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PRIVATE SCHOOLS & ECS OPERATORS
2014/2015 REQUIREMENTS AT A GLANCE
ALL ALBERTA EDUCATION PHONE NUMBERS ARE TOLL-FREE BY DIALING 310-0000 BEFORE THE NUMBER
ALL ALBERTA EDUCATION STAFF E-MAIL IS: [email protected]
PROVINCIAL COORDINATOR OF PRIVATE SCHOOLS & ECS OPERATORS: SHELDON BOSSERT, 780-415-9954; [email protected]
Due Date
Requirement
Contact
September 9, 2014
Return email form with information
on initial student numbers (will be
sent to school authorities towards the
end of August)
Funding Administrator, School
Finance Branch 780-427-2055
[email protected]
September 30, 2014
September count date –identify and
code students with severe disabilities
by this date; ensure all students in the
school are counted and coded and
ready for submission on October 3,
2014.
PASI/Student Records
Alberta Education via PASIprep
Help Desk, 780-427-5318
(support)
(Please note schools are encouraged to
maintain their student information and
keep it current by regularly updating PASI
either by a PASI enabled SIS or by direct
entry using PASIprep. The count dates that
are used for funding take place only two
(2) times during each school year.)
[email protected]
Ensure students coded severe are
identified with an exception code.
Submit To
Ensure children that no longer meet
severe eligibility are adjusted within
PASI/Student Records using PASIprep
or a PASI-enabled SIS.
October 3, 2014
October 15th onwards
Enrolment Submission date – based
on September 30 Enrolment Count –
submit student data to PASI/Student
Records using PASIprep or a PASIenabled SIS.
PASI/Student Records
Learner Services Branch will send
request letter and list of students with
severe disabilities to be monitored to
each school.
Connie Ohl, Education Manager
Each school with students with severe
Help Desk 780-427.5318
(support)
Alberta Education – Student Records via
PASIprep or a PASI-enabled SIS.
[email protected]
780-427-5419
Learner Services Branch
File documentation submitted to Learner
Services Branch by a due date indicated on
request letter.
Due Date
Requirement
Contact
Submit To
disabilities will submit student file
documentation as requested.
Professional Standards
Branch will call for statistics
by e-mail and give specific
deadlines at that
time. There are two
submissions per year
•
Fall 2014 Report
staff employed
between September
1 - December 31,
2014
•
Spring 2015 Report
staff employed
between January 1 August 31, 2015
All schools receiving funding from
John Climenhaga, Registry
the Ministry of Education must report Manager
their certificated staff.
780-422-6956
Professional Standards Branch via Alberta
Education Extranet
site: https://phoenix.edc.gov.ab.ca
Users will require access to the Teacher
Workforce Information System
(TWINS). Access can be requested using
the “TWINS (Teacher Registry)
Authorization Form” available as a link
once you have successfully logged into the
Extranet.
Each school authority is to submit a batch
file with their employment data via the
Extranet. The batch file can be built in a
spreadsheet program (e.g. Excel) and must
be saved and submitted in csv format.
Format and assistance can be obtained by
contacting Professional Standards at:
780-427-2045.
October 31, 2014
(annually)
ECS Transportation Funding
Application (Private ECS Operators) –
as per allocation criteria listed in the
2014/2015 Funding Manual for
School Authorities.
ECS Transportation Funding
Application (Private Schools) – as per
allocation criteria listed in the
2014/2015 Funding Manual for
School Authorities.
Sally-Jean Bunch, Business
Operations and Stakeholder
Support, 780-415-8425
or
Rick Grebenstein, Business
Operations and Stakeholder
Support, 780-422-6018
To apply for ECS Transportation funding
private ECS operators and operators of an
accredited funded private school authority
is required to electronically submit their ECS
transportation funding application
to: [email protected]
In addition to forwarding an electronic file,
a signed hard copy of the ECS
Transportation application should be
forwarded to: Business Operations and
Stakeholder Support 8th Floor Commerce
Place,
10155 – 102 Street, Edmonton AB T5J 4L5.
Due Date
November 30, 2014
(Annually)
November 30, 2014
(annually)
Requirement
Contact
Financial reporting submission
deadline for private ECS operators to
submit Budget Report, Audited
Financial Statements (including
Auditor’s report, Management letter
and notes to financial statements) or
Unaudited Report, and Supporting
Schedules in accordance with
Ministerial requirements.
Mei-Ling Irwin
Email an electronic (Excel) copy to
Financial Reporting and
Accountability Branch
[email protected]
[email protected]
Mail the original signed hard copy to
780-415-8940
Mei-Ling Irwin
Financial Reporting & Accountability
Branch
Alberta Education
8th Floor, Commerce Place
10155-102 Street
Edmonton, Alberta T5J 4L5
Audited Financial Statements (AFS)
and Supporting Schedules along with
the associated Auditor’s Report,
Notes to the Financial Statements,
Auditors Management Letter, and the
Independence Letter – as per Private
Maria Clawson, Financial
Reporting and Accountability,
780-427-7404
The operator of an accredited funded
private school authority must submit signed
(original) AFS and Supporting Schedules
along with the associated documents to
Financial Reporting and Accountability
Branch, 8th Floor Commerce Place, 10155 –
102 Street, Edmonton AB T5J 4L5.
School Regulation AR 190/2000
(new schools that started in the
2014/2015 school year will complete
this after the first year of operation.)
November 30, 2014
Submit To
The accredited funded private school
authority three-year education plan
(3YEP) and annual education results
report (AERR) are due on the same
date, November 30 each year.
Accredited funded private school
authorities may combine their 3YEP
and AERR into a single document or
continue to prepare separate
documents, whichever they prefer. A
draft plan must be in place before the
start of the school year.
In addition to forwarding a hard copy, an
electronic file in Microsoft Excel format
should be forwarded via e-mail
to: [email protected]
Keith Bowen, 780-422-4750,
System Assurance
Include a web link to the authority’s Three
Year Education Plan and Annual Education
Results Report in the posted document
(and in the print versions if available).
Notify the Zone Director of the posting and
include a web link in the email notice or
attach the plan if the school does not have
a website.
Due Date
Requirement
Contact
Submit To
November 2014January 2015
Monitoring of files for students with
severe disabilities
Connie Ohl, 780-427-5419
November 30, 2014
Program Unit Funding budget
applications for children with a
severe disability who programs
started in the fall
Learner Services Branch, 780422-6551; or
email [email protected] or School
Finance Branch at 780-427-2055.
Operators with more than 5 PUF children
must submit via PUFS (Program Unit
Funding System).
For Private schools offering high
school programming, submit January
Diploma Exam course schoolawarded marks (SCM file)
PASI/Student Records Help Desk,
780-427-5318
or [email protected]
Alberta Education – Student Records via
PASIprep
For Private schools offering high
school programming, submit first
semester non-diploma exam course
school-awarded final marks (SCM
file)
PASI/Student Records Help Desk,
780-427-5318
or [email protected]
Spring enrolment count date:
PASI/Student Records Help Desk,
780-427-5318
or [email protected] ( for
support)
Alberta Education – Student Records via
PASI-enabled SIS or PASIprep
Learner Services Branch, 780422-6551; or
Operators with more than 5 PUF children
must submit via PUFS (Program Unit
January 23, 2015
February 3, 2015
March 1, 2015
March 1, 2015
•
Identify and code students with
severe disabilities
•
Identify students who enroll
after September 30, 2014
•
resolve any priority school
conflicts
•
resolve any transfer payments
between private/charter schools
Deadline for submitting revisions to
Learner Services Branch 780-4226551
Learner Services Branch to review files
submitted
Operators with 5 PUF children or less may
submit a paper PUF application to School
Finance – Form 12AE1.5a available in the
Funding Manual for School Authorities.
(for support)
Alberta Education – Student Records via
PASIprep
(for support)
Due Date
Requirement
Program Unit Funding application.
Contact
email [email protected]
Submit To
Funding System).
Operators with 5 PUF children or less may
submit a paper PUF application to School
Finance – Form 12AE1.5a available in the
Funding Manual for School Authorities.
March 1, 2015
Deadline to participate in the
eDesktop enrollment of the
Provincial Microsoft Licensing (PML)
agreement.
Emily Daubert, 780-643-1903
[email protected]
Jason Paradis, 780-427-5293
[email protected]
All private school authorities have access to
provincially funded Microsoft Office
licenses and have the opportunity to
participate in the eDesktop enrolment that
includes OS and Enterprise CALs. More
information can be found
here: http://www.education.alberta.ca/ad
min/technology/provincial-microsoftlicensing.aspx
March 5, 2015
Enrolment submission date - based
on March 1 Count – submit student
data to PASI/Student Records using
PASIprep
March 31, 2015
SuperNet Service Funding Application Emily Daubert, 780-643-1903
for new connections or changes to
[email protected]
services purchased through Axia
SuperNet Ltd.
School Technology Branch
Mid-April 2015
ILSB will send request letter and list
of students with severe disabilities to
be monitored to each school.
File documentation submitted to Learner
Services Branch by due date indicated on
request letter.
Each school with students with severe
disabilities will submit student file
documentation as requested.
April 30, 2015
Notice of Intent
PASI/Student Records Help Desk,
780-427-5318
or [email protected] (for
support)
Connie Ohl, Education Manager
780-427-5419
Learner Services Branch
Michelle Stewart, 780-427-7235
School Accreditation & Disputes
Resolution Branch
Alberta Education – Student Records via
PASI-enabled SIS or PASIprep
Submit via Extranet, fax, email or regular
mail
Due Date
May 31, 2015
Requirement
Contact
Budget Report (BR) and Supporting
Schedules – as per Private School
Maria Clawson, 780-427-7404
Once the BR and Supporting Schedules are
completed by the school authority and
approved by the Board of Directors, the
electronic file in Microsoft Excel format
must be forwarded via e-mail
to: [email protected] Financial
Reporting and Accountability Branch. A
hard copy of the BR and Supporting
Schedules are not required.
For private schools offering high
school programming, submit June
Diploma Exam course schoolawarded marks (SCM file)
PASI/Student Records Help Desk,
780-427-5318
or [email protected]
Alberta Education – Student Records via
PASIprep
For private schools offering high
school programming, submit second
semester/10-month non-diploma
course exam course school-awarded
marks (SCM file)
PASI/Student Records Help Desk,
780-427-5318
or [email protected]
For private schools offering summer
high school programming, submit
summer school Diploma Exam course
school-awarded marks (SCM file)
PASI/Student Records Help Desk,
780-427-5318
or [email protected]
For private schools offering summer
high school programming, submit
non-diploma exam course schoolawarded marks (SCM file)
PASI/Student Records Help Desk,
780-427-5318
or [email protected]
Achievement Tests
Dan Karas, 780-415-0666
Regulation AR 190/2000
June 19, 2015
July 2, 2015
August 14, 2015
August 14, 2015
Please refer to Achievement
General Information
Bulletin for schedules &
significant dates (cont’d)
http://education.alberta.ca/
Submit To
(for support)
Alberta Education – Student Records via
PASIprep
(for support)
Alberta Education – Student Records via
PASIprep
(for support)
Alberta Education – Student Records via
PASIprep
(for support)
Assessment
Please refer to Achievement General
Information Bulletin for schedules &
significant dates (cont’d)
http://education.alberta.ca/admin/testing/a
chievement/achievementbulletin.aspx
Due Date
Requirement
Contact
Please note: check end of August for
updated 2013/2014 dates
admin/testing/achievement/
achievementbulletin.aspx
Please note: check end of
August for updated
2014/2015 dates
Please refer to Diploma
General Information
Bulletin for schedules &
significant dates
http://education.alberta.ca/
admin/testing/diplomaexa
ms/diplomabulletin.aspx
Please note: check end of
August for updated
2014/2015 dates
Submit To
Diploma Exams
Dan Karas, 780-415-0666
Assessment
Please refer to Diploma General
Information Bulletin for schedules &
significant dates
(http://education.alberta.ca/admin/testing/
diplomaexams/diplomabulletin.aspx)
Please note: check end of August for
updated 2014/2015 dates
*It is important to note that this is only a quick access guide to SOME, NOT ALL major deadlines for private schools. It is the responsibility of the
private school(s) to ensure that they have met all major deadlines. Please refer to the most current version of the Guide to Education and Funding
Manual for School Authorities as well*
Please refer to Schedule of Activities for complete listing of data submission due dates and important FAQ’s regarding PASI upgrades April 2015.
Available on the Extranet – Help Desk Operations