The purpose of these policies and procedures is to provide guidance to all school districts and charter districts throughout the State of Arizona on the rules and regulations, including Arizona Revised Statutes (A.R.S.) which must be followed in the reporting of information to the School Finance Unit of the Arizona Department of Education (ADE). Following these procedures will assist the school districts and charter districts in complying with the reporting requirements placed upon these entities and will support compliance with the Uniform System of Financial Records (USFR) Compliance questionnaire. For additional information regarding district or charter requirements go to:
The scope of these policies and procedures is to cover information and processes relevant to reporting data, which impacts state funding, to the School Finance Unit. As legislative or system changes occur, these documents will be updated accordingly.
During fiscal year 2015-2016, districts and charters began submitting via the Arizona Education Data System (AzEDS). AzEDS and various ADE on-line applications collect data that is required by the federal government; however, because the information does not affect state funding, information on those processes is not addressed in these policies and procedures. Other units within the ADE require that school districts and charter districts submit additional information. Those units include, but are not limited to the following: Accountability, Exceptional Student Services, and the Office of English Language Acquisition Services.
This chapter provides guidance on how a calendar should be structured and submitted in order to meet statutory requirements and pass Integrity rules.
This chapter provides guidance on the statutory age requirements for funding, enrolling students in pre-k, and when a child is excused from being enrolled.
Please keep in mind that School Finance processes that generate non-fundable ADM intervals for students that accumulate excessive absences will not be enforced for FY23.
This chapter provides definitions, procedures, and data submission details for CTEDs.
The chapter clarifies the amount of passing time that may be included in calculations of the total instructional hours offered to students and the procedure for instances where the limit in passing time is exceeded.
This guideline clarifies whether the effective date of a sponsor approved enrollment cap amendment will be the first day of the fiscal year in which the amendment is approved or the first day of the subsequent fiscal year.
The purpose of this guideline is to provide guidance to school districts for completing the Transportation Route Report and Vehicle Inventory Report, to assist school districts in determining the types of transportation miles that are eligible for funding according to statute and Arizona Department of Education (ADE) policy, to provide records maintenance guidelines, and to provide compliance requirements as authorized by statute and ADE policy.
In regards to the FTE requirements specified on page 6 of 7, in the guideline SF-0003 AOI Participation Issued 7-1-14, FTE shall be based solely on subjects a student actually participates in, without regard to hours actually logged. Until the student withdraws or June 30th, FTE may be determined based on the number of subjects in the student’s planned instructional program. ADE will review the applicability of instructional time logged to the determination of FTE. Should instructional time logged be determined to be a necessary component of FTE determination, advance notice of change will be provided.
This chapter provides guidelines and procedures regarding reporting a student with a Homebound need to AzEDS. This guidance also outlines the departments' definition of homebased, homeschooled, and homebound.
The following guidelines are no longer accurate and have been replaced with a School Finance Manual chapter found above. These links remain for reference to prior year practices only.
This section contains instruction manuals that explain the various systems used by local education agencies (LEAs) to submit school, staff, and transportation data to School Finance. The manuals provide guidance in navigating the various systems to successfully submit data.
This document explains how to submit estimated student counts to School Finance at the beginning of each school year. Pursuant to A.R.S. § 15-185(B)(2), the student count of a charter school shall be determined initially by using an “estimated count” based on actual registration of pupils before the beginning of the school year.
Charter Estimated Counts Manual This version was updated on 6/15 to align column headers in section B-2 to the column headers in the downloadable template.
Entity Profile Change requests for existing districts (such as changes to address, grades served, mission statements, etc.) are submitted through the HelpDesk ticketing system. For new districts that do not have access to HelpDesk, this form can be requested by emailing [email protected].
A.R.S. § 15-915 defines the ability to correct prior-year data that impacts state-aid or budget capacity. This document provides detailed guidance on how to request a prior-year data correction for transportation data, student data, and budgets/Annual Financial Reports.
This document explains how to use the School District Employee Report (SDER) application in ADEConnect.The primary use of SDER data is to calculate districts' Teacher Experience Index (TEI) pursuant to A.R.S. § 15-941. The TEI calculation may have the effect of increasing budget limits and equalization assistance (state aid) in the subsequent year.
SDER Manual originally posted 9/15/21, updated 10/7/21
This manual guides districts on how to submit data in the Transportation and Vehicle Inventory application in ADEConnect. Transportation route and vehicle inventory data are used to calculate Transportation Support Level (TSL) for districts.
Reminder: Payment 7 will be based on data captured that is passing integrity and generating ADM in AzEDS. Actual data in AzEDS will be used to calculate ADM for Payment 7.
