Annual Data Collection Electronic Signature Due

For more information, visit http://www.azed.gov/special-education/funding/data-management/annual-sped-data-collection/

Annual Data Collection Final Submit Open

Manual corrections if necessary.

For more information, visit http://www.azed.gov/special-education/funding/data-management/annual-sped-data-collection/

7/20/2015 – ADEConnect and ESS Annual Data – NEW LEA Signer and Electronic Signature

  The Arizona Department of Education (ADE) has implemented an electronic signature into the ESS Annual Data application as part of the final submission process. This process is used to complete your data entry, validate any Az SAFE data (if applicable), and make any necessary manual corrections to Az Safe data.

The final submission process opens on August 5, 2015 and the electronic signature submission is due by August 21, 2015. In order for a signer to complete the final submission process, they must be given access through a new role in the ESS Annual Data through ADEConnect.

Special education directors, business managers, superintendents, charter holders or public education agency (PEA) administrators now have a separate role to enable them to complete the Annual Data final submission process. Beginning Wednesday, July 15, 2015, the new “ESS Annual Data: LEA Signer” role will be available for assignment.

ADEConnect application name – ESS Annual Data

Application description – The Annual Special Education (SPED) Data Collection is a web-based application use to collect federal data reporting requirements mandated under IDEA 2004 Section 618.

 

Role Name

Permissions in Application

ESS Annual Data: LEA User

 

Submit data and view reports. (district level only)

This role requires a secondary approval from ADE level before role is assigned to person

ESS Annual Data: LEA Signer

As the SPED director for the district I can review the final data, make corrections if necessary and sign the Final Submit electronic certification. (district level only) This role requires a secondary approval from ADE level before role is assigned to person

 

Final Submission Process

Once the “LEA Signer” role as been assigned and there are no corrections needed for your data, the final submit process can be completed by following the steps below:

  1. The LEA user (or Signer) must access the ESS Annual Data application through ADEConnect
  2. Highlight the Data Entry menu item, then click on Status & Data Submission
  3. The Current Submit Status should indicate “Data Ready for Review;” click the red “Notify Signer” button below the Current Submit Status
  4. Confirm notification to Signer through a popup window
  5. The Current Submit Status should now indicate “Notification Sent to Signer”
  6. The LEA Signer can choose to return the data submission for revision and/or certify the data through their ADEConnect login; this can be done by following steps 1 & 2
    1. Click green “Certify Data” button.
    2. If the Signer clicks “Revise Data,” the submit status will be changed to “Revision Mode – Ready for Review;” The LEA User or Signer can then modify the data where necessary
    3. When the Signer is ready to certify their data, they may provide comments (if needed), then the user must click the checkbox and indicate his/her title from a dropdown menu
      1. Once the title has been selected, the user must click “I Agree” below the title box and then the “Submit to ADE” button will turn red and be available to click 

      7.  After the user submits, they will be taken to a “congratulations” page and the current submit status should read “Submitted to ADE”

Training on the Final Submission process will be available via webinar on the following dates. To register, you may click on the link for the date you wish to attend:

Wednesday, July 29, 2015 from 1:30 p.m. – 2:30 p.m.

Wednesday, August 5, 2015 from 10:00 a.m. – 11:00 a.m.

 

Questions regarding access to ADEConnect should be directed to ADESupport at (888) 522-2222 or adesupport@azed.gov. 7:00 AM – 6:00 PM Monday-Friday

Questions regarding the ESS Annual Data application or Role assignment should be directed to ESS Data Management at ESSDataMgmt@azed.gov.

 

 

 

ESS Data Management

ESSDataMgmt@azed.gov

 

AZ SAFE data due for ADC

For more information, visit http://www.azed.gov/special-education/funding/data-management/annual-sped-data-collection/

 

7/2/15 – Webinars for Annual Data Collection – Final Submission Process

Rounding out the FY 2015 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 29, 2015 from 1:30 p.m. – 2:30 p.m.

Wednesday, August 5, 2015 from 10:00 a.m. – 11:00 a.m.

 

Please contact ESS Data Management with questions. 

 

ESS Data Management

ESSDataMgmt@azed.gov

 

6/25/15 – 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, 2015. Data for all public education agencies (PEAs) must be complete and accurate in SAIS for FY 2015 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, 2015. FY 2015 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, 2015.  

 

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 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, 2014 – June 30, 2015 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, 2014 – June 30, 2015 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 Friday, July 10, 2015 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

ESSDataMgmt@azed.gov

SAIS Closed for Current Year file Submission

SAIS will close for current year file submissions at 5:00 p.m. on June 30, 2015. Data for all public education agencies (PEAs) must be complete and accurate in SAIS for FY 2015 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, 2015. FY 2015 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, 2015.  

6/3/2015 – UPDATE: FY 2015 Annual Special Education Data Collection

UPDATE: Exit and Discipline Data Now Available within ESS Annual Data

The Exit and Discipline reports available within the ESS Annual Data application are now populated and available for review.

Exit data is extracted from SAIS and is scheduled to be updated after each successful integrity run. Integrity processing is currently scheduled for Tuesdays and Fridays each week, except for monthly processing, through June 30, 2015. Please see the IT Bulletin Board for the complete integrity processing schedule and relevant updates.

Discipline data is extracted from Az SAFE and is scheduled to be updated weekly every Thursday through the Az SAFE due date of July 10, 2015.

 

ESS Data Management

ESSDataMgmt@azed.gov

 

 

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