SAIS File Uploads

SAIS file uploads and data entered through SAIS Online are processing slow.  ADE’s IT unit is currently researching the issue and will post updates to the IT Bulletin Board.  Please check the Bulletin Board for notification of when the issue has been resolved. 

October Monthly Processing Complete and ADMS40 Series Reports Available

October’s monthly processing that began on October 1, 2013 completed on Oct 15 as reported on the IT Bulletin Board .  Updated 75-1 reports (ADM, SPED and ELL) are available through SDDI.  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 Sept 30, these new 40 series and SPED/ELL reports will be used to determine your November 1 state aid payment.

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

 

PLEASE NOTE:

The data submission deadline for the next monthly processing (aggregation) is November 4, 2013 @ 5pm with the ADM from that being used to determine the December 1 state aid payment.

October Aggregation Begins Tomorrow – Get Data in Today!

October’s monthly processing begins tomorrow and will include data submitted to SAIS through 5pm this evening.  For those LEAs whose schools have all reached 40th day by September 30, 2013, 40th day ADM will be calculated and available by October 11.  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 75-1 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 today, September 30, 2013, 40th day ADM will be calculated by the end of next week and your November 1 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 .

Please keep in mind that the date in which your LEA is eligible for your 40th day and 100th day ADM to be calculated has changed this year.  It is now on the day in which all of the schools within the LEA have reached the 40th day of school and is subject to the aggregation processing schedule.  Please see this HOT TOPICS posting for more information. 

Questions?  Your account analyst will be happy to answer them.

 

SDER Application Open / Sign up for Webinar – UPDATED

The School District Employee Report (SDER) On-Line Application is currently available and ready to accept employee data.  It was opened on 9/9/2013.  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 FY2014 Memo that includes instructions for submitting data has been published and emailed to the district superintendents and business managers that ADE has on file.  These email addresses can be found within our Find a School search.

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

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


Please note that SDER is required for districts.  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.   

40th and 100th Day Aggregation: Removal of “+13 days” – UPDATED

Beginning this year, aggregation will no longer wait for 13 days past * an LEA’s 40th day in order to calculate 40th day ADM.   A district/charter holder will be eligible for aggregation processing and the generation of 40th day ADM on the date in which all schools within the district/charter have reached 40th day.  This is, of course, dependent on the aggregation processing schedule, which identifies the dates in which ADE will process all eligible SAIS data through aggregation. 

This applies to 100th day ADM as well.

CLARIFICATION: If the date in which an LEA is eligible for 40th or 100th day is on or prior to the Data Submission Deadline documented within the aggregation processing schedule link above, all students within the LEA will be processed through aggregation, and if they qualify for ADM, they will generate it. 


SCENARIO:
Let’s walk through how this might impact your district/charter holder (LEA).  For example:

Scenario:  All schools within your LEA will have reached the 40th day of school on September 30, 2013. The next aggregation processing is scheduled for October 1, 2013, with the submission deadline falling on September 30.

Outcome:  Your LEA is eligible to have 40th day aggregation processed on September 30, 2013, therefore, since aggregation begins on October 1, at the end of the aggregation processing cycle, your LEA will have 40th day ADM.  The impact to a charter is that as soon as 40th day ADM is generated for your charter holder, your state funding will switch from being based on estimated counts to actual 40th day ADM.  In this case, your November 1 state aid disbursement would be based on the 40th day data that originates from SAIS. 


* This requirement became obsolete with the repeal of ARS§ 15-902(I).

( Red text added 9/23/2013)

FY 2014 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 2014 Monthly Processing Schedule

     

Data Submission Deadline

Monthly Processing Start Date

For Charter Payment:

September 30, 2013 @ 5 pm  October 1, 2013 November 1, 2013
November 4, 2013 @ 5 pm November 5, 2013 December 2, 2013
December 5, 2013 @ 5 pm December 6, 2013 January 2, 2014
January 6, 2014 @ 5 pm January 7, 2014 February 3, 2014
February 3, 2014 @ 5 pm February 4, 2014 March 3, 2014
March 6, 2014 @ 5 pm March 7, 2014 April 1, 2014
April 7, 2014 @ 5 pm April 8, 2014 May 1, 2014
May 5, 2014 @ 5 pm May 6, 2014 June 2, 2014
 June 5, 2014 @ 5 pm  June 6, 2014  June 30, 2014

 

 

FY 2014 Statewide Recalculation Schedule

 

Data Submission Deadline

   Recalculation Start Date

June 30, 2014 @ 5 pm for brick and mortar schools;

July 15, 2014 @ 5 pm for AOI (online) schools

July 16, 2014

 

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.

FY 2013 Statewide Recalculation Complete!

The FY2013 statewide recalculation of ADM is complete.  The SDDI reports (including integrity status and SdADMS75-1 reports) are available as well as the ADMS40 series reports (including the ADMS46-1), and the SPED28-1 and ELLS28-1 reports.

FY 2013 15-915 Data Corrections

School Finance is now accepting 15-915 window requests for FY 2013. If you have questions regarding how to open a 915, please see the 915 guidelines for assistance. Please contact your account analyst for additional questions.

Charter Estimated Counts Application is Open

Charter Estimated Counts is now open for all active charter holders to submit new or revised estimates of their ADM (Average Daily Membership) for FY2014 and will close on August 15 , 2013 at 4:30 pm. The data within Estimated Counts on August 15 will be used as the basis for the September 2 state aid disbursement.

 

Please see Memo 13-046 for submission instructions and future deadlines.

When submitting the individual student data, estimate your ADM for the school year and then submit only enough registered students to equal that ADM estimate.  Please keep in mind that students in grades 1 – 12 can generate up to 1.0 ADM each school year and that kindergarteners can generate a maximum of .5 ADM.  The Estimated Counts application will reduce the kindergarten students submitted by half on the Charter School Estimated Enrollment Summary report that will be posted to the Student Counts Reports website after the Estimated Counts application has closed for the month.  This reduced number for kindergarteners will be the KG ADM used for the September payment.

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

Scheduled Unavailability of ADE Systems: 8/9 – 8/10

All ADE systems will be unavailable Friday, 8/9/2013 from 7 pm to 8/10/2013 at 7pm for scheduled maintenance. 

These systems include, but are not limited to:

1) Common Logon

2) SAIS

3) SDDI

4) Charter Estimated Counts

5) Budget Uploads

 

Updates will be posted to the IT Bulletin Board once the systems are back up and running.