Critical Dates Calendar
center818008227695941009200center7000070408809410010000-8832274784321Critical Dates Calendar2021-202200Critical Dates Calendar2021-20222021-2022 Board of DirectorsPRESIDENTBrian Gubbels – Director of FinanceHarlan CSD712-755-2152bgubbels@PRESIDENT-ELECTSara Meinders – Business Mgr/Bd Secry/Treas.Forest City CSD(641) 585-2323smeinders@forestcity.k12.ia.usPAST PRESIDENTDavid Nicholson – CFO Cedar Rapids CSD319-558-1237dnicholson@crschools.usSECRETARYLisa Demmer – Staff Accountant/Budget Coordinator Dubuque CSD563-552-3044ldemmer@TREASURERGreg Reynolds- Board Secry/Business MgrBurlington CSD319-753-6791greg.reynolds@DISTRICT DIRECTORSDistrict One(Regions 1,5,6,7 and 10)Kris Smith – Business ManagerSouth Winneshiek CSD563-562-3269? ? ? ? ? ??ksmith@swinn.k12.ia.usDistrict Two(Regions 2,3,4,8, and 9)Patricia TownsendSaydel CSDPh: 515-264-0866townsendpatricia@2021-2022 Regional DirectorsRegion 1 - Kris Smith - Business ManagerSouth Winneshiek CSDPh: 563-562-3269? ? ? ? ? ??E-mail:? ksmith@swinn.k12.ia.usTerm ends: June 30, 2023Region 2 - Sara Meinders - Business Manager & Board Secretary/TreasurerForest City CSDPh: 641-585-2323E-mail:?smeinders@forestcity.k12.ia.usTerm ends: June 30, 2022Region 3 – April Hengeveld - Business ManagerHartley-Melvin-Sanborn CSDPh: (712) 928-3406E-mail ?ahengeveld@Term ends: June 30, 2023Region 4 - Steph Wandrey – School Business OfficialSchaller-Crestland CSDPh: (712) 275-4267E-mail:??swandrey@Term ends: June 30, 2022Region 5 - Laura Morine - Director of FinanceIndependence CSDPh: 319-332-0458E-mail:?lmorine@independence.k12.ia.usTerm ends June 30, 2023Region 6 -?Tom Anderson - Director of Finance & BudgetMuscatine CSDPh: 563-263-7223E-mail:??tom.anderson@Term ends June 30, 2022Region 7 – Co Directors Jeff Swartzentruber- Business Mgr & Christie Van Wey – Business MgrMid Prairie CSD & Marion CSDPh: (319) 530-6104 and (319) 377-4691E-mail jswartzentruber@ and ?cvanwey@marion-Term ends: June 30, 2023?Region 8 - Patricia Townsend - Director of Business ServicesSaydel CSDPh: 515-264-0866E-mail:?townsendpatricia@Term ends: June 30, 2022? ? ? ? ? ? ?Region 9 – Sarah Sheeder – Finance DirectorAtlantic CSDPh: (641) 755-4144E-mail:??ssheeder@Term ends June 30, 2023Region 10 -?Jessica Boyer - School Business OfficialNew London CSDPh: 319-367-0512E-mail:?Jessica.Boyer@?Term ends June 30, 2022July To Do TasksBegin uploading full COA text file to COA test records – Test early, test oftenJuly 1 – Joint Employment Whole Grade Share Applications DueJuly 1 – Vehicle Information System Update DueJuly 15 – Final Special Education Tuition InvoicesJuly 15 – Open Enrollment and Tuition billing deadlineCheck signature formula set for number of required signatures on Board candidate nomination papers (odd years)Prepare materials for November school board election (odd years)Prepare Annual Treasurer Report Preliminary Audit, if applicablePrepare end of year calculations for accrualsReview payroll/deduction information for staff with July as 1st payroll of the new fiscal yearPublish list of prior year employee salariesQuarterly payroll reportsFuel Tax RefundQuarterly claims for previous quarter reimbursable categorical funding: Title IA, Title I D2, Title I School Improvement Section 1003, Title C, Title IIA, Title IIIA, Title IV A, Title IV B, Title V B, McKinney-Vento, ARP ESSER/ESSER IIIFile final Title VI (REAP) report for the previous fiscal yearAnnounce when people can file for school board election and any open seats (odd years)Monthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalJuly 2021SunMonTueWedThuFriSat12345678910111213141516171819202122232425262728293031August To Do TasksUploading full COA text file to COA test records – Test early, Test oftenReview list of public depositors and determine if amounts deposited and depositors are acceptable, review and adopt with board approvalDebt reporting for Treasurer of IowaAugust 2 – Foster Care Claim August 2 – Special Education District Court Placed Claim August 2 – Special Education Foster Care Claim August 2 – Special Education High Cost Fund Claim August 2 – Special Ed Provided to Nonpublic Schools ClaimAugust 2 – Juvenile Home Claim – AEA only August 2 - Progress Report toward Reorganization Due to DE/SBRC August 23 – Review Annual Notification RequirementsProvide and post notice of educational rights of homeless children and youth and designate staff member as LEA liaison for homeless children and youthReview annual nondiscrimination notification statement and annual notification in newspaper, newsletter, handbooks, and website.??Identify and publish name of investigator of allegations of bullying and harassment.?Provide notice of student responsibility and discipline policies, including attendance, tobacco, alcohol, out-of-school behavior.?Availability of postsecondary enrollment options (PSEO) for high school students.??Identify and publish name and contact information for district Level One InvestigatorProvide parents and students notification of district policies and state law on physical restraint and physical confinement?Provide Family Education Rights and Privacy Act (FERPA) noticePublish procedures on changing fees, written records of fees, waiver policy, and income guidelinesAugust 23 – First day to file School Board nomination papers with Board Secretary August 25 - Graduation Verification ReportAugust 25 - Non-fall Courses for Supplementary Weighting Certification.Federal Perkins Report Due (typically coordinated with AEA)Enter new contracts, letters of assignment, update leavesNew staff orientation, back to school workshopsMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalAugust 2021SunMonTueWedThuFriSat12345678910111213141516171819202122232425262728293031September To Do TasksSept 1 – Deadline for Open Enrollment for Kindergarteners onlySept 1 – New Regional Academy ApplicationsSept 14 – Possible Special School Election – see (9); also last date for an election to reorganize eff July 1Sept 10– SBRC Request and Exhibits due for October 12Sept 15 – Certified Annual Report data uploaded to the DE due Sept 15 – Special Education Supplement dueSept 15 – Transportation Report dueSept 16 - School Election Candidate Filing Deadline (school secretary’s office must be open until 5:00 pm)Sept 17 - Deliver School Election Nomination Papers to controlling County Auditor (prior to 12:00pm, noon)Sept 30 – Districts must notify all parents within the district by this date of the following dates :Open enrollment;Transportation assistance; Right to appeal to State Board of Education if original request to open enroll was based on repeated acts of harassment or serious health condition of the student; and possible loss of athletic eligibility for open enrolled studentSept 30– Facilities, Elections and Sales Tax Reporting dueVerify all contracts and payroll information for first teacher contract payroll of fiscal yearPrepare/send contracts for tuition-in special education studentsMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalSeptember 2021SunMonTueWedThuFriSat123456789101112131415161718192021222324252627282930October To Do TasksOct 1 – Certified Enrollment Count taken due on Oct 15– Iowa Education PortalOct 1 – Whole grade sharing count date for 1st Sem TuitionOct 1 - Board resolution to study reorganization for Whole Grade Sharing Supplementary Weighting dueOct 1 – SBRC Application for Modified Supplemental Amount for LEP Excess Costs dueOct 12 – SBRC HearingOct 13 – Last date to notify the SBRC if district incurred negative unspent balanceOct 15 – Consolidated application for Federal Title programs dueOct 22 – Special Education Head Count – fourth Friday in OctoberOct 29 – Operation SharingQuarterly Payroll reportsFall BEDS and Fall BEDS Staff – Date to be determinedStudent Reporting in Iowa – Iowa Education PortalCertified Supplemental Weighting – Iowa Education PortalFinalize line item budgetQuarterly claims for previous quarter reimbursable categorical funding: Title IA, Title I D2, Title I School Improvement Section 1003, Title C, Title IIA, Title IIIA, Title IV A, Title IV B, Title V B, McKinney-Vento, ARP ESSER/ESSER IIILast date for an election to reorganize effective July 1 is December – 1st Tuesday in December (even numbered years), 1st Tuesday after 1st Monday in November (odd numbered years) Monthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalOctober 2021SunMonTueWedThuFriSat12345678910111213141516171819202122232425262728293031November To Do TasksNov 1 – Last Day to Amend Certified Enrollment ReportNov 2 – School Association Reporting Nov 2 - School Board Election – First Tuesday after the first Monday in November of odd numbered years Nov 2-4 – IASBO Orientation and Fall ConferenceNov 5 – School Board Election Canvass Nov 12– SBRC Request for December 14 hearing and Exhibits dueNov 15 – Title I Comparability Report completionNov 30 - Title I Neglected/Delinquent Caseload SurveysNov 30 – Title I Free Lunch ReportUniversal Service Fund (E-Rate) window opensOrganization Meeting of the Board – First regular meeting following election and canvass (odd numbered years)Annual meeting by Board of Education to close books and select officers Treasurer’s Unclaimed Asset ReportIASB Annual Convention – be sure to inform all candidates for school board electionMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalNovember 2021SunMonTueWedThuFriSat123456789101112131415161718192021222324252627282930December To Do TasksDec 1 – SBRC applications due for Modified Supplemental Amount (Increased Enrollment, Open Enrollment Out and LEP Instruction beyond 5 years) Dec 1 – First Semester parental Claims forms for Nonpublic Transportation Reimbursement DueDec 14 – SBRC HearingDec 15 – Report School Board Officers – Iowa Education Portal (update year-round for changes in staff, board) Dec 15 – At Risk and Drop Out Prevention Application (DE Portal)Dec 24 - Drivers Education Report – due annuallyCertify Section 125 Plan with IPERS. Information and the form can be found at this link HYPERLINK "" Employee costs data for negotiations purposesVerify Social Security NumbersMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalDecember 2021SunMonTueWedThuFriSat12345678910111213141516171819202122232425262728293031January To Do TasksJan 1 – Last date to notify DE for reorganization or dissolution to be effective July 1Jan 15 – Deadline to DE for SBRC Modified Supplemental Amount for Dropout PreventionE-Rate Form 471Payroll Tax Updates on accounting softwareFile W-2 and 1099 to employees and with governmentForm 1094 B&C, 1095 B&C to employeesQuarterly payroll reportsForm A-87 – request employees paid with Federal Funds to completeCollect Property Valuation Reports from County AuditorBegin Aid & Levy Calculations for Certified BudgetWhole Grade Sharing Count for 2nd semester tuition – 2nd Friday Jan 14, 2022AEA only – Juvenile Home Budget Due Jan 1File Fuel Tax Quarterly RefundRequest proposals for audit servicesQuarterly claims for previous quarter reimbursable categorical funding: Title IA, Title I D2, Title I School Improvement Section 1003, Title C, Title IIA, Title IIIA, Title IV A, Title IV B, Title V B, McKinney-Vento, ARP ESSER/ESSER IIIPart B Special Ed Mid-Year report dueMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalJanuary 2022SunMonTueWedThuFriSat1 2345678910111213141516171819202122232425262728293031February To Do TasksFeb 1 - Last date to request authority to charge administrative costs to special education for the subsequent fiscal yearFeb 11 – SBRC Request for hearing and Exhibits Due for March 15 SBRC meetingFeb 15 – Submit 1st Semester Special Education bills using the Tuition In Billing ProgramFeb 15 – Open Enrollment and Tuition 1st Semester billingsDevelop Certified Budget, discuss with Board and set publication and hearing datesAEA Only – Certified Budget due Feb 10IASBO Winter Regional Meeting – Webinar on Certified Budget UpdatesCheck employee Master Contract language for termination notificationContact health insurance company for insurance rate increasesREMEMBER Presidents Day when submitting payroll direct depositMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalFebruary 2022SunMonTueWedThuFriSat12345678910111213141516171819202122232425262728March To Do TasksMar 1 – Open Enrollment request DeadlineMar 1 – School Special Election Date (1st Tuesday in March)Mar 15 – SBRC Hearing DateMar 15 – 1st day Teacher/Admin contracts may be issuedMar 31 – Annual Audit Submission Extension Request Previous Year’s Audit Due to State Auditor, DEDetermine publication date for proposed Certified Budget Continue working on Certified Budget – Update Line 10.16 of Aid and LevyMarch 22-23 IASBO Annual Meeting, Spring Conference and Trade ShowMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalMarch 2022SunMonTueWedThuFriSat12345678910111213141516171819202122232425262728293031April To Do TasksApril 15 – Submit Certified Budget to Dept of Management and County Auditor after Public HearingApril 15 – Title I Amendments and deadline to submit notification of unexpended fundsApril 20, 21, 22 – Iowa School Business Management AcademySend Board Resolution for Budget Guarantee and/or copy of the ballot or Resolution for new or renewal of ISL or voted PPELQuarterly Payroll ReportsDeadline to terminate Teacher contractsQuarterly claims for previous quarter reimbursable categorical funding: Title IA, Title I D2, Title I School Improvement Section 1003, Title C, Title IIA, Title IIIA, Title IV A, Title IV B, Title V B, McKinney-Vento, ARP ESSER/ESSER IIIStart thinking about any changes to your property/liability/auto insurance renewalMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalApril 2022SunMonTueWedThuFriSat123456789101112131415161718192021222324252627282930May To Do TasksMay 1 – Second Semester Parental Claim Forms for Nonpublic TransportationMay 1 – Copy of new Voter Approved Physical Plant and Equipment Levy 100% property tax ballot question due to DOMMay 1 – Deadline for conducting annual assessment for homeschooled studentsMay 31 – Current year Budget Amendments dueSchool Board Recognition WeekSchool Information UpdateBond resolutions filed with control County AuditorSpring Student Level ReportingSpring BEDS Data CollectionSelf-assessment inventory of substance abuse programsCampaign disclosure reports due to County Auditor’s OfficePostsecondary Enrollment request for payment/student listsApril/May Dairy and Fuel Bids Out for Quote for Next Fiscal YearAEA Purchasing Agreement for Food Bid signedIDEA Part B Final Report initiated by AEAEmployees leaving the District – copy paste roles in Ed Portal to a document for their replacements or whomever is assigned their roleMonthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalMay 2022SunMonTueWedThuFriSat12345678910111213141516171819202122232425262728293031June To Do TasksRead the document at this link - Best Practices for a Successful and Timely CAR June 15 – Nonpublic Transportation Claim dueJune 30 – last day to pay PSEO tuition due to eligible postsecondary institutionsSpring BEDS report dueCobra notices for employees leaving the districtFree and Reduced Lunch applicationInsurance changes for new fiscal yearBegin preparation of year end journal entriesE-Rate 486Begin uploading full COA text file to COA test records Set Student fees and Nutrition feesGASB Valuation Student Reporting in Iowa (SRI)Monthly TasksFood Service reports to DEBank reconciliation with secretary recordsPublish Board agenda, minutes, list of bills within two weeks of meetingPayroll tax depositsFile Iowa Withholding reportsSubmit IPERS payments & reportsJob Service Monthly report403b ContributionsContracts for Board approvalJune 2022SunMonTueWedThuFriSat123456789101112131415161718192021222324252627282930 ................
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