Business Services State Reporting 2011-12 year-end meeting

1. Gilbert Public Schools Business ServicesState Reporting 2011-12 year-end meeting

2. Year-End Processes Our year-end process is crucial to making next year a success. We will be covering a few specific year-end processes including the new AZ Residency form, withdrawals at the end of the school year, summer withdrawals, year-end and graduation codes, behavior/AZSafe data, and some reminders for next year.

3. New For 2012-13 School Year:

4. New for 2012-2013…AZ Residency Form There is a new Arizona Residency Form that will be implemented next school year. This form along with guidelines is available in the Student Records Procedure Manual under the topic “Proof of Residence”. We have included this form as a handout to ensure you are aware of the new processes for fiscal year 2013. The documentation required by AZ Statute must be provided each time a student enrolls in a GPS school, and reaffirmed during the annual registration process. The documentation supporting AZ residency should be maintained according to the school’s records retention schedule (CUM File).

5. New for 2012-2013…AZ Residency Form Encourage parents to provide a simple proof of Arizona residency that will not need to be renewed, but simply reaffirmed, in consecutive years as long as it remains valid. These include (but are not limited to): Valid AZ driver’s license AZ identification card Valid US Passport Rental agreement or lease spanning multiple fiscal years Mortgage documents spanning multiple fiscal years

6. New for 2012-2013…AZ Residency Form In the case of a parent/legal guardian that does not maintain their own residence: The parent/legal guardian must complete and sign a form indicating their name, the name of the GPS school in which the student is being enrolled, and submit a signed, notarized affidavit bearing the name and address of the person who maintains the residence where the student lives attesting to the fact that the student resides at that address, along with an approved document from the list within the form guidelines bearing the name and address of the person who maintains the residence.

7. New for 2012-2013…AZ Residency Form • Parents/Legal Guardians will not need to bring in their proof of AZ residency for each consecutive year that their student is enrolled in the same GPS school IF the provided document remains valid in consecutive years. • Parents/Legal Guardians will need to bring in proof of AZ residency for each consecutive year that their student is enrolled in the same GPS school IF the provided document expires or does not cover consecutive school years. • If a student changes schools, proof of AZ residency will need to be reestablished with an approved document of proof.

8. New for 2012-2013…AZ Residency Form • Reaffirmation • If your school sends off materials to parents as part of a summer mailing before the school year starts, include a reaffirmation document for the parent to sign and send back acknowledging that the proof of residency on file is still valid. • Parents/Legal Guardians can come in to the school office and sign the reaffirmation document. • Schools have to maintain records yearly to ensure that we will not be audited and found in non-compliance. If we can’t prove a student’s residency, ADE has the ability to ask us to pay back the funding for the student in question.

9. New for 2012-2013…Suspension Codes • There will be a new process for out-of-school suspensions that will be used to retroactively change codes for students who are withdrawn mid-suspension. The new code will not be used for all suspensions: • LSD: Last Suspension Day • Used for all students with 10 or less days of out-of-school suspension (cumulative total) who are withdrawn mid-suspension

10. New for 2012-2013…Suspension Codes • There will also be a new process for suspended special education students. This only applies to SPED out-of-school suspensions that are beyond 10-day short-term suspensions. This code will be used for a retroactive change in case of students who are withdrawn mid-suspension. The new code will not be used for all suspensions: • LWS: Last Day With Services • Code will be applied to the last day of suspension, not each suspension day.

11. Year-End Reminders:

12. Withdrawal Codes and Dates or W CODE S Code

13. Each withdrawing student must have an accurate withdrawal date in order to comply with state reporting requirements and SAIS. The withdrawal date is always the LAST DAY OF ATTENDANCE and should be entered as soon as the student withdraws! • Students CANNOT be withdrawn on a NON-School day… • A student who has ten consecutive days of unexcused absences must be withdrawn from enrollment retroactively to the last day of attendance, not after the 10 days of absence. • Students cannot have an absence on the last day of membership unless it is on the last day of school. Why don't we use end statuses at the end of the year? -ADE does not require an end status for students who finish school on the last day of the school year. End statuses are only required if students leave the school year early.

14. Withdrawals During the Final Week of School • The last day of school should NEVER be used as the date of withdrawal ADE School Finance Procedures Manual:

15. Summer Withdrawals… SAIS expects a student to return to the same school or the expected Junior High or High School for the next school year. When this is not the case, and students do not return to the expected school after a summer break,they are part of the summer withdrawal process. The following students are expected to start membership in a new school year: Group 1: Returning students. Each student who is still in membership at the end of the school year in any grade other than the highest grade offered by that school, is expected to continue membership in the same school the next school year. (Note: The student's academic status at the end of the previous year – promoted, retained, etc. – is irrelevant to determining if a student is a "returning student.") Group 2: New students from feeder schools. Each student who is still in membership at the end of the school year in the highest grade offered by that school, is expected to begin membership for the next school year at the Junior High or High School for which that school is a feeder. For example, a child attending an elementary school that serves kindergarten through eighth grade and who is promoted at the end of the year, is expected to begin the next year at the high school that has agreed to accept this school's graduates.

16. Procedures for Summer Withdrawal • Complete a withdrawal form. • Maintain a separate file of these withdrawal forms . • If a student is going to be remaining in the district but is not going to be returning to enroll at their present school for the next year, the school that the student will NOTbe attending should delete the student's expected enrollment line for their school in Infinite Campus so that the new school can enroll the student. The school in which the student completed the last year's enrollment should make the appropriate change to the student end status to S99 for the previous school year using the date following the last day of school. When this change involves two schools (as in the case of a student not enrolling in the expected Junior High or High School), the expected school that will not be receiving the student will notify the school with the previous year's enrollment of the need to make the S99 correction. • If a records request is received for a student from another school outside the district during the summer break, delete the student's enrollment for the next year and mark the student as a summer withdrawal (S1) using the date after the last day of school from the previous year. • If a student does not show up at the beginning of the school year, wait 10 days until you delete the current year enrollment line. Change the end date for the previous school year to the day following the last day of school and change the end status to S4.

17. Scenarios… 1. John's family is moving over the summer and decides that he will not be returning to Gilbert High after he completes his sophomore year in 2011, but will instead be attending Highland High for his junior year in 2012. In this case, after John's parent's have completed a withdrawal form, Gilbert High will delete his scheduled enrollment line for 2012 AND modify the End Status for the 2011 enrollment toS99with an End Date of May27th since the last day of school for 2011 was May 26th. Highland High will then enroll him as normal.

18. 2. Amy's family is moving over the summer and decides that she will not be returning to Desert Ridge HS after she completes her sophomore year in 2011, but will instead be attending another district in 2012. In this case, after Amy's parent's have completed a withdrawal form, Desert Ridge HS will delete her scheduled enrollment line for 2012 AND modify the End Status for the 2011 enrollment to S1 with an End Date of May27th since the last day of school for 2011 was May 26th. 3. Jason was supposed to return to Mesquite High as a senior in 2012. School has been in session for 3 days and he has not shown up for school. If he is still a no-show after 10 days, Mesquite High will delete his scheduled enrollment line for 2012 and modify the End Status for the 2011 enrollment to S4 with an End Date of May27th since the last day of school for 2011 was May 26th.

19. 4. Mary is completing 8th Grade at South Valley JHS and will not be enrolling at Campo Verde HS, her expected high school, for 9th grade. She decides instead to attend Gilbert Classical Academy. In this case, Campo Verde HS will delete her scheduled enrollment line for 2012 and notify South Valley JHS that she did not enroll in the expected high school. South Valley JHS will modify the End Status for her 2011 enrollment in junior high to S99 with an End Date of May 27th since the last day of school for 2011 was May 26th. Gilbert Classical Academy will then enroll her as normal. Please call us with any questions you might have on this subject!

20. Procedures for Year-End Coding • Tech Services will be end-dating student memberships that are active through the end of the school year. DO NOT add an end-date or an end status to students who finish the school year. • IC will automatically report all students as “Promoted” to the next consecutive grade unless they are manually marked as “Retained”. • IC will automatically report 12th graders as “Graduated” unless manually marked as “Retained”. If a 12th grader is not marked retained, but repeats 12th grade next year, our district will not receive funding for that student. • Any student not marked as retained are expected to have an enrollment in the next consecutive grade for next year. • If a student is going to be retained at a campus, the 'Retain' drop down marker does not factor in the Tech Services enrollment rollover. Attendance Staff will need to manually set the grade for next year in those cases if there has been an enrollment already created. If a student was expected to transfer to JH or HS but is being held back at the current school, Attendance Staff at the retaining school will need to create an enrollment for next year at their school and contact the other school to have the expected enrollment deleted. • The deadline for marking student retentions and graduation codes is May 31st.

21. Entering Retention Codes • DO NOT use the “Demote” code to mark a student as being held back at the end of the school year.

22. Entering Graduation Codes Required for State Reporting ONLY if the Senior is NOT going to graduate…

23. Behavior / AZ Safe Check to See… If this offense is tied to a State Event Code you will need to fill in additional required fields.. Role Field is always required Drug related offenses require you to fill in Violation Level 1 and 2… If Violation Level 1 is set to “Illicit Drug,” Level 3 will also be required… If “Injury Type” is filled in, “Description of Injury” MUST be entered.

24. If the State Resolution Code Mapping has a code mapped at the bottom, then these will be required fields: Behavior Resolution, resolution Date, Resolution Time, End Date, and Removal/Reassignment Days..

25. Reminders For Next Year:

26. The “NO SHOW” Button…. The No Show checkbox is ONLY used at the beginning of the student’s enrollment if they have not attended any instructional days. If a student has not shown up for instruction AFTER 10 days, use this option. Checking the No Show box will delete the student from SAIS, but will leave a record of past enrollment in IC. Useful IC Information… Once the “No Show” button is selected and saved it will wipe out all of the students schedule, so be very careful with this option…

27. Kindergarten Tuition for Second Year… If a Kindergarten student is required to take KG again a second time, the tuition code needs to change to option 2, Privately Paid Tuition. ADE will not fund 2nd year KG regardless of the reason. Some of these enrollments are legitimate. Others don’t have any previous KG enrollments with us prior to the non-fundable one. Be aware that this is happening. In some cases parents may not be indicating to us that their child has previously attended KG in another district. Be sure to implement a check process where Attendance Staff checks the SAISID Number Search for previously assigned SAIS numbers. This will indicate the possibility of a previous enrollment that can be investigated.

28. Other Reminders For Next Year: • Be sure to check your rollover enrollments for students who you know are not returning. These enrollments need to be deleted , and should be done as soon as possible. Continue to communicate closely with other GPS schools to ensure that unnecessary enrollments are deleted. • Students cannot have an absence on the first day of attendance unless it is on the first day of school. • Students who are withdrawn due to a 10-day no-show must be retroactively withdrawn to the last day of attendance, not the date of the 10th day of absence. • Do not forget Census Data. We still have many students enrolled without required data: • State of Birth • Country of Birth • Birthday • Race (Remember, Hispanic is an “Ethnicity”) • Correct Gender

29. Contact Us State Reporting Team: Jeremy Betts 480-545-2163 Dan Erwin 480-545-2112