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June 2017 News

A Message from ESS Data Management - 6/12/2017
AzSAFE Training and SPED Discipline Data Reminder

As part of the FY2017 Annual Data Collection training series offered by ESS Data Management, we are pleased to present a webinar geared towards the AzSAFE application. Please see the training flyer; registration is required.

Reminder: All SPED discipline data must be submitted to AzSAFE by 5:00 PM on Friday, July 14, 2017.

If you have any questions, please direct them to ESS Data Management:

Arizona Department of Education
Exceptional Student Services

April 28th Meeting - Q & A - 6/5/2017
The following are answers to April's Meeting Q&A Session:

Q: What program area does AzSAFE fall under?
  • AzSAFE has recently transitioned from Health & Nutrition to our Exceptional Student Services Division for the Special Education Discipline Reporting. Due to discontinued funding, this AzSAFE database will no longer host the incident-based data that schools had the option to report to the ADE Health & Nutrition Division.
Q: Are AzSAFE submissions required this year and in the future? If so, who uses the data?
  • There are federal reporting requirements that we utilize the AZ Safe Special Education Discipline Report to meet this federal requirement. The Special Education Discipline Report is the only required reporting at this time. The federal Office of Special Education Programs (OSEP) requires this data for the Annual Special Education Data Collection information in order for Arizona to receive Part B IDEA funding.

    With the passage of HB 2395 this session, starting in the 2017-2018 school year LEAs will be required to report annually the number of suspensions and expulsions that involve the possession, use and sale of an illegal substance. At this time, ADE has not established a mechanism for this reporting because the current AzSAFE programming contains very old coding and is untenable to do what this new law is requiring.
Q: Will all open service tickets be closed prior to June 30 specifically those that School Finance are responsible for?
  • This may impact the need for 915 requests for FY17. See the concern below.Merge: Account Analysts are actively working merge tickets and making good progress. It is probable that all existing merge tickets will be completed by June 30th. However, that at least one LEA has been accumulating a considerable number of StudentId s to merge. These, or student ids submitted for merge after we receive these will not be completed by June 30th.

    Split: The new Split tool was just moved into production and today we are performing the first splits. Splits impacting more years take greater research. All reach is manual and can take more than 30 minutes for StudentId splits covering multiple years. We do not yet have enough experience to project when we will be caught up.

    For both merges and splits it is critical that the person doing the research and performing the action be patient and thorough, as correcting a mistake could take longer than the initial action would have taken if done correctly the first time. With their experience and ownership of their actions the School Finance Account Analysts are the most reliable folks to perform these tasks. They are the only ones I believe should be preforming the splits and merges.
Q: When will the EX-1 guidance/update be provided to Districts?
  • Superintendent Douglas promised districts time to implement. This is already in development according to the IT update.Ex-1 will continue through FY 2017-2018 in the same manner as in FY 2016-2017. The changes discussed will be effective July 1, 2018 for FY 2017-2018 and subsequent years. This message is being updated on the School Finance website.

    EX-1 as amended will be shared with key people here at ADE on Monday, for their review. The updated guideline will be posted once approved.

    ADE IT and School Finance are completing the business requirements for EX-1 related changes. Some development has already begun. A new code for chronic illness is necessary in order to exclude these students. Business rules for this have are in the works.

    Dates in this posting will be adjusted to reflect and effective date of 7/1/2018.
Q: School Finance - Any suggestions for LEAs moving to current year funding next year? How will estimated counts be handled for FY18?
  • Beginning FY 2017-2018 funding.

    For districts moving to current year BSL for the first time, all I can recommend is making the best project possible for the final FY 2017-2018 ADM, SPED, and ELL. I do not believe that any district will be able to project perfect numbers. One thing to keep in mind for non-state aid districts is that overestimated ADM, SPED, and ELL will leave the district with more cash and underestimating may leave them with insufficient cash to cover their expenditures.

    Charter Districts will begin FY 2017-2018 being funded based on estimated counts. Estimated counts will be accessible through ADEConnect rather than Common Logon. August 1 and September 1payments will be based on estimated counts. October 1 and subsequent payments will be based on projected FY 2018 100th day ADM, SPED, and ELL. Charters should estimate conservatively. When projected or actual ADM, SPED, and ELL materialize during FY 217-2018, payment amounts will be adjust to reflect an accurate year to date amount based on current ADM, SPED, and ELL.

    School Districts will begin FY 2017-2018 being funded based on FY 2016-2017 ADM, SPED, and ELL. FY 2016-2017 numbers will be used for the August 1 and September 1 payments. October 1 and subsequent payments will be based on projected FY 2018 100th day ADM, SPED, and ELL. The Base Support Level for ALL school districts will be current year based (except 1st 2 payments). There are not exceptions for declining districts for FY 2017-2018. All other components of the equalization formula are prior year based. This includes TEI, Transportation, District Additional Assistance, Classroom Site Fund, and Instructional Improvement Fund. Even the BSL used for M&O Overrides and Special Overrides will continue to be based on PY ADM, SPED, and ELL.

Job Opportunity - Tolleson Union Highschool District - 6/5/2017
The Tolleson Union Highschool District has a Student Information System Coordinator/AzEDS Specialist job opportunity available. Click on the following links for more information:

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