5/14/2013 – ESS Annual Data Regional Workshop on May 24

On Friday, May 24, ESS Data Management is scheduled to present a regional workshop on the ESS Annual Special Education Data Collection at the Amphitheater Unified School District in Tucson. As of today, only five people have registered for this workshop. If registration for this workshop does not increase by Wednesday, May 22, this workshop will be canceled and we will consider scheduling additional Novice Part I and Part II webinars in place of this workshop.   

Registration is required so if you are interested in attending the workshop on Friday, May 24 at Amphitheater USD, please go to the ADE Online Calendar and Registration to register before Wednesday, May 22

Please contact us at ESSDataMgmt@azed.gov with any questions.

5/14/2013 – Exiting and Discipline Reports Updated

Exit and Discipline reports in the ESS Annual Data application are now populated with data from SAIS and Az SAFE, respectively. ESS Data Management anticipates updating the discipline report each Thursday, and updating the exit report each time integrity processing completes. Access the SAIS integrity processing schedule on the IT Bulletin Board at http://www.azed.gov/Administrators/IT/bb/default.aspx.

Questions regarding the ESS Annual Data application can be directed to ESSDataMgmt@azed.gov .

4/30/2013 – FY 2013 Annual Special Education Data Collection

The ESS Annual Data application is now available via the Common Logon. 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 the ADE Common Logon and support information at the following link: https://www.ade.az.gov /commonlogon.

 Questions regarding the ESS Annual Data application or trainings can be directed to ESSDataMgmt@azed.gov.


4/17/2013 – Change in Due Dates for October 1 Special Education Census

We are pleased to announce a change in the due dates for the October 1 Special Education Census. This alert is the result of an announcement from the Office of Special Education Programs (OSEP) to change the annual federal due date for child count and environment data submission from the first Wednesday in February to the first Wednesday in April.


Beginning with the October 1, 2013 special education census in FY 2014 (SY 2013—2014), the due dates for the verification, reconciliation, and non-reconciliation phases will be extended later in the reporting year than has been scheduled previously.

 What does this mean for public education agencies (PEAs)?

This means that PEAs will have more time to submit accurate special education (SPED) participation data to SAIS and work on resolving applicable integrity errors, thereby resulting in cleaner, more accurate data for the purposes of the October 1 SPED census. The census reconciliation due date will no longer be scheduled early in January, which for most (if not all) PEAs, was immediately following winter break.

Anticipated Outcome

ADE/ESS has been aware of the challenges the early SPED census reporting has presented with regard to the submission/correction of SPED participation data and anticipate that this change will improve the quality of Arizona’s special education census data. The anticipated outcome is that improved data accuracy will result in a successful census reconciliation for more PEAs.

FY 2014 SPED Census Due Dates

The due dates for FY 2014 have not yet been established. ADE/ESS will announce the new due dates at the 2013 Directors Institute as well as the as the fall workshops/webinar series presented by ESS Data Management.

Please contact us at ESSDataMgmt@azed.gov with any questions.

4/15/2013 – FY 2013 Annual Special Education Data Collection and Training Schedule

On Monday, April 29, 2013 the ESS Annual Special Education Data Collection application for FY 2013 will be available to public education agencies (PEAs) within the ADE Common Logon. 

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 Annual SPED Data Collection Alert  for detailed information. 


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.


April 29, 2013                                    ESS Annual Data online application opens

July 10, 2013 @ 5:00 PM             Deadline for submitting discipline data to Az SAFE

August 5, 2013                                  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 16, 2013                               Deadline for completing the Final Submit process and making any manual corrections to

                                                                 SPED discipline data; signature form 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, 2013. This data will be finalized after the FY13 Statewide Recalculation scheduled for July 18, 2013. 


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 Wednesday, July 10, 2013. This data will be finalized prior to August 5, in preparation for the final submission process (see additional information below). 



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 Monday, August 5, 2013, and signature forms are due to ADE/ESS by Friday, August 16, 2013. 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 to discipline data if necessary), and submit the required signature form. 



ADE/ESS is pleased to announce that training for this data collection requirement will be offered in May and June 2013 via webinars and regional workshops. Webinars provide the convenience of attending a training session right from your own desk. However, for participants who prefer in-person trainings, four regional workshops will also be offered. 

 If you would like to attend one of the scheduled trainings, registration is required. Please review the 2013 ADC Flyer 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


Thank you in advance for your cooperation.

ESS Data Management

Exceptional Student Services



03/28/2013 – Final SPED07 Report Availability and Non-Reconciliation Phase

 FINAL SPED07 Reports

 After post-integrity special education (SPED) participation data for data submitted through January 16, 2013 was extracted for the October 1st SPED census count, ESS applied manual corrections due to known ADE SAIS errors (false integrity failures) that were not resolved prior to the reconciliation deadline. The final version of the SPED07 report is now available within the ESS Census application.   

 Non-Reconciliation Phase

 If the final SPED07 report totals do not match the counts submitted on the verification letter submitted on behalf of your public education agency (PEA), an email notification will be sent to the special education director. This notification includes guidance regarding the steps to take for non-reconciliation. You can also find additional information within the FY13 Count Verification Instructions document available on the home page of the ESS Census application. Non-reconciliation notifications will be sent out this week.    

Feel free to contact us if you have any questions or concerns.  

ESS Data Management
Exceptional Student Services

7/11/2012 Update: Known Server Error in ESS Annual Data Application

The server error is more widespread within the ESS Annual Data application than originally thought. It is occurring on any page with a “Submit” button. The issue has again been escalated to our IT team for resolution. At this time, we are unable to provide an estimate as to when this issue will be resolved; however, we will update this alert when the fix has been implemented. 

 We apologize for any convenience that this has caused. 


7/6/2012 – Update: Known Server Error in ESS Annual Data Application

The server error issue is now resolved. 

 Thank you for your patience.


7/6/2012 – Known Server Error in ESS Annual Data Application

As a result of FY 2013 rollover activities, a server error is currently being generated within the ESS Annual Data online application when attempting to access the School Reports and/or the Status & Final Submit options under the Data Entry tab or the School Reports under the Print Report tab. 

We have alerted our IT team of this issue and they are working diligently to resolve as expeditiously as possible so that PEAs can continue to review/submit their required data in a timely manner. 

When the fix for this error has been implemented, we will send an update to this alert.   

We apologize for any inconvenience this may cause.