DATA MANAGEMENT ALERT

FY22 Update: Integrity Rules Upgrading from Warning to Failure

Effective Fiscal Year 2022, two Integrity Rules will be upgrading from a warning to a failure.

Please be aware you can identify students receiving these warnings in FY21 to prepare for your reporting in FY22.  Please check your INTEG15 report in the AzEDS Portal to determine if your entity is failing any Integrity Rules. The INTEG15 report can filter by warnings only.

One-sheet Integrity Tools are available on our AzEDS SPED Reporting webpage for troubleshooting tips, these rules are included in our SPED Integrity Rules Reference document and FY 2021 ESS Data Reporting Updates document.

Integrity Rule -40077

When a student’s SPED Least Restrictive Environment (LRE) is reported a Resident School ID must be reported.

Integrity Rule -10131

Preschool students not receiving SPED services must be reported with Tuition Payer code 2 for each day of enrollment. Preschool students on an IEP and receiving SPED services should be reported with Tuition Payer code 1 (regular) or 7 (ASDB voucher) for each day of enrollment.

Please contact [email protected] with any questions regarding this FY22 update. 

 DATA MANAGEMENT ALERT 

New SPED Integrity Rule for FY21: -40085 

A new SPED integrity rule will be introduced into the integrity process for FY21 shortly. This new rule is a continuation of our effort to further validate Tuition Payer codes to ensure clean data for the state. A new one-sheet Integrity Tool is available on our AzEDS SPED Reporting webpage for troubleshooting tips, and the rule has been added to our SPED Integrity Rules Reference document. This rule has been updated from the upcoming section in the FY 2021 ESS Data Reporting Updates document. 

Integrity Rule -40085 

Parentally Placed students on an ISP reported with Least Restrictive Environment J (Private School Placement by Parents) are part of Proportionate Share funds and must be Tuition Payer Code 2 (Privately paid tuition, no tuition charged, or not eligible for state funding). 

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

DATA MANAGEMENT ALERT 

New Integrity Rule for FY21: -10133 

 A new Average daily Membership (ADM) integrity rule will be introduced into the integrity process for FY21 shortly. This new rule is a continuation of our effort to further validate Tuition Payer codes to ensure clean data for the state. A new one-sheet Integrity Tool is available on our AzEDS SPED Reporting webpage for troubleshooting tips, and the rule has been added to our SPED Integrity Rules Reference document. This rule has been updated from the upcoming section in the FY 2021 ESS Data Reporting Updates document. 

 Integrity Rule -10133 

 Students reported with Tuition Payer Code 7 (Students funded through other state formula programs) must have a SPED Least Restrictive Environment (LRE) reported for all dates of the Tuition Payer Code 7. 

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

DATA MANAGEMENT ALERT     

ESS Discipline Data Collection application is now open.

We are pleased to announce the ESS Discipline Data Collection (DDC) application is now open for FY21 SPED discipline incident submissions.  All disciplinary incidents that result in the removal of a student receiving special education services are required to be submitted in the DDC application.  The application will only accept incidents for students reported as SPED in AzEDS on the date of incident.  More information about the ESS Discipline Data Collection is available on our Annual SPED Data Collection webpage.

The application allows for manual entry of incidents as well as bulk entry using the XML upload feature, introduced in FY20.  Please note the XML was updated in FY20 and Student Information System vendors were required to update their exports to the new XML schema.  There have been no changes to the XML Schema in FY21.  Systems updated to the new schema in FY20 are not required to update for FY21.

Please note:  XML file uploads will override all the discipline data for the current fiscal year only for sites included in your XML file.

The ESS Discipline Data Collection application will close on July 16, 2021.

For questions pertaining to the ESS Discipline Data Collection, please contact ESS Data Management at [email protected].

DATA MANAGEMENT ALERT

SPED Integrity Rule -40055

SPED integrity rule -40055 is defined as follows:  

If a student’s SPED Exit Reason does not match the student’s regular membership Year End or Withdrawal Membership status, then report the discrepancy as an error. This rule is triggered for all SPED data effective April 1st of the fiscal year to capture mismatches and relevant data elements not reported. (See the SPED Exit Validation Matrix)

1. If a student has all of the following four values, this rule will trigger anytime during the reporting year:
   • Withdrawal/Year-End exit value (Code/Reason)
   • Withdrawal/Year-End exit date
   • SPED Exit Code (Reason)
   • SPED Exit Date
2. If any of these elements are missing, then this rule will be triggered on April 1 and forward.

To further clarify:

Between July 1 and March 31 of each reporting year, this rule would apply only in cases where all 4 of the aforementioned values (a-d above) are present. Effective April 1, this rule would apply to all students even if one or more of the values is reported as “null” (not reported).

The intent of this rule is not only to ensure that the data is complete by the end of the fiscal reporting year with all 4 values, it is also intended to ensure that the exit dates/reasons align between SPED and ADM as appropriate.

If PEAs were not receiving this error previously and now have students failing, most likely one of the 4 values have not been reported.  To resolve integrity error -40055, replace the null values with the correct exit date(s) and/or exit reason(s) according to the SPED Exit Validation Matrix and resubmit to AzEDS. Please note that AzEDS will accept future dates.

Additionally, the SPED Integrity Error Tool for -40055 can be referenced to assist with troubleshooting.  

Post-integrity exit data is required to ensure that the federal exit reports within the Annual SPED Data Collection are accurate and valid. This exit data is also used to calculate the measurement for the graduation rate (Indicator 1) and dropout rate (Indicator 2) on the State Performance Plan / Annual Performance Report (SPP / APR).  

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

DATA MANAGEMENT ALERT

Integrity Rule -40055 – Update to SPED Exit Validation Matrix

An enhancement to Integrity Rule -40055 will be introduced into the integrity process on FY21 SPED data shortly. This update is a continuation of our effort to ensure clean data for the state. Updated one-sheet Integrity Tools are available on our AzEDS SPED Reporting webpage for troubleshooting tips.

Updates to the SPED Exit Validation Matrix will now be reflected in Integrity Rule -40055.

Most notably the SPED Exit Code SPED13 (End of School Year) may only be reported with an Enrollment Year End Code.  Updates to allowable SPED Exit Codes with Enrollment Year End Codes have also been addressed.

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

DATA MANAGEMENT ALERT 

NEW FY21 ESS Discipline Data Training Webinar  

ESS Data Management will be hosting a training webinar for the ESS Discipline Data Collection (DDC) on April 5, 2021, from 10am – 12pm. Please join us to learn about new updates and how to report your DDC data accurately and timely. If you’re unable to join us, we will be posting a recording of the webinar on our website.

Registration is required to attend: Register for the ESS Discipline Data webinar.  

The ESS DDC application opens March 15, 2021.

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

DATA MANAGEMENT ALERT     

AzEDS SPED Integrity Rule Update -40071

An enhancement to Integrity Rule -40071 will be introduced into the integrity process on FY21 SPED data shortly. This update is a continuation of our effort to ensure clean data for the state. Updated one-sheet Integrity Tools are available on our AzEDS SPED Reporting webpage for troubleshooting tips, and the rule has been updated on our SPED Integrity Rules Reference document. 

Integrity Rule -40071

This rule has been enhanced to further validate the SPED10 exit code. In addition to validating the exit code is only used for 3-5 year-olds in PS, KG or UE grade, this rule will now validate the enrollment ends on the same date.

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

Special Education Directors,

ESS collects data each year through the Teacher Attrition Survey to make informed decisions about recruitment and retention efforts in Arizona. Participation in the survey is mandatory for all district and charter schools in Arizona.

The survey is now open and will close on May 7, 2021. Please see memo for further details. Answers to frequently asked questions regarding the survey can be located at http://bit.ly/teacherattritionsurvey. For additional questions, please email Kim Rice. 

Thank you for completing the Teacher Attrition Survey.

DATA MANAGEMENT ALERT

New Integrity Rules for FY21: -40080, -40081, -40082, and -40083

Four new integrity rules for FY21 will be introduced into the integrity process on FY21 SPED data shortly.  These new rules are a continuation of our effort to further validate SPED Exit Codes to ensure clean data for the state.  New one-sheet Integrity Tools are available on our AzEDS SPED Reporting webpage for troubleshooting tips, and the rules have been added to our SPED Integrity Rules Reference document.  These rules have been moved to the upcoming section on the FY 2021 ESS Data Reporting Updates document.

Integrity Rule -40080

This rule will validate when a SPED01 Exit Code (Transferred to Regular Education) is used; there is a continuing enrollment reported the next in-session day for the student without SPED data.

Integrity Rule -40081

This rule will validate when a SPED04 Exit Code (Deceased) is used; the enrollment ends on the same day, and there are no follow up enrollments in the state.

Integrity Rule -40082

This rule will validate when a SPED03 Exit Code (Reached Maximum Age) is used; the student is 21 or older on the date of exit, and no new LREs are started at the site after that date.

Integrity Rule -40083

This rule will validate when a SPED09 Exit Code (Ends one LRE but starts another) is used; the student is not reported Graduated on the same date or before the LRE Exit Date.

Please contact [email protected] with any questions regarding these new rules.