URGENT TIPS FOR SAMS STATE AID SUBMISSIONS

1. The edit report for each form set must be certified by the superintendent in order for the form set to be considered “received” by SED. If you think you have submitted your form set, please go to the Activity Log to verify: if you see that a form set says “Certified,” it has been “received” by SED. If “ Certified” does not appear, it has not been received.
2. You are able and strongly encouraged to certify form sets separately; e.g., if you are still working on other form sets, but have completed Form Set A, please certify Form Set A immediately. This will expedite the review and “cleaning” of your submission for inclusion in the November frozen data file.
3. When a form set is “in your court,” e.g., activity log indicates “ edit rejection,” “correction rejected,” “revision rejected,” or “clean with issues,” you must select the form to be revised in the SAMS revision area, make the changes and “SAVE CHANGES.” Then refer to the Edit Report, make any necessary comments and “SAVE THE COMMENTS.” To submit the revisions/comments back to SED, you must select the Change Submission form and click the Submit button. You must repeat this process for each form set for which changes are being submitted.
4. After certifying any or all form sets, please check the activity log and your email for “edit rejection” by SED staff. SAMS will not allow SED staff to operate on the form set if it is “in your court.” Therefore, we cannot “clean” your form set for inclusion in the November frozen file if you do not submit corrections in response to SED “edit rejection.” Similarly, if you have submitted a correction in response to an SED edit rejection, it is possible that you have subsequently received a “correction rejected” notice from SED. Again, we cannot “clean” your form set for inclusion in the November frozen file if you do not submit another correction.
5. Until November 1st, acceptable corrections (before form set has been cleaned by SED) and revisions (after form set has been cleaned by SED) are guaranteed to be included in the November frozen data file. After submitting a correction or revision, please check the activity log and your email for possible rejection notification by SED staff. Again, SAMS will not allow SED staff to operate on the form set if it is “in your court.” Therefore, we cannot accept your correction/revision into the November frozen data file if you do not re-submit changes that have been rejected by SED staff.
6. To avoid edit rejection, correction rejection and revision rejection by SED edit staff, please run the edit reports and address any edit exceptions prior to submission by changing the data or providing a substantive and reasonable explanation.

Link to SAMS district training manual ( 1 MB)
Call State Aid at 518-474-2977 if you need any assistance!!!