or property. Students not attending school due to closure, flooding or floodwater, on September 8, 2014 (if September 8th is an instructional day) may be reported as excused absences.  This applies also to schools which experienced absences or provided instruction for a partial day due to flooding.

 

Frequently Asked Questions

Q1: Do we need to make up the day?
Monday may be counted as an instructional day as well as be included in the instructional time calculations when you determine your annual instructional time (if this day was already included in your calendar as an in-session day).  Unless your annual instructional hours as compared to the required annual instructional hours are short with the inclusion of Monday’s hours, the day does not need to be made up.

 

Q2: How does this impact perfect attendance?
It is the district’s decision as to whether or not this day will count against a student’s perfect attendance record.

 

FY 2015 Monthly Aggregation Processing and Integrity Schedule

Overview:

Monthly aggregation is the processing that ADE performs on the student data to calculate ADM (Average Daily Membership), which is used as a basis for state aid funding.  The student data must reside within SAIS to be included in the scheduled aggregation processing.

 

FY 2015 Monthly Processing Schedule

     

Data Submission Deadline

Monthly Processing Start Date

For Charter Payment:

October 2, 2014 @ 5 pm October 3, 2014 November 3, 2014
November 3, 2014 @ 5 pm November 4, 2014 December 1, 2014
December 4, 2014 @ 5 pm December 5, 2014 January 2, 2015
January 5, 2015 @ 5 pm January 6, 2015 February 2, 2015
January 29, 2015 @ 5 pm January 30, 2015 March 2, 2015
March 2, 2015 @ 5 pm March 3, 2015 April 1, 2015
April 2, 2015 @ 5 pm April 3, 2015 May 1, 2015
May 4, 2015 @ 5 pm May 5, 2015 June 1, 2015
June 1, 2015 @ 5 pm June 2, 2015 June 30, 2015

 

 

FY 2015 Statewide Recalculation Schedule

 

Data Submission Deadline

   Recalculation Start Date

June 30, 2015 @ 5 pm: brick and mortar schools

July 15, 2015 @ 5 pm: AOI (online) schools only

July 16, 2015

 

Integrity Schedule

Please note that outside of this monthly processing schedule, current year integrity will run twice a week.  Integrity is scheduled to kick off every Tuesday and Friday morning and will include data submitted to SAIS through 5 pm the night prior.  For example, the student data included in Tuesday’s integrity will encompass all student data that exists in SAIS as of 5 pm Monday evening.