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 July 2025
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Inside this issue:
Department of Education Resources
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Upcoming Deadlines
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Due Date
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What's Due
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July 1
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Updated Emergency Operations Plan Due
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July 1
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Vehicle Information System (VIS) Updates Due
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July 15
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Last Day to Bill for Second Semester Regular and Special Education Tuition
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July 17
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Last Day to Submit Foster Care Transportation Claim
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August 1
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Foster Care Claim Due
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August 1
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Progress Report Toward Reorganization Due to Department/SBRC
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August 1
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Special Education Claims Due – Foster Care, District Court Placed, Nonpublic, High Cost
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August 1
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Juvenile Home Program Claim Due (AEAs only)
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August 13
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Allowable Uses of Special Education Funds Webinar
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Staff Contact Information
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House File (HF) 787 modifies Iowa Code section 257.10(9)”a”. The minimum teacher salary for full-time teachers in an IPERS covered position who have a bona fide IPERS retirement, even those with more than 12 years of teaching experience, is $50,000 effective July 1, 2025.
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The Department’s Bureau of School Business Operations is pleased to announce the addition of Amy DeVault to our team! She brings with her many years of experience as a school nurse for the Nodaway Valley CSD in Greenfield and Fontanelle, Iowa, where she provided direct care and support for district students and families. Prior experience also includes serving patient populations in public health and community-based settings. Amy will be supporting the field in the realm of School-Based Medicaid and can be reached at amy.devault@iowa.gov. Welcome, Amy! |
Senate File (SF) 659 modifies educational and media services funding for students attending nonpublic schools. The funding will flow directly to Area Education Agencies (AEAs) who will provide services. The Senate File 659 Implementation FAQ is available on the Department’s HF2612 Implementation web page under the FAQs section.
The Department continues to receive questions regarding allowable uses of special education funds, including costs allowable to the special education program as well as the 10% of special education support services funding that will be retained by districts beginning in FY26.
The Department will host a webinar to review allowable uses of special education funding on Wednesday, August 13 at 10:00 am. Meeting information is listed below.
https://IDOE.zoom.us/s/81888837121?pwd=UxHFvMaVWN4WLWYG82AqrFTOYQFtRw.1
Passcode:552536
The School Transportation Operator’s Program (S.T.O.P.) online training component for new school bus drivers has been updated and utilizes a new delivery system. This training is required for all new school bus drivers, including drivers of Type III vehicles (e.g., vans, suburbans, cars) used as school buses. Details can be found in the transportation section at the end of the publication.
The Bureau of School Business Operations will be offering virtual office hours during the upcoming FY25 application submission period for the Certified Annual Report (CAR), Special Education Supplement (SES), and the Annual Transportation Report (ATR). Members of the Department’s team as well as other School Business Officials will be available to answer questions related to the applications. Mark your calendars and bring any questions related to the CAR, SES, or ATR. The schedule and topic information below is also available on the Department’s Certified Annual Report web page.
Virtual office hours dates and times:
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Date
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Time
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Tuesday, August 26
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1:00 pm - 2:30 pm
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Wednesday, August 27
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9:30 am - 11:00 am
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Wednesday, September 3
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1:30 pm - 3:00 pm
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Friday, September 5
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9:30 am - 11:00 am
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Tuesday, September 9
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1:30 pm - 3:00 pm (New date and time)
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Thursday, September 11
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1:30 pm - 3:00 pm
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Join the webinar:
https://IDOE.zoom.us/j/92631407487?pwd=pLb6PIaKZ2QYsYnM3yXity2X7ikfZa.1
Meeting ID: 926 3140 7487
Passcode: 545958
The fiscal year end closeout period is here again. Please submit all FY25 requests for grants and contract payments by the end of July. As in prior years, the Department is required to pay FY25 expenses by the end of August. Cooperation and timely submission from the field is needed to meet this timeline.
Further questions can be directed to Angie James at angela.james2@iowa.gov or 515-281-3646.
Note to superintendents and business managers who are new to the state or new to the position: Please review the resources below.
- The Department’s calendar can be filtered to show all events or categories such as deadlines, Department-sponsored meetings and technical assistance, and SBRC deadlines and hearings.
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Special Education Finance provides links to topics such as the Special Education Billing (SEB) application directions, Special Education Supplement (SES) Instructions, appropriate uses of special education funding, School-Based Medicaid, and a sample invoice for special education services.
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School Facilities provides information on construction, school safety, disaster recovery, and facilities planning.
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Pupil Transportation provides links to bus inspection schedules, driver trainings and conferences, open enrollment transportation assistance, nonpublic reimbursement claim, and instructions to and results from prior year’s Annual Transportation Report (ATR).
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School Finance Resources provides links to the Department of Management (Aid and Levy worksheet), the Uniform Financial Accounting manual, Uniform Administrative Procedures manual, and The Iowa Legislature (Iowa Code and Administrative Code lookups).
For more information on a specific topic listed above, inquiries can be directed to the contact listed on each web page. If you have further questions on available resources, please contact Kassandra Cline at kassandra.cline@iowa.gov or 515-326-2242.
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Question: When do 8-way lights on buses need to be used?
Answer: The driver of a yellow school bus used to transport children to and from a public or private school should activate the 8-way warning light system anytime the bus stops to receive or discharge pupils.
It is important to note that the driver is not required to use the 8-way warning light system when receiving or discharging pupils at a designated loading and unloading zone at a school attendance center or at extracurricular or educational activity locations where students exiting the bus do not have to cross the street or highway.
More information can be found in Iowa Code section 321.372. Questions related to school bus stop procedures may be directed to Tom Simpson at tom.simpson@iowa.gov or 515-336-3965.
Question: Can a district pay a student to work for a school-based enterprise program (e.g., coffee bar, student farm, greenhouse)?
Answer: Yes, a district may provide programs that employ students to work in various types of positions as long as federal and state employment laws and local board policies to operate the programs are followed. The district should also be mindful of how or if the employment impacts the school day.
Senate File (SF) 660 appropriates $14 million to the Department for additional salary for education support personnel (i.e., hourly staff) employed by school districts. The Department is anticipating warrants will be issued by early August for each district's allocation of the education support personnel salary supplement (ESPSS). Please see anticipated questions and answers below regarding account coding and the use of funds.
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Q: How is the ESPSS funding coded?
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A: ESPSS funding is receipted to Source 3111, same as other state aid funds. A project code is not required to use the funds.
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Q: Is every support personnel required to receive an equal amount or percent of the district’s ESPSS funding?
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A: No. Districts determine how to use the funds to supplement support personnel wages.
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Q: Do districts have to spend the money received for ESPSS in FY26 or can it be used in a subsequent fiscal year?
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A: It is expected the funds will be fully expended in FY26.
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The Governor’s School Safety Bureau (GSSB) has partnered with the “i love you guys” foundation to host a free day-long Train-the-Trainer Workshop for an advanced introduction for the Standard Response Protocol and the Standard Reunification Method. These training protocols are used by more than 50,000 schools, districts, departments, agencies, organizations, and communities around the world.
Additional information, including a link to register, is available on the GSSB web page.
House File (HF) 782 established Iowa Code section 279.87 Limitation on the use of personal electronic devices and requires schools to adopt a board policy regarding student use of personal electronic devices during school hours that restrict student use of such devices during classroom time. The policy, titled “Model Policy Implementing House File 782: Personal Electronic Devices in Schools”, is available on the Department’s Legislative Information page, under section Guidance & Updates on Legislation.
Section 3 of the bill requires school districts to update their emergency operations plans so that the plans are consistent with the provisions of Iowa Code 279.87. Please remember to send updated plans to local law enforcement and the Governor’s School Safety Bureau (GSSB) at SchoolSafety@dps.state.ia.us. Questions regarding the update to the plan can be sent to GSSB at SchoolSafety@dps.state.ia.us.
The Department and GSSB hosted a statewide webinar of expert panelists on June 17 to provide support and guidance to schools. The webinar recording is available on the Department’s Legislative Information page, under section Guidance & Updates on Legislation.
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Iowa Department of Revenue (IDR)
It is anticipated that the annual SAVE estimates will be posted mid-August to the Iowa Department of Revenue (IDR) website. Payments made by the State can be verified on the Department of Administrative Services Vendor Payment Portal web page.
July
The July payment districts will receive for SAVE Statewide Sales and Services Tax (Source/Project 3361) is related to June taxes collected. Accordingly, districts should record this receipt as an intergovernmental receivable (Fund 33, Account 141) and include this in the SAVE revenue reported in the FY25 CAR.
- Recording the July SAVE payment as a receivable in FY25
- Debit Fund 33, Account 141, Project 3361
- Credit Fund 33, Project 3361, Source 3361
- Clearing the SAVE receivable when payment is received in FY26
- Debit Fund 33, Account 10X, Cash
- Credit Fund 33, Account 141, Project 3361
August
Property tax receipts are not all related to the prior year. Districts need to evaluate which receipts should be accrued to FY25 revenues as taxes receivable, versus those that should be recorded as FY26 revenues. Delinquent property taxes received in August are accrued to FY25. Current mobile home (unless noted as delinquent) and ag land taxes received in August are FY26 revenues.
Further questions can be directed to Jina Brincks at jina.brincks@iowa.gov or 515-313-5942 or Song Luong at song.luong1@iowa.gov or 515-205-0259.
Local auditors are encouraged to access the “Department Warrants” application within the Iowa Education Portal. Payments from the Department to all school districts, charter schools, and area education agencies (AEAs) are available to the user from the dropdown list. This application also includes the grant identifying number and the Catalog of Federal Domestic Assistance (CFDA) number.
The Department will issue warrants for nonpublic transportation claims by August 15. Accounting for various scenarios a district could encounter may be referenced in the Uniform Financial Accounting (UFA) Journal Entries spreadsheet found on the Department’s Uniform Financial Accounting web page. All revenues must equal expenditures for Project 3221.
Further questions can be directed to Jina Brincks at jina.brincks@iowa.gov or 515-313-5942 or Song Luong at song.luong1@iowa.gov or 515-205-0259.
Please review important reminders below regarding GASB 68 entries relating to the Iowa Public Employees Retirement System (IPERS).
- Only include entries in Fund 09 and Proprietary Funds (6X, 7X) on the FY25 CAR.
- Since pension expenses may be positive or negative after GASB 68 entries have been made in the enterprise funds, districts will continue to use Object 233, GASB 68 pension expense for GASB 68 entries related to pension expenses.
- Note: Negative amounts are allowed in this object code.
Fund 09 will report the governmental funds’ share of the net pension liability or net pension asset.
- Recording a net pension liability
- Debit: Account 304 - Amount to be provided for retirement of governmental long-term debt
- Credit: Account 593 - Net Pension Liability
- Recording a net pension asset
- Debit: Account 293 - Net Pension Asset
- Credit: Account 304 - Amount to be provided for retirement of governmental long-term debt
The FY25 CAR includes an edit in Fund 09 and a warning in Proprietary Funds related to GASB 68 Net Pension Liability reporting. Refer to the Auditor of State’s GASB 68 Pensions web page for information regarding GASB 68.
Further questions can be directed to Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674.
Please review important reminders below regarding GASB 75 entries relating to OPEB based on valuations received from the actuary.
- Only include entries in Fund 09 and Proprietary Funds (6X, 7X) on the FY25 CAR.
- Since insurance expenses may be positive or negative after GASB 75 entries have been made, use Object 278 (GASB 75 insurance expense) for entries related to insurance expenses.
- Note: Negative amounts are allowed in this object code.
- The various deferred inflows of resources, Accounts 64X, and deferred outflows of resources, Accounts 33X, have been assigned.
Fund 09 will report the governmental funds’ share of the total OPEB liability. Districts may continue to use Accounts 59X (not 591 or 593) for the net OPEB liability.
- Recording a net OPEB liability
- Debit Account 304, amount to be provided for retirement of governmental long-term debt
- Credit Account 59X (not 591 or 593), other long-term liabilities
Further questions can be directed to Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674.
Scholarship Funds are classified based on the characteristics of each individual scholarship. Districts may follow the flowchart on GASB Statement No. 84 pages 36-38 and consult with auditors to determine appropriate reporting. Most scholarships will fall into one of the following categories:
- Fund 81 - Fiduciary Scholarship Trust Fund
Meets the criteria for a trust and the district has no administrative involvement.
- Fund 99 - Custodial Scholarship
Does not meet the criteria for a trust, district has no administrative involvement, and funds are held for another entity.
- Fund 19 - Non-Fiduciary Scholarship
The district has administrative or financial involvement, regardless of trust status.
GASB Statement No. 84, Footnote 1 on page 4 defines administrative involvement. For purposes of this provision, a government has administrative involvement with the assets if, for example, it (a) monitors compliance with the requirements of the activity that are established by the government or by a resource provider that does not receive the direct benefits of the activity, (b) determines eligible expenditures that are established by the government or by a resource provider that does not receive the direct benefits of the activity, or (c) has the ability to exercise discretion over how assets are allocated. A government has direct financial involvement with the assets if, for example, it provides matching resources for the activities.
Further questions can be directed to Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674.
Please see important reminders below regarding GASB 87, which established a single model for lease accounting for lessees and lessors based on the principle that leases are financings of the right-to-use an underlying asset and eliminated the classification of leases into operating or capital leases.
GASB 87 defines a lease as a contract that conveys control of the right to use another entity’s nonfinancial asset as specified in the contract for a period of time in an exchange/exchange-like transaction. GASB 87 applies to all contracts meeting this definition of a lease, unless specifically excluded.
Excluded from GASB 87
- Leases of intangible, biological, or investment assets
- Leases of inventory or supply contracts
- Certain legally regulated leases (paragraph 42 GASB 87)
- Contracts that meet the definition of a service concession arrangements in paragraph 4 of GASB 60
- Leases in which the underlying asset is financed with outstanding conduit debt, unless both the underlying asset and the conduit debt are reported by the lessor
- Leases that transfer ownership of the underlying asset
- Short term leases including any options to extend, of 12 months or less (paragraph 16 GASB 87)
- Lease with cancelable option where both the lessee and the lessor have an option to terminate the lease without permission from the other party (or if both parties have to agree to extend). (paragraph 12 GASB 87)
Please refer to the UFA Journal Entries spreadsheet on the Department’s Uniform Financial Accounting web page for sample journal entries related to GASB 87.
Further questions can be directed to Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674.
All districts and AEAs will continue to work through GASB 96. This Statement addresses accounting and financial reporting for Subscription-Based Information Technology Arrangements (SBITAs), a type of information technology (IT) arrangement (e.g., software licensing). The standards for SBITAs are based on the standards established in GASB Statement 87, Leases.
For GASB 96 to apply, the subscription term would include both of the scenarios below:
- Contract period during which a district has a noncancelable right to use the underlying IT assets.
- Contract periods covered by an option to: o extend (if it is reasonably certain the district or SBITA vendor will exercise that option) or terminate (if it is reasonably certain the district or SBITA vendor will not exercise that option).
Excluded from GASB 96:
- Contracts that convey control of the right to use another party’s combination of IT software and tangible capital assets that meet the definition of a lease in GASB 87, in which the software component is insignificant compared to the cost of the underlying tangible capital asset.
- Governments that provide the right to use their IT software and associated tangible capital assets to other entities through SBITAs.
- Contracts that meet the definition of a public-private and public-public partnership, which would be covered by Statement 94 (GASB 94), Public-Private and Public-Public Partnerships and Availability Payment Arrangements.
- Licensing arrangements that provide a perpetual license to governments to use a vendor’s computer software, which are subject to Statement 51 (GASB 51), Accounting and Financial Reporting for Intangible Assets.
- Short-Term SBITAs
- Short-term SBITAs have a maximum possible term under the SBITA contract of 12 months (or less), including any options to extend, regardless of their probability of being exercised.
- Periods for which both the government and the SBITA vendor have an option to terminate the SBITA without permission from the other party (or if both parties have to agree to extend) are cancellable periods and are excluded from the subscription term
Please refer to the UFA Journal Entries spreadsheet on the Department’s Uniform Financial Accounting web page for sample journal entries related to GASB 96.
Further questions can be directed to Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674.
The district cost per pupil amounts (i.e., maximum tuition rates) for the new school year are posted on the Tuition and Fees web page of the Department’s website.
Further questions can be directed to Ted Bauer at ted.bauer@iowa.gov or 515-979-5468.
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The Iowa Chart of Account Coding, found on the Department's Uniform Financial Accounting web page, is regularly updated to reflect changes necessary to meet fiscal reporting needs.
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Account Code
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Description
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Source/Project 3258
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Choose Iowa Food Purchasing Program (IDALS) (IC 187.331) (Jun25)
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Program 260
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Special Education Support Services-10% Retained (District only) (Must have a project) (Jun25)
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Source/Project 3306
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Special Education Support Services-10% Retained (District only) (Jun25)
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Project 3300
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Special Education (General Fund only, used with Programs 211-249, 260) (Name change Jun25)
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School districts are required to report changes to school board membership to the Department annually by December 15 (Iowa Code § 291.11) in the School Board Officers and District Leadership Contacts application in the Education Portal.
The Department also uses other district leadership reported in this application to build other email distribution lists.
Action Requested: Please check your district to ensure each of the key leadership position contacts for your district are reported and current.
- Chief financial officer/school business official (CFO/SBO)
- Building and grounds director
- Transportation director
- Auditor
- Special Education (158 missing)
- Work-Based Learning (187 missing)
- Career and Technical Education (177 missing)
- School-Based Medicaid (164 missing)
- School Safety (182 missing)
- Curriculum Contact (164 missing)
The application is available for updates throughout the year, which helps ensure the Department has the most accurate contact information for each of these key district stakeholders.
Questions regarding this application can be directed to Holli Marolf at holli.marolf@iowa.gov or 515-281-5812.
Throughout the school year, districts enter students into the Special Education Billing (SEB) application. Students who are entered by a serving district into the SEB application will appear on the Tuition Payable tab at the top of the SEB application. Districts are asked to verify the accuracy of the Tuition Payable between June 15 and June 30. If errors are noted, the resident district should contact the serving district to resolve any discrepancy. The overall goal of the SEB application is to ensure the correct district was billed and no students were overlooked and omitted. All students should now be entered and any necessary corrections and adjustments completed. If there are remaining students who are not entered into the SEB application, please do so immediately.
After all students are entered and student information is verified as accurate, upload a CSV CAR file. Districts should click on the "Bulk Update" button on screen 3 to ensure the calculations are correct for the final billing. Once Screen 9 is determined to be accurate, click the “Certify” button on Screen 9. Then print or email the final bills.
The Department will begin processing Foster Care claims, Termination of Rights claims (also called District Court Placed), Nonpublic claims, and High Cost claims after August 1. It is critical that all claims be accurately entered prior to this date.
Further questions can be directed to Valerie Moos at valerie.moos@iowa.gov or 515-393-8349.
The Regular Education Foster Care Claim opened on July 16, 2025 and is due August 1, 2025. Claims are generated from the fall 2024 and spring 2025 Student Reporting in Iowa (SRI) submissions. The application includes:
- Regular education students who were in foster care (under the responsibility and care of the Department of Human Services) and living in a district only because of the foster care placement.
- Resident students who were in a psychiatric medical institute for children (PMIC) placement or placed in a juvenile psychiatric unit of a hospital and NOT included in the district’s fall 2024 certified enrollment count, regardless of who placed the student in the facility.
The only tasks required from a district are to verify the students and certify. Certification is required only if a district is eligible for a claim. Claims are based on the excess days a district served regular education students in foster care above days funded for regular education foster care students in the fall 2024 certified enrollment count. Calculations are based on the number of school days during the 2024-2025 school year, as reported in the spring 2025 SRI. The instructions for the Foster Care Claim for Regular Education Students are available on the Department’s Education of Children in Foster Care web page.
Questions regarding the application can be directed to Ted Bauer at ted.bauer@iowa.gov or 515-979-5468. Questions regarding student enrollment counts can be directed to Rachel Kruse at rachel.kruse@iowa.gov or 515-281-4153.
The Juvenile Home application is open to AEAs for completion of FY25 Juvenile Home Program claims. The application can be found on the Iowa Education Portal and is due August 1, 2025. The instructions are posted on the Department’s Budgets, Area Education Agencies web page. This claim is for regular education students only. Funds due to serving out-of-state students or students served pursuant to an Individualized Education Program (IEP) are billed to the student’s district of residence. Also, do not include the average daily membership (ADM) of students for whom the AEA is paid tuition.
Further questions can be directed to Jina Brincks at jina.brincks@iowa.gov or 515-313-5942.
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This information applies to School Food Authorities (SFAs) that have a scheduled administrative review (AR) in school year (SY) 2025-26. The U.S. Department of Agriculture (USDA) requires that State Agencies provide oversight of each SFA’s resource management 7 CFR 210.14 of the nonprofit school food service account and procurement practices 2 CFR 200.318-326, Appendix II to Part 200 during the AR process. The Bureau of Nutrition and Health Services is changing the way this information will be gathered. In order to streamline and simplify data collection from SFAs having an AR in SY 2025-26, SFAs will be asked to complete one single Google Form. The form will be sent to each SFA scheduled for a SY 2025-26 AR in late August by their Regional School Nutrition Consultant. School Business Officials should work closely with their School Food Service Director to answer specific questions and upload multiple documents. The areas addressed in the form include maintenance of the nonprofit school food service account, paid lunch equity, nonprogram food revenue, indirect costs, and procurement.
In order to prepare for this, SFA staff should refer to the School Year 2025-26 Pre-Assessment Resource Management/Procurement School Nutrition Program Administrative Review Document List. Many of the questions and documents needed relate to SY 2024-25, so this document list will be helpful while completing the Certified Annual Report.
Questions related to resource management can be directed to your Regional School Nutrition Consultant.
Questions related to procurement can be directed to idoe.nslpprocurement@iowa.gov.
Information regarding Iowa’s Students First Education Savings Account (ESA) program can be found on the Department's Students First Education Savings Accounts web page.
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For questions relating to School-Based Medicaid or other topics in this section, please contact Amy DeVault at amy.devault@iowa.gov or 515-326-1032.
During FY25, Iowa’s Local Education Agencies (LEAs) were paid $113,275,296 and following payback of the state share, retained $71,690,084, up 6.19 percent from FY24. Iowa’s AEAs were paid $753,603 and retained $477,040 for Individuals with Disabilities Education Act (IDEA) Part B services, down 2.54 percent from FY24. Iowa’s Infant Toddler IDEA Part C providers were paid $318,541, retained $201,842, down 5.61 percent from FY24.
In total, Iowa’s IDEA Medicaid programs retained $72,368,966, down 6.09 percent from FY24.
For claims paid July 1, 2025 through September 2025, the federal share (i.e., the amount retained by a district) is 63.25 percent and the state share is 36.75 percent. For claims paid October 1, 2025 through June 2026, the federal share is 62.7 percent and the state share is 37.3 percent.
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Beginning July 1, 2025, the online component of the School Transportation Operators’s Program (S.T.O.P.) for new school bus drivers has transitioned to AEA Learning Online. The training is anticipated to be available in early August 2025.
In addition to the change in delivery, the training has been updated with the priorities listed below.
- The AEA Online interface is more user friendly and already familiar to drivers for other required training.
- The updated content does not overlap with ELDT training requirements.
- The content is relevant for both yellow school bus drivers and Type III school bus drivers.
- The updated content is much shorter than the previous 14-hour online portion.
- The training is available at no cost to the driver or employer.
- Applies to all new drivers after July 1, 2025.
All districts/schools that opt in to AEA Online already have a verification code. This includes many public and nonpublic schools. Bus drivers that need to establish new accounts must include the related verification code in their profile. Once affiliated, each driver will be able to access the training at no cost to them or the school. Drivers may access the step-by-step tutorial for setting up a new account.
Please note, drivers from nonpublic school partners and contractors will also be able to access this training at no cost.
Tip for nonpublic schools and contractors: Step 7 specifically addresses how to affiliate an account with a district.
Other helpful tips related to the online training include the items listed below.
- The online portion and the face-to-face portion are now independent and may be taken in any order.
- The online training no longer requires a final proctored exam. Each module includes an independent test.
- All drivers now have the option to test out of each module by scoring 80% or better on the pretest.
The face-to-face component of the new driver S.T.O.P training and the annual renewal training for returning drivers will continue to be offered through local community colleges and Mississippi Bend AEA.
Questions related to the updated online S.T.O.P. training for new drivers should be directed to Tom Simpson at tom.simpson@iowa.gov or 515-336-3965.
Summer is an ideal time for performing yellow school bus and Type III vehicle maintenance. A few important inspection and maintenance items are listed below.
- Emergency Equipment
- Fire extinguishers should be properly charged, have a current inspection tag, and the safety pin and seal should be present and intact.
- Items inside First Aid Kits and Body Fluid Spill Kits should be inspected for content and ready condition. Missing, opened, or damaged items should be replaced. The container should also close properly and be labeled clearly. These kits need to be secured, but also easily removable when needed.
- Seat belt web cutters should be securely mounted and easily accessible to a properly restrained driver.
- Emergency reflective triangles and the storage box should also be inspected and replaced as necessary.
- Emergency Exits
- Rear and side emergency doors should be inspected for ease of operation and to ensure that the hold-open device functions properly. If equipped, vandal locks should be checked for alignment and to ensure that the bus will not start and the alarm will sound when the lock is engaged.
- Emergency windows and roof hatches should be opened fully to ensure proper operation. Latches and alarms should be inspected and repaired as necessary.
- Brake Systems and Tires
- Perform a visual inspection of these items and drive the vehicle at least once per month.
- Driving the vehicles periodically over the summer will help to keep seals and lubricated parts in good working order.
- Heating and Filters
- Though heaters are most likely not being used this time of year, it is an ideal time to perform preventative maintenance.
- Cleaning or replacing filters now will help to ensure that heaters work efficiently during the school year when the vehicles are operating more frequently and maintenance time is at a premium.
Further questions related to summer maintenance can be directed to the inspector for your region as listed below.
The Iowa Department of Transportation (IDOT) recently announced that CDL medical certificates will be issued digitally beginning October 19, 2025.
According to the Federal Motor Carrier Safety Administration (FMCSA) National Registry II Learning Center web page, Commercial Learner’s Permit (CLP) and Commercial Driver’s License (CDL) holders will no longer be required to submit a paper medical examiner’s certificate to IDOT. Instead, driver physical qualification examination results will be electronically transmitted from the FMCSA’s National Registry to IDOT and posted on the driver’s record.
CLP and CDL holders will no longer receive the original/paper medical examiner’s certificate from the certified medical examiner unless they request a copy for their records.
Please note that the electronic record will be the official proof of medical certification and that the original/paper medical examiner’s certificate cannot be used by the driver as official proof of medical certification.
Employers are no longer required to verify that the medical examiner’s certificate was issued by a medical examiner on the FMCSA National Registry.
Employers must obtain the Commercial Driver’s License Information System (CDLIS) driver motor vehicle record (MVR) from IDOT with driver medical certification information and retain it in the driver’s qualification file.
Questions related to medical examiner’s certificates may be directed to the Iowa Division of FMCSA at MCIAOFF@dot.gov or (515) 233-7400.
Type III vehicle drivers who transport students to and from school are school bus drivers and are required to hold a school bus driver authorization. Authorizations are issued by the employer through the driver authorization system (DAS) available in the Department’s EdPortal.
To be eligible for a school bus driver authorization valid for Type III vehicles, drivers must meet the requirements listed below.
- Possess a valid Class D (chauffeur) driver’s license with the “3” (passenger endorsement) or a commercial driver’s license (CDL).
- Possess a valid medical examiner’s certificate from a certified medical examiner on the Federal Motor Carrier Association’s (FMCSA) National Registry for Certified Medical Examiners.
- Meet the training requirements of the School Transportation Operator’s Program (S.T.O.P.).
- New drivers must complete online training discussed above and the 3-hour face-to-face class for new drivers. These drivers have six months from the date of authorization to complete both components of the training.
- Returning drivers must have attended the annual 3-hour renewal class during the previous school year.
Questions related to Type III driver requirements should be directed to Tom Simpson at tom.simpson@iowa.gov or 515-336-3965.
The fall 2025 school bus inspection schedules are available on the Department’s school bus inspection public calendar. The inspection date for your district should be communicated to the transportation staff and added to the district’s calendar.
Further questions can be directed to the inspector for your region as listed below.
Each school bus driver must maintain a current medical examiner’s certificate for his or her school bus driver authorization to be valid. Federal Motor Carrier Safety Administration (FMCSA) regulations require that Department of Transportation (DOT) physicals be performed by a certified medical examiner on the National Registry for Certified Medical Examiners.
School bus driver authorizations for both yellow school bus drivers and Type III school bus drivers must be reviewed, updated, and renewed by August 15 each year. Access to the Driver Authorization System (DAS) is gained through the EdPortal. The new school bus driver authorization should be printed and provided to the driver.
Further questions can be directed to Tom Simpson at tom.simpson@iowa.gov or 515-336-3965.
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It is the policy of the Iowa Department of Education not to discriminate on the basis of race, creed, color, sexual orientation, national origin, sex, disability, religion, age, political party affiliation, or actual or potential parental, family or marital status in its programs, activities, or employment practices as required by the Iowa Code sections 216.9 and 256.10(2), Titles VI and VII of the Civil Rights Act of 1964 (42 U.S.C. § 2000d2000e), the Equal Pay Act of 1973 (29 U.S.C. § 206, et seq.), Title IX (Educational Amendments, 20 U.S.C.§§ 1681 – 1688), Section 504 (Rehabilitation Act of 1973, 29 U.S.C. § 794), and the Americans with Disabilities Act (42 U.S.C. § 12101, et seq.). If you have questions or complaints related to compliance with this policy by the Iowa Department of Education, please contact the legal counsel for the Iowa Department of Education, Grimes State Office Building, 400 E. 14th Street, Des Moines, IA 50319-0146, telephone number: 515-281-5295, or the Director of the Office for Civil Rights, U.S. Department of Education, Cesar E. Chavez Memorial Building, 1244 Speer Boulevard, Suite 310, Denver, CO 80204-3582, telephone number: 303-844-5695, TDD number: 800-877-8339, email: OCR.Denver@ed.gov.
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