School Finance has been working with divisions across ADE this week to facilitate accurate and timely data collection for FY2019. There have been issues preventing some LEAs from submitting successfully, but most LEAs have submitted calendars and are accessing the new Calendar User Interface with no issue. In consideration to the LEAs having trouble, School Finance is relaxing the calendar deadline to 8/31/2018.
8/31/2018 is the absolute last date LEAs can modify, delete, or certify calendars. This includes correcting a calendar to pass Integrity and certifying a calendar. Therefore, 8/31/2018 should be viewed with some caution as it relates to reconciling student data. The data capture date for the Oct 1 payment is 9/11/2018, allowing little time to address issues between calendar data and student data.
Please submit and certify your calendar track(s) so that your student data may be run through Integrity while allowing sufficient time to correct errors.
Calendar Integrity rule 90003 was requiring a “Veteran’s Day” descriptor on either 11/11/2018 or 11/12/2018 (the following Monday), however, this was not allowing for 100% of scenarios across the state. School Finance requested the rule be updated to require the event descriptor on 11/11/2018 only, as in previous years.
FY2019 calendars that had passed Integrity with 11/12/2018 marked as Veterans’ Day are now failing based on this rule update.
If your submitted calendar is now failing Integrity because of this rule change, you will need to change the event descriptor on 11/11/2018 to Veterans’ Day and resync this change with AzEDS. You may use the event descriptor of Non-Session Day or Other Holiday if you choose to observe Veterans’ Day on a weekday, or “Instructional Day” if your school is in session. The Veterans’ Day event descriptor may only be used on the actual date that the holiday occurs.
Please note that resyncing this change will not require previously certified calendars to be recertified. Recertification is only required if your SIS deletes the existing calendar track to repost it. Calendar tracks do not have to pass Integrity to be certified.
Almost 300 charter districts have submitted Estimated Counts so far. Please confirm your charter district has submitted charter estimates.
Some users have browser or firewall issues preventing access via ADEConnect. Users who are experiencing these issues are encouraged to use Common Logon to access the Charter Estimated Counts application.
While AzEDS is currently receiving tracks for instructional calendars and superintendents are successfully certifying those tracks, an issue was identified at the AzEDS REST API preventing some districts from posting Calendar Track Event information.
In response to this issue, School Finance is extending the deadline for instructional calendar submission and certification to 4:30 p.m. on Friday, July 13, 2018.
Please note: Calendars may continue to be submitted, modified, and certified until August 31st.
Every month ADE uses student data submitted by LEAs to calculate Average Daily Membership (ADM) to use as a basis for state aid funding. LEAs submit student data to AzEDS and ADM is calculated in the ADM Calculation Engine (ACE). The student data must reside within AzEDS on time to be included in the scheduled Integrity and ACE processing for each month’s payment.
Data Capture Deadline, 5 p.m.
To be considered for:
September 11, 2018
Payment on October 1, 2018
October 2, 2018
Payment on November 1, 2018
November 6, 2018
Payment on December 3, 2018
December 4, 2018
Payment on January 2, 2019
January 8, 2019
Payment on February 1, 2019
February 5, 2019
Payment on March 1, 2019
March 5, 2019
Payment on April 1, 2019
April 2, 2019
Payment on May 1, 2019
May 7, 2019
Payment on June 3, 2019
June 4, 2019
Payment on June 28, 2019
Click thumbnail for calendar summary view.
AzEDS Processing Schedule
Current year AzEDS Integrity will run at least five days per week, regardless of the monthly payment processing schedule. Integrity is scheduled every weeknight and will include data submitted to AzEDS up until 5 p.m. ACE is scheduled to run immediately after Integrity each run.
First Payments for Fiscal Year 2019
The first two payments of the year will not be calculated using AzEDS ACE results. The August 1, 2018 and September 4, 2018 payments will be based on Charter Estimated Counts for charter districts and FY 2018 ACE results for school districts.
Districts are required to submit final transportation data for Vehicle Inventory via Common Logon.
Generating the TRAN40-2 report as well as re-creating the TRAN55-1 reports is the responsibility of the district. If the reports are not re-run to reflect the most recent data, it may cause unexpected results on the APOR55-1 and unexpected funding changes.
Note: Transportation Routes is open as well. Both sets of data can be updated now through July 15, 2018.
While analyzing data for the first June payment, School Finance observed unusually low ADM data. Fifteen LEAs had the greatest impact from the dip in ADM. Therefore, School Finance used the dates listed below for all LEAs.
On Wednesday School Finance pushed March 6, 2018 ACE results to the payment systems. However, the pushed ADM was affected by an issue where the tuition ADM was omitted. The AzEDS team is aware of the issue and anticipates a fix within a month.
School Finance compared March 6th and March 7th ACE results and pushed the March 7th ADM statewide using the IT recommended workaround. The March 7th ACE results had ADM gains for five LEAs.