June Business Office Calendar

An indispensable member resource, to help you keep up on upcoming state deadlines

SPECIFIC TASKS TO ADDRESS DURING JUNE 2019

  • June – Contact transportation providers for mileage by program for the Student Transportation Claim.
     
  • June – Investigation and Ascertainment of Prevailing Rate of Wages: Requires a School Board to adopt a resolution establishing prevailing rates for its area, publicly post or keep available for inspection the prevailing rate of wages, file a certified copy of the resolution with the Secretary of State and the Department of Labor in Springfield no later than July 15th of each year, and publish a legal notice of its wage rate determination within 30 days of the filing (820 ILCS 130/9).
     
  • June – Prepare for Year-End Closing:
    • Collect from each school building all student attendance and transportation records and documentation for General State Aid (GSA) Entitlement and Student Transportation Claims.
    • Complete final journal entries with proper documentation.
    • Process final checks for current FY accounts and claims.
       
  • June 15 – Proposed School Calendar for next school year. File on IWAS.

  • June 15 – Deadline to submit IACBE letter of interest and resume

  • June 15 – Public comment period for Part 130 rules ends
     
  • June 21 – General State Aid Entitlement (ISBE 54-33) – For districts with an official school calendar end date before June 15th, the GSA Claim is filed with the Regional Superintendent by June 21st. For districts with an official school calendar end date of June 15th or later, the GSA Claim is filed with the Regional Superintendent within two weeks of the official school end date (105 ILCS 5/18-12). File on IWAS.

  • June 25 “Team Up for School Nutrition Success” Training
     
  • June 29 – Fifth required transmission of Special Education Personnel Employed Approval is electronically filed with the Illinois State Board of Education (105 ILCS 5/14-13.01).
     
  • June 20 – Final transmission with all corrections of Special Education Funding and Child Tracking (FACTS) is electronically filed with the Illinois State Board Education (105 ILCS 5/14-7.02, 5/14-7.02b, and 5/14-7.03).
     
  • June 20 – Special Education Orphanage Student Eligibility Verification is filed with the Illinois State Board of Education using ISBE Form 34-75 (105 ILCS 5/14-7.03).
     
  • June 20 – Application for Extension of Time for Life Safety Projects (ISBE 36-25): Requires Board action for amendments not completed and must be filed with the Regional Superintendent (105 ILCS 5/2-3.12).
     
  • June 30 – Last day of the fiscal year for most Illinois school districts.

  • June 30 – Deadline to submit application for Community Eligibility Provision

  • June 30 – Deadline to submit 2017-18 Student Vision/Dental/Physical Fitness Assessment Data

Other tasks that could be addressed during the month of June 2019

  • Continue budget draft and financial projections or presentation of tentative budget to Board of Education.
  • Continued Usage for Temporary Facilities: Certificate of Occupancy (Form 36-28 and Form 36-26) must be completed annually and filed with the Regional Superintendent (23 IL.Adm.Code 180.230(c)).

Quick summer dates to remember

  • June 4: EL Administrator Training – Lisle
  • June 7: Assessment Update Webinar
  • June 10: Deadline for educators to apply for NASBE’s Civic Engagement Champions award
  • June 10: Deadline to submit Early Childhood Block Grant RFP
  • June 11: 2019 Report Card Webinar: An Introduction to the Data Review and Verification Tool
  • June 12-14: ACTE Region III Conference
  • June 13: EL Administrator Training – East Moline
  • June 13: EL Administrator Training – Alsip
  • June 14: EL Administrator Training – Urbana
  • June 18: EL Administrator Training – Elgin
  • June 18: Data Reporting Webinar: 2019 EIS Salaries, Benefits, Days Absent and Evaluations; 2020 Announcements
  • June 19: Illinois State Board of Education meeting - NEW LOCATION – ISBE SPRINGFIELD BOARD ROOM
  • June 19: EL Administrator Training – Waukegan
  • June 19: EL Administrator Training – Mount Vernon
  • June 20: EL Administrator Training – Springfield
  • June 21: Deadline to submit FY 2019 E-Rate State Matching Grant applications 
  • June 21: Deadline to submit 2019 Competency-Based High School Graduation Requirements Pilot Program applications 
  • June 21: Assessment Update Webinar
  • June 28: Deadline to submit TAOEP RFP application in IWAS
  • July 1: Site-Based Expenditure Reporting window opens in IWAS
  • July 1: 2019 Report Card Data Review and Verification Tool (DRVT) opens via MyIRC portal
  • July 2: Deadline to submit 2017-18 Epinephrine Policy/Program updates
  • July 12: Assessment Update Webinar
  • July 23-24: ISBE School Nutrition Programs Back to School Conference
  • July 31: 2019 Report Card: Year End Collection window closes in IWAS
  • July 31: Deadline to provide feedback on ISBE ESSA Amendment
  • August 1: Deadline for final amendments for state and federal grants with a project end date of August 31, 2018 
  • August 1: Deadline to submit application for the second cohort of the Competency-Based High School Graduation Requirements Pilot Program 
  • August 6-7: School Nutrition Programs (SNP) Back to School Conference
  • August 7: ISBE Nutrition Division – Direct Certification and Certification of Household Eligibility Applications Regional Workshop – Oak Lawn
  • August 8: ISBE Nutrition Division – Direct Certification and Certification of Household Eligibility Applications Regional Workshop – Bloomington
  • August 13: ISBE Nutrition Division – Direct Certification and Certification of Household Eligibility Applications Regional Workshop – O’Fallon
  • August 15: Deadline to submit Annual Pupil Transportation Reimbursement claim to ISBE

ESSA Site-Based Expenditure Reporting

Site-Based Expenditure Reporting – Data Collection Aids
Two new resources are available as optional resources for LEAs as they undertake ESSA site-based expenditure reporting:
  1. Data Collection File Specifications for IWAS Upload, 05/30/2019. When the site-based expenditure reporting window opens in IWAS on July 1, LEAs will have the option of either uploading their site-based data or manually entering it. This file specifications document is for LEAs choosing to upload their data and details the layout in which data must be uploaded.
  2. Data Calculation Template Instructions - Webinar for District Leaders, 05/09/2019 and Data Calculation Template Instructions - Webinar Slides, 05/09/2019. This resource is designed for LEAs looking for guidance on how to translate their general ledger into reportable site-based expenditure data. It provides step-by-step explanations for the Data Calculation Template available in IWAS through the Site-Based Expenditure Reporting System. This announcement provides context and instructions for access for any LEA that has not yet accessed the IWAS beta release of the Site-Based Expenditure Reporting System.
These resources and more are all available at isbe.net/site-based. All submissions of site-based expenditure reporting data are due by Aug. 15 with an option to edit submissions through the end of August. Please contact site-based@isbe.net for any questions regarding site-based expenditure reporting.

Student Transportation

PA 100-1142 Expands Free Transportation for Students Who Would Walk Through Areas with Criminal Gang Activity
Public Act 100-1142 amended Article 29 Transportation, Section 29-3 Transportation in School Districts, to expand free transportation for students who would otherwise walk through areas plagued with criminal gang activity. The new law provides that each school board may provide free transportation for any student who resides within 1.5 miles of the school attended where conditions are such that walking, either to or from the school to which the student is assigned for attendance or to or from a pickup point or bus stop, constitutes a serious hazard to the safety of the pupil due to a course or pattern of criminal gang activity, as defined in Section 10 of the Illinois Street Gang Terrorism Omnibus Prevention Act. Local school boards will conduct a study to determine the course or pattern of criminal gang activity in coordination with local law enforcement and submit a written petition to ISBE for approval.

Determining a Course or Pattern of Criminal Gang Activity
Section 10 of the Illinois Street Gang Terrorism Omnibus Prevention Act (740 ILCS 147/10) states:

“Course or pattern of criminal gang activity” means two or more gang-related criminal offenses committed in whole or in part within this State when:
  1. At least one such offense was committed after the effective date of this Act;
  2. Both offenses were committed within five years of each other; and
  3. At least one offense involved the solicitation to commit, conspiracy to commit, attempt to commit, or commission of any offense defined as a felony or forcible felony under the Criminal Code of 1961 or the Criminal Code of 2012.
"Course or pattern of criminal gang activity" also means one or more acts of criminal defacement of property under Section 21-1.3 of the Criminal Code of 1961 or the Criminal Code of 2012, if the defacement includes a sign or other symbol intended to identify the street gang.

ISBE developed guidelines in partnership with representatives of local law enforcement. School districts are encouraged to make contact with local law enforcement officials early in the process.

Petitions and Reimbursement
ISBE encourages districts to communicate with parents about this new law. ISBE has provided a sample letter to parents that districts can customize that also includes language parents can submit to request that their local school boards conduct a study to determine if a course or pattern of criminal activity exists for their child(ren).

Written petitions made on behalf of school boards or those that are made upon written request by a parent or guardian of a student to the local school board shall be submitted to ISBE through the new Transportation Hazard System accessed via IWAS. ISBE will approve or disapprove the school board’s determination that a hazard exists within 30 days after the school board submits its findings. Criminal Gang Activity Hazard instructions have been provided to assist in this process.

As with vehicular hazards, districts are not required to provide transportation for routes determined as hazardous if a student resides 1.5 miles or closer from the school attended. However, districts that elect to begin transporting students who meet the expanded definition of a safety hazard may claim those students on the 2018-19 Regular Transportation claim due Aug. 15, 2019, with reimbursement provided beginning in FY 2020.

District petitions and procedures remain unchanged for the determination of vehicular hazards that are based on guidelines provided by the Illinois Department of Transportation.

For more information, please contact Mike Stier in the Division of Funding and Disbursements at (217) 782-5256.

2019-19 Pupil Transportation Claim Reimbursement System Now Available
Illinois Support and Accountability Timeline; Webinar May 25

Please be advised the Pupil Transportation Claim Reimbursement System (PTCRS) is now available for Local Education Agencies to enter claim data for the 2018-19 school year.

Please visit ISBE's updated Transportation website for the following new resources to assist you in completing your 2018-19 claim.

Important Changes to Note:
Criminal Gang Activity Safety Hazard - Details provided above.

Department of Children and Family Services Youth-in-Care
Federal changes were made to provisions under ESSA Title I that require greater educational stability for students in foster care. Foster care students must remain in their school of origin if it is determined to be in their best interest. The determination is made via collaboration with Department of Children and Family Services (DCFS) and the district(s) involved based on a variety of factors. Additional costs for transportation should not be a factor to move a student out of his/her original school of origin.

Districts that have made student best interest determinations that require transportation of a foster care student to his/her school origin and incur additional costs for providing such transportation may seek reimbursement of 50 percent of the actual cost from DCFS. Districts must complete the DCFS Transportation Invoice form and submit it to:

Department of Children and Family Services Office of Education and Transition Services
406 E. Monroe St., Station 23
Springfield, IL 62701
Attention: Molly Uhe-Edmonds, DCFS Deputy Director of Education and Transition Services

Questions regarding the DCFS Transportation Invoice may be directed to Molly Uhe-Edmonds at (217) 557-2690. The deadline to submit all transportation invoices to DCFS for reimbursement is June 17, 2019. Payment of 50 percent of the approved costs will be vouchered by ISBE on or before Aug. 31, 2019. The remaining 50 percent of additional costs not covered by DCFS are claimable on the district's 2018-19 Pupil Transportation Claim due to ISBE on or before Aug. 15, 2019. Per statute, the Annual Pupil Transportation Reimbursement claim is due to ISBE on or before Aug. 15. If you have questions regarding PTCRS, please contact Christine Kolaz at (217) 782-5256.

Funding & Disbursements
Reminder: New Law May Require Additional Expenditure Report for FY 2020 Grants
Public Act 100-0997, which was enacted on August 20, 2018, made significant changes to the Grant Accountability and Transparency Act (GATA), including the addition of a section that details new expenditure reporting requirements. Section 125 of GATA requires grantees to submit a new expenditure report in the event that a state or federal grant is executed more than 30 days after the effective date of the grant. Beginning with the FY 2020 grant cycle, any state or federal grant that is executed (i.e., approved by ISBE) more than 30 days after the effective date (i.e., start date) of the grant will require the grantee to submit to ISBE an expenditure report that reflects eligible expenditures made from the grant start date up to and including the date of grant execution.

Below is a summary of the steps that are necessary to fully execute FY 2020 grants:

1. Complete Registration/Prequalification process at https://grants.illinois.gov/portal and complete the Internal Controls Questionnaire.
2. Complete and submit the new FY 2020 Organizational Risk Assessment via IWAS.
3. School Districts Only: Complete and submit the Consolidated District Plan.
4. Submit FY 2020 grant application(s) to ISBE.
5. The respective ISBE program area will review grant application and consider it for approval.

Questions regarding this information can be directed to Kim Lewis at (217) 782-5256.

English Learners
NEW DATE ADDED! Upcoming 2019 EL Administrator Training
ISBE’s Division of English Learners invites all district administrators serving English Learners (ELs) to join us at one of several one-day trainings being offered throughout the state that will cover legal requirements to ELs and guidance for completing the 2019 EL-Bilingual Service Plan and the FY 2019 Title III Application (if applicable). View the list of dates/locations and register.

Competency-Based Education
Reminder: Seeking Competency-Based Pilot Applications
On May 8, ISBE released a Request for Applications (RFA) for school districts and collaboratives to join the third cohort of the Competency-Based High School Graduation Requirements Pilot Program. All districts interested in applying may access the application, as well as a library of research and resources, on ISBE’s Competency Pilot webpage. Applications are due to ISBE by June 21. For more information on this RFA, email competencypilot@isbe.net.

School District Finances
Reminder: School District/Joint Agreement Budget Forms Now Available
The FY 2020 School District/Joint Agreement Budget Forms (ISBE Form 50-36/50-39) are now available, along with related additional information and instructions.

FY 2020 School District Budget/Joint Agreement Forms must be submitted to ISBE no later than October 31. Section 17-1 of the School Code requires school districts/joint agreements to electronically submit the adopted annual budget to ISBE; it also requires school districts that adopt an unbalanced budget in the operating funds to complete a Deficit Reduction Plan to balance the budget within three years. School districts that have an unbalanced operating funds for their FY 2019 Annual Financial Report are required to submit a Deficit Reduction Plan as well.

Please submit the budgets and any amended budgets to ISBE through the Attachment Manager to School Finance Reports.

Note that an updated School District/Joint Agreement Budget Form will be released later in the summer. The update will feature an optional support template to inform district thinking for the late summer release of the annual EBF spending plan, which is a separate submission due through IWAS by Sept. 30. The School District/Joint Agreement Budget Form will remain otherwise unchanged. Districts will be permitted to submit their adopted annual budget using either the currently available form or the updated form coming later this summer

This information is posted for your benefit only and may be subject to change without notice. Illinois ASBO does not guarantee this calendar’s accuracy and will not be responsible for damages caused by reliance on it. It is not intended to be all inclusive and is not a substitute for legal advice. Although job responsibilities and procedures vary among districts, this timetable highlights the major tasks performed by school district officials relative to business office operations. Dates listed indicate the last day to submit the report or complete the task unless otherwise noted.

For accurate information visit the websites listed below to verify dates and items listed.

State Superintendent’s Weekly Messages

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ISBE
Calendar

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IASB School
Board Calendar

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