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

2/25/2014 – Updated SPED07 Report

SAIS integrity processing completed this morning and an updated SPED07 report is available on the Reports tab in the ESS Census Verification application. This report will include student records submitted to SAIS as of 6:00 p.m. on February 20, 2014.

SAIS integrity processing is tentatively scheduled for twice per week. The status of integrity processing can be found on the IT bulletin board available at this link: http://www.azed.gov/Administrators/IT/bb/default.aspx. Upon completion of each integrity processing, an updated version of the SPED07 report will be generated and an e-mail announcement will be sent via the ESS Data Management list serv.

Please continue monitoring your PEA’s SPED07 report to ensure the accuracy of your October 1, 2013 special education census count. Failure to reconcile special education data in SAIS with the counts identified in the verification letter will have an impact on PEA Determinations. To be considered reconciled, both the 3-5 year-old count as well as the 6-21 year-old count must match, along with the 3-21 total count. The reconciliation deadline is February 28, 2014. Please note that since the verification letter due date of December 20 has passed, verification letter counts can no longer be updated.

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

2/20/2014 – SAIS Online for Secure Care Facilities

You are receiving this email because as a public education agency (PEA), your secure care facility uses SAIS Online to report special education participation to SAIS for students attending your school on October 1, the federal special education census date. The document attached to this email is designed to provide assistance to secure care facility personnel who use SAIS Online. ESS Data Management hopes that the document is useful to you.

SAIS Online for Secure Care Facilities

Please contact us at essdatamgmt@azed.gov with any related questions.

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

2/18/2014 – Updated SPED07 Report

SAIS integrity processing completed this morning and an updated SPED07 report is available on the Reports tab in the ESS Census Verification application. This report will include student records submitted to SAIS as of 6:00 p.m. on February 13, 2014.

SAIS integrity processing is tentatively scheduled for twice per week. The status of integrity processing can be found on the IT bulletin board available at this link: http://www.azed.gov/Administrators/IT/bb/default.aspx. Upon completion of each integrity processing, an updated version of the SPED07 report will be generated and an e-mail announcement will be sent via the ESS Data Management list serv.

Please continue monitoring your PEA’s SPED07 report to ensure the accuracy of your October 1, 2013 special education census count. Failure to reconcile special education data in SAIS with the counts identified in the verification letter will have an impact on PEA Determinations. To be considered reconciled, both the 3-5 year-old count as well as the 6-21 year-old count must match, along with the 3-21 total count. The reconciliation deadline is February 28, 2014. Please note that since the verification letter due date of December 20 has passed, verification letter counts can no longer be updated.

 

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

2/13/2014 – SOS for SAIS – Advanced and Census Reconciliation Regional Workshop on Friday, February 21

SOS for SAIS – Advanced and Census Reconciliation Regional Workshop on Friday, February 21

On Friday, February 21, ESS Data Management is scheduled to present a regional workshop including SOS for SAIS – Advanced and Detective Work: Census Reconciliation at the Flinn Foundation in Phoenix. As of today, only nine people have registered for this workshop. If registration for this workshop does not increase by Wednesday, February 19, this workshop may be canceled and we will consider scheduling additional webinars in place of this workshop.   

Registration is required so if you are interested in attending the workshop on Friday, February 21, please go to the ADE Online Calendar and Registration to register before Wednesday, February 19

 

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

1/16/2014 – Student Detail Reports

SPED71-1 and 71-2 removed from SDDI

Please be aware that the SDSPED71-1 and SDSPED71-2 reports are no longer housed in the Student Detail Data Interchange (SDDI). The reports are available in Student Detail Reports (SDR), also available in the Common Logon. Contact the ADE Support Center at adesupport@azed.gov to request access to SDR, if necessary.

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov