1. F T E TRAINING 2018 – 19
Office of Budgeting, Cost Accounting & FTE Elaine Sims - Ext 609 Mary Guttinger - Ext 613

3. District Website Departments Budgeting, FTE, & Cost Accounting Audits
Latest FTE Audit
District Website
Departments
Budgeting, FTE, & Cost Accounting
Audits

4. Areas Reviewed by State Auditors
Schools selected “randomly”
Out-of-Field Teachers – ESOL and other certifications
Exceptional Student Education – IEPs (Individual Education Plan) and Re-Evaluations 4 4

5. Areas Reviewed by State Auditors cont.
ESOL – ELL (English Language Learners) student plans
Student Attendance - did student meet attendance requirement?
Career Education (OJT) – time card reporting issues

7. FTE Reporting The 1.0 FTE cap includes:
All FTE for instruction provided by the district of enrollment
All dual enrollment FTE
FTE for all eligible instruction is reported even if it results in more than .5 FTE per survey

8. District submits all student records to DOE
FTE Reporting
District submits all student records to DOE
DOE recalibrates the FTE after the state
processing is complete
Student FTE is also shared between districts (or FLVS). This results when a student enters or withdraws our district or another Florida district during survey week

11. Reported FTE vs Recalibrated Unweighted (UW) FTE
Base Student Allocation
4,204.42
Reported UWFTE
Recalibrated UNFTE
Difference
44,565.55
38,332.14
6,233.41
Dollar Value
$187,372,289.73
$161,164,416.06
$26,207,873.67
Reported WTFTE
Recalibrated WTFTE
44,583.85
36,350.44
8,233.41
187,449,230.62
152,832,516.94
34,616,713.67

12. Share Student Sample Pgm Reported Recalibrated Std # Std Name DOB FTE
Pgm
Reported
Recalibrated
Std #
Std Name
DOB
FTE
Minutes 05
06071
1718 2
BREVARD
Finn
Huck
6071 Z
X4AR1 09
102
0.0267 80
0.0114
R4RD1 03 04
0.1000
300
0.0427
X4LA1
0.0500
150
0.0213
X4SM1 02
X4ME1
0.0134 40
0.0057
X4MA1 07
0.0700
210
0.0298
X4MU1 10
0.0100 30
0.0043
X4CP1 06
0.0400
120
0.0170
X4PE1
X4RC1
X4SC1 08
0.0650
195
0.0277
X4SS1
0.0850
255
0.0362
0.5735
1720
0.2444
0.5 16
01611
DUVAL
1611
01405 12
0.0200 60
0.0085
02405
0.2000
600
0.0852 01
0.1500
450
0.0639
0.0426 11
0.6000
1800
0.2556

13. Shared Student Sample 2 05 03131 1718 2 BREVARD Twain Mark 20100518Z
XSAR2
254
0.0167 40
0.0059
XSME2
XSMU2
XSPE2
XSPH2 04
0.0125 30
0.0044
XSPR2 12
0.0438
105
0.0156
XSPX2 09
0.0583
140
0.0207
ESLA2 03
0.0250 60
0.0089
RSRD2 07 08
0.1833
440
0.0655
RSRI2 02
0.0792
190
0.0282
ESMA2 10 11
0.1375
330
0.0489
ESSC2
0.0333 80
0.0118
ESSS2 06
0.0375 90
0.0133
ELWLA 01 88
0.0292 70
0.0104
EOTB2
0.7189
1725
0.2557
0.5
00721
BROWARD
0721
LA01
0.0209 50
0.0074
RA01
0.1875
450
0.0667
0A01A
0.0625
150
0.0222
0A01
0.1125
270
0.0400
MA01
0LNG
0.6877
1650
0.2443

14. TEACHERS TAKING ATTENDANCE
Imperative to run Teachers Not Taking Attendance report (S237) every day during survey period
Schools must run a report on date certain for all eleven days and have principal sign and retain in FTE audit file

15. Attendance taking procedures for all schools:
All teachers will take attendance using the S241 panel for every day of the school year.
Office staff will only take the official attendance on either the S244 or S254 panels.
Procedures for the teachers and office staff in case either a substitute is present or the teacher has technical difficulties and cannot do their attendance on their computer.
Teacher or sub will take attendance on paper.
Paper is given to the office staff, where it will be taken on the S244 or S254 panel only.
The office staff will keep a copy for their records.
Starting the 2019 school year, office staff will no longer have update access to any of the teacher input attendance panels (S241, S253, S234). They will only be able to view these panels.

16. Certification Statement
I acknowledge that the teachers on the attached verification report SB253 from S237 – Teachers That Have Not Taken Attendance is accurate for the survey period January 25- February 8, 2019.
_______________________________
Principal Signature Date

17. FTE AMENDMENT PROCESS
Any on-line corrections made by the schools to the student files after the close of business on Friday, October 12, 2018 for survey 2 and Friday, February 8, 2019 for survey 3 will not change the Department of Education frozen files. Changes to those files can only be made by the FTE office. Schools should follow the process below for submitting changes.
Print S615 student schedule prior to making the change and write “Before” on the copy
Print the screen after the changes are made and write “After” on the copy

18. FTE AMENDMENT PROCESS, Cont.
Highlight on both the “Before” and “After” copies what was changed, indicating the survey period to be amended
Without these copies of the “Before and After” panels, it is difficult to determine what the intent was. Providing the copies will avoid unnecessary time spent with phone calls back and forth to get the correct information. These changes need to be accompanied by a memo from the principal with a brief explanation why these changes are needed. The “before” and “after” screen prints must accompany the memo.

19. Before

20. After

21. After correctly submitted

26. FTE AMENDMENT PROCESS, Cont.
Send all documents to the office of Budgeting, Cost Accounting & FTE

27. FTE AMENDMENT PROCESS, Cont.
If the number of minutes per week changes for services for ESE students, an amendment is necessary. If the time services are given is the only change, an amendment is not required

28. Due to shortened amendment time for data corrections at the state level, it is imperative that schools review their POST copy of the XB432 – FTE Report for discrepancies
Submit amendments to the FTE office as soon as possible
The FTE office is implementing an amendment deadline of December 7, 2018 for Survey 2 and April 5, 2019 for Survey 3.

29. Little Reminders
Use S604 when teachers are replaced with another teacher (or short term)
Make sure lunch minutes are pulled out of student schedule
Therapy minutes cannot be taken from the 90 minute reading block, lunch, or activity/specials
Students going to ALC during survey week need to be enrolled in the ALC the first day they attend – even if it is Friday of survey week.

30. Questions???