EEO-5 data has been submitted for all districts who have provided the registration code and PIN number to ADE School Finance and who also submitted SDER data for FY2023.

Please see the spreadsheet below to confirm the submission of the data for your LEA.

EEO-5 Submissions

Note: If your LEA has de-certified the EEO-5 Submission after ADE School Finance has certified the submission, it will need to be certified for the Equal Employment Opportunity Commission to accept the submission.

School districts and charters are now able to submit financial and compliance audit report files to the Arizona Department of Education (ADE) to satisfy the new requirement in state law.

Laws 2021, Chapter 7 revised ARS 15-914 requires that financial and compliance audit reports be submitted to the Arizona Department of Education and that the department make the reports available on its website.  

Instructions to upload financial and compliance audit report files though Common Logon are below:

1. Save the file as a PDF (if not already a PDF file)
2. Log-in to Common Logon
3. Select School Finance File Upload (Budget/AFR)
4. Select Fiscal Year 2022
5. Select “2022 Financial and Compliance Audit Files - Actual” from Type and Version
6. Select the desired PDF file
7. Finally, click “Upload File"

Please note that the file status will be “File Verification Failed”, but that is expected because the system does not extract data from PDF files.  However, the file itself will still be visible and downloadable.  Once the file has been uploaded, the file will be considered submitted to ADE.

Please contact the Budget Team ([email protected]) if you have any questions.

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2023 November BUDG-25 reports have been calculated using the FY 2023 November BSA 55-1 information. 

• District BUDG-25 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2023 and then click “Go!”. The BUDG-25 report will appear.

• District BSA 55-1 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the November “PDF” button. The November BSA 55-1 report will appear.

BUDG-25 reports will be available until the Budget Team performs the next update (typically after each State Aid distribution). Once the updating process has begun, all BUDG-25 reports will become unavailable at that time.  Please save a copy for future reference.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

Special Education Directors,

The Arizona Education Job Fair & Career Expo will take place on February 4, 2023, from 8:00 a.m.–2:00 p.m. at the Renaissance Phoenix Glendale Hotel & Conference Center.

The Job Fair and Career Expo is an excellent opportunity for you to recruit new employees to your school community.

Register for the Job Fair and Career Expo!

The registration deadline is December 5, 2022.

Email the Educator Recruitment and Retention fair inbox for more information.

DATA MANAGEMENT ALERT      

New Technical Assistance Document for Reporting Parentally-Placed Students on an ISP to AzEDS

The following information applies to school districts with a geographic boundary only.

School districts with a geographic boundary providing Special Education (SPED) services to parentally-placed students on an Individual Service Plan (ISP) are required to report SPED services to AzEDS.

A new technical assistance document has been developed to assist school districts with this reporting requirement.

Please review the SPED Student Reporting – Parentally-Placed Students that Receive Services on an Individual Service Plan document located under Tools & Resources on the AzEDS SPED Reporting webpage.

Additionally, for requirements reporting counts for parentally-placed students in private non-profit schools, please review the October 1 Data Collection Manual.

If you have questions regarding this guidance, please email [email protected].

DATA MANAGEMENT ALERT       

October 1 Enrollment Data for Fiscal Year 2023  

Please review the October 1 Enrollment Data information below. This coincides with the ODC Phase II due date of January 18, 2023.

What is October 1 Enrollment Data?
To ensure compliance with federal reporting and program requirements for the fiscal year 2023, the Arizona Department of Education (ADE) is compiling data for students enrolled on October 1, 2022. Reports will be prepared using enrollment data that has been submitted by Arizona school districts, charter schools, and other public education agencies (PEAs) via their respective student information systems to ADE and has Passed Integrity in AzEDS accordingly.

Student-level enrollment and program data reported by public education agencies are critically important to funding and program determinations for all education programs. ADE uses the data to manage eligibility, calculate funding of limited federal dollars, comply with federal reporting requirements, and serve as the basis for general population statistics about Arizona schools.

October 1 data is used for many internal and external accountability reports, such as statewide dropout rate, and to identify students in certain subgroups. Therefore, schools must review and, if applicable, correct this data as soon as possible so we can produce accurate numbers for federal reporting.
 

What are the important deadlines?
Arizona school districts, charter schools, and other PEAs should have submitted most student-level enrollment and program data as of now. The final October 1 enrollment data deadline is Wednesday, January 18, 2023. Between now and January 18, PEAs are strongly encouraged to review and correct data submissions, using ADE program area staff for support.

What are the consequences of not submitting accurate, valid, and timely October 1 Enrollment Data?
Information submitted after 5:00 PM on January 18, 2023, will not be included in the grants or reports indicated in the chart below. Incomplete, inaccurate, or late reporting may result in a delay of state and/or federal funds, possible sanctions, and in some cases, a loss of potential funding for these grants and systems. The following chart shows the type of student-level enrollment and program data required for each federal reporting and program determination requirement, along with the ADE contact who can be accessed to assist with data reporting questions:

*In order to submit Title I Support Program data to AzEDS your ESEA Consolidated application must be Director approved within GME. Title I Support Program data can continue to be submitted throughout the data capture dates posted by School Finance.

**Validations for the SPED data are done through the ESS October 1 Data Collection process that is also captured on Friday, January 18, 2023. It works in tandem with the October 1 enrollment process.

***In AzEDS, school districts and charter schools can verify their EL Program Participation data by reviewing the EL71 - EL Program Participation Report, which is available via the AzEDS Portal application in ADEConnect, and by clicking the Reports tab and selecting English Learner from the menu.

We appreciate your help optimizing funding for all the education programs benefitting students and teachers of Arizona.

The Special Election Results Form must be emailed to the Arizona Department of Education School Finance ([email protected]) within 15 days of the election.

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2023 October BUDG-25 reports have been calculated using the FY 2023 October BSA 55-1 information. 

• District BUDG-25 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2023 and then click “Go!”. The BUDG-25 report will appear.

• District BSA 55-1 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the October “PDF” button. The October BSA 55-1 report will appear.

Please Note: FY 2023 November BUDG-25 reports will be calculated using FY 2023 November BSA 55-1 information and should be published by the end of November.

BUDG-25 reports will be available until the Budget Team performs the next update (typically after each State Aid distribution). Once the updating process has begun, all BUDG-25 reports will become unavailable at that time.  Please save a copy for future reference.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

Looking for self-paced professional learning on current special education topics of interest?

Special Education Learning Experiences for Competency in Teaching (SELECT) is a federally funded program sponsored by ADE/ESS and offered through the Institute for Human Development at Northern Arizona University. SELECT courses are recommended for special and general education teachers, administrators, related service personnel, paraeducators, and other interested individuals.

Certified school personnel can take SELECT classes for renewal hours.

• SELECT classes can be taken for university credit for those teachers or administrators who are required by their school districts to have official transcripts and for those who may need to transfer hours out of state (tuition and associated fees apply).
• The classes can also be taken for professional growth contact hours for free.

Register at the NAU SELECT webpage. Courses are offered in 5-week and 8-week sessions. Registration closes when classes are full or two (2) weeks before the start of class.

For more information, please email the ESS Recruitment and Retention Inbox.

How to Correct Errors in AFRs and School-Level AFRs

Data submitted through the Annual Financial Report (AFR) and School-Level AFR is used to meet various state and federal reporting requirements. School Finance has been made aware of values that appear to have been reported incorrectly by certain districts and charters. It is possible to submit corrections to the AFR and School-Level AFR by following the appropriate process below. Revisions that only affect the Additional Information for NPEFS Reporting (page 9 in the AFR) or to the School-Level AFR file may follow the first process defined below.

AFR Revisions that do not include changes in actual expenditures or adjustments to state aid:

AFR revisions that do not include changes in actual expenditures or adjustments to state aid are not required to follow the process defined in ARS 15-915, but need approval from the School Finance Budget Team prior to submitting changes.  Additionally, revisions to the School-Level AFR are not required to follow the process defined in ARS 15-915. 

Prior to a district or charter submitting a revision, School Finance requires an email from the district or charter requesting that the previously-submitted file(s) be archived. The email must contain the following items:

1. AFR submission reference # (corrected file)
2. Indicate page numbers, columns, rows, current amount reported, corrected amount, and an explanation is required.

• Example: Page 2, Column E, Row 7, change from $58,456 to $56,285, Input wrong amount from records.

After emailing the Budget Team, districts and charters can submit revised files through ADE Common Logon and select School Finance File Upload (Budget/AFR). The new AFR requires approval and signatures, however, a new hearing notification is not required.  

Note: When resubmitting AFR files you will get a message stating “The submitted Budget/Version has already been submitted this Fiscal Year” or that the “file is being held for processing”; either message is expected.

AFR Revisions that include changes in actual expenditures or adjustments to state aid:

AFR revisions that include changes to actual expenditures and/or adjustments to State Aid, require a request pursuant to ARS 15-915 (please see guidelines page 4).  A request letter on district or charter letterhead must include the following:

1. Date
2. LEA Name and CTDS Number
3. Contact name, title, telephone number (including extension if applicable) and the email address of the individual making corrections
4. The fiscal year the change(s) will affect
5. The budget form(s) that will be adjusted (e.g., expenditure budget, AFR)
6. List of the specific changes (e.g., the page number, the current amount reported, the corrected amount, the reason for the changes). NOTE: additional documentation may be required after request is reviewed
7. The letter must be signed by the Business Manager

After submitting the request letter, a district or charter can make all necessary revisions and then submit the revised file(s) through ADE Common Logon and select School Finance File Upload (Budget/AFR).  Lastly, email [email protected] the ARS 15-915 request letter, corresponding documentation, and provide the file submission reference numbers.  

Note: When resubmitting AFR files you will get a message stating “The submitted Budget/Version has already been submitted this Fiscal Year” or that the “file is being held for processing”; either message is expected.

The School Finance Budget Team will perform a verification on submitted changes, archive the previous version, process the revised version, and email you upon completion.  If required, the School Finance Payment Team will make any necessary adjustments to payments and payment reports.        

If you have any questions about correcting Annual Financial Reports (AFRs) or School-Level AFRs, please email [email protected].