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F T E TRAINING 2018 – 19

F T E TRAINING 2018 – 19. Office of Budgeting, Cost Accounting & FTE Elaine Sims - Ext 609 Mary Guttinger - Ext 613. Latest FTE Audit 2015-16. District Website Departments Budgeting, FTE, & Cost Accounting Audits. Areas Reviewed by State Auditors. Schools selected “randomly”

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F T E TRAINING 2018 – 19

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  1. F T E TRAINING2018 – 19 Office of Budgeting, Cost Accounting & FTE Elaine Sims - Ext 609 Mary Guttinger - Ext 613

  2. Latest FTE Audit2015-16 District Website Departments Budgeting, FTE, & Cost Accounting Audits

  3. Areas Reviewed by State Auditors Schools selected “randomly” Out-of-Field Teachers – ESOL and other certifications Exceptional Student Education – IEPs (Individual Education Plan) and Re-Evaluations 4

  4. Areas Reviewed by State Auditorscont. • ESOL – ELL (English Language Learners) student plans • Student Attendance - did student meet attendance requirement? • Career Education (OJT) – time card reporting issues

  5. FTE Reporting The 1.0 FTE cap includes: • All FTE for instruction provided by the district of enrollment • All dual enrollment FTE • FTE for all eligible instruction is reported even if it results in more than .5 FTE per survey

  6. FTE Reporting District submits all student records to DOE DOE recalibrates the FTE after the state processing is complete Student FTE is also shared between districts (or FLVS). This results when a student enters or withdraws our district or another Florida district during survey week

  7. Reported FTE vs Recalibrated Unweighted (UW) FTE

  8. Share Student Sample

  9. Shared Student Sample 2

  10. TEACHERS TAKING ATTENDANCE • Imperative to run Teachers Not Taking Attendance report (S237) every day during survey period • Schools must run a report on date certain for all eleven days and have principal sign and retain in FTE audit file

  11. Attendance taking procedures for all schools: • All teachers will take attendance using the S241 panel for every day of the school year. • Office staff will only take the official attendance on either the S244 or S254 panels. • Procedures for the teachers and office staff in case either a substitute is present or the teacher has technical difficulties and cannot do their attendance on their computer. • Teacher or sub will take attendance on paper. • Paper is given to the office staff, where it will be taken on the S244 or S254 panel only. • The office staff will keep a copy for their records. • Starting the 2019 school year, office staff will no longer have update access to any of the teacher input attendance panels (S241, S253, S234). They will only be able to view thesepanels.

  12. Certification Statement I acknowledge that the teachers on the attached verification report SB253 from S237 – Teachers That Have Not Taken Attendance is accurate for the survey period January 25- February 8, 2019. _______________________________ Principal Signature Date

  13. FTE AMENDMENT PROCESS • Any on-line corrections made by the schools to the student files after the close of business on Friday, October 12, 2018 for survey 2 and Friday, February 8, 2019 for survey 3 will not change the Department of Education frozen files. Changes to those files can only be made by the FTE office. Schools should follow the process below for submitting changes. • Print S615 student schedule prior to making the change and write “Before” on the copy • Print the screen after the changes are made and write “After” on the copy

  14. FTE AMENDMENT PROCESS, Cont. • Highlighton both the “Before” and “After” copies what was changed, indicating the survey period to be amended • Without these copies of the “Before and After” panels, it is difficult to determine what the intent was. Providing the copies will avoid unnecessary time spent with phone calls back and forth to get the correct information. These changes need to be accompanied by a memo from the principal with a brief explanation why these changes are needed. The “before” and “after” screen prints must accompany the memo.

  15. Before

  16. After

  17. After correctly submitted

  18. FTE AMENDMENT PROCESS, Cont. Send all documents to the office of Budgeting, Cost Accounting & FTE

  19. FTE AMENDMENT PROCESS, Cont. • If the number of minutes per week changes for services for ESE students, an amendment is necessary. If the time services are given is the only change, an amendment is not required

  20. Due to shortened amendment time for data corrections at the state level, it is imperative that schools review their POST copy of the XB432 – FTE Report for discrepancies • Submit amendments to the FTE office as soon as possible • The FTE office is implementing an amendment deadline of December 7, 2018 for Survey 2 and April 5, 2019 for Survey 3.

  21. Little Reminders • Use S604 when teachers are replaced with another teacher (or short term) • Make sure lunch minutes are pulled out of student schedule • Therapy minutes cannot be taken from the 90 minute reading block, lunch, or activity/specials • Students going to ALC during survey week need to be enrolled in the ALC the first day they attend – even if it is Friday of survey week.

  22. Questions???

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