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

8/6/2014 – ESS Annual Data Final Submission Temporarily Paused

The ESS Annual Data Final Submission process has been temporarily paused. We are diligently working to reopen the application as soon as possible.

Thank you in advance for your patience and understanding. Stay tuned for updates.

 

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

8/13/2014 – FY 2014 Annual Special Education Data Collection Status Update & Final Submission

The due date is now 3 days away and the Final Submission process is now open. Please be aware that signature forms must be received in our office by Friday, August 15 at 5:00 P.M. to be counted as on time (this is worth 1 point in the Valid & Timely Data component within PEA Determinations).

If you are in need of assistance with this data collection requirement, please contact ESS Data Management as soon as possible.

 

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

8/4/2014 – Contracted Schools In Annual Data Collection

The “Contracted” school  is new this year and refers to students that are contracted/tuitioned out to approved private day schools and residential treatment centers, as well as head start programs. Whether a PEA has a “Contracted” school is determined based on special education (SPED) participation data submitted to SAIS for a given reporting year. If your PEA had at least one student that was contracted/tuitioned out, then your PEA was assigned a “Contracted” school within the ESS Annual Data application.

Because approved private day schools, residential treatment centers, and head start programs do not have the authority to submit SPED participation data for the students that attend their facility/programs, the responsibility falls to the district of residence (DOR).

As the DOR, you will need to contact the appropriate school of attendance and ask them if the SPED student(s) in question had any disciplinary incidents to report and this data would then be manually entered in the discipline report sections shown as incomplete for the “Contracted” school. If there are no disciplinary incidents to report, simply submit “blank” data by clicking on the submit button at the bottom of each section.

If the “Contracted” school shows a status of incomplete, this will prevent you from proceeding with the final submission process which commences on Monday, August 4.

Feel free to contact us if you have any additional questions.

 

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

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