6/6/2014 – Special Education Year-End Data Checklist

This alert serves as a reminder of special education data that should be reviewed for accuracy and edited if necessary before the end of the fiscal year.

SAIS will close for current year file submissions at 5:00 p.m. on June 30, 2014. Data for all public education agencies (PEAs) must be complete and accurate in SAIS for FY 2014 at that time, with the exception of data for Arizona Online Instruction (AOI) schools. SAIS closes for AOI file submissions at 5:00 p.m. on July 15, 2014. FY 2014 data found to be inaccurate after the statewide data recalculation completes are subject to the 915 data correction process and must be corrected with the assistance of ADE School Finance personnel. ESS Data Management encourages our customers to strive for complete and accurate SAIS data prior to 5:00 p.m. on June 30, 2014.

Reviewing SAIS data:

Special education exit information must be submitted to SAIS for all special education students: each student participating in your PEA’s special education program must have both an exit date and exit reason in SAIS, including students who stay in special education through the last scheduled day of school.

  •  All students enrolled for membership must also have a year-end status or withdrawal code in SAIS. Student records missing this information fail SAIS integrity processing. Students who are enrolled for membership through the last scheduled day of school must have a year-end status; students who withdraw before the last scheduled day of school must have a withdrawal code. Special education data coordinators may need to work with personnel at their PEA who submit membership information to SAIS to ensure that the students’ special education exit information and year-end or withdrawal status align.
  • Refer to the charts showing special education exit validations to see which exit codes align with which withdrawal and year-end status codes.
  • Refer to the SAIS codes for FY 2014 for a full description of all exit codes/reasons.

Review the SDSPED71-1 for all schools in your PEA. Ensure that every student who participated in special education at your PEA from July 1, 2013 – June 30, 2014 is listed on the report, and that the students’ data are accurate.

Review the SDSPED71-2 for your PEA. Ensure that every student who participated in special education at an approved private day school, residential treatment center, or other PEA with your PEA as the District of Residence (DOR) anytime from July 1, 2013 – June 30, 2014 is listed on the report, and that the students’ data are accurate.

Review the Student Integrity Status Report to identify any student records failing State SPED integrity, FedSPED integrity, and October 1 FedSPED integrity. If possible, ensure that you have enough time to upload corrections to SAIS and verify whether the uploaded data corrected the errors.

 

ESS Data Management encourages our customers to begin reviewing SAIS data as soon as possible.

 

ESS Annual Data requirements:

The ESS Annual Data application extracts student exit data from SAIS. Follow the instructions listed above to ensure that all students’ exit data are complete and accurate in SAIS so that the data will be complete and accurate on the exit reports in ESS Annual Data.

Disciplinary data for all special education students must be submitted to Az SAFE by 5:00 p.m. on Tuesday, July 8, 2014 for inclusion on the discipline reports in ESS Annual Data. Special education data coordinators may need to work with personnel at your PEA who submit data to Az SAFE to ensure that this deadline is met.

Any questions may be directed to essdatamgmt@azed.gov.

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov