FY 2017-2018 200 Day Calendar Operation Approval Deadline

Fiscal year 2017-2018 200 Day Calendar Operation Approval Deadline

The deadline for submission of a request for approval to operate all schools for 200 instructional days in Fiscal Year 2017-2018 is June 1, 2016. This request must be completed and submitted prior to the beginning of each year for which the school district or charter district is to operate for 200 or more days. The 200-day calendars are approved one year at a time. If your district or charter intends to operate on a 200-day calendar in Fiscal Year 2017-2018, you must, at a minimum:
a) Submit a letter to Lyle Friesen, Deputy Associate Superintendent of School Finance, and request approval of the 200-day calendar prior to June 1, 2017

b) Submit a 200-day calendar for each school within the school district/charter district, which includes a 10 percent increase in the annual instructional hours requirements of A.R.S. § 15-901.

c) Charters (ASBCS sponsored schools) requesting a 200-day calendar must be approved by the Charter Board prior the submission of the request for approval to operate for 200 days.

d) Budget for a five percent increase in base level support on the Fiscal Year 2017-2018 proposed and adopted budgets..

e) Submit the “Optional 200 Day Instructional Calendar Compliance Form”, available at: http://www.azed.gov/finance/forms/ to your Account Analyst.

 

Bi-Weekly schedule for School Finance Fridays

School Finance is transitioning to Bi-weekly webinars for the rest of FY 2017. You can always catch up on previous webinars on the archive page.

The schedule of live School Finance Fridays is below:

  • Friday 4/21/2017, 9 a.m. – 10a.m.
  • Friday 5/5/2017, 9 a.m. – 10a.m.
  • Friday 5/19/2017, 9 a.m. – 10a.m.
  • Friday 6/2/2017, 9 a.m. – 10a.m.
  • Friday 6/16/2017, 9 a.m. – 10a.m.
  • Friday 6/30/2017, 9 a.m. – 10a.m.

To join us online, the link is the same every week: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live.

Bookmark our School Finance Fridays page to stay up to date.

15-915 Guidelines Revised

School Finance has removed one step from the process to request and open a 15-915.

Please review the revision 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.

School Finance Friday 3/24/2017 Notes

Merge and Split

Merge tickets are being processed again. We’re down to only 350 tickets and are sensitive to finishing before the fiscal year end.

We expect the Split application next month, at which point we can start the 150 Split tickets that have queued so far.

Common Logon

There is a concern we’re getting in phone calls, “Common Logon is going away.” To better explain, ADE is moving access and permissions to ADE Connect. After the transition, the applications will be the same as usual, but accessed via ADE Connect.

Workshop Wednesdays

School Finance has had several Workshop Wednesdays for the past 3 months, and are editing those videos to post online.

We are brainstorming training topics for the summer and welcome ideas for future sessions. Please email your School Finance Account Analyst with your suggestions.

Educating Graduates

Integrity rule 10200 went into AzEDS in December and a number of high schoolers failed Integrity for having received a diploma in FY 2016. The rule is back in development and is expected later this year.

Training: Membership Activity Codes and Year End Statuses

A Membership is the time period where a student receives instruction. Each Membership has an entry and exit date, and activity codes to describe the entry and exit.

Exit Type Codes

There are different times of year each exit code is applicable:

Exit Codes for FY 2018

School Finance, Accountability, and IT have been working on reinstating most S Codes for FY 2018. Watch the Accountability site for next year’s Official Notice of Pupil Withdrawal

Year End Statuses for FY 2017

See the Graduation, Dropout & Persistence Rate Tech Manual (Updated July 2015) for details.

  • P: Promoted, promoted to the next grade (used in all grade levels except for grade 12)
  • R: Retained, students who were retained in the same grade
  • G: Graduate, received a diploma
  • A: Attendees have concluded their high school education and are NOT expected to re-enroll
  • C: Completed a course of study at a Joint Technical Education District (JTED) before or after graduation.
  • SC: Students still enrolled (course of study) are students who will be enrolled for an additional year of high school to pursue a diploma

Follow along in the video

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Please join us next week:

https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

 

School Finance Friday 3/17/2017 Notes

AzEDS IT Updates

School Finance Updates

  • Data Capture was this week. ADM for payment looks good.
  • March Workshop Wednesday is Reconciliation again
    • One more session in person at our Jefferson office on 3/22 @ 1-3 pm. Email your Account Analyst to sign up.

Merge and Split

  • Merge tickets are a little slow this week
  • Split is expected in the coming month

Educating Graduates

  • There was a rule in December that failed students with a previous graduation date. Rule 10200 back in development. Please check students that might be affected.

Grades Served by District

  • There is a design difference SAIS vs AzEDS where grades are approved at the site or LEA level.
  • This has affected unified school districts all year
  • 10008 checks if a membership meets the approved grades at the school level
  • There is a Hot Topic on SF homepage that explains how to correct the situation if you’re still facing it.

Membership

  • It’s almost the time of year where memberships will require Year End Statuses. There’s a slight change between SAIS and AzEDS, where SAIS didn’t require a date for a Year End Status, unlike a Withdrawal code.
  • For further information:
    • A Membership is the time period where a student receives instruction
      • Has an Enrollment date and Exit date
    • Membership activity codes describe qualities of the enrollment and exit
      • Has an Enrollment or Re-enrollment code, and a Withdrawal Code or Year End Status

Training: Concurrencies in AzEDS

Limited ADM report

  • Requires AzEDS Data Coordinator – ADM Reports role in ADEConnect
  • For each of your students, displays limited intervals
  • Output columns mirror ADM15
  • NOTE: will not show multiple enrollments for a student who is not Limited.

Student Analysis Tool

  • Requires AzEDS Data Coordinator – Base Reports role in ADEConnect
  • For one student, by ID or demographic data, displays enrollments, programs, needs, etc.
    • First phase, more features to come

Multiple Enrollments

  • Students can have memberships at multiple schools:
    • Time element
      • At exactly the same time
      • With some overlapping days
      • Consecutively
    • ADM element
      • Limited ADM
      • ADM is not limited

Catch up online:

YouTube Preview Image

Please join us next week:

https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

 

AzEDS Integrity: Grade Level not offered at this School

Due to the increased occurrence of integrity error -10008, School Finance has decided to temporarily amend the process for making changes for grade levels served at individual schools.

There is a difference between grade checks for memberships in AzEDS in comparison to SAIS. For the integrity error “-10008: Grade Level Code not offered at this School”, SAIS Integrity would check the grade levels approved at the District level.  With the conversion to AZEDS, Integrity was redesigned to check the grade levels offered at the School level.

To help with the change in methodologies for FY2017, School Finance has decided to allow a signed letter from the superintendent on district letterhead in place of the Governing Board minutes. For FY2018 and forward, the Governing Board minutes will be required for grade changes. For change requests any year, please include an Entity Profile form.

Please find the Entity Profile Form in the Forms tab on the School Finance website and here.

March Wednesday Workshop: ADM Reconciliation

Wednesday Workshops!

March Topic:  AzEDS Submission to ADM Reports, Revisiting Reconciliation

Description:

This beginner level session is designed new Data Coordinators at an LEA or for staff that would need a review of AzEDS data process. We will discuss which ADM reports to use for reconciling student data. What is ADM? What goes into my LEA’s payment? Where do I find reports in AzEDS? What does “reconcile your ADM” even mean? I need help on my Integrity errors; who do I ask for guidance?

Prerequisites:

  • Attendees must have access within ADE Connect to view ADM Reports.
    • If you do not have access to view these reports, please contact your Entity Administrator within you school to grant you access.

We are offering three March sessions:

  • Wednesday, March 08, 2017 – 1:00pm – 3:00pm
  • Wednesday, March 15, 2017 – 1:00pm – 3:00pm
  • Wednesday, March 22, 2017 – 1:00pm – 3:00pm

 Email your Account Analyst to sign up for one!

SDER Application Open for Data Modifications

SDER Application Open for Data Modifications

The School District Employee Report (SDER) On-Line Application is currently available and ready to accept employee data modifications prior to final TEI calculations.   This application is accessible through Common Logon.

SDER data may be modified between February 1, 2017 and March 2, 2017.  Final data modifications must be made by 4:00 p.m. Wednesday, March 1, 2017.

Preliminary TEI reports were made available in October of 2016, and can be accessed here.  Final TEI reports will be available on or prior to March 15, 2017. Final TEI figures may differ between the preliminary report and the final report even if your district does not modify its data, as the statewide average number of FTE Years of experience value may change due to its recalculated value for the final reports.

The SDER instructions can be found at the end of the FY2017 SDER Memo. You may also view the SDER presentation for more guidance located here.

Please contact your Account Analyst with any additional SDER questions.

School Finance Friday 1/6/2017 Notes

AzEDS IT Update

  • ADE is pulling back 2 rules for further analysis:
    • 10075 Attendance minutes for alternative school students
    • 10200 re-enrolled Graduates

School Finance Update

January Workshop Wednesday

  • for districts, Transportation
  • 1/25 at our Jefferson office
  • Webinar option available

Q&A

Q: Is there a report available to see the assigned cohorts for my students?

A: There is a report on ADEConnect in Accountability. Email [email protected] for more information.

Q: Is there a report available to show me the students that will have labels for my coming Assessment?

A: Email the Testing Inbox for support and information.

Follow along online!

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School Finance Friday 12/23/2016 Notes

AzEDS Updates

For information about the AzEDS system, you can sign up for IT communications.

  • Subscribe to the AzEDS Updates Blog! This will provide you an opportunity to receive updates automatically on items like news, releases, and FAQs.
  • Sign up for RedFlag! This will provide you with emails and texts on items like system outages and urgent notifications.

Sign up for IT Redflag updates and blog updates here: http://www.azed.gov/aelas/category/azedsupdates/

School Finance Updates

  • -20005 is currently working for ~99% of students.
    • There is a unique scenario. We described it in the video below.
    • If a student in an tuition-out-type enrollment changes DOR mid-year, the rule isn’t behaving as we all expect. ADE IT, School Finance, and Accountability are analyzing the issue. See the AzEDS blog for details next week.
  • 10200, a new AzEDS Integrity rule went into AzEDS this week.
    • If a student previously graduated, they cannot be fundable going forward. If your student is failing 10200 look for a W7, S7, or G code in SAIS in previous years or on the student’s transcript from a previous school. If you think the 10200 flag is in error, please submit a ticket to [email protected]
  • Wednesday Workshops for January are going to be about Transportation reporting for districts. The session(s) will be in the latter half of January, so watch the site for details.
  • No School Finance Friday next week. Happy New Year!

Follow along on the video below!

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