9/26/2013 – October 1, 2013 Federal Special Education Child Count Verification

October 1, 2013 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, 2013. 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, 2013. 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  FY14 October 1st Memo .   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.

We are pleased to announce a change in the timeline for the annual federal SPED child count. This is the result of an announcement from the Office of Special Education Programs (OSEP) that changed the annual federal due date for child count and environment data submission from the first Wednesday in February to the first Wednesday in April. Please refer to the attached census timeline for details.   Visual Census Timeline

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.   Detective Flyer

Contact ESS Data Management with questions about the census verification/reconciliation process at essdatamgmt@azed.gov.

 

7/10/2013 – FY 2013 Annual Special Education Data Collection Status Update

FY 2013 Annual Special Education Data Collection Status Update

 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 FY13 for detailed information.

STATUS

All PEAs are required to complete the Annual Special Education Data Collection requirement each year.  Currently, 58% of PEAs have not yet begun data entry for this data collection requirement.  The due date for this requirement is 5½ weeks away.  Please see timeline below for specific dates.

TIMELINE

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

Discipline Data Extract from Az SAFE

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). 

Exit Data Extract from SAIS

All SPED exit data should have been submitted by June 30, 2013. This data will be finalized after the FY13 Statewide Recalculation scheduled for July 18, 2013.  We have been and will continue to work with PEAs that have outstanding integrity errors related to their exit data to get these corrections manually entered for inclusion to the Exit report.   

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 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.

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,

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov



8/14/2013 – FFY 2011 PEA Data Profiles

FFY 2011 PEA Data Profiles

Greetings!

The Individuals with Disabilities Education Act (IDEA) of 2004 established a requirement that all States develop and submit to the US Department of Education (USDOE), Office of Special Education Programs (OSEP), a performance plan designed to advance the State from its current level of compliance with statutory and regulatory requirements of the law and to improve the educational and functional outcomes for children with disabilities. This plan is the State Performance Plan (SPP)/Annual Performance Report (APR), which has 20 indicators.

The purpose of the PEA data profile is to provide a visual picture of your PEA’s Indicator data and compare how your PEA measures against the state targets for each Indicator. As was done last year, PEA data profiles will be accessible through a website where the FFY 2011 Report Card (using data from SY 2011-2012) and Report Card Snapshot will be available for viewing.

The URL for the data profile login site is:  http://ddesurvey.com/arizona.

To log-in, you will use your email address (the one where you received this email) and your password from last year.  If you don’t recall your password, click on the “forgot password” link and your password will be emailed to you.  If you did not have a password last year, one will be emailed to you at your log-in email address when you click on the “forgot password” link.

Please direct all inquiries related to data profile logins to Tara Bazata at Data Driven Enterprises:  tara@DataDrivenEnterprises.com  or 303-255-5607.

ESS Data Management



8/1/2013 – FY 2014 SAIS Opening and MR to ID Update

FY 2014 SAIS Opening and MR to ID Update

The Student Accountability Information System (SAIS) opened for FY 2014 on July 24, 2013.

The MR to ID changes are currently underway.  Detailed information regarding these changes will be forthcoming.

ESS Data Management
Exceptional Student Services

ESSDataMgmt@azed.gov



8/14/2013 – FY 2013 Annual Special Education Data Collection Status Update

FY 2013 Annual Special Education Data Collection FINAL Status Update

If you have completed this data collection requirement, including the submission of the required signature form – thank you. 

As of today:

  •  16.7% of PEAs have not yet begin this data collection requirement;
  • 28.4% of PEAs have not yet begun the final submission process;
  • 10.2% of PEAs have not yet submitted their signature form. 

The due date is this Friday, August 16, 2013.  Completion of all reports and receipt of the signature forms must be in our office by 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
Exceptional Student Services
ESSDataMgmt@azed.gov

 

7/29/2013 – DATA MANAGEMENT ADDENDUM

FY 2013 Annual Special Education Data Collection Status Update

If you have completed the agency reports, reviewed the school reports, and are currently waiting to complete the final submission process – thank you.   

As of today, 40% of PEAs have not yet begun this data collection requirement. The due date is now 3 weeks away and the Final Submission process commences on Monday, August 5. Please be aware that signature forms must be received in our office by Friday, August 16 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

Exceptional Student Services

ESSDataMgmt@azed.gov

 


July 10, 2013  -  FY 2013 Annual Special Education Data Collection Status Update

 

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. 

STATUS

All PEAs are required to complete the Annual Special Education Data Collection requirement each year.  Currently, 58% of PEAs have not yet begun data entry for this data collection requirement.  The due date for this requirement is 5½ weeks away.  Please see timeline below for specific dates.

TIMELINE

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

 

Discipline Data Extract from Az SAFE

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). 

Exit Data Extract from SAIS

All SPED exit data should have been submitted by June 30, 2013. This data will be finalized after the FY13 Statewide Recalculation scheduled for July 18, 2013.  We have been and will continue to work with PEAs that have outstanding integrity errors related to their exit data to get these corrections manually entered for inclusion to the Exit report.  

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 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. 

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,

ESS Data Management

Exceptional Student Services

ESSDataMgmt@azed.gov

 



5/23/2013 – UPDATE: ESS Annual Data Regional Workshops on May 24 and 31

The ESS Annual Data Collection regional workshop scheduled for Friday, May 24 in Tucson will proceed as planned. Seats are still available for this session as well as the regional workshop in Phoenix on Friday, May 31. Please visit the ADE Calendar of Events if you or your colleagues would like to register for either session.

 

4/15/2013 –  ESS Annual Special Education Data Collection Regional Workshop on Friday, 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

 

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov
 

5/23/2013 – Az SAFE Processing Window

The Az SAFE data submission deadline for inclusion to the Discipline report within the ESS Annual Data application is Wednesday, July 10, 2013 @ 5:00 p.m.

Although PEAs are encouraged to report disciplinary incidents to Az SAFE as the events occur during the school year, it is possible to wait until the end of the year to submit all disciplinary incident data to Az SAFE. This data is queued for daily processing that occurs after business hours between 5:00 p.m. and 6:00 a.m. As the deadline approaches, the volume of submitted files increases. As a result of this high volume, many files may not get processed until the next processing cycle.

If a PEA waits until July 10 to submit data to Az SAFE for the first time, there is a risk that file may not get processed for inclusion to the Discipline report if there is a high volume of activity during that night’s processing window.

PEAs are strongly encouraged to submit disciplinary incidents for students with disabilities as early as possible to avoid this risk.

Questions specific to Az SAFE should be directed to Barbara Michlin, Az SAFE Coordinator.

Questions regarding the discipline report with the ESS Annual Data application should be directed to ESS Data Management.

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

5/15/2013 – Clarification on Reporting Guidelines for Students Attending Approved District EDP Programs

Effective fiscal year 2013 (school year 2012–2013), the Arizona Department of Education/Exceptional Student Services (ADE/ESS) implemented a business rule change that required public education agencies (PEAs) with district-approved programs to only report students who are participating in those programs with service code C. The intent of this change was to improve PEA LRE data with respect to Indicator 5, which is included in the Annual Performance Report. The Office of Special Education Programs (OSEP) evaluates both the State and PEAs on LRE data to ensure that students with disabilities are being placed in the least restrictive settings. 

After receiving feedback from the field that this change was not suitable for some EDP students that participate in district-approved EDP programs, ESS will roll back this change for fiscal year 2014 (school year 2013–2014). The rollback of this business rule will allow PEAs to report students who participate in these programs with either service code C or D. 

The definitions of service codes C and D are as follows:

C

Inside Regular Class less than 40% of the day. (These are children who received special education and related services outside the regular classroom for more than 60% of the school day.) This may include children placed in: self-contained special classrooms with part-time instruction in a regular class; or self-contained special classrooms with full-time special education instruction on a regular school campus.

D

Public or Private Separate Day School for greater than 50% of the school day. This may include children placed in: public and private day schools for students with disabilities for a portion of the school day (greater than 50%) and in regular school buildings for the remainder of the school day; or public and private residential facilities if the student does NOT LIVE at the facility.

Note that regardless of the service code reported, there is no impact on the student’s funding. Both service codes C and D are classified as self-contained. 

 To clarify, fiscal year 2013 is the only year that C is the only acceptable service code for students participating in a district-approved EDP program; for all other fiscal years, either service code C or D is allowed. 

Please contact us at ESSDataMgmt@azed.gov  if you have questions.

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 .