12/4/2014 – Update: October 1, 2014 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 2015 was October 1, 2014. 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, 2008 through October 1, 2011
• Birthdate range for the 6-21 year-old count: October 2, 1992 through October 1, 2008

Students whose ages are either 2 or 22 on the October 1 count date should be excluded.

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.

Visual Census Timeline FY 2015

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 March 2015.

Changes to the verification letter are not accepted after the due date of December 19, 2014. If you need to make changes to the verification letter previously submitted, please contact our office before December 19.

SPED07 Report
The first SPED07 report is slated for Monday, December 22, 2014.

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 Thursday, January 29, 2015.

The reconciliation deadline is Monday, March 2, 2015. 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
Join us on the “Road to Success!” We will be offering regional workshop and webinar trainings for the winter series that will cover “Detour to Solutions” on how to resolve special education integrity failures and “Census Reconciliation.” If you are interested in attending one of these sessions, details can be found here.

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

12/2/2014 – Workshops and Webinars for Census Reconciliation and Detour to Solutions

In a 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 annual special education census process, reconciliation, as well as the opportunity for participants to advance their knowledge on how to resolve SAIS integrity failures related to special education participation data. Please see the attached flyer for details; registration is required for each session. Note that the Detour to Solutions session requires a working knowledge of special education data in SAIS. In the spring, ESS Data Management will close out the training series with webinar sessions that focus on the final phase of the annual special education census process, non-reconciliation.

Special Education Census Reconciliation & Detour to Solutions Trainings

Please contact ESS Data Management with questions.

 

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

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