The Fiscal Year 2020 Statewide ADM Recalculation will begin on July 15, 2020 at 5pm. The deadline for the AzEDS API for FY2020 transactions is July 15, 2020. Please ensure that all student data and ADM reports have been reconciled from AzEDS to your Student Information System. Please note that the API will be receiving transactions from LEA’s across the state on this date which may delay processing and it would be prudent to ensure your data is completely reconciled well in advance of the deadline. If you need assistance on ADM Integrity errors, please contact the SF Analyst Team via http://helpdeskexternal.azed.gov/. Any data modifications that need to be made to FY2020 after July 15, 2020 will require a request of a A.R.S. § 15-915. See posted guidance on Guidelines for Requesting Prior Year Corrections to State Aid or Budget Capacity here: https://www.azed.gov/finance/knowledge-center/.
Data Hot Topics
The Transportation Routes and Vehicle Inventory applications are now open for submissions. This data must be submitted via Common Logon on the ADE web site.
The Estimated Miles on the Transportation Routes application may be revised if your LEA routes have been impacted by the mandatory school closures. Please see additional guidance about Transportation Reporting on the School Finance Guidance for COVID-19 webpage here: https://www.azed.gov/finance/school-finance-guidance-for-covid-19/.
The School Finance Account Analysts can assist you with any questions you may have regarding this matter and can be reached via email at [email protected].
Please note that only districts must submit this data. Charters do not submit transportation data.
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.
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