01/23/2013 – FFY 2010 PEA Data Profile

The FFY 2010 PEA Data Profiles are now available. Each special education director will soon recieve an email from Data Driven Enterprises that will provide full details on accessibility.

If the special education director does not receive this email before the end of the month, please check your spam folder first.  If the email is unable to be located, please contact Tara Bazata at tara@datadrivenenterprises.com and she will be happy to assist you.

If there are any technical questions regarding the login site itself, please direct them to Tara.

For programmatic questions, please direct them to ESS Data Management.



01/09/2013 – UPDATE: Estimated SPED07 Processing Schedule

Due to the recent completion of month-end aggregation, ADE IT Operations started SAIS integrity processing today.  This integrity run will include special education participation data submitted through 5:00 p.m. on Tuesday, January 8.  As a result, ESS Data Management expects to generate a NEW SPED07 report on Friday morning.  This will be the last opportunity to view your SPED07 report before the Friday, January 11, 2013 at 6:00 p.m. deadline.  All special education participation for students on October 1 must be submitted by this time to be included in the federal child count.

Please direct questions to ESS Data Management at ESSDataMgmt@azed.gov.



01/03/2013 – October 1 SPED Census Reconciliation due Friday, January 11, 2013 at 5:00 P.M.

The Census Reconciliation deadline is January 11, 2013. 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 count in SAIS.

Please do not delay in uploading your SPED participation data to SAIS and monitoring your SPED07 report to ensure the accuracy of your October 1, 2012 SPED census count. Failure to successfully upload special education data into SAIS that is consistent with the count identified in the verification letter will impact PEA Determinations. In order to be considered reconciled, both the 3-21 year-old count as well as the 3-5 year-old count must match.

To reconcile the SPED07 data extracted from SAIS using the October 1 SPED Integrity rules, the student(s)’ special education participation records must pass October 1 SPED Integrity and meet the October 1 SPED census criteria. The October 1 SPED census criteria include SPED service on or over the child count date, age validation, accurate FPNI reporting, and accurate SPED school concurrency reporting.

PLEASE NOTE: It is important to check the SPED07 report after every integrity processing – even if your SPED07 numbers reconcile with your numbers on the verification letter prior to the due date. It is possible that any changes uploaded/made in SAIS prior to the deadline could impact reconciliation. The data residing in SAIS on January 11, 2013 at 5:00 p.m. is the data that will determine reconciliation status.

An alert was previously sent to the ESS Data Management list serv announcing the estimated SPED07 processing schedule.  It is attached for your convenience.

Please contact us if you have any questions.



12/20/2012 – Estimated SPED07 Processing Schedule

To assist public education agencies (PEAs) in reconciling special education participation data in SAIS for students on October 1, 2012, ESS Data Management has compiled an estimated SAIS processing schedule through January 11, 2013. ESS Data Management anticipates updating the SPED07 report as follows, based on the integrity processing schedule maintained by ADE’s IT department. All dates are subject to change.

 

  • Wednesday, December 19: New SPED07 containing data submitted to SAIS as of 6:00 p.m. on December 14.
  • Friday, December 21: Integrity processing begins for all data submitted to SAIS as of 6:00 p.m. on Thursday, December 20. New SPED07 containing data submitted to SAIS as of 5:00 p.m. on December 18.
  • Tuesday, December 25: Integrity processing begins for all data submitted to SAIS as of 6:00 p.m. on Monday, December 24.
  • Wednesday, December 26: New SPED07 containing data submitted to SAIS as of 6:00 p.m. on December 20.
  • Friday, December 28: Integrity processing begins for all data submitted to SAIS as of 6:00 p.m. on Thursday, December 27. New SPED07 containing data submitted to SAIS as of 6:00 p.m. on December 24.
  • Tuesday, January 1: Integrity processing begins for all data submitted to SAIS as of 6:00 p.m. on Monday, December 31.
  • Wednesday, January 2: New SPED07 containing data submitted to SAIS as of 6:00 p.m. on December 27.
  • Friday, January 4: Integrity and School Finance monthly processing begins for all data submitted to SAIS as of 6:00 p.m. on Thursday, January 3. New SPED07 containing data submitted to SAIS as of 6:00 p.m. on December 31.

The last updated SPED07 before the due date is anticipated to be generated on Wednesday, January 9, containing data submitted to SAIS as of 6:00 p.m. on January 3. Please note that there will be no opportunity to see another updated SPED07 until after the final due date of January 11, 2013. All special education participation for students on October 1 must be submitted to SAIS by January 11, 2013 to be included in the federal child count.

Here is a calendar representation of the timeline listed above:

Sun Mon Tue Wed Thur Fri Sat
December 17 18SPED07 (data as of 12/14) 19 20 21SPED07 (data as of 12/17) 22
23 24 25 26SPED07 (data as of 12/20) 27 28SPED07 (data as of 12/24) 29
30 31
January 1 2SPED07 (data as of 12/27) 3 4SPED07 (data as of 12/31) 5
6 7 8 9SPED07 (data as of 1/3) 10 11 – SPED participation due in SAIS! 12

 

Please contact ESS Data Management with questions at essdatamgmt@azed.gov.



11/30/2012 – October Enrollment Data due December 14, 2012

Dear Special Education/Data Administrators:

To ensure that all relevant PEA personnel receive information about SAIS data uploads, ESS Data Management is re-sending the following message that was widely disseminated last month to PEA administrators (i.e., Superintendents, etc.) regarding an upcoming deadline:

In an effort to comply with Federal reporting requirements, the Arizona Department of Education (ADE) requests that the following current year data be entered into SAIS by December 14, 2012:

  • enrollment data as of October 1st (commonly called the October count)
  • Special Education program participation data,
  • English Language Learner program participation data, and
  • Free and Reduced Price Lunch eligibility data (NCLB Indicators 1 and 2)

We look forward to your assistance in this important effort.

Please note, the data elements listed include special education data, but also include additional data required by other ADE program areas. ESS has traditionally imposed a mid-December deadline for the annual October 1 Special Education Child Count because of the timeline required for submission to OSEP. Since other ADE program areas have similar federal reporting deadlines, the agency has decided to ask for all listed data elements with the same timeline used by ESS. Special education administrators and data managers should not see any difference in reporting timelines since these have not changed for special education data uploads to SAIS; however, many other program areas are now requiring data to be uploaded to SAIS much earlier than usual this year.

 

Other points of point of clarification:

  • “Enrollment data as of October 1st” pertains to data for all students, both general and special education
  • “Special Education program participation data” pertains to both state and federal special education data elements, including the data needed for the federal October 1 Special Education Child Count.

It is important that all data listed is uploaded as quickly and accurately as possible. While ESS is focused primarily on the October 1 Special Education Child Count, data from all of the listed elements is used by ESS for a variety of data collections/analyses throughout the year. Failure to upload data by the timeline has the potential to not only impact your PEA’s grant funding and other federal submissions, but can cause inaccurate reporting of other ESS data points.

Let us know if you have questions.

ESSDataMgmt@azed.gov



11/21/2012 – SPED07 Report Issue

It has come to our attention that the SPED07 report is erroneously omitting students with a special education exit date of October 1, 2012. The issue has been escalated to our IT development team for resolution. ESS Data Management will distribute a follow-up announcement when the issue is resolved.

Please contact ESS Data Management at essdatamgmt@azed.gov with questions.



11/20/2012 – SPED07 Reports Available

The SPED07 report, which was generated based on the integrity run that kicked off last Friday and includes SPED participation data submitted through Thursday, November 15at 6:00 p.m., is now available in the ESS Census Verification application for those PEAs that have returned a signed verification letter for the October 1, 2012 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.



11/06/2012 – October 1 Sped Census Verification Letter Due Friday, November 16, 2012

The purpose of the FY 2013 October 1 Census is to provide a count of how many students received special education and related services on October 1, 2012. Failure to complete this data requirement by the due date may impact your district or charter’s PEA determination and interrupt federal funding.

Please note the following:

  • The ESS Census Verification application may be found under the Common Logon.
  • 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 January 2013. 
  • Changes to the verification letter are not accepted after the due date of November 16, 2012. If you need to make changes to the verification letter previously submitted, please contact our office before November 16.
  • 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 Census is completed by age, not by grade. The 3-5 age count is a part of the total 3-21 count, not in addition tothe total 3-21 count. Please refer to the following age ranges:
    • Age range for 3-21 year-old count: 10/02/90 thru 10/01/09
    • Age range for 3-5 year-old count: 10/02/06 thru 10/01/09
  • The first SPED07 report generation is slated for Monday, November 19, 2012.
  • Do not delay in uploading your SPED participation data to SAIS. Integrity processing is tentatively scheduled for twice per week. Upon completion of each integrity processing, an updated version of the SPED07 report will be generated.
  • Reconciliation: Failure to successfully upload special education 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 3-21 year-old count as well as the 3-5 year-old count will need to match.
    • The deadline to submit complete SPED participation data uploads to SAIS is December 14, 2012.
    • The Reconciliation deadline is January 11, 2013The 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 count. 

If you have any questions, please feel free to contact us.

ESSDataMgmt@azed.gov



10/30/2012 – “Last Chance” October 1 Federal Child Count Webinar Presented by ESS Data Management

Due to popular demand, ESS Data Management is offering one final webinar on the Federal October 1 Child Count – Making it Fit.

Does the federal October 1 Child Count feel like a jigsaw puzzle as you try to make all the pieces fit? There are many pieces: verification, reconciliation, and non-reconciliation. ESS Data Management can help you make it fit.

If you were unable to attend a previous October 1 special education count session a part of our fall webinars and regional workshop series or would just like a repeat experience, you are welcome to join us on Wednesday, November 14, 2012 from 12:00 p.m. – 2:00 p.m. for this “last chance” webinar.

With the verification letters due to ADE/ESS on Friday, November 16, 2012, this will be your last training opportunity to understand the business rules as they relate to this federal reporting requirement.

Registration is required. If you are interested in registering for this webinar, please click here.

Feel free to direct any questions you may have to ESSDataMgmt@azed.gov.



10/25/2012 – Fiscal Year 2013 Reporting Guidelines for Students Attending Approved District EDP Programs

In May 2012, ESS Data Management distributed an alert instructing PEAs with district-approved EDP programs to only report students who are participating in those programs with service code C. After receiving feedback from the field that this reporting change was burdensome with the limited time remaining to make corrections to SAIS data before the end of the fiscal year, ESS postponed this change until FY 2013. For the remainder of fiscal year 2012, PEAs with district-approved EDP programs were allowed to report students participating in those programs with either service code C or D.

NOTE: Effective FY 2013, the postponed business rule regarding PEAs with district-approved EDP programs and the reporting of students participating in these programs with only service code C will be implemented.  

Please be aware, reporting a student participating in a district-approved EDP program with a need code of EDP and service code C instead of D has no impact on the student’s funding. Service code C constitutes a less restrictive setting than service code D and may improve a PEA’s LRE data with respect to Indicator 5, which is included in the Annual Performance Report. Keep in mind that OSEP evaluates the state and PEAs on LRE data to ensure that students with disabilities are being placed in the least restrictive settings.

If you have already begun reporting SPED students attending district-approved EDP programs with a service code of D, you will need to update these students’ SPED participation in SAIS. All SPED records for students attending district-approved EDP programs will be run though SAIS integrity processing beginning Friday, October 26. Records for EDP students attending a district-approved program and reported with a service code of D will fail SAIS integrity processing. If students in your EDP program were reported with service code D, these students’ records must be changed to report service code C.

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