12/19/2013 – October 1 SPECIAL EDUCATION (SPED) Census Verification Letter Due TOMORROW – December 20, 2013

The purpose of the FY 2014 October 1 Census is to provide a count of how many students received special education and related services on October 1, 2013. Failure to complete this data requirement by the due date may impact your district or charter’s PEA determination and interrupt federal funding.

Changes to the verification letter are not accepted after the due date of December 20, 2013. If you need to make changes to the verification letter previously submitted, please contact our office before 5:00 P.M. on December 20.

The first SPED07 report generation will occur on Monday, December 23. The SPED07 report will only be available to PEAs that have submitted a verification letter. If you have not submitted your verification letter by Monday, you will not be given access to your SPED07 report until we are in receipt of your verification letter.

Please contact ESS Data Management with questions.

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

12/18/2013 – Workshops and Webinars for Census Reconciliation and SOS for SAIS – Advanced

In continuation of the special education child count training series offered by ESS Data Management, we are pleased to present webinars and workshops geared towards the second phase of the child count process: Reconciliation, along with the opportunity for participants to advance their knowledge of SAIS. Please see the attached flyer for details; registration is required. Note that the SOS for SAIS – Advanced session requires a working knowledge of special education data in SAIS. In the spring, we will close out the training series with webinar sessions that will focus on non-reconciliation. 

DetectiveWorkPhase2Flyer

Please contact ESS Data Management with questions. 

 

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

11/27/2013 – Update: October 1, 2013 Federal Special Education Child Count

Update: October 1, 2013 Federal Special Education Child Count

 

General

Materials related to the October 1 Federal child count / special education (SPED) census, including instructions for each phase of the census process, frequently asked questions, and other resource documents are available on the ESS Data Management Federal SPED Census webpage

 

Child Count Date

The child count date for FY 2014 is October 1, 2013. Although this date has come and gone, please note that it was not a due date. This date is referred to as a “snapshot” date. Public education agencies (PEAs) are required to provide ADE/ESS with a count or “take a picture” of students with disabilities aged 3-21 who received special education (SPED) and related services on October 1. 

The October 1 SPED census count is to be completed by the District of Residence (DOR). Please refer to the Do’s and Don’ts document for guidance. 

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 SPED census is completed by age, not by grade.  Please refer to the following birthdate ranges:

  • Birthdate range for the 3-5 year-old count: October 2, 2007 through October 1, 2010
  • Birthdate range for the 6-21 year-old count: October 2, 1991 through October 1, 2007

 

Timeline

A visual representation of the SPED census timeline is embedded below and is also accessible for printing on the ESS Data Management Federal SPED census webpage

 

Verification Letter

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 February 2014. 

Changes to the verification letter are not accepted after the due date of December 20, 2013. If you need to make changes to the verification letter previously submitted, please contact our office before December 20. 

 

SPED07 Report

The first SPED07 report is slated for Monday, December 23, 2013.

Do not delay in uploading your SPED participation data to SAIS. Integrity processing is tentatively scheduled for twice per week on Tuesdays and Fridays. Upon completion of each integrity processing, an updated version of the SPED07 report will be generated. 

 

Reconciliation

Failure to successfully upload special education participation 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 3-5 year-old count and the 6-21 year old count will need to match. 

The deadline to submit complete SPED participation data uploads to SAIS is Friday, January 31, 2014.

The reconciliation deadline is Friday, February 28, 2014. 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 census count. 

 

Training Opportunities

The fall training opportunities relevant to the verification phase are coming to a close. The last “Detective Work: Census Verification” webinar session is scheduled for Thursday, December 5, 2013. If interested, please register here

We are in the process of putting together the regional workshop and webinar trainings for the winter series that will cover “SOS for SAIS – Advanced” and the “Detective Work: Census Reconciliation.” A Data Management Alert will be forthcoming regarding these winter training opportunities very soon.  

In the Spring, we will be offering webinars only for the non-reconciliation phase. More information will be forthcoming after the reconciliation phase of this year’s October 1 SPED census has been completed. 

 

Feel free to contact ESS Data Management with any questions.

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

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

 



07/10/2013 – UPDATE: Rosa’s Law: Intellectual Disability Terminology Changes

On October 5, 2010, President Obama signed legislation requiring the federal government to replace the term “mental retardation” with “intellectual disability” in many areas of government. This measure, known as Rosa’s Law, strips the terms “mental retardation” and “mentally retarded” from federal health, education, and labor policy. “Intellectual disability” or “individual with an intellectual disability” are being inserted in place of these outdated terms. The rights of individuals with disabilities remain the same.

ADE is in the process of updating relevant reports, online applications, and other documentation to comply with this federal requirement. References to “mental retardation” will change to “intellectual disability.” Acronyms for the disability categories MIMR, MOMR, and SMR will read MIID, MOID, and SID. References to a “mentally retarded individual” will change to an “individual with an intellectual disability” in resource documents, memos, and other supporting documentation throughout ADE. The conversion from MR to ID in SAIS will take effect when SAIS opens for FY 2014 in July 2013: reports will show disability categories MIID, MOID, and SID. Other ADE data collection applications and resource materials will continue to be updated with the new acronyms and descriptions through December 2013.

SAIS business rules were created identifying the areas within SAIS to be modified to accommodate this change. The rules can be found here within the “Business Rules” section of the webpage under fiscal year “2014.” More information about the MR to ID conversion in SAIS can be found in the School Finance “Hot Topics” announcements, available here.

10/03/2012 – UPDATE: Replacing “Mental Retardation” with “Intellectual Disability”

Please be aware of the changes in red to the verbiage in the original email below regarding the replacement of “mental retardation” (MR) with “intellectual disability” (ID).

For FY 2013 SAIS reporting purposes, student management systems (SMS) should not replace MR codes with ID codes as the SAIS SPED reporting specifications have not changed. It is allowable for SMS vendors to change their system display to show ID as a valid need category, as long as the transaction code values uploaded to SAIS includes the MR codes instead of the ID codes. If a code of ID is submitted to SAIS for FY 2013 reporting, it will be rejected as ID codes are not valid for the current reporting year.

It has come to our attention that some IEP program vendors have modified their software to remove references to MR and have replaced with ID to comply with Rosa’s Law. This can be problematic if the data from the IEP software containing the modified ID codes are rolled up into your SMS. If this is the case for your district, the ID codes will need to be manually changed to MR before creating an upload file and submitting to SAIS.

If you are unsure if your IEP program or SMS vendor has made changes that replace MR codes with ID codes, please take the time to check and confirm as soon as possible. Vender development time may be required to address problems and/or manual changes may need to be made by your data entry personnel and with the October 1 special education child count approaching, we want you to have enough time to submit correct data to SAIS.

Feel free to contact us if you have any questions.  ESSDataMmgt@azed.gov.

Thank you for your continued patience during this transition.