State Aid & Annual Reports

ASBO Spring Conference 2011

Presenters: Susan WoodmanseyBobbi Leiferman

“Three Rules of Work: Out of clutter find simplicity; From discord find harmony; In the middle of difficulty lies opportunity.”Albert Einstein

State Aid Budgeting 2012

Legislative Updates Worksheets and Estimates

General Aid Formula Per Student Allocation = $4,389.95

Local Effort Levies Agricultural - $2.388 Owner Occupied - $3.965 Non-Ag & Utilities - $8.491

Repealed fund balance limitation (ending FB as of 6/30/2011 is not subject to any % limitation)

Estimates posted to website: http://doe.sd.gov/ofm/schoolbudget.asp

Special Education Aid

No increase in disability funding levels Level 1 - $4.057 (based on 10.62% of ADM) Level 2 - $9,471 Level 3 - $15,220 Level 4 - $13,164 Level 5 - $16,539 Level 6 - $8,438

FY2011 MOE – before end of fiscal year – check on status of this calculation, make adjustments before end of fiscal year if needed. See MOE form: http://doe.sd.gov/ofm/maintenanceofeffort.asp

Sparsity Funding

Appropriation for FY2012 - $1,652,696

Fund balance limitation was removed as an eligibility criteria.

Districts eligible for sparsity funding may be prorated if appropriation does not cover the full amount.

Estimates available on web site: http://www.doe.sd.gov/ofm/statefunding.asp

One-Time Allocation $12.2 M

This allocation is based on the Fall 2011 state aid fall enrollment student count, estimated at $97.01 per ADM.

Possible for a district to use a two year average student count for general aid purposes but a lesser count (based on Fall 2011) for this one-time allocation.

A one-time distribution to districts will be made after state aid fall enrollment counts have been finalized (est. November or December).

Receipted as state aid (10-3111).

Use of Capital Outlay Fund

SB111 extended allowance for use of Capital Outlay Fund for property and casualty insurance, transportation contracts, mileage paid to parents, utilities and motor fuel until 6/30/2014.

Maximum amount that may be used for these purposes is 45% of property tax revenues deposited in FY2012.

Estimate maximum amount allowed – worksheet posted on web site: http://doe.sd.gov/ofm/schoolbudget.asp

Assistance for Budgeting 2012

http://doe.sd.gov/ofm/schoolbudget.asp

General aid worksheets and student counts Special Education worksheets Sparsity estimates Consolidation Incentives Fy2012 Historical data Opt Out Process CO Worksheets – calculate 45% threshold

Unsuccessful Legislation

Changes to funding formula for open enrolled students – tried in 2010 and 2011 – both defeated.

Prorate PSA for less than full day-every day KG students.

Allowance to charge a fee for daycare services.

Eliminate required transportation of students and mileage reimbursements when living more 5 miles from school.

Further expansion of use of CO fund for health insurance.

Annual Report 2011

New programming for Fy2011 – AFR (Annual Financial Report)Submission ChecklistPreview of New Screens

Changes to Annual Report Submission

HB1080 – changed past due date for submission of annual report from August 15th to August 30th (applicable for 2011 annual report submission).

Annual report upload will consist of a single file rather than the 2 files submitted previously.

New programming requires districts to upload their file.

DOE has been working with each of the vendors and provided a file format and critical edits.

Webinars will be held prior to end of fiscal year to demonstrate upload process.

Checklist for Annual Report Data has been provided for all applicable funds? State Revenues reported match State Revenue

Summary report on website. Transfers balance between funds. If required to use Title I for parental activities,

professional development, etc. – expenditures are reported using the appropriate functions.

Debt service payments compare to Schedule of Long Term Debt reported amounts.

Federal grants receivables have been included in the total revenues reported.

SE expenditure function 2700 have been allocated by disabilities.

http://www.doe.sd.gov/ofm/schfinance.asp

 New logins and passwords will be needed for FY2011. Please KEEP the “old” logins and passwords to access financial data prior to 2011.

How Many Ways Can DOE Count Students….?

Explanation of various student counts used by DOE.

How many different ways are students counted and reported?

  Type of Count: Description: Example Website for this Data Data Fields1) State Aid Fall

EnrollmentAs per SDCL 13-13-10.1 (funding purposes) State aid fall enrollment is a count of students enrolled in grades KG-12 on the last Friday of September. This count includes all students enrolled and served within the district (including open enrolled students) and students assigned out of district. This count would not include students for whom the district receives tuition or have exceeded the age of 21. This count is reported in terms of an ADM -- which allows for students enrolled less than full time to be included in this count (example: home school student enrolls in the district for 2 classes may be .40 or 40% enrolled in the public school district and .60 or 60% enrolled in home school). Data is aggregated and reported to nearest hundredth decimal point.

Rapid City AreaSchool District State Aid Fall Enrollment, Fall 2009 (2009-2010 school year) = 13,170.67

http://doe.sd.gov/ofm/statefunding.asp State ID, First Name, Last Name, DOB, Grade Level, Resident District, Serving District, Serving School, Enrollment Status, % of Day Enrollment, Enrollment Start Date, Enrollment End Date

2) Fall (Census) Enrollment

Unduplicated head count of students enrolled and served in the district on the last Friday of September. This count would not include any students assigned out of district or any student that is not at least 50% of day enrolled. This count is used for statistical reporting, it is NOT used for funding purposes. Data is always reported as whole numbers and reports are provided by grade level, ethnicity, and gender.

Rapid City Area School District PK-12 Fall 2009 Census Fall Enrollment = 13,199

http://doe.sd.gov/ofm/fallenroll.asp State ID, First Name, Last Name, Grade Level, Serving District, Serving School, Enrollment Status, % of Day Enrollment, Enrollment Start Date, Enrollment End Date

3) Average Daily Membership (ADM)

This is a count of the average daily membership of all students for the full school year reported on the school district profile in the annual Statistical Digest. This count of students represents an accumulation of all student enrollments served in the district throughout the school year. Data is reported to the nearest thousandth decimal point.

Rapid City Area School District ADM for 2009-2010 school year = 13,230.838

http://doe.sd.gov/ofm/statdigest.asp State ID, First Name, Last Name, DOB, Grade Level, Resident District, Serving District, Serving School, Enrollment Status, % of Day Enrollment, Enrollment Start Date, Enrollment End Date, Enrollment Days, Instructional Days for Serving School

4) ADM for State & County Apportionment

This is an ADM of resident students K-12 as per SDCL 13-13-1. This ADM includes public, non-public and home school students that have residence in the county.

RC State Apportionment ADM = 14,852.651, Meade County = 830.270 & Pennington County = 14,022.381

  State ID, First Name, Last Name, DOB, Grade Level, Resident District, Serving District, Serving School, County, Enrollment Status, % of Day Enrollment, Enrollment Start Date, Enrollment End Date, Enrollment Days, Instructional Days for Serving School

5) Average Daily Attendance (ADA)

This is a count of the average daily attendance of all students for the full school year and reported on the school district profile in the annual Statistical Digest. This count of students represents an accumulation of all days of attendance for all students served in the district throughout the school year. Data is reported to the nearest thousandth decimal point.

Rapid City Area School District ADA for 2009-2010 school year = 12,435.589

http://doe.sd.gov/ofm/statdigest.asp State ID, First Name, Last Name, DOB, Grade Level, Resident District, Serving District, Serving School, County, Enrollment Status, % of Day Enrollment, Enrollment Start Date, Enrollment End Date, Enrollment Days, Days of Attendance, Instructional Days for Serving School

6) December Child Count

This is a count of students with an active IEP on December 1st. Students are reported by primary disability, services provided and educational setting.

Rapid City Area School District Child Count on December 1, 2009 = 1,779

http://doe.sd.gov/ofm/statdigest.asp State ID, First Name, Last Name, DOB, Resident District, Serving District, Serving School, Enrollment Status, SE Enrollment Start Date, SE Enrollment End Date, Primary Disability (if Mulitiply Disabled - report each disability), educational setting, special education related services provided

Contact Information

Susan Woodmansey Susan.woodmansey@state.sd.us Phone (605) 773-4748; Fax (605) 773-6139 Summer Hours – M-TH, 6:30 a.m. to 5:30 p.m. CST

Bobbi Leiferman Bobbi.leiferman@state.sd.us Phone (605) 773-5407; Fax (605) 773-6139 Summer Hours – M-F, 7:30 a.m. to 4:30 p.m. CST