Charter Estimated Counts for FY 2018 due July 14, 2017

Please see the School Finance Memo 17-055 for details.

LEA Calendar for FY 2018 due July 6, 2017

Please see the School Finance Memo 17-053 for details.

EX-1 guideline on Excused Absences in FY 2017 and FY 2018

There were revisions to EX-1, the guideline defining excused absences, in 2016. The revisions created unintended consequences, including insufficient time for LEAs to implement necessary changes in their Student Information Systems. From September of 2016, ADE has been reviewing EX-1 in order to reissue it allowing sufficient time to implement technological changes.

ADE staff members have met with representatives from school districts and charter schools to gain an understanding of LEAs’ concerns regarding EX-1. Taking concerns into account, EX-1 will be reissued for FY 2019. The new draft is intended to that lessen the administrative burden on LEAs while continuing to serve Arizona’s students.

From now until 6/30/2018, the Superintendent intends to hold LEAs harmless in their implementation of EX-1. This means LEAs will not have monetary audit findings for FY 2017 or FY 2018 in regards to EX-1.

For FY 2017 and FY 2018, it is a local decision whether the 10% threshold in EX-1 is applied to all absences or only out of school suspensions. The FY 2016 revisions of EX-1 are currently suspended. Please find the 2009 version of EX-1 on the School Finance External Guidance webpage. The revised version for FY 2019 will be posted on the same page shortly.

Contact Account Analysts, New Inbox

In School Finance, your Account Analysts are committed to helping LEAs improve data quality and payment accuracy. Starting in June 2017 the School Finance Account Analysts will work as a team to resolve incoming communications in order to improve response time and transparency.

Please direct your student data, SDER and transportation questions to: [email protected].

To serve you best, we ask you include some details in your email request. For example:

  • Your contact information (the name the charter or district you represent and phone number, if possible)
  • A description of your issue and what steps you’ve taken so far
  • If applicable, sample student IDs or the names of the reports that you need us to review
  • Reference ticket number if one has been created

If you prefer, you can call the School Finance main number at 602-542-5695.

Thank you for your patience while we work through this transition.

Vehicle Inventory Is Open and Ready for Submissions for FY2017

It’s that time of year again when districts are required to submit final transportation data. This includes submitting the Vehicle Inventory data and generating the TRAN40-2.

Vehicle Inventory and Transportation Routes applications are in Common Logon. https://www.ade.az.gov/CommonLogon/logon.aspx

Note:  Transportation Routes application is open as well.  Both sets of data can be updated now through the deadline below. Generating the reports is the responsibility of the district. If reports are not generated to reflect the most recent data, it can cause unexpected results on the APOR55-1 and cause unexpected funding changes.

DEADLINE: The deadline for reporting of final data and generation of new reports is July 15, 2017.

 

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

[youtube]https://youtu.be/Xbn1tPfeUcE[/youtube]

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]https://youtu.be/McYK0-1m0Ag[/youtube]

Please join us next week:

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