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/

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

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