As a result of the unforeseen weather conditions in most of Northern Arizona, we would like to issue additional guidance on updating your AzEDS Instructional Calendars.

If your district or charter school is impacted by the weather which requires school closures or delays, please submit a HelpDesk ticket to modify your AzEDS Instructional Calendar date descriptors. Charter schools should also be aware that they will need to file an Instructional Days Amendment Request with the Arizona State Board for Charter Schools (ASBCS) which can be found on their website.

Per A.R.S. § 15-901 and as outlined in the Defining the Instructional Calendar guidance school districts and charters must meet for 180 days or meet the prescribed annual instructional hours per grade level. Four-day calendar types that are based on 144 days of instruction must not have less than 144 days scheduled in the fiscal year. Additionally, school districts and charter districts that are on approved 200-day calendars must not have less than 200 days for the fiscal year. Failure to meet the minimum required instructional hours or days may result in a potential impact to funding.

Districts and charters who have already submitted an approved Instructional Time Model (ITM) are encouraged to review their submitted ITM and provide remote learning opportunities if allowed. If your district or charter does not currently have an adopted ITM, please refer to the posted guidance for additional information and requirements for implementing an ITM.

Please see the following resources:

· Click here to review the full calendar memo.

· Click here to review the Calendar Integrity Reference Guide.

· If you need assistance with submitting your calendar(s), please reach out to an Analyst via HelpDesk.

The new CTEDADM15 report is now available to Career Technical Education Districts. 

The new report identifies students participating in a Satellite, Central Campus, Leased Central Campus, or Community College CTED site.  It also displays the Total Planned Hours of Instruction and Total Community College Credits Enrolled that are used to calculate Average Daily Membership (ADM) for each student.

Please Note: Currently, the Year End ADM Before Limiting and the Limited Year End ADM are based on the legacy CTED ADM calculation.  When the new CTED ADM Calculation is activated, this will be updated to show the new ADM Calculation.

This report is only available to CTEDs and not available to Member Districts with CTED Satellite campuses.

The new report is available under the “ADM” header from the reports menu in AzEDS:

Please submit a Help Desk Ticket if you need assistance with the new report.

Pursuant to A.R.S. § 15-941, teacher experience data should have been transmitted to the Superintendent of Public Instruction by October 15th at 4:30 p.m. SDER data can be modified between February 1 and March 1.

The SDER Revision Window will close March 1st and cannot be extended beyond this deadline. 

SDER data is required to calculate your district’s Teacher Experience Index (TEI) which may increase your FY 2024 budget limit and equalization assistance.

If a district’s data is not submitted and error free (File Status = Current Usable File), with teachers listed with their school's CTDS, it will not be included in the TEI calculation. Final TEI reports will be available on or before March 15, 2023.

To view additional details regarding the submission of SDER data, please review the previously posted Hot Topic at: /finance/sder-application-open-modifications-0. 

Please submit a HelpDesk ticket if you need assistance with submitting your SDER data. 

February's data capture for the March 21st payment is 2/15/23 at 5pm. 

Please ensure data is reconciled and free of integrity errors prior to the data capture date. Review the following reports in AzEDS:

INTEG15 – ensure data is free and clear of membership ADM Integrity errors

STUD10 – validate all students are listed in AzEDS

ADM15 – ensure all students expected to generate funding are indicated as fundable

ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

Important Note: FY23 Calendars need to be submitted, approved, and certified for ADM and funding to be generated.

The following videos provide general information related to the data reconciliation process:

Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg

Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI

Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

Please submit a School Finance HelpDesk ticket if data assistance is needed.

ADE School Finance moved new SPED ADM Reports into Production. 

The SPED20 report will now only include District/Charter Summary Information. The new SPED30 report will include Site Level Summary Information.

Both reports can still be run for any date in the year.  In addition to running the report for District of Residence and the Submitting District, the new reports allow you to run the report for District of Attendance also.

Please Note: The new SPED20 and SPED30 reports will only be available for FY23 and forward. 

Pursuant to A.R.S. § 15-941, teacher experience data should have been transmitted to the Superintendent of Public Instruction by October 15th at 4:30 p.m. SDER data can be modified between February 1 and March 1.

SDER data is required to calculate your district’s Teacher Experience Index (TEI) which may increase your FY 2024 budget limit and equalization assistance. Preliminary TEI amounts can be viewed at the bottom of the SDER96 report at schoolfinancereports.azed.gov.

This requirement is for school districts only. Charter districts are not required to submit this information at this time.

Access the School District Employee Report (SDER) application via ADEConnect. If you do not have access to the SDER application in ADEConnect, please contact your Entity Administrator and request to be assigned the role "SDER - LEA User".

If a district’s data is not submitted and error free (File Status = Current Usable File), with teachers listed with their school's CTDS, it will not be included in the TEI calculation.  Final TEI reports will be available on or before March 15, 2023.

• View the posted memo here: https://schoolfinancereports.azed.gov/Memos, fiscal year 2023, Memo Number 23-018

• View the posted manual with instructions here: /sites/default/files/2021/10/SDER%20Manual%20Revised%2010.7.21.pdf

• View the recorded training here: https://youtu.be/RkyRCAeO2VY

Please submit a HelpDesk ticket if you need assistance with submitting your SDER data. 

ADE School Finance will move Data Quality Validation Integrity rule -10139 into production on January 26, 2023.

Any student whose membership begins on the first day of the instructional calendar, must have attendance within the first 10 days of membership.  If a student’s membership begins on the first day of the instructional calendar and the student is not in attendance within the first 10 days, Integrity rule -10139 will fail.

The current implementation of Integrity Rule -10139 is to be classified as a Warning until March 23, 2023 at which time the Integrity Rule will be changed to an Error.  Once this integrity rule is changed to an Error, any student failing the -10139 Integrity Rule will no longer generate ADM. 

Per A.R.S. § 15-922 School Districts (not charters) are required to submit transportation route data with 12 days of their 100^th day of school.  The window for submitting this data is now open and will close on March 20^th.  If the 100^th day of school falls after this date, please submit a HelpDesk ticket asking for the window to be extended for your LEA.

Route Miles are submitted through the Transportation and Vehicle Inventory Application which is found in ADEConnect.  Users who submit transportation data must be assigned the role of “TransportationInventory – LEA User” in ADEConnect to access the application. 

If you do not have access to the Transportation and Vehicle Inventory Application, please contact your Entity Administrator.

The following resources have been created to assist in submitting transportation data via the new application:

• Transportation Data Submission Video
• Transportation Manual edited 1/12/22
• Transportation FAQ

Please review these resources prior to submitting your transportation data. If additional assistance is needed, please submit a HelpDesk ticket.

January's data capture for the February 22^nd payment is 1/15/22 at 5pm. 

Although the data capture date falls on a weekend, it does not affect or change the date of the data capture.

Please ensure data is reconciled and free of integrity errors prior to the data capture date. Review the following reports in AzEDS:

• INTEG15 – ensure data is free and clear of membership ADM Integrity errors
• STUD10 – validate all students are listed in AzEDS
• ADM15 – ensure all students expected to generate funding are indicated as fundable
• ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

Important Note: FY23 Calendars need to be submitted, approved, and certified for ADM and funding to be generated.

The following videos provide general information related to the data reconciliation process:

• Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg
• Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI
• Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

Please submit a School Finance HelpDesk ticket if data assistance is needed.

The Arizona Department of Education is finalizing system updates to implement current law as it pertains to Career and Technical Education Districts (CTEDs). On August 12th, School Finance published an initial draft guidance document for these updates. 

Click here to view the updated draft CTED guidance (revised 12/7/20222)

Click here to view Frequently Asked Questions about the guidance

Please send any feedback or questions regarding the draft guidance document to [email protected]