DATA MANAGEMENT ALERT       

October 1 Enrollment Data for Fiscal Year 2023  

Please review the October 1 Enrollment Data information below. This coincides with the ODC Phase II due date of January 18, 2023.

What is October 1 Enrollment Data?
To ensure compliance with federal reporting and program requirements for the fiscal year 2023, the Arizona Department of Education (ADE) is compiling data for students enrolled on October 1, 2022. Reports will be prepared using enrollment data that has been submitted by Arizona school districts, charter schools, and other public education agencies (PEAs) via their respective student information systems to ADE and has Passed Integrity in AzEDS accordingly.

Student-level enrollment and program data reported by public education agencies are critically important to funding and program determinations for all education programs. ADE uses the data to manage eligibility, calculate funding of limited federal dollars, comply with federal reporting requirements, and serve as the basis for general population statistics about Arizona schools.

October 1 data is used for many internal and external accountability reports, such as statewide dropout rate, and to identify students in certain subgroups. Therefore, schools must review and, if applicable, correct this data as soon as possible so we can produce accurate numbers for federal reporting.
 

What are the important deadlines?
Arizona school districts, charter schools, and other PEAs should have submitted most student-level enrollment and program data as of now. The final October 1 enrollment data deadline is Wednesday, January 18, 2023. Between now and January 18, PEAs are strongly encouraged to review and correct data submissions, using ADE program area staff for support.

What are the consequences of not submitting accurate, valid, and timely October 1 Enrollment Data?
Information submitted after 5:00 PM on January 18, 2023, will not be included in the grants or reports indicated in the chart below. Incomplete, inaccurate, or late reporting may result in a delay of state and/or federal funds, possible sanctions, and in some cases, a loss of potential funding for these grants and systems. The following chart shows the type of student-level enrollment and program data required for each federal reporting and program determination requirement, along with the ADE contact who can be accessed to assist with data reporting questions:

*In order to submit Title I Support Program data to AzEDS your ESEA Consolidated application must be Director approved within GME. Title I Support Program data can continue to be submitted throughout the data capture dates posted by School Finance.

**Validations for the SPED data are done through the ESS October 1 Data Collection process that is also captured on Friday, January 18, 2023. It works in tandem with the October 1 enrollment process.

***In AzEDS, school districts and charter schools can verify their EL Program Participation data by reviewing the EL71 - EL Program Participation Report, which is available via the AzEDS Portal application in ADEConnect, and by clicking the Reports tab and selecting English Learner from the menu.

We appreciate your help optimizing funding for all the education programs benefitting students and teachers of Arizona.

DATA MANAGEMENT ALERT 

Special Education Data Updates Webinar Wednesday, November 16th 

 The Exceptional Student Services Data Management team will be hosting the next Special Education Data Updates live webinar on Wednesday, November 16th from 2pm – 3pm. This session will cover a variety of data topics that will include (subject to change):   

• Reminders 
  • October 1 Data Collection Phase I due date
  • FY23 Important Dates Document
• Trending topics 
  • Calculating LRE and LRE Flowcharts
  • Integrity Rules mid-year introductions and type updates
  • Foundation for Blind Children: Private Day vs Voucher students
• Topics Not in Scope
  • Homebound
• Top 3 Integrity Errors 
• Q&A    

Registration is required to attend: Register for Special Education Data Updates webinar.   

 For questions, please contact ESS Data Management via email at [email protected].    

DATA MANAGEMENT ALERT 

Weekend closure of Exceptional Student Services Portal and Applications

Please be aware that all ESS Applications will be unavailable on Saturday, November 5, 2022. The applications will be back up and running no later than Monday, November 7, 2022. We apologize for any inconvenience this may cause you.

The Exceptional Student Services IT team will be updating the Exceptional Student Services Portal and ESS Applications over the weekend.  During this update, all ESS Applications, Online Forms, and ESS Portal will be unavailable in ADEConnect and links will be deactivated on ESS websites.

No deadline extensions for ESS data collections are offered due to this weekend closure.

For any questions regarding this interruption in service, please feel free to contact [email protected].

DATA MANAGEMENT ALERT   

FY 2023 October 1 Data Collection Phase I Verification due 11/16 by 5pm

This is a reminder that the October 1 Data Collection (ODC) Phase I verification count is due Wednesday, November 16, 2022, by 5pm. This phase includes the submission of your Public Education Agency (PEA) Special Education (SPED) student count and personnel Full-Time Equivalency (FTE) data. 

All PEAs are required to verify the aggregate count of students receiving SPED services over October 1, including zero counts. This is an internal count using your student information systems and student rosters; AzEDS reports should not be used to gather Phase I Verification Count.

More information and training videos are available on the ESS October 1 Data Collection website.

Please refer to the Important Dates document on the ODC timeline for a complete outline of deadline requirements for this data collection, and contact [email protected] with any questions.

DATA MANAGEMENT ALERT 

SPED Need Autism concurrently reported with Emotional Disability

Beginning FY23, an update to integrity rule -40000 took effect to allow SPED Need combination A (Autism) with ED or EDP (Emotional Disability). ESS determined this change to be in error and ESS will roll back the change to not allow this reporting combination. ESS reverted this change to maintain alignment with 34 CFR 300.8(c)(1)(ii) and A.R.S. § 15-761(1).

ESS has updated the Concurrent Need Eligibility Matrix for this correction and AzEDS will appropriately fail affected students within this fiscal year.

For questions regarding SPED Data Reporting, please contact ESS Data Management .

DATA MANAGEMENT ALERT

-40071 Update to allow SPED10 exit code for students within 90 days of their third birthday with Board Approval

An update to integrity rule -40071 (SPED Exit code 10 may only be used for student 3-5yrs old, enrolled in PS, KG or UE grade, and exited from enrollment on same date) will take effect in AzEDS shortly.

This update will allow SPED Exit Code 10 (Withdrawn by Parent and no Longer enrolled) to be used for students within 90 days of their third birthday (the governing board of a school district or the appropriate approving body of a charter school may admit otherwise eligible children who are within ninety days of their third birthday, if it is determined to be in the best interest of the individual child per ARS § 15-771(G))

The FY23 Data Reporting Updates document has been updated in the ESS Data Management Toolkit available on the ESS Data Management website.

Additional documentation updated to reflect this change is also available on the AzEDS SPED Reporting webpage:

• SPED Integrity Rules Reference
• Integrity Tool -40071

For questions regarding SPED Data Reporting, please contact ESS Data Management Inbox.

DATA MANAGEMENT ALERT 

ED-P reporting in Residential Treatment Centers

An update to allowable SPED Needs reported for Least Restrictive Environment (LRE) ES will take effect in AzEDS shortly. This update will allow the combination of SPED Need ED-P to be reported with LRE ES (Public or Private Residential Facility for greater than 50% of the school day placed by another state agency (not an IEP team decision)).

Please see this official ADE memo for more information about this update.

Integrity rules -40004 and -40029 have been updated to allow this combination.

Additional documentation updated to reflect this change is also available on the AzEDS SPED Reporting webpage:

• Concurrent Need and Least Restrictive Environment (LRE) Code Eligibility Matrix
• SPED Integrity Rules Reference
  • Integrity Tool -40004
  • Integrity Tool -40029

For questions regarding SPED Data Reporting, please contact ESS Data Management Inbox.

For questions regarding RTC placements and voucher applications, please contact ESS Vouchers Inbox.

DATA MANAGEMENT ALERT 

Special Education Data Updates Webinar Wednesday, October 19th   

The Exceptional Student Services Data Management team will be hosting the next Special Education Data Updates live webinar on Wednesday, October 19th from 2pm – 3pm. This session will cover a variety of data topics that will include (subject to change):   

• Reminders 
  • FY21 October 1 PEA Student Count document available
  • October 1 Data Collection (ODC) open date and due date 
• Trending topics 
  • Data Collection Expectations
  • Review of Phase I of ODC
  • How to calculate Least Restrictive Environment (LRE)
  • Parentally Placed Students
• Topics Not in Scope 
• Top 3 Integrity Errors 
• Q&A    

 Registration is required to attend: Register for Special Education Data Updates webinar.   

 For questions, please contact ESS Data Management via email at [email protected].   

DATA MANAGEMENT ALERT

FY 2023 October 1 Data Collection Application is now OPEN

The October 1 Data Collection (ODC) application is now open, and Phase I is underway. This phase includes the submission of your Public Education Agency (PEA) Special Education (SPED) student count and personnel Full-Time Equivalency (FTE) data. 

The ODC child count is a crucial process consequential for federal reporting, determining federal allocations, and providing information for the state to make educational determinations over time.

All PEAs are required to verify the aggregate count of students receiving SPED services over October 1, including zero counts. This is an internal count using your student information systems and student rosters; AzEDS reports should not be used to gather Phase I Verification Count.

This data is due Wednesday, November 16, 2022. More information and training is available on the ESS October 1 Data Collection website.

Please refer to the Important Dates document on the ODC timeline for a complete outline of deadline requirements for this data collection.

Please contact [email protected] with any questions.

DATA MANAGEMENT ALERT

Exceptional Student Services (ESS) Discipline Data Collection (DDC) Application Opening September 14

The ESS DDC application will open for fiscal year (FY) 2023 incident entry on September 14, 2022.

There are no significant changes to the DDC application this school year. ESS requires all Public Education Agencies (PEAs) to manually enter or bulk upload discipline data incidents into the DDC application. The XML Schema for PEAs choosing the bulk upload option is unchanged.

Training on entering and/or uploading incidents into the DDC application is available on the Discipline Data Collection page. This page has a DDC Manual with step-by-step instructions for entering or uploading data. A webinar recording is also available that includes a demonstration of entering and uploading discipline incidents.

FY 2023 discipline data is due July 15, 2023, aligning with the close of AzEDS data reporting for the fiscal year. PEAs submitting discipline data into AzEDS will not be consumed for FY 2023 as AzEDS is not the system of record for FY 2023.

Beginning FY 2024, all PEAs will enter discipline data through their student information system and sync to AzEDS. ESS will release more details regarding FY 2024 incident data requirements soon.

ESS still requires that PEAs that volunteered to pilot the submission of discipline incident data into AzEDS data this school year also enter or upload the discipline incident data in the DDC application. ESS will send more information regarding the pilot program soon to those specific PEAs.

If you have questions or need assistance, please do not hesitate to contact us at [email protected].