FY 2014 Annual Special Education Data Collection Status Update

DATA MANAGEMENT ALERT
FY 2014 Annual Special Education Data Collection Status Update

The Annual Special Education Data Collection consists of the following sections: Exit, Discipline, Personnel, Teacher Attrition Rate Survey, Preschool Transition (if applicable), Parentally Placed Private School Students (if applicable), and Secure Care Survey (if applicable).

Please see attached alert for detailed information.

STATUS

All PEAs are required to complete the Annual Special Education Data Collection requirement each year. Currently, 66% of PEAs have not yet begun data entry for this data collection requirement. The due date for this requirement is 6 weeks away.  Please see timeline below for specific dates.

TIMELINE
OSEP requires the Annual Special Education Data Collection information in order for Arizona to receive Part B IDEA funding. Therefore, failure to promptly submit your PEA’s data may cause an interruption of your federal funds and may also impact your PEA Determination.

Monday,  April 28, 2014 ESS Annual Data online application opened
Tuesday, July 8, 2014 @ 5:00 PM Deadline for submitting discipline data to Az SAFE
Monday, August 4, 2014 Final Submit process begins within the ESS Annual Data online application; manual corrections to special education discipline data can be made
Friday, August 15, 2014 Deadline for completing the Final Submit process and making any manual corrections to SPED discipline data; signature form due to ESS Data Management

Discipline Data Extract from Az SAFE

All SPED discipline data must be submitted to Az SAFE by 5:00 PM on Tuesday, July 8, 2014. This data will be finalized prior to August 4, in preparation for the final submission process (see additional information below). The discipline report within the ESS Annual Data application is pre-populated with Az SAFE data. Please take this opportunity to review these reports and submit any necessary corrections via Az SAFE by the abovementioned deadline.
Exit Data Extract from SAIS

All SPED exit data should have been submitted by June 30, 2014. This data will be finalized after the FY14 Statewide Recalculation scheduled for July 16, 2014.  We have been and will continue to work with PEAs that have outstanding integrity errors related to their exit data to get these corrections manually entered for inclusion in the Exit report.

ASDB Student Reporting

As the district of residence (DOR), PEAs that voucher preschool students to ASDB are responsible for reporting preschool transition data for their students. The home district receives the referral from AzEIP and is ultimately responsible for the IEPs of its students.

As in the past, ASDB will continue to report its personnel by FTE, respond to the Teacher Attrition Rate Survey, and report discipline (via Az SAFE) and exit data (via SAIS) for students to be extracted and reported out in the application.

Final Submission

The final submission process will commence on Monday, August 4, 2014, and signature forms are due to ADE/ESS by Friday, August 15, 2014. During this time period, PEAs will have the opportunity to complete any outstanding agency reports, review exit and discipline reports, proceed with the final submission process (which will allow PEAs to confirm the accuracy of their discipline report and elect to do manual corrections to discipline data if necessary), and submit the required signature form.

Contact Info

If you have any questions, please direct them to ESS Data Management at ESSDataMgmt@azed.gov.

General questions regarding Az SAFE can be directed to Barb Michlin, Az SAFE Coordinator in the School Safety and Prevention office at 602.364.2092 or barbara.michlin@azed.gov.