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 July 2026
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Inside this issue:
Department of Education Resources
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Deadlines
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Due Date
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What's Due
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July 1
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Emergency Operations Plan Due (if updated)
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July 1
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Joint Employment Whole Grade Sharing Applications 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 15
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Special Education Billing Application Due
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July 15
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AEAs: IDEA PBC Claims (Part C and Birth to 3) Due
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July 15
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LEAs: IDEA PBC Claims (Part B) Due
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July 15
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Last Day to Submit Foster Care Transportation Claim
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July 31
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Foster Care Claim Certification Deadline (certification required for acceptance of funds)
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July 31
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Special Education Claims Due - Foster Care, District Court Placed, Nonpublic, High Cost
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July 31
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Juvenile Home Program Claim Due (AEAs only)
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July 31
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Progress Report Toward Reorganization Due to Department/SBRC
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Staff Contact Information
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Earlier this month, the Department distributed its annual "Letter to the Field" to school administrators across the state. This document summarizes the education-related bills enacted during the 2026 Iowa Legislative Session and lists implementation resources available to school districts as well as points of contact at the Department. It also covers legislation vetoed or line-item vetoed by Governor Reynolds. You can read the full letter, officially titled, "Summary of Enacted Legislation 2026 Session of the 91st Iowa General Assembly," on the Department's Legislative Information web page.
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School District Unspent Balances - On-Time Funding and Modified Supplemental Amounts (Division X). It limits the amount of unspent balance a school district may carry forward to 35% of the preceding year’s maximum authorized expenditures.
The legislation modifies the authority of the School Budget Review Committee from requiring approval to allowing the committee to decide to provide or deny approval of requests for modified supplemental amounts regarding increased enrollment.
It also requires school boards to adopt a policy that defines a targeted range and maximum amount of unspent balance for authorized expenditures, which is required to be reviewed annually.
Implementation Resources
The Department hosted a statewide webinar to share lessons learned from its recent special education expenditure review and reiterate allowable expenditures from special education weighted funds, federal dollars, and special education support services funding.
The webinar recording and slide deck are available on the Department’s Special Education Finance web page, under Appropriate Uses of Special Education Funding.
Further questions can be directed to Special Education Finance at SpecialEducationFinance@iowa.gov.
Senate File (SF) 2201 appropriates $7 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 mid-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.
Q: How is the ESPSS funding coded?
A: ESPSS funding is recorded to Source 3111, same as other state aid funds. A project code is not required to use the funds.
Q: Is every support personnel required to receive an equal amount or percent of the district’s ESPSS funding?
A: No. Districts determine how to use the funds to supplement support personnel wages.
Q: Do districts have to spend the money received for ESPSS in FY27 or can it be used in a subsequent fiscal year?
A: It is expected the funds will be fully expended in FY27.
The Bureau of School Business Operations is offering virtual office hours during the upcoming FY26 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 (SBOs) 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 25
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1:30 pm - 3:00 pm
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Thursday, August 27
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9:30 am - 11:00 am
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Monday, August 31
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9:30 am - 11:00 am
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Wednesday, September 2
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1:30 pm - 3:00 pm
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Tuesday, September 8
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1:30 pm - 3:00 pm
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Thursday, September 10
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9:30 am - 11:00 am
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Join Zoom Meeting
https://IDOE.zoom.us/j/83298416366?pwd=fSZiunALL2xnFieicjNIEESy1bar94.1
Meeting ID: 832 9841 6366
Passcode: 2815812
Note to superintendents and SBOs 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 instructions, Special Education Supplement (SES) instructions, IDEA PBC application 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, playground safety, disaster recovery, radon in schools, 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: How do school districts code the property tax portion of the 90% Special Education Support Services (SESS) funding paid to the area education agency (AEA)?
Answer: Districts normally record local property tax revenues to Source 1111 (Regular taxes). However, the property tax portion of the 90% SESS funding is an exception. Although the funding is generated from the district's local property tax levy, districts should reclassify the amount to Source/Project 3214, consistent with the Department's FY26 SESS guidance. The property tax portion is then combined with the state aid portion, and the total payment to the AEA is coded to Function 6100, Project 3214, Object 961.
For more details regarding the SESS AEA Payment, please review the October 2025 School Business Alert.
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The FY27 indirect cost rates for federal programs are available on the Department’s Indirect Cost Rate web page.
Further questions can be directed to Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674.
The School Information Update (SIU) application, available in the EdPortal, collects information relating to whole-grade sharing and joint employment arrangements.
Districts in a Grade Sharing Arrangement
Please review the information regarding grade sharing arrangements for those involved in whole grade sharing or tuition agreements. Grade sharing information for districts currently in a whole grade sharing or tuition arrangement has been rolled forward into the 2026-2027 school year. The SIU application does not need to be uncertified to complete the grade sharing review process. To review the grade sharing information, select the Grade Sharing tab at the top of the SIU homepage and select Grade Sharing.
- Districts entering into a new grade sharing arrangement must click the green "Add" button and complete the required questions.
- Districts terminating a grade sharing arrangement must click the red "Close" button.
- Districts continuing a grade sharing arrangement must click the blue "Edit" button and review the information from the 2025-2026 school year. Modify as needed, then click the blue "Save" button.
Grade sharing is defined in Iowa Code section 282.10 as “a substantial portion of the pupils in any grade in two or more school districts (that) share an educational program for all or a substantial portion of a school day under a written agreement pursuant to sections 256.13, 280.15, or 282.7 subsection 1 or 3.” Sharing arrangements involving less than half the students in any grade, or arrangements involving nearly all the students but for less than half the school day, should not be recorded in the application.
If you have questions regarding the grade sharing portion of the SIU application, please contact Ted Bauer at ted.bauer@iowa.gov or 515-979-5468. If you have other questions regarding the completion of the SIU application, please contact Jennifer Thomas at jennifer.thomas@iowa.gov or 515-725-2252.
Districts Reporting Joint Employment
Districts in a whole grade sharing arrangement seeking to apply for joint employment are required to complete this section of the School Information Update application by July 1, 2026, which shall include whole grade sharing details and confirmation that supplementary weighting is being requested. Pursuant to 281 IAC 97.2(4), the minimum requirements for joint employment are provided below.
- Joint teacher evaluation process and instruments
- Joint teacher professional development plan
- Single salary schedule
Examples of additional evidence of partner districts may include the items below.
- Same student information system
- Same financial software
- Identical calendars
- One website for both districts
Further questions can be directed to Ted Bauer at ted.bauer@iowa.gov or 515-979-5468.
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 SAVE Statewide Sales and Services Tax (Source/Project 3361) payment to districts 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 FY26 CAR.
- Recording the July SAVE payment as a receivable in FY26
- Debit Fund 33, Account 141, Project 3361
- Credit Fund 33, Project 3361, Source 3361
- Clearing the SAVE receivable when payment is received in FY27
- 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 FY26 revenues as taxes receivable, versus those that should be recorded as FY27 revenues. Delinquent property taxes received in August are accrued to FY26. Current mobile home (unless noted as delinquent) and ag land taxes received in August are FY27 revenues.
Further questions can be directed to Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674 or Sheila Tharp at sheila.tharp@iowa.gov or 515-205-0259.
The Department is anticipating warrants for nonpublic transportation claims will be issued mid-August. 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 Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674 or Sheila Tharp at sheila.tharp@iowa.gov or 515-205-0259.
The district cost per pupil amounts (i.e., maximum tuition rates) for the new school year are posted on the Department’s Tuition and Fees web page.
Further questions can be directed to Ted Bauer at ted.bauer@iowa.gov or 515-979-5468.
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Multiple Department contact lists are generated from the information reported by school districts, AEAs, and charter schools in the School Board Officers and District Leadership Contacts application in the EdPortal.
Changes to school board membership is required to be reported to the Department annually by December 15 (Iowa Code § 291.11). The application is available for updates throughout the year, which helps ensure the Department has the most accurate contact information at all times.
Action Requested: Please verify the district has reported current contact information for each key district leader below.
- Chief financial officer/school business official (CFO/SBO)
- Building and grounds director
- Transportation director
- Auditor
- Special Education (101 missing)
- Work-Based Learning (159 missing)
- Career and Technical Education (140 missing)
- School-Based Medicaid (119 missing)
- School Safety (141 missing)
- Curriculum Contact (113 missing)
Questions regarding this application can be directed to Holli Marolf at holli.marolf@iowa.gov or 515-281-5812.
Throughout the school year, districts are able to 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 July 31. It is critical that all claims be accurately entered prior to this date.
Further questions can be directed to Special Education Finance at SpecialEducationFinance@iowa.gov.
The Regular Education Foster Care Claim opened on July 17, 2026 and is due July 31, 2026. Claims are generated from the fall 2025 and spring 2026 Student Reporting in Iowa (SRI) submissions. The application includes the student populations below.
- Regular education students who were in foster care (under the responsibility and care of the Department of Health & 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 2025 certified enrollment count, regardless of who placed the student in the facility.
There are two steps to submit the application.
- Verify the students listed are accurate.
- Click certify.
Certification is necessary 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 2025 certified enrollment count. Calculations are based on the number of school days during the 2025-2026 school year, as reported in the spring 2026 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 FY26 Juvenile Home Program claims. The application can be found on the Iowa Education Portal and is due July 31, 2026. 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 Bobby Wilson at bobby.wilson@iowa.gov or 515-210-9674.
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Local auditors are able to access the “Department Warrants” application within the Iowa Education Portal. Payments from the Department to all school districts, charter schools, and 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.
In the Department’s review of FY25 audit follow-up, responses identified two common themes that may help districts strengthen internal controls and reduce the likelihood of repeat audit findings: segregation of duties and review of manual journal entries.
Many districts implemented corrective actions following their audit; however, supporting documentation was not always available. Districts should retain documentation demonstrating that corrective actions have been implemented and whether the actions have resulted in the intended correction.
Segregation of Duties
Several districts strengthened internal controls by separating financial responsibilities where staffing allowed and implementing compensating controls, such as review of cash receipts, disbursements, reconciliations, and other key financial processes. Smaller districts with limited staff should consider documented management review and other compensating controls to help reduce risk.
Manual Journal Entry Reviews
Another common corrective action was implementing a formal review and approval process for manual journal entries. Districts should consider ensuring journal entries are reviewed by someone independent of the preparer and retain evidence of that review, such as signatures, initials, or electronic approvals.
Documenting these internal control procedures and retaining evidence that they are operating effectively can help demonstrate compliance during future audit follow-up reviews and help reduce the likelihood of repeat findings.
Reminder: Corrective actions should not only be implemented but also documented. Districts should consider retaining evidence of reviews, approvals, and other compensating controls to support future audit follow-up requests.
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For questions relating to School-Based Medicaid or other topics in this section, please contact Jon Neas at jon.neas@iowa.gov or 515-326-1032.
During FY26, Iowa’s LEAs were paid $115,428,160 and following payback of the state share, retained $72,387,811, up .97% from FY25. Iowa’s AEAs were paid $903,095 and retained $566,511 for Individuals with Disabilities Education Act (IDEA) Part B services, up 18.76% from FY25. Iowa’s Infant Toddler IDEA Part C providers were paid $286,804 and retained $180,048, down 14.58% from FY25.
In total, Iowa’s IDEA Medicaid programs retained $73,134,370, up 1.06% from FY25.
For claims paid July 1, 2026 through September 2026, the federal share (i.e., the amount retained by a district) is 62.7% and the state share is 37.30%. For claims paid October 1, 2026 through June 2027, the federal share is 63.33% and the state share is 36.67%.
SBOs continue to send their monthly exclusions list into the Department but that is no longer required. Please continue to complete the Medicaid monthly compliance exclusions and sanctions check that is agreed upon when becoming a Medicaid provider. A checklist and tip sheet to complete this process can be found at the School-Based Medicaid website.
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The Iowa Governor’s School Safety Bureau, in partnership with the Department of Education’s School Safety Program, are hosting regional trainings for schools who wish to establish or improve their behavioral threat programs. Schools are to attend in teams for the most benefit. Click here for more information and to register.
In anticipation of the Fall 2026 return to school, the U.S. Secret Service National Threat Assessment Center (NTAC) will host a virtual presentation highlighting key findings and implications from its decades of research on school violence. Click here to register and for more information
A new school safety newsletter is coming soon! Click here to subscribe and please share the link with school and district safety representatives. The recommended readership includes School Resource Officers (SROs), leadership responsible for updating emergency operations plans, and those who participate in the planning or conducting of emergency drills and exercises. Please send topic ideas to DeAnne Sesker at deanne.sesker@iowa.gov or 515-681-3236.
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This information applies to School Food Authorities (SFAs) that have a scheduled administrative review (AR) in school year (SY) 2026-27. 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. In order to streamline and simplify data collection from SFAs having an AR in SY 2026-27, the Bureau of Nutrition and Health Services is asking SFAs to complete one single Google Form. The form will be sent to each SFA scheduled for a SY 2026-27 AR in late August by their Regional School Nutrition Consultant. SBOs 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.
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.
As districts plan for 2026-2027 Statewide Voluntary Preschool Program (SWVPP) services, please remember that districts have no authority to charge fees for SWVPP registration. In addition, fees may not be charged for items which are part of the SWVPP instructional program. It is highly recommended to clearly communicate the details of any fees to families at the time of registration, including hours of programming offered for which there are allowable associated fees, such as non-SWVPP programming and/or child care. For more details, see the SWVPP Frequently Asked Finance Questions on the Department’s Statewide Voluntary Preschool Program for Four-Year-Old Children web page.
If you have program questions, please contact Mary Breyfogle at mary.breyfogle@iowa.gov or 515-326-1030. If you have questions regarding the allowable uses of SWVPP funds, please contact Sheila Tharp at sheila.tharp@iowa.gov or 515-205-0259.
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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Questions relating to the articles below may be sent to State Director for Pupil Transportation, Tom Simpson at tom.simpson@iowa.gov or 515-336-3965 or one of the inspectors below.
The fall 2026 school bus inspection schedules are available on the Department’s school bus inspection public calendar. Please communicate the inspection date to transportation personnel and add the date to the district's calendar.
Further questions can be directed to the inspector for your region as listed at the top of this section.
Tip: Ensure the contact information in the Vehicle Information System (VIS) is accurate as that information is used by the Department when inspection reminders are sent.
Beginning July 1, 2025, the online component of the School Transportation Operators Program (S.T.O.P.) for new school bus drivers was transitioned to AEA Learning Online. The updated online component will usually take less than four hours to complete.
Accessing the Training
- Log in to the AEA Learning Online system and use this link to access the S.T.O.P. Training for New School Bus Drivers (Online Component)
- Begin the course.
All districts/schools that opt in to AEA Learning 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.
Tip for nonpublic schools and contractors: Step 7 specifically addresses how to affiliate an account with a district.
Required Action
Ensure each driver’s AEA Learning Online account profile includes the driver’s license number.
Directions: How to add/update your Driver’s License Number
Frequently Asked Questions
Q: I don’t have an AEA Learning Online account. What should I do?
A: If you are certain you do not have an account, follow the directions to create a new one.
Directions: How to register for AEA Learning Online (Create an Account)
Q: It's asking me to pay—why?
A: Your account profile currently lists you as a “Pay Customer.”
Directions: Update your profile to reflect your district of employment
Please note, drivers from nonpublic school partners and contractors will also be able to access this training at no cost.
If you have additional questions, please contact Stephanie Nugent (stephanie.nugent@iowa.gov).
Impact of Changes
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.
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.
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 S.T.O.P. Training for New School Bus Drivers (Online Component) 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.
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.
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 containers 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 above.
In October 2025, medical examiner certificates began being issued electronically. At that time, the Federal Motor Carrier Safety Administration (FMCSA) National Registry II Learning Center web page stated that 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 the Iowa Department of Transportation (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.
The FMCSA web page also stated that 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.
This applies to drivers that self-certify as “non-excepted interstate”. All other self-certification statuses will not be electronically reported to IDOT. Many Iowa school bus drivers self-certify as “excepted intrastate” status and are therefore not required by IDOT to have a medical certificate on file.
However, Iowa Administrative Code r. 281-43.12 requires all school bus drivers to submit a signed medical examiner’s certificate to the driver’s employer on an annual basis.
Next Steps:
- Each district should require each driver to request a paper copy of the medical examiner’s certificate from the medical examiner.
- Each district should retain a copy of each driver’s medical examiner’s certificate, which is used to update the driver’s information in the Driver Authorization System.
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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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