8/7/2014 – UPDATE: ESS Annual Data Now Back Online

The ESS Annual Data application is now back online.

If you have not completed this data collection requirement, please do so by Friday, August 15 at 5:00 P.M.

Thank you in advance for your patience as we worked to ensure that Arizona’s special education is accurate, valid, and error-free.

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

8/7/2014 – UPDATE: ESS Annual Data Final Submission Temporarily Paused

The ESS Annual Data application is expected to reopen on Thursday, August 7 at 12:00 P.M.

An issue with the final step of the Statewide SAIS Recalculation resulted in some integrity anomalies that impacted the last discipline data build completed on Friday evening (August 1). A fix for this issue is now underway, which will include a new discipline data extract as well as a new exiting data extract. This means that all public education agencies (PEAs), including those that have already completed the final submission process, should review their discipline and exit reports again to ensure accuracy.

• If your PEA has not yet completed the final submission, proceed as you would normally and make any necessary discipline corrections once the final submission has been initiated.
• If you are one of the 187 PEAs that has already completed the final submission process, you are encouraged to review your discipline data again. If you find any errors as a result of the new discipline build, you may contact ESS Data Management to request a “reset” of your ESS Annual Data application. Doing this will change your status to “Data Entered – Final Submit Required” and you can then proceed through the final submission steps and revise discipline data as needed. If is determined that no discipline corrections are necessary and the data can remain as is, no action is needed.

If any errors are found with your exiting data, please let us know as soon as possible. There is a separate process for these corrections that is handled outside of the ESS Annual Data application.

We applaud those of you who worked quickly to complete the final submission process and sincerely apologize for any inconvenience this may cause. ESS is focused on collecting and submitting accurate and valid data and re-running the discipline and exit data extracts is necessary to ensure Arizona’s special education data is error-free.

Thank you for your continued efforts, please let us know if we can assist you.

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

8/6/2014 – ESS Annual Data Final Submission Temporarily Paused

The ESS Annual Data Final Submission process has been temporarily paused. We are diligently working to reopen the application as soon as possible.

Thank you in advance for your patience and understanding. Stay tuned for updates.

 

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

8/13/2014 – FY 2014 Annual Special Education Data Collection Status Update & Final Submission

The due date is now 3 days away and the Final Submission process is now open. Please be aware that signature forms must be received in our office by Friday, August 15 at 5:00 P.M. to be counted as on time (this is worth 1 point in the Valid & Timely Data component within PEA Determinations).

If you are in need of assistance with this data collection requirement, please contact ESS Data Management as soon as possible.

 

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

8/4/2014 – Contracted Schools In Annual Data Collection

The “Contracted” school  is new this year and refers to students that are contracted/tuitioned out to approved private day schools and residential treatment centers, as well as head start programs. Whether a PEA has a “Contracted” school is determined based on special education (SPED) participation data submitted to SAIS for a given reporting year. If your PEA had at least one student that was contracted/tuitioned out, then your PEA was assigned a “Contracted” school within the ESS Annual Data application.

Because approved private day schools, residential treatment centers, and head start programs do not have the authority to submit SPED participation data for the students that attend their facility/programs, the responsibility falls to the district of residence (DOR).

As the DOR, you will need to contact the appropriate school of attendance and ask them if the SPED student(s) in question had any disciplinary incidents to report and this data would then be manually entered in the discipline report sections shown as incomplete for the “Contracted” school. If there are no disciplinary incidents to report, simply submit “blank” data by clicking on the submit button at the bottom of each section.

If the “Contracted” school shows a status of incomplete, this will prevent you from proceeding with the final submission process which commences on Monday, August 4.

Feel free to contact us if you have any additional questions.

 

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

6/9/2014 – Webinars for Annual Data Collection – Final Submission Process

Rounding out the FY 2014 Annual Data Collection training series offered by ESS Data Management, we are pleased to present webinars geared towards the Final Submission Process. Please see the dates and times offered below; registration is required. To register, click on the date you wish to attend.

Wednesday, July 23, 2014 from 9:00 a.m. – 10:00 a.m.

Friday, August 1, 2014 from 2:00 p.m. – 3:00 p.m.

Please contact ESS Data Management with questions.

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

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

4/28/14 – FY 2014 Annual Special Education Data Collection

The ESS Annual Data application is now available via the Common Logon. 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 the ADE Common Logon and support information at the following link: https://www.ade.az.gov /commonlogon.

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

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

4/14/2014 – New Technical Assistance Documents

New Technical Assistance Documents

The following technical assistance documents are designed to provide clarification to public education agency (PEA) personnel who work with special education (SPED) participation data that is submitted to SAIS for state and federal reporting purposes:

 

 

ESS Data Management hopes that PEA personnel will find these documents useful. Feel free to contact us with any related questions.

 

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

4/8/2014 – FY 2014 Annual Special Education Data Collection and Training Schedule

FY 2014 Annual Special Education Data Collection and Training Schedule

On Monday, April 28, 2014 the ESS Annual Special Education Data Collection application for FY 2014 will be available to public education agencies (PEAs) within the ADE Common Logon. 

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 FY14

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.

April 28, 2014                                    ESS Annual Data online application opens

July 8, 2014 @ 5:00 PM                Deadline for submitting discipline data to Az SAFE

August 4, 2014                                 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 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

 

 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, 2014. This data will be finalized after the FY14 Statewide Recalculation scheduled for July 16, 2014. 

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 Wednesday, July 8, 2014. This data will be finalized prior to August 4, 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 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. 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 May and June 2014 via webinars and regional workshops. Webinars provide the convenience of attending a training session right from your own desk. However, for participants who prefer in-person trainings, four regional workshops will also be offered. 

New this year, separate webinars will be offered in 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. 

SOS for ADC flyer

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