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
[email protected]

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


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). 


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.   


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 [email protected].

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 [email protected]

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.  [email protected]

Thank you for your continued patience during this transition.