October Business Office Calendar

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

SPECIFIC TASKS TO ADDRESS DURING OCTOBER 2018

  • Oct. 1st – Child Nutrition Program verification process begins with the local education agency selecting a sample of applications approved by this date.
  • Oct. 9th – First transmission of Special Education Personnel Employed Approval is electronically filed with ISBE (105 ILCS 5/14-13.01).
  • Oct. 9th – First transmission of Special Education Funding and Child Tracking (FACTS) is electronically filed with ISBE (105 ILCS 5/14-7.02, 5/14-7.02b, and 5/14-7.03).
  • Oct. 15th – School districts must file the Annual Financial Report (ISBE 50-35) with the Regional Office of Education/Cook Intermediate Service Centers (105 ILCS 5/3-15.1).
  • Oct. 15th – School districts must submit an original and one copy of the independent audit to the Regional Office of Education/Cook Intermediate Service Centers (105 ILCS 5/3-7).
  • Oct. 20th – Quarterly Expenditure Reports for Categorical Grants: The Illinois State Board of Education will notify the school district via E-mail as to which grants must file on IWAS.
  • Oct. 30th – School districts with an Average Daily Attendance of more than 1,000 and less than 50,000 that qualify for Supplemental General State Aid shall submit an Expenditure Plan to ISBE on IWAS (105 ILCS 5/18-8.05(H)).
  • By Oct. 30th – Annual budgets must be filed with the county clerk within 30 days of adoption (105 ILCS 5/17-1 and 35 ILCS 200/18-50).
  • By Oct. 30th – Annual Budgets must be submitted to ISBE within 30 days of adoption


Other tasks that could be addressed during the month of October 2018:

  • Begin to prepare/update financial projections for estimate property tax levy.
  • Prepare estimate property tax levy to present to the Board at least 20 days prior to the adoption of the property tax levy (35 ILCS 200/18-60).
  • Review the 2016 Election Calendar for important dates and deadlines.



STATE DATES TO REMEMBER:



COMING UP IN NOVEMBER:

  • Annual Report of Unclaimed Property
  • Special Education Summer School Claim 
  • Creditable Coverage Notification
  • Limitation of Administrative Costs Worksheet deadline 
  • Nov. 6: ISBE offices closed for General Election Day
  • Nov. 12: ISBE offices closed for Veterans Day
  • Nov. 15: 5Essentials Survey window opens
  • Nov. 16: Illinois State Board of Education Meeting (as needed)
  • Nov. 16-18: IASB/IASA/IASBO Joint Annual Conference, Chicago, IL 
  • Annual Statement of Affairs (by 12/1) – consider the Thanksgiving holiday


Data Strategies & Analytics

Illinois Report Card: E-Report Card Verification Deadline Extended to Sept. 20

The deadline for superintendents to review and verify Graduation, Dropout Rate, Student Mobility, Assessments, and Career Readiness Reports in IWAS is now Sept. 20. Districts will not be able to verify their data after Sept. 20 due to data processing timelines. This is the final step districts need to complete prior to the principal/superintendent preview for the 2018 Report Card. View detailed information and instructions. Please contact Data Strategies and Analytics at reportcard@isbe.net OR (217) 782-3950 if you have questions about accessing and verifying the reports.

Evidence-Based Funding

Evidence-Based Funding Spending Plan - Due Sept. 30

Public Acts 100-465, 100-578, and 100-582 require that public school districts and laboratory schools that serve any students in kindergarten through 12th grades shall describe in a district-level spending plan how they will utilize the Evidence-Based Funding (comprising Base Funding Minimum and Tier Funding) they receive from this state. This plan is designed to be incorporated into the annual budget process and submitted to ISBE by September 30 of each year. The Acts require specific identification of the intended utilization of resources for low-income students, English Learners, and special education. According to statute, “Additionally, the annual spending plans of each Organizational Unit shall describe how the Organizational Unit expects to achieve student growth and how the Organizational Unit will achieve State education goals, as defined by the State Board.” Furthermore, school districts serving English Learners will submit information as required under Section 14C-12 of the Illinois School Code.

Note that the annual spending plan is separate and in addition to Annual School District Budgets already submitted annually to ISBE. Districts may have approached their budget-making process from a “student-first” perspective for years; however, the Evidence-Based Funding (EBF) spending plan creates a new opportunity to show that student-centered approach explicitly, with a direct connection between money budgeted, the children it is intended to benefit, and the intended impact of the investment.

Notably, this plan only asks for intended utilization of state funds through Evidence-Based Fundingnot federal funds, local funds, or state funds outside of EBF. It is not the same as site-based expenditure reporting; this is a district-level plan for spending rather than a school-based report of actual expenditures. The EBF spending plan introduces no new restrictions on districts’ use of EBF dollars, but is rather solely for reporting, transparency, and dialogue purposes. In the future, this plan will be incorporated into a more comprehensive system to support a targeted focus on the whole child, whole school, and whole community. ISBE looks forward to partnership with districts, the Professional Review Panel, and other advisers to inform future iterations and improvements.

The fiscal year 2019 spending plans are public documents, and districts are encouraged to harmonize them with budget discussions with their boards, community members, and other stakeholders as timing allows. ISBE will collect these plans, review, and, where appropriate, report aggregate data on spending trends. These spending plans reflect district intent as of September 2018.

District leaders can complete their FY 2019 EBF spending plan through IWAS. Superintendents should have access to “EBF Spending Plan” in their IWAS system listings. Any superintendent not seeing “EBF Spending Plan” needs to request access by clicking “Want to sign up for Other systems” and then clicking on “Sign Up Now” aligned with “EBF Spending plan.” Please note that only district personnel with district admin(not “document author”) authorization will be able to access the IWAS application. Save unfinished work before the automatic 20-minute logout by marking an answer for all required questions and then hitting “submit.” Authorized administrators will be able to return to their answers and modify them upon their next login. Changes may be made until September 30, 2018. District leadership may find collaboration across departments within their district to be useful in filling out the spending plan due to its holistic nature.

Resources for completing and submitting EBF spending plans are available on the EBF home page, including recording and slides from the webinar on Tuesday, September 10. Any questions specifically regarding the EBF spending plan may be directed to EBFspendingplan@isbe.net.

UPDATED: 2017-18 English Learners Evidence-Based Funding Expenditure Reporting

The EBF law passed on Aug. 31, 2017, requires the Illinois State Board of Education to notify school districts of the total English Learner (EL) funding generated by each district’s students. This composite amount of funds includes any EL funds generated under the Base Funding Minimum, Tier Funding, and the $29 million supplemental EL funding for FY 2018. It does not include funding generated by the core investment cost factors of the EBF formula, the money from which also benefits ELs. ISBE completed the calculations for all school districts’ FY 2018 EL funding totals in spring of 2018. Please note that any state funds listed in the FY18 ELL – TBE/TPI and Title III Application are not accurate and districts should reference the calculations for FY2018 EL funding totals released by ISBE in spring of 2018. Districts were reminded that funding attributable to ELs was to be spent on EL services per the requirements of Article 14C of the School Code and Part 228 of the Administrative Code. Article 14C requires that at least 60 percent of EL funds must be spend on instructional costs of ELs (Function 1000). Questions regarding the computation of EL funding may be directed to the Division of State Funding and Forecasting at (217) 782-0249.

FY 2018 EL expenditure reporting shows where those funds attributable to ELs were ultimately spent within each district. At the recommendation of the Illinois Advisory Council on Bilingual Education, only districts that received $5,000 or more in total FY 2018 EL funds will be required to submit an expenditure report through the period ending June 30. However, districts will not need to submit any other supplemental materials related to the Grant Accountability and Transparency Act, such as a program specific risk assessment or acceptance of the grant agreement.

Expenditure Reporting Instructions:

Districts may now report their total FY 2018 EL expenditures by logging into the IWAS portal and selecting the Electronic Expenditure Reporting System. Choose Start New Expenditure Report and select 3305 Bilingual Ed – TPI & TBE program from the drop-down list. Select June 30, 2018, on the left side of the screen and click Continue to begin reporting. The Current Year Allotment will reflect the total amount of FY 2018 EL funding for the district (consisting of EBF Base Funding Minimum attributable to ELs, Tier Funding attributable to ELs, and any portion of the $29 million supplemental EL funding).

Districts should report direct costs from July 1, 2017, through June 30, 2018. Users should note in Section X – Cash Summary of the report that the vouchered-to-date value will either be zero (for districts that only received EL funding as part of the EBF Base Funding Minimum as well as Tier Funding) or it will reflect the portion of the $29 million supplemental EL funding for FY 2018. Regardless, all districts should report total FY 2018 EL expenditures. All FY 2018 EL expenditure reports are due to ISBE by September. 30.

Any EL funds not spent this initial year will be treated as carryover funding for FY 2019, but must remain for exclusive use to support EL services. Districts should plan to spend any carryover funds in FY 2019. ISBE is committed to ensuring that funding is used for student services in a timely manner; carryover is permitted in this case only in recognition of the spring release of FY 2018 Tier Funding and supplemental EL funding. ISBE encourages districts to make EL allocations and expenditures in response to recognized needs of ELs. Please note that, in all cases, ELs have a right to services regardless of funding received.

Questions regarding completion of the EL expenditure reporting can be directed to the Division of Funding and Disbursements at (217) 782-5256.


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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