May Business Office Calendar

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

SPECIFIC TASKS TO ADDRESS DURING MAY

  • May 1: Statement of Economic Interests must be filed with the county clerk by board members and school employees required to complete the Statement (5 ILCS 420/4A-105).
  • May 1: Deadline to submit public comments on FY 2019 IDEA Part B Annual State Application
  • May 1: Deadline to submit public comments on the ESSA State Plan amendments
  • May 1: 2019 Title Grants Technical Assistance Tour – Skokie
  • May 2: 2019 Title Grants Technical Assistance Tour – Oak Lawn
  • May 6: Fourth transmission 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).
  • May 6: 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).
  • May 6: 2019-20 Teach Plus Illinois Teaching Policy Fellowship
  • May 7: 2019 Title Grants Technical Assistance Tour – Springfield
  • May 8: Fourth transmission of Special Education Personnel Employed Approval is electronically filed with the Illinois State Board of Education (105 ILCS 5/14-13.01).
  • May 8: 2019 Title Grants Technical Assistance Tour - Effingham
  • May 9: 2019 Title Grants Technical Assistance Tour - Collinsville
  • May 11: Annual Statewide Summit for Bilingual Parents
  • May 12: Illinois National Board for Professional Teaching Standards First-Time Candidate Fee Subsidy closes
  • May 14: 2019 Title Grants Technical Assistance Tour - Rockford
  • May 15: Deadline to submit Letter of Interest and Resume for Illinois Advisory Council on Bilingual Education
  • May 15: 2019 Title Grants Technical Assistance Tour - Peoria
  • May 17: Deadline to complete IL ePlan Interactive Dashboard survey
  • May 17: IL-EMPOWER Peer Learning Partners: Round 2 Application
  • May 20: School Nutrition Program Orientation Training
  • May 31: Deadline to submit final amendments for state and federal grants with a project end date of June 30, 2019

    OTHER TASKS THAT COULD BE ADDRESSED DURING MAY

    • Bid preparation and solicitation.
    • Continue to prepare budget and financial projections.
    • Schedule independent audit.


    Every Student Succeeds Act

    ESSA Accountability System Amendment for Public Comment

    As directed by the U.S. Department of Education, ISBE is amending its approved ESSA State Plan to remove indicators that carry weight in the system, but which are not yet ready to be fully implemented. The red-lined version of the plan is available for public comment. To submit your comment, either complete the short survey below the draft, or email essa@isbe.net. Please note the scope of this amendment is very small and procedural. Thus, we are asking for comment only on the proposed amendment itself. We will collect suggestions on how to amend the ESSA State Plan more broadly through a series of public engagement events this summer and through a much longer feedback survey.

    The comment period will close May 1 to ensure submission to the State Board and U.S. Department of Education by the requested June 1 deadline.

    Newly Updated Guidance on ESSA Site-Based Expenditure Reporting

    ESSA requires all LEAs to report per-pupil expenditure data at the district level and at the school level, disaggregated by source of funds, beginning with 2018-19 school year data. Site-based expenditure reporting will be submitted to ISBE, which will post the data to the Illinois Report Card to meet ESSA reporting requirements. The reporting window for these data will open in IWAS on July 1, 2019.

    ISBE, in partnership with Afton Partners and the Site-Based Expenditure Reporting Advisory Group, has issued an updated guidance document to provide LEAs and other reporting entities with guidelines for fulfilling the site-based expenditure reporting requirement. The original guidance was published in January 2018; this update provides clarifications and refinements after a year of receiving feedback from the field and adds a new introductory cover letter from State Superintendent Dr. Ayala. Guidance, cover letter, and other resources for site-based expenditure reporting are all available on the Site-Based Expenditure Reporting webpage.

    Additional information will continue to be added to the webpage and promoted through the Superintendent's Weekly Message as it becomes available. Please contact Sara R. Shaw at the ISBE Division of Finance at (217) 782-0249 or site-based@isbe.net with questions.

    Evidence-Based Funding

    Last Call for School Year 2019-20 EBF Enrollment

    The Evidence-Based Funding (EBF) enrollment collection period for fiscal year 2019-20 is coming to a close. Fall Enrollment (enrollment as of Oct. 1, 2018) was due on Nov. 16, 2018, and Spring Enrollment (enrollment as of March 1, 2019) was due on April 16, 2019. The Illinois State Board of Education will be finalizing enrollment counts at the end of the day on April 30, 2019.

    This communication is the official "Last Call" for corrections for EBF enrollment – Fall or Spring. If your district has not yet verified Fall or Spring enrollment, please check for accuracy immediately and indicate that you have reviewed your counts in SIS.

    Please contact the division of Data Strategies and Analytics at (312) 814-9192 with questions.

    Illinois Report Card

    Discontinuing ADA, E-Report Card, and End of Year Report Collections

    Last year, ISBE added a district attendance data collection to the Student Information System (SIS). At the time, ISBE was collecting attendance and attendance-related data across three systems in at least seven different data fields (not including SIS). ISBE is excited to announce that going forward, attendance will only be collected in SIS. The average daily attendance (ADA), e-Report Card data collection, and End of Year report collection will be discontinued. Districts only need to submit attendance data for SY 2018-19 in SIS.

    If you have questions about submitting attendance in SIS, please refer to the guidance document or contact the SIS helpdesk at (217) 558-3600.

    If you have other questions about student attendance and its uses, please contact Data Strategies and Analytics at (312) 814-9192.

    Building the 2019 Illinois Report Card – Upcoming Webinars

    Updating District Contact Information in EPS – May 7 Join ISBE for a webinar from 10 – 11:30 a.m. on May 7 to learn more about the process to ensure district and school contact information remain current in our Entity Profile System. Current information in EPS is vital, as this is the contact information used by ISBE to share important information and updates with all schools and districts. This webinar is intended only for district and ROE program personnel. Register for the Updating Contact Information webinar now!

    Year End Collection – May 14 Join ISBE for a webinar from 10 – 11:30 a.m. on May 14 to learn more about the new Year End Collection (YEC) that opens on May 15. The YEC replaces the e-Report Card Data Collection and the End of Year Report Collection. The YEC will collect Minutes Per Day, Health and Wellness, Truant Minors, and No Pass No Play. This webinar will walk through the new collection system and provide a forum to ask and answer questions. Data submission for the YEC is due July 31, 2019. Register for the Year End Collection webinar now!

    Physical Fitness Assessment Data Reporting – Due June 30

    Starting in the second semester of this school year, schools were to begin administering physical fitness assessments using either FitnessGram or, for students with disabilities, the Brockport Physical Fitness Test in the following four areas: Aerobic Capacity (grades 4-12), Flexibility (grades 3-12), Muscular Endurance (grades 3-12), and Muscular Strength (grades 3-12).

    By June 30 of each year, districts must ensure the aggregate results of these assessments (number of students meeting Healthy Fitness Zone or Needs Improvement by gender in grades 5, 7 and 10 only) are submitted electronically to ISBE through the Student Health Data - Physical Fitness system. This system is now available in IWAS.

    Please use the following for assistance and support:

    You may also contact Marjurie Ribeiro with ISBE's Data Strategies and Analytics Division at (312) 814-9192. If you require IWAS technical assistance after reviewing the online help, please contact the Call Center at (217) 558-3600 Monday - Friday, 8am - 5pm.

    Title Grants

    2019 Title Grants Technical Assistance Tour

    Join ISBE’s Title Grants staff at a Technical Assistance Tour stop near you! ISBE invites all district leaders and federal grants staff to a day of professional learning and personalized technical assistance. Members of ISBE Title Grants staff are visiting communities throughout the state to give presentations on Title Grants planning, applications, and reporting and to provide in-person technical assistance.

    Presentations will cover topics such as Consolidated District Plan, the Grant Periodic Reporting System, grant application updates, equitable services, and any other topics important to you. Please see the agenda below:

    • 8:30am – 9:00am - Registration/Sign-in
    • 9:00am – 12:00pm - Sessions and Breaks
    • 12:00pm – 12:30 pm - Working Lunch (Provided)
    • 12:30pm – 2:00pm - Sessions, Closing Remarks, & Questions
    • 2:00pm – 3:00pm - Technical Assistance
    Please note that while ISBE staff will assist in preparing and filing grant applications, no grants will be approved on the tour.

    The final locations will include eight tour stops. Please note: Each location has a limited capacity and a specific RSVP deadline. The location will no longer appear as an RSVP option once capacity is reached or the deadline is passed. Every attendee should RSVP individually, so please forward this form to the members of your team whom you would like to attend.

    Please RSVP at ISBE’s 2019 Title Grants Technical Assistance Tour webpage.

    2019 Title Grants Technical Assistance Tour dates, locations, and RSVP deadlines:

    • April 30 - Lisle – RSVP closed
    • May 1- Skokie – RSVP closes at 11:59 p.m. on April 26
    • May 2 - Oak Lawn – RSVP closed
    • May 7 - Springfield - RSVP closes at 11:59 p.m. on April 26
    • May 8 - Effingham - RSVP closes at 11:59 p.m. on April 26
    • May 9 - Collinsville - RSVP closes at 11:59 p.m. on April 26
    • May 14 - Rockford - RSVP closes at 11:59 p.m. on May 3
    • May 15 - Peoria – RSVP closes at 11:59 p.m. on May 3

    Early Childhood Education

    Employer’s TRS Contribution on Federally Funded Salary for Summer Activities

    The Teachers’ Retirement System (TRS) requires earnings for summer work to be reported on an accrual basis. Earnings for work performed in June 2018 must be reported on the 2018-19 TRS Annual Report, even if the member is not paid for the June work until July or August. The 2018-19 TRS and THIS contribution rates apply to accrued earnings for work performed in June, regardless of when the June earnings are paid to the teacher.

    Earnings for work performed in July and August 2019 must be reported on the 2019-20 TRS Annual Report. The 2019-20 TRS and THIS contribution rates apply to accrued earnings for work performed in July and August, regardless of when the July and August earnings are paid to the teacher.

    Several questions from the field regarding what federal TRS rate to use for SUMMER salaries has prompted TRS to instruct LEAs to use the new employer TRS contribution on federally funded salaries that are providing services AFTER the start of the new fiscal year (July 1, 2019). Below are three scenarios and what federal TRS rate to use in each scenario:

    1. FY 2019: Federally funded staff/teachers who have completed their assignments by June 30, 2019, but are being paid after July 1: The CURRENT RATE (FY 2019) applies (9.85 percent).
    2. FY 2019: Federally funded staff/teachers providing services and being paid after July 1: The NEW RATE (FY 2020) applies (10.66 percent). (Please note that an FY 2019 amendment may be needed in this scenario.)
    3. FY 2020: Federally funded staff/teachers: The NEW RATE applies (10.66 percent).

    More information is available on the TRS website.

    Further questions can be directed to the TRS Employer Services Division at (877) 927-5877 (877-9 ASK TRS).

    Title I Excess Carryover

    Federal regulations for Title I require that states limit the amount of funds carried over to a subsequent fiscal year. The Excess Carryover worksheet can be accessed at ISBE.net website.

    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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