4/28/14 – FY 2014 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 ESS Data Management.

ESS Data Management
Exceptional Student Services
ESSDataMgmt@azed.gov

4/14/2014 – New Technical Assistance Documents

New Technical Assistance Documents

The following technical assistance documents are designed to provide clarification to public education agency (PEA) personnel who work with special education (SPED) participation data that is submitted to SAIS for state and federal reporting purposes:

 

 

ESS Data Management hopes that PEA personnel will find these documents useful. Feel free to contact us with any related questions.

 

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

4/8/2014 – FY 2014 Annual Special Education Data Collection and Training Schedule

FY 2014 Annual Special Education Data Collection and Training Schedule

On Monday, April 28, 2014 the ESS Annual Special Education Data Collection application for FY 2014 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 attached alert for detailed information.   Annual SPED Data Collection Alert FY14

TIMELINES

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 28, 2014                                    ESS Annual Data online application opens

July 8, 2014 @ 5:00 PM                Deadline for submitting discipline data to Az SAFE

August 4, 2014                                 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 15, 2014                             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, 2014. This data will be finalized after the FY14 Statewide Recalculation scheduled for July 16, 2014. 

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 8, 2014. This data will be finalized prior to August 4, in preparation for the final submission process (see additional information below). 

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 4, 2014, and signature forms are due to ADE/ESS by Friday, August 15, 2014. 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. Note that the final submission process is currently undergoing revisions. The relevant technical assistance documents will be updated when finalized.   

WEBINARS/WORKSHOPS

ADE/ESS is pleased to announce that training for this data collection requirement will be offered in May and June 2014 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. 

New this year, separate webinars will be offered in July that will cover the final submission process. These will be announced at a later date. 

If you would like to attend one of the scheduled trainings, registration is required. Please review the attached schedule for dates, times, and descriptions of the various webinars and workshops, as well as registration information. 

SOS for ADC flyer

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

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