Census Non-Reconciliation Deadline

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.

 

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.

SPED07 report is Available

The first SPED07 report is available for PEAs that have submitted a signed verification letter.

ESS Census Verification Signature Page Due

All signed verification letters are due in the ESS Data Management office. Submitted counts cannot be corrected after this date.

Special Education Census – The Right Way

Let us show you the right way…

If you are new to this process or if your PEA has previously been unable to successfully reconcile your October 1 SPED census count in SAIS because of inaccurate verification letter count reporting, then this Part 1 session is for you!

ESS Census Verification application opens

ESS Census Verification application opens for submission of October 1 counts and verification letter.

9/30/2014 – October 1, 2014 Federal Special Education Child Count Verification

Public education agencies (PEAs) are required to verify the count of students participating in special education (SPED) on October 1, 2014. Verification will be completed via the web-based ESS Census Verification application, available under the Common Logon. The ESS Census Verification online application will open on Wednesday, October 2, 2014. PEAs must log in to the application to submit the October 1 census counts. Follow the instructions included in the attached memo to participate in the ESS Census Verification. Refer to technical assistance documents for detailed instructions on how to complete the verification process on the home page in the ESS Census Verification application. The documents are also available on the ESS Data Management website by accessing the Federal SPED Census page.

Please note that October 1 is the child count date, not a due date or deadline.

ESS Data Management is offering webinars and workshops throughout this timeline. See the attached flyer for details regarding registration for fall training opportunities relevant to the verification phase. In the winter and spring, we will follow up with training opportunities relevant to the reconciliation and non-reconciliation phases of the child count process.

In addition to the attached 10/01/14 Federal Special Education Child Count memo, please see the attached census eligibility memo, visual timeline, and training flyer for further details.

Memo – SPED Census Eligibility Criteria

Memo – Oct 1 14 Fed SPED Child Count Verification and SAIS Reconciliation

Visual Census Timeline FY 2015

Special Education Census Right Way Flyer

 

Questions regarding census verification process may be submitted to essdatamgmt@azed.gov.

 

ESS Data Management
Arizona Department of Education
Exceptional Student Services

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