10/03/2012 – Training Opportunities Presented by ESS Data Management

Data Management Fall Workshop/Webinar Series: “Don’t be Stranded Without the Right Tools to Do the Job”

Join ESS Data Management for our 2012 fall workshop/webinar series:

  • 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.
  • Special Education Participation in SAIS – Making it Work: Everyone knows that submitting data to SAIS (the Student Accountability Information System) can be challenging and overwhelming. Are you a new data manager or an experienced data professional who needs a refresher on how to submit special education participation data? ESS Data Management and School Finance explain the special education data submission process and how to make it work for your PEA.
  • Special Education Data Management Toolbox – Making it Better: Just as a handyman tackles each home improvement project, you’ll find there are lots of ways to improve the quality of your data submissions. To assist you in the submission of accurate and valid data, many tools are at your disposal. Let’s dig into our toolbox and make it better.

Each session will be offered separately in webinars scheduled throughout September and October. All three sessions will also be covered in regional, face-to-face workshops in Phoenix, Flagstaff, and Tucson. The complete workshop and webinar schedule is attached to this email, including instructions on how to register for each session. Please note: registration is required. All sessions are free of charge and recommended for those who are new to federal special education data reporting.

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


10/03/2012 – FY 2013 ESS Calendar is now available online

ESS Data Management is pleased to announce that the ESS Calendar for fiscal year 2013 is now available in the What’s New area on our website:


The calendar debuted at this year’s Directors Institute. It contains information regarding upcoming due dates, ESS events, and professional development activities. If there are any additional items you think should be added to this calendar, feel free to let us know and we will take your suggestions into consideration. NOTE: ESS will be developing an ongoing calendar “widget” for the overall ESS webpage, which will eventually take the place of this static calendar. We will notify you via the Data Management and Special Education Director list servs when the widget is active.

09/28/2012 – October 1, 2012 Federal Special Education Child Count Verification

Public education agencies (PEAs) are required to verify the count of students participating in special education on October 1, 2012. 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 Tuesday, October 2, 2012. 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.

Please note that October 1 is the child count date, not a due date or deadline.

  • Verification letters are due to ADE/ESS by Friday, November 16, 2012.
  • Special education participation data are due in SAIS by Friday, December 14, 2012.
  • Verified SPED participation counts in SAIS must be reconciled by Friday, January 11, 2013.

Please see the attached memo regarding the October 1 Federal Child Count.

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

08/14/2012 – FINAL WEEK for FY 2012 Annual SPED Data Collection Submission!

This is the FINAL WEEK to submit your FY 2012 Annual Special Education Data Collection! Please check the status of your PEA and make plans to finish the Final Submit process as soon as possible.

Final Submission

The Final Submit process commenced on Monday, August 6, 2012, and signature forms are due to ADE/ESS by Friday, August 17, 2012. During this time period, PEAs 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.

OSEP requires the Annual 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.

Exit Data Corrections

After completion of the statewide recalculation, the final exit data extract was generated on August 5, 2012, and the Exit reports within the ESS Annual Data application have been populated with the results. After reviewing the Exit reports, if your PEA has determined that the data is inaccurate based on the outlined business rules (see below), please proceed with the final submission by August 17th. Additional communication providing details on the procedure for submitting exit data corrections for this data collection requirement will be disseminated after the final submission deadline. Please note, prior year SAIS corrections must be submitted separately via a 915 request.

Exit Extract Business Rules

  • Post-integrity data only
  • Only include students between the ages of 14-21 based on the child count date of October 1 (see full explanation in the Exit Instructions document available under the HOME tab in the ESS Annual Data application).
  • Only include students enrolled in SPED during the first two weeks of the school year (based on the LEA calendar info submitted to SAIS) and later exited during the reporting year
  • Only the last known exit status is picked up for any student who may have exited more than once during the reporting year
  • Students who move from one school to another within the same PEA will NOT be included in the extract. Only account for those who move out of the PEA.
  • If a student exits your PEA and later enrolls in another PEA, this student will NOT be included in the extract.

Contact Info

If you have any questions, please contact ESS Data Management at ESSDataMgmt@azed.gov.

08/06/2012 – ESS Annual Data Final Submit is Open

All public education agencies (PEAs) may now complete the final submission process within the ESS Annual Data application. Signature forms are due to ESS Data Management by August 17, 2012. Forms may be faxed to (602) 364-1999. 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.

Discipline Data Reporting

The discipline data correction period within the ESS Annual Data online application is allowed from August 6 through August 17, 2012. A process for manual data revision is available within the application:

  • Between August 6 and August 17, 2012, PEAs should review the special education discipline data in the Discipline section (found within the ESS Annual Data application) for accuracy and validity before completing the Final Submit.
  • During Final Submit, the application allows PEAs to verify that their special education discipline data is accurate and valid. It also displays any schools that have not reported special education discipline data and asks PEAs to confirm zero data for these schools.
  • If the PEA indicates that the special education discipline data is generally inaccurate / invalid or that the zero count is incorrect for a particular school, the application automatically activates the Discipline section for manual revision. There is no need to request permission to revise.
  • During revision, all consistency rules for special education discipline data entry apply. Final Submit does not become available again until the revised data is valid according to the rules that are covered in Annual Special Education Data Collection trainings and guidance documents found within the application.

Questions regarding the final submission process can be directed to ESS Data Management at essdatamgmt@azed.gov.

07/13/2012 – UPDATE: ESS Annual Data Maintenance

The ESS Annual Data application is back online and the intermittent server error issue should now be resolved.

Please note however, that this fix was not expected to change the Agency Master Status for any PEA that showed an “incomplete” status, even though all data entry forms were complete.

To reconcile this, all impacted PEAs that had an “incomplete” status must go into any one of the data entry forms and (re)submit to change the status to “complete, awaiting final submission”. 

Feel free to contact us if you have any questions.


7/12/2013 – ESS Annual Data Maintenance

The ESS Annual Data online application that is available under the Common Logon will be temporarily shut down for maintenance on Friday, July 13th at 8:00am for approximately one hour.  This scheduled maintenance will include a resolution/fix for the recent server error issue. 

 We will send an update when the maintenance is complete and the ESS Annual Data application is back online. 

 Thank you in advance for your patience.

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.