Finance Officer Certification Requirements 702 KAR 3:320 and KRS 160.431 May 6, 2015

Where is the Regulation located? Kentucky Legislature www.lrc.ky.gov

What’s in the Regulation? Section 1. Definitions. Section 2. Initial Qualifications. Section 3. Provisional Certification. Section 4. Full Certification. Section 5. Kentucky Finance Officer Internship Program (KFIP). Section 6. Continuing Education. Section 7. Revocation and Appeal for Reinstatement of Full Certification. Section 8. Grandfather Status. Section 9. Incorporation by Reference.

Finance Officer Certification Requirements Initial Qualifications 702 KAR 3:320 Finance Officer Certification Requirements Section 2 Initial Qualifications Employed as a KY school district finance officer on 6/30/15? No Yes Does the individual have a 6 months or longer employment break as a KY school district finance officer? No Yes Section 3 Provisional Certification Flowchart (New Hire Process) Section 8 Grandfather Status Flowchart Section 3 Provisional Certification Flowchart (New Hire Process)

Provisional Certification (New Hire Process) 702 KAR 3:320, Section 3 Provisional Certification (New Hire Process) Section 3(1) Eligibility Requirements: bachelor’s degree and 12 credit hrs. in accounting coursework, or 4 yrs. work experience in accounting or finance, district confirmed or 2 yrs. work experience school district finance, district confirmed Section 3(1) Submit Provisional Certification Application, FOCP-1 to KDE Meet eligibility requirements? Non-qualifying Notification from KDE No End Yes Provisional Certificate from KDE Section 3(3) & (4) Provisional Certificate in effect until: Full Certification is obtained, or Annual proof of progress toward a Full Certification has not been submitted to KDE, or 5 yrs. have passed since issuance date of the Provisional Certificate Section 5 Must apply for KY Finance Officer Internship Program (KFIP) within 30 days of employment as finance officer. KFIP Flowchart Section 6 KRS 160.431 Maintain required 42 hrs. of continuing education every 2 years, at least 12 hrs. per year

Full Certification Status: 702 KAR 3:320, Section 4 Full Certification Section 4(1) Full Certification Requirements: Current Provisional Certification Completion of KY Finance Officer Internship Program (KFIP) 15 hrs. of finance officer training from the Finance Officer Curriculum, FOCP-6 12 hrs. of training in the state-approved school district financial software package Section 4(1) Submit Full Certification Application, FOCP-2 to KDE prior to the expiration of the Provisional Certificate Meet eligibility requirements? Non-qualifying Notification from KDE No End Yes Full Certificate from KDE Section 4(2) Full Certification Status: Automatic Renewal unless Section 7 Suspended the finance officer fails to complete the 12 hrs. annual CE, or Revoked the finance officer fails to complete the 42 hrs. biennial CE Section 6 KRS 160.431 Maintain required 42 hrs. of continuing education every 2 years, at least 12 hrs. per year

Section 6 KRS 160.431 Section 3 Section 5(3)-(6) 702 KAR 3:320, Section 8 Grandfather Status Submit Provisional Certification Application, FOCP-1 to KDE Seeking Full Certification? Section 6 KRS 160.431 Maintain required 42 hrs. of continuing education every 2 years, at least 12 hrs. per year No Yes Seeking to be a mentor in the Kentucky Finance Officer Internship Program? No Section 3 Provisional Certification Flowchart Yes Section 5(3)-(6) Mentors Flowchart

Kentucky Finance Officer Internship Program (KFIP) 702 KAR 3:320, Section 5 Kentucky Finance Officer Internship Program (KFIP) Apply for KFIP within 30 days of employment as finance officer Section 5(7) Assessment Committee assists with the development of the chronological task plan from the curriculum Section 5(2) Assessment Committee Mentor Employing Superintendent KDE Consultant Section 5(7) Assessment Committee meets every 6 months to evaluate progress and completes final evaluation Assessment Committee Report, FOCP-4 Section 5(8) Evaluation considerations: mentor’s documentation, superintendent’s recommendation of finance officer intern’s work performance, and KDE’s report on the work product submissions and interactions Section 4 Apply for Full Certification Flowchart Assessment Committee declares the KFIP completed? Yes No Section 5(9)-(11) Finance officer intern may request a different mentor or the mentor may request to be replaced with another mentor Section 5(9) Repeat a portion or entire KFIP

Mentor Qualification: Possess Full Certification or 702 KAR 3:320, Section 5(3)-(6) Mentors Section 5(3)(a) Mentor Qualification: Possess Full Certification or Possess Grandfather Status Section 5(3)(c) Submit Mentor Application, FOCP-5 to KDE Application Approved? Non-qualifying Notification from KDE End No Yes Section 5(3)(b) Complete KDE Mentor Training Section 5(4) Mentor’s Duties: work with finance officer interns to develop the chronological task plan based on Financial Officer Curriculum, FOCP-6 Continue the mentorship for 12 consecutive months, document time spent mentoring and documenting summary content on Intern Progress Report, FOCP-3, document finance officer intern’s attendance at mentoring meetings serve as mentor for no more than 2 individuals concurrently Section 5(5)-(6) Mentor’s Benefits: eligible to earn 21 hrs. of continuing education, not to exceed 1 hr. per month, during mentorship, mentor’s annual stipend not to exceed $1,000 each fiscal year per individual finance officer intern from KDE available funds, and district may reimburse mentors for any expenses, including travel and provide separate stipend Mentor’s Duties Mentor’s Benefits Continue to next page

Assessment Committee declares the KFIP completed? 702 KAR 3:320, Section 5(3)-(6) Mentors Continued Section 5(6) Mentor eligible to receive an annual stipend, not to exceed $1,000 per finance officer intern from KDE for each additional fiscal years of mentorship. Assessment Committee declares the KFIP completed? Yes No Section 5(6) Mentor not eligible for stipend from KDE for additional fiscal yrs. of mentorship required by KFIP Assessment Committee. District may still reimburse and provide stipend to the mentor for mentorship required by KFIP Assessment Committee.

Revocation and Appeal for Reinstatement of Full Certification 702 KAR 3:320, Section 7 Revocation and Appeal for Reinstatement of Full Certification Obtain 12 hrs. of Continue Education (CE) annually? Section 7(1) Temporary suspension of Full Certification No Yes Obtain 42 hrs. of CE bi-annually? Section 7(1) Revocation Criteria Finance Officer shall complete required number of CE hrs. by the end of the biennial period 3 Temporary Suspensions will result in revocation of Full Certification Yes Full Certification still in effect No Section 7(2) KDE sends notification of Revocation of Certification Section 7(3) Reinstatement requirements: Certificate holder provides supporting documentation to KDE, and certificate holder has fulfilled all requirements of the provisional or full certification including the required CE Section 7(3) Within 6 months the individual may appeal to KDE for reinstatement of certificate Can the certification can be reinstated? No Finance Officer no longer eligible for position Yes Reinstatement of Certification from KDE

Helpful Resources Finance Officer Certification http://education.ky.gov/districts/FinRept/Pages/Finance-Officer-Certification.aspx Finance Officer Training http://education.ky.gov/districts/FinRept/Pages/Finance-Officer-Training.aspx

KDE Contacts Kentucky Department of Education Division of District Support 500 Mero Street, 15th Floor Frankfort, KY 40601 Phone: 502-564-3846 Chay Ritter, Branch Manager Carol Buell, Educational Financial Analyst chay.ritter@edcuation.ky.gov carol.buell@education.ky.gov Extension 4453 Extension 4438 Jana Cox, Administrative Specialist jana.cox@education.ky.gov Extension 4409

Questions?