DATA MANAGEMENT ALERT 

Update to Integrity Rule for FY 2022: -40066

An update to an integrity rule for FY 2022 will be introduced into the integrity process on SPED data shortly. This rule is a continuation of our effort to further validate SPED reporting to ensure clean data for the state.   

A one-sheet integrity tool is available on our AzEDS SPED Reporting webpage for troubleshooting tips. It has been added to our SPED Integrity Rules Reference document and referenced on the FY 2022 ESS Data Reporting Updates document. 

Integrity Rule -40066

This rule will validate the submitted reference DescriptorID sent from your Student Information System matches the submitted SPED Least Restrictive Environment name. 

PEAs failing this rule will need to work with their Student Information System vendors to ensure the reference IDs (DescriptorID) sent matches the corresponding LRE (SPED Program) name.

Please contact [email protected] with any questions regarding this update.   

DATA MANAGEMENT ALERT

MEMBERSHIP AND ACCOUNTABILITY RULES ADDED TO OCTOBER 1 PROCESSING

Please be aware the Exceptional Student Services October 1 processing will be updated today to include integrity rules for Membership and Accountability. This will result in any SPED student receiving services over October 1 failing Membership or Accountability rules to be excluded from your October 1 count. Many existing SPED integrity rules rely on Membership and Accountability rules to ensure clean data.

If there are any students receiving services over October 1 missing from your SPED07 report you should review your INTEG15 report and resolve all State SPED, FED SPED, Membership, and Accountability errors. These rules are indicated as SPED, FED SPED, and ADM on the INTEG15 report.

Troubleshooting questions for Membership and Accountability rules should be referred to School Finance. Please open a ticket using the help link at the top right of your ADE Connect homepage to request assistance with a Membership or Accountability rule.

The SPED73 report in the AzEDS Portal has been updated to reflect the SPED07 report and will provide feedback on all students served over October 1 with a Y or N indicator for October 1 FED SPED status. Students indicated with an N will provide feedback as to why the student is not included in the October 1 count. 

Phase II of the ESS October 1 Data Collection will end on January 18, 2022. Please ensure all students are passing SPED, Membership, and Accountability rules through the deadline to ensure reconciliation.

For any questions this update, please contact us at [email protected].

DATA MANAGEMENT ALERT

ODC Phase II Deadline Extended – January 18, 2022

The October 1 Data Collection (ODC) application Phase II due date has been extended from December 15, 2021 to the NEW due date of January 18, 2022 by 5pm.

The ODC application is located within the Exceptional Student Services Portal in ADEConnect. Please ensure any user needing access to this report has the ADEConnect role of: ESS October 1 Data Collection: LEA User or LEA Signer.

The SPED07 report is located under the ‘Reports’ tab within the ESS ODC application. This report displays a list of students ages 3-21 identified in AzEDS as receiving special education services over the October 1 child count date as of the most recent integrity run.

It is expected that each PEA will ensure their count on the SPED07 report matches the verification count submitted in Phase I to reconcile their SPED October 1 Count for FY22. SPED integrity errors will prevent students from appearing on your SPED07 report.

To assist in the reconciliation process, please review the steps outlined in the October 1 Data Collection Manual – Phase II. The manual, training videos, and case study video are available on the ESS Data Management October 1 Data Collection Page. 

Since the closing of the ODC Phase I: Personnel & Verification Count on November 17, 2021, the verification count submitted by your PEA has been locked. If the submitted verification count was incorrect your PEA will be unable to reconcile, please continue to monitor your SPED07 report to ensure the data is correct for students served over October 1. If applicable, your PEA will be contacted to complete Phase III: Non-Reconciliation opening on April 13, 2022.

If you have any questions, please direct them to [email protected].

DATA MANAGEMENT ALERT

SPED07 Report Now Available

The SPED07 report is now available within the October 1 Data Collection (ODC) application for Phase II: Reconciliation. 

The SPED07 report displays a list of students ages 3-21 identified in AzEDS as receiving special education services over the October 1 child count date as of the most recent integrity run.  

It is expected that each PEA will ensure their verification count submitted in Phase I matches the count on the SPED07 report to reconcile their SPED October 1 Count for FY22.

To assist in the reconciliation process, please review the steps outlined in the October 1 Data Collection Manual – Phase II. The manual, training videos, and case study video are available on the ESS Data Management October 1 Data Collection Page. 

The Phase II Reconciliation process is due Wednesday, December 15, 2021 by 5:00pm. 

To better align with federal reporting requirements, the age groupings have been updated on the SPED07 report. Students aged 3-5 and attending preschool will appear under the ‘Ages 3-5 (Preschool Only)’ section and students age 5 and above who are in Kindergarten or UE will appear under the ‘Ages 6-21 (Age 5 KG Included)’ section.  

For any questions related to the SPED07 report, please contact us at [email protected].  

DATA MANAGEMENT ALERT  

New Integrity Rule for FY 2022: -10138 

A new integrity rule for FY 2022 will be introduced into the integrity process on SPED data shortly.  This new rule is a continuation of our effort to further validate SPED reporting to ensure clean data for the state.    

A new one-sheet Integrity Tool is available on our AzEDS SPED Reporting webpage for troubleshooting tips. It has been added to our SPED Integrity Rules Reference document and referenced on the FY 2022 ESS Data Reporting Updates document.  

Integrity Rule -10138 

This rule will validate any students enrolled at an approved Private Day School to have a corresponding SPED Least Restrictive Environment (LRE) reported for all dates of the enrollment.  

This rule is being enforced in support by ARS § 15-765(D). 

This rule will fail if all dates of the Private Day School enrollment do not have a corresponding SPED LRE reported. 

A list of approved Private Day Schools can be found on the Private Special Education Schools webpage. 

Please contact [email protected] with any questions regarding this new rule.    

DATA MANAGEMENT ALERT     

Special Education Data Updates Webinar 

  The Exceptional Student Services Data Management team will be hosting the next Special Education Data Updates live webinar on Wednesday, November 17th from 10am – 11am. This session will cover a variety of data topics that will include:  

• Reminders  
• Trending topics  
• Topics requested by you  
• 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 2022 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 PEA’s  SPED student count and personnel FTE data. 

This data is due Wednesday, November 17, 2021.

Please refer to the Important Dates document on the ODC timeline and review the email below for additional details.

Contact [email protected] with questions.

DATA MANAGEMENT ALERT     

Special Education Data Updates Webinar 

 The Exceptional Student Services Data Management team will be hosting our next Special Education Data Updates live webinar on Wednesday, October 20th from 2pm – 3pm. This session will cover a variety of data topics that will include: 

• Reminders 
• Trending topics 
• Topics requested by you 
• 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

New Integrity Rule -51002 – Student Home and Mailing address required

A new Data Quality Validation integrity rule -51002 will be introduced into the integrity process on FY22 Enrollment data shortly. This update is a continuation of our effort to ensure clean data for the state. A new one-sheet Integrity Tool is now available on our AzEDS SPED Reporting webpage for troubleshooting tips for Integrity Rule -51002.

It is expected for each site enrollment reported by your LEA, both a Home and Mailing address be reported. This will provide ESS with the ability to ensure that special education services can continue if educational programs are disrupted by a change of boundaries based on residence changes. Student site enrollments missing Home, Mailing, or both addresses will fail rule -51002. Student addresses are submitted at the site level. If your LEA is reporting the student at multiple sites, both a home and mailing address for the student must be reported for each site. This will allow both addresses to remain intact during the school site level deduplication process.

This new Data Quality Validation integrity category is now available on your INTEG15 report under the Integrity Category dropdown. Selecting only this category will show any students failing this rule for your LEA.

Please contact [email protected] with any questions regarding this update.

DATA MANAGEMENT ALERT

Reporting of Primary/Secondary Needs in AzEDS

This notice serves as a reminder that the most accurate disability representation should be reported for all students with disabilities throughout the school year.

When reporting needs (disability categories) to AzEDS for students, all eligible needs listed on a student’s IEP should be reported for all special education placements in Arizona. If a student has only one need, that need is reported as the primary need. For students with multiple needs, only one can be reported as the primary need and the other need(s) would be reported as secondary. The primary need is defined as the one that most adversely affects the student’s ability to access the general curriculum.

Accurate disability representation is required for statistical analysis, fulfilling data requests, state funding, data visualizations/dashboards, and making data-driven decisions.

For questions please contact [email protected].