Excess and Appeals: Requests Tool and Scoring Tool

1. Excess and Appeals:Requests Tool andScoring Tool May 30, 2012

2. OVERVIEW • With stable budgets excessing this year should be very limited. – Chancellor’s webcast. • Planning a School’s Budget • Complete all Galaxy Updates Frequently • Modify and approve budgets timely • Schedule CFES and recouped funds immediately upon Cluster approval • Excess and Appeals Request Tool • Tool will be updated for Galaxy data 2x per week • Excess Scoring Tool: To Measure • School’s performance on various hardship factors • Scheduled per capitas against system-wide thresholds • Scheduled per capitas including requested CFES and appeals funds against system-wide thresholds

3. CFES & APPEALS REQUEST TOOL • Used by Networks to enter, edit, and review approvals of CFES and Appeals funding • Used by Clusters to approve CFES requests • You can follow along with the demo tools by following this path: • R:\All Central Offices\CFN Contact Database\Excesses and Appeals FY13 • Files: • request_tool_cluster_01_a.accde • request_tool_cluster_02_a.accde • request_tool_cluster_04_a.accde • request_tool_cluster_05_a.accde • request_tool_cluster_06_a.accde

4. Welcome Screen • Enable All Content • Press the Options button in the message bar • Select Enable for All Options • Select :“Make Requests”

5. Home Page : Submitting a Request Use these buttons to create new Excess or Appeals requests Click: “New Excess”

6. Excess Request Tool Enter your Excess Request Here

7. Excess Request Tool • Select Network & School • Enter the Position Type of the Excess by Ped & Non-PedTitles • Click blue links for lists of excessible titles • Enter all Titles and Reasons for total requested Excessing. • Enter the intended scheduling uses of requested CFES Funding. • Should be scheduled to address the areas of greatest financial need • Intended Uses must sum to the total value of Excesses requested. Once satisfied with request, press SAVE EXCESS

8. Excess Request Tool • Once an excess request has been saved: • A permanent record is stored • The request can be edited • It is now available for cluster review and approval • The impact on Galaxy scheduled per capitascan be reviewed in a separate “Scoring Tool”

9. Submitting an Appeal Request Click: New Appeals

10. Submitting an Appeal Request Submit Appeals Requests via this form

11. Submitting an Appeal Request Submit one request per item of anticipated funding. • Select School and Network • Enter the intended use, and the reason for the appeal need. • If appropriate, enter the number of positions funded by the appeal. • Enter the dollar value. • Enter any critical additional information. Once finalized, SAVE

12. Home Page : Summaries • Displays: • All exportable • Network Summary • School Summary • School Excess Request Details • School Appeal Request Details 1 2 3 4

13. Summary of Requests by Network All Submitted requests appear here in the Network Summary. Click on a Networkto see Request Details Network Summary can be exported to Excel for review.

14. Summary of Requests by School Network 401 selected and displaying View school details of submitted excess and appeals requests, in addition to cluster “reviewed” status. Click on a School to see Excess and Appeal Request Details School Summary can be exported to Excel.

15. Edit Existing Requests Network 401 & School K691 selected and displaying Edit an existing request by pressing the “Edit” button; updating request and pressing save. Submitted Excess Requests Submitted Appeals Requests

16. Excess Scoring Tool • Imports Scheduled Galaxy Data (snapshots taken twice per week) • Evaluates each school based on “hardship criteria” • Compares Scheduled Values against Excess Eligibility Criteria and gives a score toeach school • Imports Submitted Excess and Appeals Requests and Approvals from Request Tool • Updates per-capitasfor submitted requests • Evaluates the new requested per-capitasrelative to system-wide thresholds • You can follow along with demo tools by following this path: • R:\All Central Offices\CFN Contact Database\Excesses and Appeals FY13 • File by Galaxy Download Date: • Excess_Scoring_Tool_2012-05-21-a.xlsb Date of Galaxy Download

17. Excess Request Scoring Tool • Enable All Content • Press the “Options” button in the message bar • Select “Enable” for All Options • Select:“View Scoring” Button

18. Reviewing the Scoring Tool Evaluate one school at a time, … OR …

19. Reviewing the Scoring Tool … OR … Evaluate by school, by network, by cluster, or groups of schools

20. Reviewing the Scoring Tool: Updating for Current Requests Time & Date of Data for Excess & Appeal Requests. Close and Re-Open the Scoring Tool to Obtain the Latest Excess and Appeals Request data

21. Reviewing the Scoring Tool: A Single School Enter school DBN here Register Loss Threshold: School passes with a register loss of >3.5%. Financial Threshold: School passes with register loss >3.5% and 2+ of 4 criteria.* Financial Threshold After Pending Excess: School passes with register loss >3.5% and 2+ of 4 criteria.** *As of Galaxy Date **After Pending Excess Request as of Request Data date & time

22. Selecting Groups of Schools for Review • Use dropdown boxes to select particular • schools, • clusters, or • networks for review.

23. Excess Request Scoring Tool: Basics • One row per school • Evaluate each school against the suggestedthreshold • Green: Good, More eligible for ExcessingPass Financial Threshold only if pass Register Loss Threshold too

24. Excess Request Scoring Tool: Details Use the buttons to expand any section in order to view details • Register Loss Threshold: Does school have greater than 3.5% register loss? • Financial Threshold: Does school pass threshold for Scheduled Galaxy data? • Financial Threshold After Excess Pending: Does school pass threshold for Scheduled Galaxy data plus pending Excess Requests? • FTE Info: View School’s FTEs • School Info: View ATS, student need, budget info, Progress Reports, etc. • Excess Info: View Excess Requests • Excess Adjust: Calculations to adjust Galaxy data for Requests

25. Excess Request Scoring Tool: Sections Press the button to expand each section Financial Threshold: Using Galaxy Scheduled Data* * Note: Date of Galaxy data in upper left-hand corner

26. Scoring Tool: Galaxy Scheduled Data Evaluates each school’s Scheduled Galaxy Data against Four per-capita thresholds (Per Diem, OTPS, Cumulative, & Shortfall), based on the school’s Size-Level Group Pay most attention to the cumulative per capita and final score Press the button to view criteria per-capita thresholds 26

27. Review Submitted Requestsagainst criteria thresholds Press the buttonsto expand & collapse sections Adjusts each school’s Scheduled Galaxy Data by Pending Excess Requests, according to intended use • Expand the “Excess Info” section to view details on Pending Excess Requests • Expand the “Excess Adjust” section to view the calculation for adding Requests to Scheduled Galaxy data 27

28. Additional Sections: FTE Info Expand to view FTE Info

29. Additional Sections: School Info • Note in this section: • New & Turnaround School flags; • Average Teacher Salary Expand to view School Info

30. Additional Sections: Excess Info Expand to view Excess Request Info Requests Approved Pending* Note in this section:CFES scheduled amounts from Galaxy • * Pending = Amount requested that is neither approved nor denied