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Monthly Reminders
  • Accountability and Assessment

    • Texas Academic Performance Report (TAPR) to districts
    • Hold public hearing on TAPR report (TEC§39.053(b))
    • Prepare IR/PBM intervention submission preparation, if applicable
    • Review Community and Student Engagement (TEC§ 39.0545)
    • Review Campus(es) and District Improvement Plan(s) (TEC§11)

     

    Administration and Leadership

    • Innovative Course Approval Process
    • Review endorsements and course offerings for 2018-2019 (TAC§74.12) Foundation High School Program begin high school course selection process
    • Annual Fingerprinting Certification & Statement of Compliance

     

    Charter Specific

    • Bank Depository Contract due to TEA – December 1
    • Charter holder must file annual governance report with Charter Schools Division at TEA, December 1st
    • 2017-2018 SC5050 (Applicable to Charter Schools with Significant Expansion) (Optional) due to TEA November 1 for additional federal funds (ESSA and/or IDEA-B) to be added to final amounts for 2017-2018 grant(s)

     

    Federal and State Programs

    • Title I Comparability Report
    • Review/implement district/campus improvement plans* (TEC§11)

     

    Finance

    • Board approved Annual Audit Report due to TEA no later than November 27th for LEAs with June 30th fiscal year-end
    • Review student attendance figures as compared to prior year and budget projections
    • Post metered amounts of electricity, water and gas consumption for which the district is required to pay and aggregate amounts of those services (Government Code, §2265.001(b), House Bill 3693, 80th Legislature, Regular Session)
    • Approve Independent Audit Report*

     

    School Board

    • November Elections*
      • Canvass trustee election results*
      • Reorganize Board of Trustees*
      • Local orientation for new board members
      • Update AskTED with changes in Board membership
      • Train new members in the superintendent evaluation instrument and process
      • ESC Orientation to the Code for new board members within the first 120 days after installed
      • Statement of Office and Oath of Office for all new trustees
    • Review investment policy

     

    Special Education

    • 2016-2017 Special Education Consolidated Grant application Revised Final Expenditure Reports due November 29th for: IDEA-B Formula, IDEA-B Preschool
    • 2017-2018 SC5050 (Applicable to Charter Schools with Significant Expansion) (Optional) due to TEA November 1st for additional federal funds (ESSA and/or IDEA-B) to be added to final amounts for 2017-2018 grant(s)
    • 2017-2018 Special Ed SC5100 Early Intervening Services (CEIS) Data Collection Form (applicable to certain LEAs) due to TEA November 30th Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance

     

    Texas Student Data System/PEIMS

    • Fall PEIMS submission due to ESC-20 on November 30th

     

    Other

    • Child Nutrition Verification process completion deadline, November 15th
    • Transportation Operations Report due December 2016
  • Accountability and Assessment

    • Review Community and Student Engagement (TEC§39.0545)
    • Texas School Accountability Dashboard posted
    • School Report Card released (send home within six weeks)

     

    Administration and Leadership

    • State Compensatory Education (TEC§29.081)
    • UIL dues Deadline January 1 Annually to State UIL Office (CCR D10)
    • Review DFBB (LEGAL & LOCAL) for non-renewals; Contact Legal Counsel

     

    Charter Specific

    • Charter holder must file audit report disclosing all management company loans

     

    Federal and State Programs

    • NCLB Final Amounts sent out by TEA
    • Review/implement district/campus improvement plans* (TEC§11)

     

    Finance

     

    School Board

    • School Board approves Annual Independent Audit Report (AFR) due to TEA no later than January 28th for LEAs with June 30th fiscal year-end
    • Report Trustees Training Hours (TEC§11.159) (TAC 61, Subchapter A) as part of December Board Meeting*

     

    Special Education

    • 2017-2018 Special Education Consolidated Grant Application: TEA adds Final Entitlement and Carryover to largest class object category December/January
    • 2017-2018 Substitute System of Federal Time-and-Effort Reporting (optional system) LEA Management Certification due (to be effective for spring and summer semesters if September deadline missed)
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance
    • 2017-2018 Nonpublic Day School and Residential Funding TEASE application due December 1 for placements prior to December 1st

     

    Texas Student Data System/PEIMS

    • Fall PEIMS submission due to TEA on December 7th

     

    Other

    • Transportation Operations Report due electronically December 1st
  • Accountability and Assessment

    • Review Community and Student Engagement (TEC§39.0545)
    • Notification to parents of eligibility for Public Education Grants by February 1st (TEC§29.204(b))
    • District Testing Coordinator attend annual DTC training at ESC-20

     

    Administration and Leadership

    • Review Staff Non-renewals (DFBB LEGAL & LOCAL)
    • Ensure School Report Card is included with first semester report card (TEC§39.305)

     

    Federal and State Programs

    • Adjust expenditures and amend the NCLB application to appropriate Final Amounts
    • Review/implement district/campus improvement plans* (TEC§11)

     

    Charter Specific

    • 2017-2018 SC5050 (Applicable to Charter Schools with Significant Expansion) (Optional) due to TEA January 31st for additional federal funds (ESSA and/or IDEA-B) to be added to planning amounts for 2018-2019 grant(s)

       

      Finance

    • Review student attendance figures as compared to prior year and budget projections
    • Approve Independent Audit Report*
    • Post metered amounts of electricity, water and gas consumption for which the district is required to pay and aggregate amounts of those services (Government Code, §2265.001(b), House Bill 3693, 80th Legislature, Regular Session)

     

    School Board

    • Superintendent’s evaluation and contract*
    • Approval of Annual Independent Audit for FY*
    • Board approved Annual Independent Audit Report (AFR) due to TEA no later than January 28th for LEAs with August 31st fiscal year-end
    • Approve Auditor for next FY* (TEC 11.170)

     

    Special Education

    • 2017-2018 SC5050 (Applicable to Charter Schools with Significant Expansion) (Optional) due to TEA January 31st for additional federal funds (ESSA and/or IDEA-B) to be added to planning amounts for 2018-2019 grant(s)
    • 2017-2018 Special Education Consolidated Grant Application: Review application with Final Entitlements and Carryover: Adjust local records; Determine if amendment to eGrants needed; Determine eligibility for MOE (Maintenance of Effort) Voluntary Reduction and amend BS6016, if applicable; Review revised proportionate share amount to be spent on parentally-placed private school children with disabilities (N/A to charter schools or ISDs with no private schools within their jurisdiction)
    • Review Legal Framework for updates and link policies and procedures, as applicable
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance
    • State Performance Plan 7-Early Childhood Outcomes (SPP 7) opens within TEASE for data entry

     

    Texas Student Data System/PEIMS

    • Fall PEIMS resubmission due to ESC-20 on January 11th
    • Fall PEIMS resubmission due to TEA on January 18th
    • Mid-Year PEIMS submission due to ESC-20 on January 18th (actual 16-17 financial audit)
    • Mid-Year PEIMS submission due to TEA on January 25th

     

    Other

    • Child Nutrition Texas Summer Mandate deadline January 31st
  • Accountability and Assessment

    • Review Community and Student Engagement (TEC§39.0545)
    • Federal Report Card released

     

    Administration and Leadership

    • Develop district goals (District SBDM Committee)
    • Review HB 2610 and begin calendar adoption process*
    • Review EIC (LEGAL & LOCAL) on Valedictorian & Salutatorian selection

     

    Charter Specific

    • Expansion amendments open (TAC§100.1033 (b) (9) & (10))
    • 2018-2019 SC5050 (Applicable to all Charter Schools) to request federal funds (ESSA and IDEA-B) for the 2018-2019 school year, as well as request an Indirect Cost Rate, opens early February

     

    Federal and State Programs

    • Begin budget calendar and budget process for 2018-2019

       

      Finance

    • Begin bid for depository contract (due June 15th)
    • Calculate State Aid using end of fourth six weeks student data
    • Establish scope and details of financial audit
    • Calculate enrollment projections
    • Review student attendance figures as compared to prior year and budget projections
    • Review preliminary 2017 CPTD Value
    • Post metered amounts of electricity, water and gas consumption for which the district is required to pay and aggregate amounts of those services (Government Code, §2265.001(b), House Bill 3693, 80th Legislature, Regular Session)
    • Begin budget calendar and budget process for 2018-2019

     

    School Board

    • Call trustee election for May*
    • Review superintendent evaluation instrument & procedures, including training for new trustees
    • Administrator contracts*
    • Review schedule for Texas Public Schools Week
    • Approve school calendar*

     

    Special Education

    • Special Education SSAs (Shared Services Arrangements) and RDSPD (Regional Day School Programs for the Deaf) SSAs: Notification Letter for SSA Configuration changes (includes new or dissolved SSAs) for 2018-2019 school year must be submitted to TEA by February 1st
    • 2017-2018 Excess Cost Final Calculation using 2016-2017 expenditures should be completed (kept locally)
    • 2017-2018 IDEA-B Disc Residential eGrants application opens
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance
    • 2018-2019 SC5050 (Applicable to all Charter Schools) to request federal funds (ESSA and IDEA-B) for the 2018-2019 school year, as well as request an Indirect Cost Rate, opens early February

     

    Texas Student Data System/PEIMS

    • Mid-Year PEIMS resubmission due to ESC-20 on February 1st
    • Mid-Year PEIMS resubmission due to TEA on February 8th
    • Fall PEIMS data available to customers on February 15th
  • Accountability and Assessment

    • Review Community and Student Engagement (TEC§39.0545)

       

      Administration and Leadership

    • Develop recommendations for teacher contracts
    • SBDM Committees develop campus performance objectives*
    • Review Graduation Program FMH (LEGAL & LOCAL) on Student Expression/Prayer (FNA LEGAL & LOCAL)

     

    Federal and State Programs

    • Schedule planning meetings with campus staff regarding grant activities for current and next year’s applications, CNA and CIP
    • Review professional development participation for Title II, Part A compliance report
    • Review/implement district/campus improvement plans* (TEC§11)

     

    Finance

     

    School Board

    • Order of trustee election and post required notice for May election*
    • Adopt district goals*
    • Ratify Textbook Committee recommendations* (19 TAC 66.104(a); TEC 31.101)
    • Discuss preliminary budget/budget workshops
    • Board candidate workshop

     

    Special Education

    • Disseminate State parent survey for SPP 8, if included in TEA sampling
    • Perform self-analysis of FY17 MOE (Maintenance of Effort) compliance, using final expenditure data from TSDS PEIMS 2017-2018 Mid-Year reports; gather documentation for exceptions/adjustment, if applicable
    • FY17 MOE (Maintenance of Effort) Preliminary Compliance Review released by TEA late March/early April

     

    Texas Student Data System/PEIMS

    • Mid-Year data available to customers on March 1st

       

      Other

    • Child Nutrition USDA Commodity Food Surveys close, March 15th
    • Child Nutrition Community Eligibility Program Data Submission Deadline, March 20th
    • Distribute Migrant Survey
  • Accountability and Assessment

    • Review Community and Student Engagement (TEC§39.0545)

       

      Administration and Leadership

    • Begin hiring using campus input*
    • Develop and recommend summer school plans*
    • Develop and recommend school calendar 2018-2019
    • E-rate filing window for the Federal Communications Commission’s (FCC’s) E-rate program opens
    • Performance of first-year teachers and the effectiveness of educator preparation programs survey distributed to principals
    • Approve out-of-district student transfer requests for 2018-2019

     

    Charter Specific

    • 2018-2019 SC5050 (Applicable to all Charter Schools) due to TEA early April to request federal funds (ESSA and IDEA-B) for the 2018-2019 school year, as well as request an Indirect Cost Rate

       

      Federal and State Programs

    • Continue budget process
    • Schedule/conduct program compliance evaluations for NCLB programs and State Compensatory Education
    • Review/evaluate district/campus improvement plans* (TEC§11)

     

    Finance

     

    School Board

    • Train election judge(s) and clerk(s) for May election (Texas Election Code chapter 32.113)
    • Recommend school calendar 2018-2019*
    • Formative superintendent evaluation
    • Discuss preliminary budget/budget workshops

     

    Special Education

    • FY17 MOE (Maintenance of Effort) Preliminary Compliance Review released by TEA late March/early April
    • FY17 MOE (Maintenance of Effort) Preliminary Compliance Review: Respond to TEA with documentation of exceptions/adjustment for decline in effort, if applicable
    • 2018-2019 SC5050 (Applicable to all Charter Schools) due to TEA early April to request federal funds (ESSA and IDEA-B) for the 2018-2019 school year, as well as request an Indirect Cost Rate
    • 2017-2018 High Cost Fund Eligibility Application (Optional fund source) opens March or April
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance
    • State Performance Plan 13 & 14-Secondary Transition/Post-School Outcomes (SPP 13 & 14) opens within TEASE for data entry

     

    Other

    • Child Nutrition Financial Report deadline, April 1st
    Child Nutrition Food Service Management Company Contract deadline, April 30th
  • Accountability and Assessment

     

    Administration and Leadership

    • Establish summer Central Office hours
    • Continue hiring using campus input*
    • Gun-free schools report available
    • Review and set credit by examination dates
    • Evaluate district’s decision-making and planning policies procedures every two years (TEC§11.252(d))
    • Solicit input from district/campus committees regarding number and length of written reports required (TEC§11.164)
    • Review Graduation Program on Student Expression FMH and FNA (LEGAL & LOCAL)

     

    Federal and State Programs

    • Complete local evaluations for Federal Programs & State Comp Ed.
    • Continue budget process
    • Annual Evaluation of district and campus parental involvement policies
    • ISDs begin outreach to private schools within their boundaries for equitable services participation in 2017-2018
    • Review/evaluate/implement district/campus improvement plans* (TEC§11)

     

    Finance

     

    School Board

    • May Elections*
      • Canvass trustee election results*
      • Reorganize Board of Trustees*
      • Local orientation for new board members
      • Update AskTED with changes in Board membership
      • Train new members in the superintendent evaluation instrument and process
      • ESC Orientation to the Code for new board members within the first 120 days of being installed
      • Statement of Office and Oath of Office for all new trustees 
    • Review/amend Student Code of Conduct* 
    • Review and identify areas for board training
    • Hire staff* in accordance with district policy
    • Discuss preliminary budget/budget workshops

     

    Special Education

    • FY17 MOE (Maintenance of Effort) Final Compliance Review released by TEA
    • 2017-2018 Substitute System of Federal Time-and-Effort Reporting (optional system) LEA Management Certification due (to be effective for summer semester if September and December deadlines missed)
    • Gather documentation in preparation for 2018-2019 Special Education Consolidated Grant application
    • 2018-2019 Special Education Consolidated Grant Application opens May or June
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance

     

    Texas Student Data System

    • Community and Student Engagement (CaSE) Indicators (HB 5), Overall Rating (HB 2804), and Statutory Reporting and Policy Compliance (HB 5) reporting due May 3rd
    • TSDS PEIMS Ready for users to Complete, Approve, and Accept Summer Submissions on May 21st
  • Accountability and Assessment

    • Review Community and Student Engagement (TEC§39.0545)

       

      Administration and Leadership

    • Hire staff using campus input*
    • Annual report to Commissioner on expulsions and AEP placements
    • TEA submission: Gun-free schools report
    • Review DED (LOCAL) for benefits & holidays for non-contract staff

     

    Federal and State Programs

    • 2017-2018 NCLB Application due by end of month if district has 12-month grant-funded employees
    • ISDs finalize private school proportionate share for NCLB application submission if private schools participating in services
    • Final opportunity to amend current year NCLB Consolidated application
    • Ongoing data collection for compliance reports
    • Finalize district/campus improvement plans* (TEC§11)

     

    Finance

    • Budget adoption procedures for July 1 FY districts
    • Post on school website a statement that indicates that it adopted a tax rate that will raise more taxes for maintenance and operations than last year’s tax rate
    • Post on school website a summary of the proposed budget if it maintains a website: summary must be concurrently posted with notice of the budget
    • Prominently post on the district’s website for three years an external link to the budget adopted by the board of trustees
    • Publish Notice of Public Meeting to Discuss Budget and Proposed Tax Rate (publish at least 10 days before meeting) for July 1st FY
    • Post 72-hour notice of meeting to discuss budget and proposed tax rate
    • Hold meeting to discuss budget and proposed tax rate
    • Post 72-hour notice meeting to adopt budget and tax rate
    • Hold meeting to adopt budget and proposed tax rate July 1st FY*
    • Calculate state aid earned using end-of-year student data
    • Review student attendance figures as compared to prior year and budget Projections
    • Prepare for annual financial audit September 1st FY
    • Run district estimate of state aid for next school year with preliminary tax roll figures
    • Post metered amounts of electricity, water and gas consumption for which the district is required to pay and aggregate amounts of those services (Government Code, §2265.001(b), House Bill 3693, 80th Legislature, Regular Session)
    • Depository contract due to TEA by June 15th
    • Transportation route Service Report due July 1st

     

    School Board

    • Review preliminary salary schedules*
    • Hire staff* in accordance with district policy
    • Schedule budget workshops
    • ESC-20 Commitment forms*
    • Recommend student insurance carrier*
    • Review student and staff handbooks*
    • Review and amend Student Code of Conduct*
    • Adopt budget / public hearing for July 1st FY

     

    Special Education

    • 2017-2018 Special Education Consolidated Grant Application amendment deadline June 15th
    • 2018-2019 Special Education Consolidated Grant Application opens May or June
    • 2017-2018 IDEA-B Disc Residential eGrants application due
    • 2017-2018 Nonpublic Day School and Residential Funding TEASE application closes June 1st
    • 2017-2018 RF Tracker data collection due
    • 2018-2019 Excess Cost Preliminary Calculation using 2017-2018 expenditures should be completed (kept locally)
    • Special Education SSAs (Shared Services Arrangements) and RDSPD (Regional Day School Programs for the Deaf) SSAs: Revised contracts for SSA Configuration changes and contracts for new SSAs effective 2018-2019 school year must be submitted to TEA by June 1st
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance

     

    Texas Student Data System/PEIMS

    • Summer PEIMS submission due to ESC-20 on June 14th (attendance, discipline, classroom link, teacher demographics)
    • Summer PEIMS submission due to TEA on June 21st

     

    Other

    • Child Nutrition Program Application Agreement renewal deadline, June 30th
  • Accountability and Assessment

    • Review Community and Student Engagement (TEC§39.0545)

       

      Administration and Leadership

    • ESC-20 Commitment forms*
    • Hire staff using campus input*
    • Develop calendar for teacher appraisal and designate second appraiser(s)*
    • Review administrator appraisal calendar
    • Review student and staff handbooks*
    • Review and amend Student Code of Conduct*
    • Pressure test natural gas piping (every 2 years) (TAC§8.230(4)(A))

     

    Federal and State Programs

    • Submission to TEA: Mid-July (date fluctuates per PEIMS data submission). Districts and charters receiving more than $500,000 in State Compensatory Education must submit one or all three of the following: SCE program evaluations, specific campus CIP and DIP plans. Reference FASRG, Module 9 for specifics.
    • Review/update/train district policies and procedures per EDGAR as applicable.
    • State Compensatory Evaluation

     

    Finance

     

    School Board

    • Discuss preliminary budget / budget workshops for September 1st FY
    • Review Truth & Taxation Handbook for Texas Comptroller’s Office with business manager
    • Schedule Board budget meeting(s)
    • Recommend student insurance carrier*

     

    Special Education

    • 2018-2019 Special Education Consolidated Grant Application due July 1 for July 1st effective date
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance
    • State Performance Plan 11 & 12-Child Find/Early Childhood Transition (SPP 11 & 12) opens within TEASE for data entry

     

    Texas Student Data System/PEIMS

    • Summer PEIMS resubmission due to ESC-20 on July 12th
    • Summer PEIMS resubmission due to TEA on July 19th
  • Accountability and Assessment

    • Review Accountability Data Tables
    • Accountability Data posted publicly on TEA website
    • Review Community and Student Engagement (TEC§39.0545)

     

    Administration and Leadership

    • Review procedures for dismissal of school due to weather conditions
    • Distribute copies of TEC Chapter 37 and local discipline policies to professional staff (TEC§37.018)
    • Review/amend Student Code of Conduct*
    • Hold District & Campus SBDM Committee Elections (TEC§ 11.251(b))
    • Distribute/publish Notification of Parents’ Rights (TEC§26.0)
    • Establish at least one Parent-Teacher Organization at each school (TEC§26.001(e))
    • Evaluate district’s decision-making and planning policies every two years (TEC§11.252(4)(d))

     

    Charter Specific

    • Charter calendar due
    • Post charter superintendent/CEO Salary on local website

     

    Federal and State Programs

    • Federal programs compliance report due for previous school year
    • Review/implement district/campus improvement plans* (TEC§11)

     

    Finance

    • Prepare final budget amendments for prior year for September 1st FY*
    • Post on school website a statement that indicates that it adopted a tax rate that will raise more taxes for maintenance and operations than last year’s tax rate
    • Post on school website a summary of the proposed budget if it maintains a website; summary must be concurrently posted with notice of the budget
    • Prominently post on the district’s website for three years an external link to the budget adopted by the board of trustees
    • Publish Notice of Public Meeting to discuss budget and proposed tax rate (Publish at least 10 days before meeting) for September 1st FY
    • Post 72-hour notice of meeting to discuss budget and proposed tax rate
    • Hold meeting to adopt budget and proposed tax rate on or before August 31st for September 1st FY*
    • Post metered amounts of electricity, water and gas consumption for which the district is required to pay and aggregate amounts of those services (Government Code, §2265.001 (b), House Bill 3693, 80th Legislature, Regular Session)

     

    School Board

    • Budget workshops
    • Adopt budget/public hearing
    • Approve health insurance
    • Plan annual teambuilding session
    • Order of Trustee election & post required notice for November election
    • MOU with juvenile board for districts in counties over 125,000 by September 1st (TEC§37.010(a))*

     

    Special Education

    • 2018-2019 Special Education Consolidated Grant Application due (eGrants)
    • 2017-2018 IDEA-B Disc Residential eGrants application amendment deadline August 1st
    • State Performance Plan (SPP) Submission Window closes early August (SPP 7, 11, 12, 13, 14)
    • 2018-2019 Nonpublic Day School and Residential Funding TEASE application opens August or September
    • 2018-2019 Non-Ed Funds (Optional funds): Send email to ESC-20 of estimate amount of request for funds August 31st
    • Monitor special education expenditures from the general fund to ensure on track for MOE (Maintenance of Effort) compliance

     

    Texas Student Data System/PEIMS

    • TSDS PEIMS Ready for users to Complete, Approve, and Accept Summer Submissions on August 6th
    • Extended year (17-18) PEIMS submission due to ESC-20 on August 23 (ESY, Bilingual/ESL Summer School, Dual Credit Summer School, OFSDP Credit Recovery Summer School)
    • Extended year submission due to TEA on August 30th

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