EX-1 guideline on Excused Absences in FY2017

EX-1 was revised too quickly in FY2016, creating certain unintended consequences, including not allowing time for LEAs to implement necessary changes in their Student Information Systems.

Superintendent Douglas intends to review and reissue EX-1 with an effective date of 7/1/2017 or later.

ADE staff members have met with representatives from school districts and charter schools to gain an understanding of LEAs’ concerns regarding EX-1, and are currently reviewing the EX-1 guideline in light of these issues. ADE plans to revise EX-1 to address these concerns, and will review the new draft with LEA representatives. Following these discussions, a new draft EX-1 will be presented to Superintendent Douglas for her approval. She intends to decide on a course that lessens the administrative burden on LEAs while serving Arizona’s students. Please expect a revised version of EX-1 before the end of this calendar year.

From now until 7/1/2017 or the reissued effective date, 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 in regards to EX-1.

For FY2017, 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.

School Finance Friday 9/23/2016 Notes

AzEDS IT Update

Known Issues Update

  • Updates to Integrity Error Messages – some messages needed to be enhanced to be more user friendly and help inform what corrective action is needed to correct data; most messages already updated and list available on AzEDS website
  • Working on other issues specific to small subset of LEAs or specific LEA (e.g. 500 & 400 errors)

Next Steps

  • Support focus is helping LEAs get data submitted without errors
  • Monitoring and Reaching out to LEAs not submitting data
  • Monitoring and Sharing with School Finance LEAs who are experiencing high number of Integrity failures
  • Coming Soon (next 4-6 weeks)
    • Absence/Attendance Minutes Verification Report (ABSATT10) – more user friendly to validate absence & attendance
    • STC Verification Report (STC10)

School Finance Update

Wednesday Workshops

  • AzEDS Submission to ADM Reports final recording due next week. Please find the interim video at this link.
  • October/November topics:
    • FTE Calculation
    • ADM to Payments
    • ADM Calculation

School District Employee Report

  • SDER data is used in the TEI calculation.
  • Thus it only affects districts.
  • SDER uses teacher data, please be sure to communicate with your HR department.
  • TEI affects district payments, please be sure to communicate with your Business Manager.
  • The window is open now with a hard deadline on October 14th.

EEOC

Submit through SDER as usual.

15-915s

  • This year you can request to open a 915 for data correction on 2014, 2015, and 2016 data.
  • You can send in letters now and correction windows are open.
  • See azed.gov/finance for details on the 915 process.

Training: Available Resources on AzEDS Site

We started on the ADE homepage: www.azed.gov.

Watch the entire webinar and follow along with the training in the video below, starting 3:35 minutes into the video.

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School Finance Friday 9/16/2016 Notes

Wednesday Workshop

  • Last session on AzEDS Submission to ADM Reports coming up!
  • At Jefferson on 9/21 from 12:30pm – 3:30pm, room 312
  • Email your Account Analyst to sign up. Tell us if you need to check out an ADE computer during the workshop.

Future Wednesday Workshops

  • School Finance will record a clean version of AzEDS Submission to ADM Reports and post on School Finance Website.
  • No web option for Wednesdays YET, but we’re testing different applications this week. We’ll keep you updated.
  • Watch the Wednesday Workshop site for future topics!

School District Employee Report

  • SDER data is used in the TEI calculation.
    • Thus it only affects districts.
  • SDER uses teacher data, please be sure to communicate with your HR department.
  • TEI affects district payments, please be sure to communicate with your Business Manager.
  • The window will be opening in September.
  • The hard deadline is October 15th.

15-915s

  • This year you can request to open a 915 for data correction on 2014, 2015, and 2016 data.
  • You can send in letters now; School Finance can start opening correction windows.
  • See azed.gov/finance for details on the 915 process.

Training: AzEDS Integrity Messages, what do they mean?

  • Some Integrity error messages are a little vague.
    • A long-term fix will involve School Finance collaborating with IT to clarify messages.
    • In the short-term, you can research a little deeper using the posted descriptions of each rule.
  • Today we browsed to where IT posted the rules and their descriptions.
  • We found some rules with the same message!
    • Comparing the failed rule number in your INTEG15 against the description and message on the site will help you research your Integrity errors.

Watch the video for the whole webinar and training!

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FY 2016 CurExpBySchl.xls Upload Error Correction

FY 2016 CurExpBySchl.xls Upload Error Correction

We made a correction to the file properties for the FY 2016 CurExpBySchl.xls file to address an upload error for this file. Districts that downloaded the annual financial report (AFR) package prior to receiving this email should replace only the FY 2016 CurExpBySchl.xls file with the one currently located on the School District Forms page at the following link:

http://www.azed.gov/finance/files/2016/09/2016-curexpbyschl.xls

If you already started completing the forms, please follow these instructions put together by the Office of the Auditor General.

  1. In C:\SDFORMS\, rename the existing file to “2016 CurExpBySchl DEL”.
  2. Download the new copy of 2016 CurExpBySchl to C:SDFORMS\.
  3. Open both files.
  4. From 2016 CurExpBySchl DEL, copy only the data entered in the cells from columns A through G beginning on row 9 and ending with the last row with entered data.
  5. In 2016 CurExpBySchl, paste the copied data into the cells beginning in row 9 from columns A through G.
  6. Compare data between the two files.
  7. Save 2016 CurExpBySchl.
  8. Close and delete 2016 CurExpBySchl DEL

FY2017 Charter Additional Assistance Reductions

The FY2017 Preliminary Charter Additional Assistance reductions of $18,656,000, per session law, was included in the September 1st payment. A list of these reductions can be seen here:

FY2017 Preliminary CCA Reductions

Charter Estimated Counts will be closing Wednesday, September 14, 2016 at 4:30 pm

Charter Estimated Counts will be closing Wednesday, September 14, 2016 at 4:30 pm! All active charter holders should submit new estimates of their ADM (Average Daily Membership) for FY2017.

Please see School Finance Memo 16-056 for submission instructions and future deadlines.

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.

 

Payment 3 for Fiscal Year 2017

We are excited to share that more than 80 districts and charter districts have successfully submitted FY 2017 student data and generated ADM and SPED ADM that appear to be accurate enough for funding purposes.

While so many districts are doing so well, many are still working toward and approaching the same level of success. It has been decided to allow more time for those working so hard.

We are continuously working towards the best course for consistent payments based on ADM for all LEAs. School Finance is committed to making sure payments are as accurate as possible as we go through this transition.

For Payment 3, charter districts will be paid on Charter Estimated Count, and districts will be paid using FY 2016 100th day ADM. There are a few districts already working with School Finance because of 2016 data issues. Those districts’ 3rd payment will mimic their 2nd payment for 2017. School Finance has opened the Charter Estimated Counts application until Wednesday, September 14th. (Please see School Finance Memo 16-056, for instructions on how to use the application.)

Preliminary FY2017 BUDG25 Reports Posted

The September FY2017 BUDG25 reports have been posted.

This preliminary 2017 BUDG25 is based on

  • 2016 ADM and includes
  • APOR 55-1 dated 8/26/2016
  • PROP123 $50 Million Land Trust Additional Funding district allocations is estimated as being equal to FY2016 at this point
  • Budgets that have successfully processed through 2018-08-30

Major Changes include

  1. Removed Adjusted RCL due to the elimination of growth
  2. Added a Total Budget Capacity Potential calculation for M&O and URC at the bottom of each respective section

To download and review a specific entity’s budget reports, select the district name after clicking here.

Thank you.

Small School Weight Adjustment Correction

The September 1st , 2016 payment of state aid has been completed. We had a system issue for Small School Weight adjustment which impacted 201 charters.

The off cycle payment has been processed and distributed by 9/5/2016. We will refund the portion of adjustment taken in the September payment, the amount can be found in the following spreadsheet. The small school weight adjustment will be zeroed out for all 201 charters in October 2016 payment.

SSW adjustment_September

School Finance Friday 9/2/2016 Notes

We’ve been test driving platforms to bring you better formats for our School Finance Fridays. Today’s webinar was on 2 platforms simultaneously.

Also, this week we collaborated with IT.

Lastly, we had a quick training on Data Coordinator terms.

Thank you for attending!

We are trying to reach as many people as possible. Please consider leaving us feedback after your session.

https://goo.gl/forms/8X6jfiCEAWWcTvpu2

School Finance Communications

Your School Finance Account Analyst can help you with: Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s

Watch our website for upcoming webinars, trainings and guidance. http://www.azed.gov/finance/

Bookmark the main School Finance Fridays page: http://www.azed.gov/finance/school-finance-fridays/.

Look into our coming Wednesday Workshops: http://www.azed.gov/finance/school-finance-fridays/.

IT Communications

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/

IT Update

Known Issues Update!

  • Data synch issue between received Transactions and Integrity Processing
    • Approximately 2780 records impacted
    • Released permanent fix 8/26
  • Summer Withdrawal Codes (should not directly impact ADM)
    • Accountability request to remove S-codes (other than S7)
    • Summer Withdrawals failing integrity resulted in 1000s of memberships failing Integrity. Excess Integrity errors made it difficult for LEAs to efficiently use Integrity report to clean up data.
    • Interim technical solution to at minimum get these codes to fail outside of Membership to clean up for LEAs – Complete as of 8/15, in time for Monday 8/15 Integrity Processing
  • Some Program Codes not available for LEAs to submit Program Data
    • Can still submit Student Details; just nuisance because can’t finish setting up students who participate in programs not yet available (do have list)
    • Does not impact ADM; ELL or SPED
    • Interim technical solution in progress; Update – Short Term – Complete {rolled over all Program Codes LEA used in FY16}; Mid Term – Add Integrity Rules to allow Program Data to flow through to downstream applications after Program Approval; Long Term – TBD
  • Significant drop of Student Counts between Integrity and ACE
    • Analyzing data to determine cause Identified Root Cause and Fixed, 8/15
    • Collaborating with School Finance to track trends and identify Issues Data feeds complete, 8/29; meeting regularly with Lyle to monitor
  • Reconciliation of Data is Difficult
    • LEAs struggling to reconcile data between SIS and AzEDS
    • Partner with LEAs to review ideas AzEDS team has to address In Progress, 9/1 held meeting to gather ideas; next step is to document and share approach
  • ‘Index Out of Bounds’
    • Some LEAs were experiencing the intermittent ‘Index Out of Bounds’ – Fixed between 8/26 & 8/27; monitored all week without recurrence

Next Steps

  • All hands on Deck
    • Continue reaching out to LEAs, schedule time with LEAs to assist in trouble-shooting issues {On-Going}
  • Address Issues as quickly as possible
    • Need Program Area support when not technical issue (e.g. Summer Withdrawal) {In Progress}
  • Start Reporting across all key Data Stages (Transactions > Integrity > ADM)
    • Add reporting metrics to AzEDS Dashboard
  • For SIS to AzEDS Reconciliation
    • Dependent on moving to next EdFi version 2.1; analysis and timeline in progress

School Finance Update

Wednesday Workshops

  • This month’s topic: AzEDS Submission through ADM Reports
  • Prerequisite: check if you have access to the AzEDS Portal and the AzEDS Reports through ADE Connect
  • It will help if you run an ADM15, an INTEG15, and a STUD15 the day before coming in.
  • A STUD10 for enrollments can substitute for a STUD15.
  • If you can, bring your work laptop, so you can follow along in your SIS and ADE Connect.
  • At Jefferson
    • 9/7 from 1:30pm – 3:30pm, room 312
    • 9/14 from 12:30pm – 3:30pm, room 312
    • 9/21 from 12:30pm – 3:30pm, room 312
  • Email your Account Analyst to sign up. Tell us if you need to check out an ADE computer during the workshop.
  • No web option for Wednesdays YET, but we’re testing different applications this week. We’ll keep you updated.

School District Employee Report

  • SDER data is used in the TEI calculation.
    • Thus it only affects districts.
  • SDER uses teacher data, please be sure to communicate with your HR department.
  • TEI affects district payments, please be sure to communicate with your Business Manager.
  • The window will be opening in September.
  • The hard deadline is October 15th.

15-915s

  • This year you can request to open a 915 for data correction on 2014, 2015, and 2016 data.
  • You can send in letters now; School Finance will start opening correction windows next week.
  • See azed.gov/finance for details on the 915 process.

Training: Data Coordinator 101

  • AzEDS definition: Data Collection for ADE
  • Data Coordinator definition: Maintains an LEA’s student data and submits some of it to ADE for state aid, federal funding, assessments, school letter grades, etc…

Watch the video for the whole webinar and training!

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