May Monthly Processing Complete and ADMS40 Series Reports Available

May’s monthly processing that began on May 5, 2015 completed on May 14, 2015 .   Updated 75-1 reports (ADM, SPED and ELL) are available through SDDI or Student Detail Reports, both available through Common Logon.  Also, the ADMS40 series reports (including the 46-1) and the SPED28-1 and ELLS28-1 reports are available here.
For charters, these new 40 series and SPED/ELL reports will be used to determine the June 1, 2015 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 June 1, 2015 @ 5pm with the ADM from that being used to determine the June 30, 2015 state aid payment.

Charter Small School Weights FY16

To:  All charter holders and charter operators

Budget worksheets and forms for charters will be issued early next week.  Worksheets have been modified to assist in calculating adjustments.

Beginning with fiscal year 2015-2016, A.R.S §15-185, as amended by Laws 2015, Chapter 15, Section 1,  phases out small school weight eligibility for associated state sponsored charter schools over a three year period when the combined student count for kindergarten through 8th grade or the combined student count for 9th grade through 12th grade exceeds 600.    More detailed information is provided in the attached document.

All charter holders are required to submit a “Charter Small School Weight FY16 Statement of Assurance” in order to properly implement this new language no later than June 15, 2015 (link below).

 Eligibility for small school weights remain only when a charter holder, with no association to another charter holder, holds a single charter and student counts for this charter for kindergarten through 8th grade or student counts for 9th grade through 12th grade are less than 600.

In the scenario where a single charter holder has multiple charters and  the combined student count for kindergarten through 8th grade or the combined student count for 9th grade through 12th grade are less than 600, the enacted amendments eliminate eligibility on July 1, 2015, with no phase down.  The Department of Education intends to seek amendment to legislation during the next regular session, which would provide a phase down in this scenario.  However, until this is passed by the legislature and signed by the Governor, funding will be based on student count weights of 1.158 for kindergarten and grades 1 through 8 and 1.268 for grades 9 through 12.

In order to insure that payments of state aid comply with new legislation and to prevent over-payments which would result in reductions to subsequent payments, charters for which a “Charter Small School Weight FY16 Statement of Assurance” has not been completed by June 15, 2015, will be funded based on student count weights of 1.158 for kindergarten and grades 1-8 and 1.268 for grades 9-12 until the statement of assurance has been submitted.

If the statement of assurance is submitted after  fiscal year 2015-2016 state aid payments have be made, adjustments to subsequent payments will be made based on submitted statement .

The statement of assurance must be completed by the charter holder or an authorized person.  The statement of assurance is available at: http://www.azed.gov/policy/2015/04/23/charter-small-school-weight-fy16-statement-of-assurance/#gf_4

Please contact ADE’s School Finance Division if you have any questions.

The School Finance Contact Information

Main line: (602) 542-5695

e-mail: SchoolFinance@azed.gov

Charter Small School Weight FY16 May 15 2015

Budget System File Upload Alert

The Budget system is currently experiencing Technical Difficulties and files are not processing into the system.  The ADE IT Support group is working on the problem and we are hoping to have it resolved soon.

If you uploaded a file and the status is “File Pending Validation…” you may need to re-upload the file once the system is back online.

We apologize for any inconvenience this may have caused.

SF Budget Team
SFbudgetteam@azed.gov

AIMS SF Guidelines for SB 1191 Now Available

On February 20, 2015, Senate Bill 1191 was signed into law, immediately ending the AIMS high school graduation requirement. The bill states that a student is not required to obtain a passing score on a standardized test during FY2015, FY2016, FY2017, and FY2018 school year in order to graduate from high school. School Finance has documented guidance for schools that have students impacted by SB1191.  These guidelines will help schools determine how to account for these students within SAIS.

The guidelines can be found on the School Finance Business Rules and Presentations page here.

If you need any further assistance you may contact your Account Analyst for help.

Vehicle Inventory Is Open and Ready for Submissions for FY 2015

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 report as well as re-creating the TRAN55-1 report after both Vehicle Inventory and Transportation Routes data have been finalized. Generating the reports is the responsibility of the district and if they are not re-run to reflect the most recent data, it will cause unexpected results on the APOR55-1 and unexpected funding changes. Be sure to include all applicable vehicle miles through June 30. If they are not included, a negative impact to Transportation Support Level may be seen.

Vehicle Inventory data, like the Transportation Routes data, is entered via Common Logon.

Note:  Transportation Routes is open as well.  Both sets of data can be updated now through the deadline below.

DEADLINE:

The deadline for reporting of final data and generation of new reports is July 14, 2015.


 

 A refresher on both set of data can be found below:

Transportation Routes only

Vehicle Inventory and Transportation Routes
(Vehicle Inventory instructions begin on page 20)


 

For questions, please contact your School Finance Account Analyst.  Account analysts are available to each LEA.  To find yours, go to https://www.azed.gov/Administrators/SF/Lists/LEAAccountAnalysts/AllItems.aspx.

May Aggregation Begins May 5th…Submit Data today!

Monthly Aggregation processing begins May 5, 2015 and will include data submitted to SAIS through 5 p.m. May 4, 2015.  For those LEAs whose schools have all reached 100th day on or prior to May 4, 2015, 100th day ADM will be calculated and available by May 15 , 2015.  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 reports and expect to see complete ADM results.  Revised ADMS40 series reports (including the 46-1) and the SPED28-1 and ELLS28-1 reports will also be available then.

There was a question brought up at the April 24th ASCUS meeting as to why it takes 10 days to perform monthly processing and we wanted to share why that is.  Check out this posting for more information.

 

For charters, the ADM results from this month’s processing will be used as a basis for the June 1, 2015 state aid disbursement.

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

Why does it take 10 days to perform monthly processing?

There was a question brought up at the April 24th ASCUS meeting as to why it takes 10 days to perform monthly processing and we wanted to share why that is.  During a normal monthly processing cycle, ADE processes all students within the state who are new to SAIS or who have revised data through:

1) Integrity – all kiddos whose data has changed or is new since the last integrity

2) Aggregation – all kiddos whose data has changed or is new since the last aggregation

3) Limiting – all kiddos, regardless if their data has changed or not

4) Data Push – generating new ADMS40 series and SPED and ELL28-1 reports for all LEAs

5) Analysis of the data after each and every step listed above to ensure that data processed as expected.  If data was not processed as expected,  that step will be re-processed

 

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

 

FY 2015 May BUDG25 Reports Have Been Posted

The FY 2015 BUDG25 reports have been updated and posted.

The budget report includes values from the May 2015 APOR and any FY 2015 budget revisions successfully uploaded and processed as of April 24th.

To download and review a specific district selection, please follow this link: https://www.ade.az.gov/Budget/EntitySelection.asp.

Please email any budget-related questions or concerns to sfbudgetteam@azed.gov

Thank you.

FY2015 May 100th day APOR 55-2 reports are available

The May APOR 55-2 reports have been published and are available since many districts are working on May budget revisions. Please see your district’s report here.

SAIS Limiting Reconciliation

In regards to the SAIS Limiting issues that were addressed in School Finance Memo 15-044, the ADE has partnered with the ASCUS group to publish a recommended ADM data verification methodology.  Because SAIS limiting does not always function correctly school districts and charter schools may not receive correct funding.  LEA’s should review enrollments across the district/charter in order to identify students with greater than 100 LIMITED Membership Days and use the instructions found here to analyze these students Limited ADM data.  Feel free to use your own data verification method if you prefer.

If you need additional assistance or have questions please contact your LEA Account Analyst.

ADE is in the process of completing a preliminary analysis to determine the impact and magnitude of the SAIS Limiting inconsistencies.  All impacted LEAs will be notified of the analysis findings.