Governor Doug Ducey and Superintendent of Public Instruction Kathy Hoffman have announced the closure of all schools from Monday, March 16, 2020 through Friday, March 27, 2020. Please review their Open Letter to Arizona Families, Educators, School Leaders and Education Community Members at https://azgovernor.gov/governor/blog/2020/03/open-letter-arizona-families-educators-school-leaders-and-education-community. School Finance will offer a special webinar to provide current information needed by District and Charter Data Coordinators related to the closure of schools. Please look for an announcement with the date and time of this upcoming webinar. We are making every effort to prevent interruptions to school funding and appreciate your assistance as we adapt to the current situation.
Data Hot Topics
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, 2020 and March 1, 2020. Final data modifications must be made by 4:00 p.m. Monday, March 1, 2020.
Preliminary TEI reports were made available in October of 2019 and can be accessed here. Final TEI reports will be available on or prior to March 15, 2020.
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 FY2020 SDER Memo.
The EEO-5 Report, formally known as the Elementary-Secondary Staff Information Report, is a joint requirement of the U.S. Equal Employment Opportunity Commission (EEOC) and the Office for Civil Rights (OCR) of the U.S. Department of Education. It is conducted biennially, in the even numbered years, and covers all public elementary and secondary school districts with 100 or more employees in the United States. ADE completed the submissions of the 2016 and 2018 EEO-5 Report for all districts with 100 or more employees by their respective due dates.
Mandated under Title VII of the Civil Rights Act of 1964, this report provides information on the district employment totals, employees’ job category and sex and race/ethnic groups as of October 1 of the survey year.More information on this Report can be found here.
The EEO-5 Reporting Center can provide copies of reports for a given school. For security reasons, EEOC requires that you send your request on letterhead that is signed, dated, and provides contact information. You can scan and email it as an attachment to [email protected]
Integrity Rule -10131 impacts preschool memberships with respect to their Tuition Payer code. PS memberships will need to be 1, 2, 4 or 7 according to the following table.
|Tuition Payer Code||Description||Rationale|
|1||Regular||PS membership with SPED program eligible for state aid.|
|2||Private paid or no tuition charged||PS membership without SPED program not eligible for state aid.|
|4||Non-special education (NSE) in residential treatment centers||PS membership not eligible for state aid. A voucher or other formula may exists. Memberships of this type are rare.|
|7||Non resident ASDB – Other State funded formula||PS membership not eligible for state aid. The membership may be paid for by voucher or other formula.|
The error code description indicates: If a PS enrollment without a SPED Program is not reported with Tuition Payer Code 2 OR a PS enrollment with a SPED Program is not reported with Tuition Payer Code 1, 4 or 7, then report the discrepancy as an error. Tuition Payer Code 2 must be used for any day a PS enrollment is reported without a SPED Program.
Exceptional Student Services have posted a notification of the changes here on their website.
Integrity Rule -20038 impacts WK withdrawals for students that change their Calendar Code midyear. The WK has been expanded to allow a lateral change between UE and KG accompanied by a Calendar Code change.
You may view AzEDS’ recent updates at the following link.
Integrity Rule 10205 will go into effect for FY2020 after the October 8, 2019 Data Capture.
Integrity Rule 10205 will impact all memberships for which minutes of attendance are submitted such as Arizona Online Instruction (AOI), Preschool, Homebound, and Alternative schools submitting minutes. Integrity Rule 10205 will prohibit the submission of more than 24 hours of instruction on a single day. There are approximately 2,500 students at 115 schools submitted by 35 LEAs that are exceeding the maximum allowable minutes submitted per day. Some of these students have already exceeded the number of minutes possible in a year.
The AOI guidance found on the School Finance External Guidelines webpage has been modified to require AOIs to submit student participation on the individual date the participation occurs. The option to submit a period of up to one week will no longer be available. LEAs that submit minutes of attendance need to adjust their SIS to submit minutes per day.
The School District Employee Report (SDER) On-Line Application is now open and ready to accept employee data. This application is accessible through Common Logon. You must submit your SDER data by 4:30 p.m. on Tuesday, October 15th.
The FY2020 Memo 20-016, which includes instructions for submitting data, has been published in the memo section of the School Finance webpage: https://sf.azed.gov/sf/numberedmemos/FY2020%20Numbered%20Memos/20-016.pdf
If you have any questions about your SDER, please contact the [email protected]
Charter schools sponsored by the AZ State Board for Charter Schools, universities and community colleges are not obligated to submit the data and should not submit data.
Payment 2 Hot Topic
- School Finance posted 2 hot topics this week about the data used as basis for Payment 2. Please see the posts for more detail:
AzEDS Reconciliation Training
- Step 1: Submit Student Data
- Step 2: Verify Successful Submission using AzEDS Reports
- Step 3: Verify Student Data Passed Integrity
- Step 4: Pull ADM Reports
- Attend a Wednesday Workshop for additional help
- Watch the archived Wednesday Workshop training video from your desk
- Moving 7/26/2019 to 8/2/2019
New AzEDS Issues
2019: Some LEAs are reporting deleted 12th grade students in FY2019 after rollover to FY2020. If syncing FY2019 data does not fix the problem, please send ticket describing the issue to [email protected]
2020: 3 districts are reporting missing FY2020 calendars after posting them. School Finance recommends re-posting the calendar to AzEDS and taking a screencap showing it there. If it is deleted again, please send a TRANS15 report and the screencap to [email protected]
First Payment of 2020
- School Finance moved deadline to Monday: http://www.azed.gov/finance/2019/07/11/fy20-august-1-payment-adm-analysis-and-deadline-update/
- Some charters missing both AzEDS and Charter Estimated Counts Data
- Some districts 2019 ADM has dropped this week
Join us on August 2nd at the same link: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live
Vehicle Inventory Is Open and Ready for Submissions for FY2019
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 they are not generated to reflect the most recent data, it will cause unexpected results on the APOR55-1 and cause unexpected funding changes.
The deadline for reporting of final data and generation of new reports is July 15, 2019.
Integrity Rule 10127
- Approximately 2000 students were failing AzEDS Integrity rule 10127 when we turned it on earlier this month.
- Works with 10200 to make sure current students don’t have diplomas already. 10200 checks prior year data for codes, 10127 checks within the same year for graduation codes.
- This rule will be implemented again after IT fixes it.
- [email protected] for support.
Integrity Rule 10200
- Approximately 1200 students started failing 10200 after IT found a bug and corrected it.
- This rule checks prior years for graduation codes.
- When you see the error, you can search previous years in your SIS for G/W7 codes. You can also reach out to other schools on the student’s transcript.
- One school may need to request a 915.
- A 915 in AzEDS uses the same submission model as current year data in AzEDS, that is to say data is synced through the AzEDS API. Prior year datasets in AzEDS have a closed API. The 915 process opens a correction window through the API for specific students or schools. The external csv file outlined below is used as the filter to allow the open window in the API. For more information, please see:
- Posted guidance http://www.azed.gov/finance/files/2011/06/15-915-Guidelines-revised-20190610.pdf
- Creating a AzEDS Technical Impact and File Specifications (CSV file) on the AzEDS website
- 915 Request for FY2016 deadline May 31
- SAIS Online retiring
- We want to send out a communication, who should we send it to?
- AzEDS coordinator
- Business Manager
- 4/17/2019 New Year Calendars cancelled due to delays in demonstration screen captures. In its place, we will provide written guidance and a video of changes to the AzEDS Instructional Calendar for FY 2020.
- 5/1/2019: School Finance New Charter Training *new
- 7/25/2019*: Instructional Calendar FY 2020 (*Thursday)
- 8/1/2019*: Instructional Calendar FY 2020 (*Thursday)
- 10/30/2019: AzEDS Reports and Reconciliation
- We’ve been working with IT to improve Merges and trying new prioritizations of existing tickets.
- Team has resolved 400 merge tickets in the past 2 weeks.
- We received 85 new merge requests since 04/01/2019.