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.