5/21/2015 – UPDATE – FY 2015 ANNUAL SPECIAL EDUCATION DATA COLLECTION

The ESS Annual Data application is now available via the ADEConnect. Please note that Exiting and Discipline reports have not yet been populated with data; these reports will be blank until the first data extract is pulled from SAIS and Az SAFE. ESS Data Management will notify you when Exiting and Discipline data is available. You can access ADEConnect and support information at the following link: https://home.azed.gov/Portal/.

 

Questions regarding the ESS Annual Data application or trainings can be directed to ESS Data Management.

 

ESS Data Management

ESSDataMgmt@azed.gov

5/13/2015 – Steps to Request Access to ESS Annual Data via ADEConnect

The ESS Annual Data online application is no longer available through the Common Logon and will soon be accessible via ADEConnect.

If you need access to the ESS Annual Data online application, here are the steps to follow:

  1. Contact your public education agency’s (PEA’s) Entity Administrator and Special Education Director
  2. Request “LEA User” permission to access ESS Annual Data
  3. ESS Data Management will accept/reject each individual request received within 7 business days (follow up by ADE with the PEA Special Education Director may be necessary in order to approve a request)
  4. Upon approval by ESS Data Management, it will take approximately 30 minutes before you will be able to log in.
  5. If you need assistance, please contact the ADE Support Center, Monday through Friday 8:00 a.m. – 5:00 p.m. at adesupport@azed.gov or 602.542.7378 or 866.577.9636.

 FAQs ADEConnect FY15

Please note that the ESS Annual Data application is expected to be available to PEAs within the next two weeks. An announcement will be sent out via the ESS Data Management list serv to alert PEAs when this application will be available.  

 

Thank you,

 

ESS Data Management

ESSDataMgmt@azed.gov

5/20/2015 – FY 2015 Annual Special Education Data Collection and Training Schedule

On Thursday, May 21, 2015 the ESS Annual Special Education Data Collection application for FY 2015 will be available to public education agencies (PEAs) within ADEConnect. 

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. 

Annual SPED Data Collection Alert FY15

 Training Flyer

 

TIMELINES

 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.

 

May 21, 2014                                         ESS Annual Data online application opens

July 10, 2015 @ 5:00 PM                   Deadline for submitting discipline data to Az SAFE

August 5, 2015                                       Final Submit process begins within the Annual Special Education (SPED) Data Collection online application; manual corrections to special education discipline   data can be made

 August 21, 2015                                    Deadline for completing the Final Submit process and making any manual corrections to SPED discipline data; electronic signature due to ESS Data Management

 

Exit Data Extract from SAIS

The exit data report will be refreshed bi-weekly, based on the SAIS integrity processing schedule (available on IT Bulletin Board). All SPED exit data must be submitted by June 30, 2015. This data will be finalized after the FY15 Statewide Recalculation scheduled for July 16, 2015. 

 

Discipline Data Extract from Az SAFE

 

The discipline report will be refreshed weekly, based on data extracted from Az SAFE. The extract is expected to be completed on Thursday mornings. All SPED discipline data must be submitted to Az SAFE by 5:00 PM on Friday, July 10, 2015. This data will be finalized prior to August 5, in preparation for the final submission process (see additional information below). 

 

ASDB STUDENTS

 

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 Wednesday, August 5, 2015, and electronic signatures are due to ADE/ESS by Friday, August 21, 2015. 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 if necessary), and submit the required electronic signature. Note that the final submission process is currently undergoing revisions. The relevant technical assistance documents will be updated when finalized.   

 

WEBINARS/WORKSHOPS

 

ADE/ESS is pleased to announce that training for this data collection requirement will be offered in June and July 2015 via webinars and brick and mortar workshops. Webinars provide the convenience of attending a training session right from your own desk. However, for participants who prefer in-person trainings, two regional workshops will also be offered. 

 

New this year, separate webinars will be offered in late July that will cover the final submission process. These will be announced at a later date. 

 

If you would like to attend one of the scheduled trainings, registration is required. Please review the attached schedule for dates, times, and descriptions of the various webinars and workshops, as well as registration information. 

 

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

 

 

Census Non-Reconciliation Deadline

4/8/2015 – FINAL SPED07 Report Availability and Non-Reconciliation Phase

FINAL SPED07 Reports

After post-integrity special education (SPED) participation data for data submitted through March 2, 2015 was extracted for the October 1st SPED census count, ESS applied manual corrections due to known ADE SAIS errors (false integrity failures) that were not resolved prior to the reconciliation deadline. The final version of the SPED07 report is now available within the ESS Census application.   

 

Non-Reconciliation Phase

If the final SPED07 report totals do not match the counts submitted on the verification letter submitted on behalf of your public education agency (PEA), an email notification will be sent to the special education director. This notification includes guidance regarding the steps to take for non-reconciliation. You can also find additional information within the Census Verification/Reconciliation Instructions document available on the home page of the ESS Census application. Non-reconciliation notifications will be sent this week.    

 
Feel free to contact us if you have any questions or concerns.

 

ESSDataMgmt@azed.gov

 

2/25/2015 – NCLB Data in SAIS

Local Special Education Directors:

Accurate Data in the SAIS System = Dollars

Student level enrollment and program data reported by the school districts and charter schools (LEAsis critically important to funding and program determinations for all education programs. This data is used by the Arizona Department of Education (ADE) to determine eligibility and calculate funding of limited federal dollars such as IDEA, Title I, Title II and English Language Learner Programs. Incomplete, inaccurate, or late reporting will result in a potential loss of federal funds.

Attached is a memo that was sent to Superintendents, Charter Holders, Principals, SAIS Coordinators and Federal Program Coordinators outlining the process to review the accuracy of your LEA’s data and reconcile through Common Logon. Please contact your SAIS data administrator to ensure the accuracy of your LEA’s data in SAIS. The deadline for updating your 2014 NCLB Indicator data is Monday, March 2, 2015 at 5:00 p.m.

If you have any questions about acquiring access to Common Logon or the data, please contact us for further assistance at Achieve@azed.gov or Chris.Brown@azed.gov.

 

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

All special education census data is due in SAIS

All special education census data is due in SAIS by 5:00 p.m. The final SPED07 report will be based on the data in SAIS as of 5:00 p.m. on this date.*

* PEAs whose final counts do not reconcile will be notified and asked to complete the non-reconciliation portion of the census process by

May 8, 2015.

 

2/24/2015 – October 1, 2014 Census Reconciliation – FINAL WEEK

The Reconciliation deadline is March 2, 2015. The purpose of this deadline is to ensure any and all corrections to previous special education (SPED) participation uploads are submitted for reconciliation of the October 1 SPED census.

Integrity is tentatively scheduled to run twice this week on Tuesday and Friday. Please do not delay in uploading your SPED participation data to SAIS and monitoring your SPED07 report to ensure the accuracy of your October 1, 2014 SPED census count. Failure to successfully upload SPED data into SAIS that is consistent with the count identified in the verification letter will have an impact on PEA Determinations. In order to be considered reconciled, the 3-5 and 6-21 year-old count as well as the overall 3-21 year-old count will need to match. Please note that since the verification letter due date of December 19 has passed, revisions to verification letters are no longer permitted.

The FINAL integrity run for this year’s October 1, 2014 SPED census is scheduled after 5:00 P.M. on Monday, March 2. The FINAL SPED07 report will be posted after applicable manual appends have been completed and federal reports are ready for submission to the Office of Special Education Programs (OSEP).

Please direct questions to ESS Data Management.

 

ESS Data Management
Arizona Department of Education
Exceptional Student Services

Workshops and Webinars for Census Reconciliation and Detour to Solutions

In a continuation of the special education child count training series offered by ESS Data Management, we are pleased to present webinars and workshops geared towards the second phase of the annual special education census process, reconciliation, as well as the opportunity for participants to advance their knowledge on how to resolve SAIS integrity failures related to special education participation data. Please see the attached flyer for details; registration is required for each session. Note that the Detour to Solutions session requires a working knowledge of special education data in SAIS. In the spring, ESS Data Management will close out the training series with webinar sessions that focus on the final phase of the annual special education census process, non-reconciliation.

Special Education Census Reconciliation & Detour to Solutions Trainings

Please contact ESS Data Management with questions.

 

ESS Data Management
Arizona Department of Education
Exceptional Student Services
ESSDataMgmt@azed.gov

October 1 uploaded to SAIS by this date

PEAs should have most, if not all, special education data for students served on October 1 uploaded to SAIS by this date.