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

1/10/2014 – Workshops and Webinars for Census Reconciliation and SOS for SAIS – Advanced

Currently, the number of registrations for the upcoming regional workshops is lower than expected. If registration for these workshops does not increase, ADE/ESS will need to cancel this round of regional workshops and registrants will be asked to participate in the upcoming webinars instead. Please be sure to register for regional workshops as soon as possible, if you are planning to attend. If you have registered and need to cancel, it would be helpful if you could also take care of this as soon as possible.

Please direct questions to ESS Data Management. Thank you.

ESS Data Management
Arizona Department of Education
Exceptional Student Services

ESSDataMgmt@azed.gov

12/27/2013 – SPED07 Report Availability for FY 2014

The SPED07 report, which was generated based on the integrity run that kicked off on December 24, 2013 and includes special education (SPED) participation data submitted to SAIS through that date, is now available in the ESS Census Verification application for those public education agencies (PEAs) that have returned a signed verification letter for the October 1, 2013 federal special education census to ESS Data Management. Access the SPED07 report by clicking on the Reports tab in the ESS Census Verification application. The report is available in two formats: Portable Document Format or Microsoft Excel.

The SPED07 report will be updated whenever SAIS integrity processing completes. Visit the IT Bulletin Board to view the integrity processing schedule.

Please contact ESS Data Management at essdatamgmt@azed.gov with questions.

 

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

12/19/2013 – October 1 SPECIAL EDUCATION (SPED) Census Verification Letter Due TOMORROW – December 20, 2013

The purpose of the FY 2014 October 1 Census is to provide a count of how many students received special education and related services on October 1, 2013. Failure to complete this data requirement by the due date may impact your district or charter’s PEA determination and interrupt federal funding.

Changes to the verification letter are not accepted after the due date of December 20, 2013. If you need to make changes to the verification letter previously submitted, please contact our office before 5:00 P.M. on December 20.

The first SPED07 report generation will occur on Monday, December 23. The SPED07 report will only be available to PEAs that have submitted a verification letter. If you have not submitted your verification letter by Monday, you will not be given access to your SPED07 report until we are in receipt of your verification letter.

Please contact ESS Data Management with questions.

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

12/18/2013 – Workshops and Webinars for Census Reconciliation and SOS for SAIS – Advanced

In continuation of the special education child count training series offered by ESS Data Management, we are pleased to present webinars and workshops geared towards the second phase of the child count process: Reconciliation, along with the opportunity for participants to advance their knowledge of SAIS. Please see the attached flyer for details; registration is required. Note that the SOS for SAIS – Advanced session requires a working knowledge of special education data in SAIS. In the spring, we will close out the training series with webinar sessions that will focus on non-reconciliation. 

DetectiveWorkPhase2Flyer

Please contact ESS Data Management with questions. 

 

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

11/27/2013 – Update: October 1, 2013 Federal Special Education Child Count

Update: October 1, 2013 Federal Special Education Child Count

 

General

Materials related to the October 1 Federal child count / special education (SPED) census, including instructions for each phase of the census process, frequently asked questions, and other resource documents are available on the ESS Data Management Federal SPED Census webpage

 

Child Count Date

The child count date for FY 2014 is October 1, 2013. Although this date has come and gone, please note that it was not a due date. This date is referred to as a “snapshot” date. Public education agencies (PEAs) are required to provide ADE/ESS with a count or “take a picture” of students with disabilities aged 3-21 who received special education (SPED) and related services on October 1. 

The October 1 SPED census count is to be completed by the District of Residence (DOR). Please refer to the Do’s and Don’ts document for guidance. 

Preschoolers transitioning to kindergarten eligibility should be included if this transition covered the October 1 count date and services continued to be provided based on the expired preschool eligibility. 

The October 1 SPED census is completed by age, not by grade.  Please refer to the following birthdate ranges:

  • Birthdate range for the 3-5 year-old count: October 2, 2007 through October 1, 2010
  • Birthdate range for the 6-21 year-old count: October 2, 1991 through October 1, 2007

 

Timeline

A visual representation of the SPED census timeline is embedded below and is also accessible for printing on the ESS Data Management Federal SPED census webpage

 

Verification Letter

The verification letter should contain a non-SAIS count. This count should be derived from a different data source other than SAIS, such as your student management system (SMS), student rosters, or some other means under your control. Please take the time to provide an accurate count so reconciliation with SAIS data is possible in February 2014. 

Changes to the verification letter are not accepted after the due date of December 20, 2013. If you need to make changes to the verification letter previously submitted, please contact our office before December 20. 

 

SPED07 Report

The first SPED07 report is slated for Monday, December 23, 2013.

Do not delay in uploading your SPED participation data to SAIS. Integrity processing is tentatively scheduled for twice per week on Tuesdays and Fridays. Upon completion of each integrity processing, an updated version of the SPED07 report will be generated. 

 

Reconciliation

Failure to successfully upload special education participation data into SAIS that is consistent with the count identified in the verification letter will have an impact on PEA Determinations. In order to be considered reconciled, both the 3-5 year-old count and the 6-21 year old count will need to match. 

The deadline to submit complete SPED participation data uploads to SAIS is Friday, January 31, 2014.

The reconciliation deadline is Friday, February 28, 2014. The purpose of this deadline is to ensure any and all corrections to previous SPED participation uploads are submitted for reconciliation of the October 1 SPED census count. 

 

Training Opportunities

The fall training opportunities relevant to the verification phase are coming to a close. The last “Detective Work: Census Verification” webinar session is scheduled for Thursday, December 5, 2013. If interested, please register here

We are in the process of putting together the regional workshop and webinar trainings for the winter series that will cover “SOS for SAIS – Advanced” and the “Detective Work: Census Reconciliation.” A Data Management Alert will be forthcoming regarding these winter training opportunities very soon.  

In the Spring, we will be offering webinars only for the non-reconciliation phase. More information will be forthcoming after the reconciliation phase of this year’s October 1 SPED census has been completed. 

 

Feel free to contact ESS Data Management with any questions.

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