DATA MANAGEMENT ALERT: October 1 Enrollment Data for Fiscal Year 2023 

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:

Alert Chart for October 1 Enrollment Contacts

*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.