DATA MANAGEMENT ALERT 

FY21 Important Dates Posted

The Fiscal Year 2021 Important Dates document is now available. This document outlines all important due dates for the two data collections overseen by ESS Data Management:

• ESS October 1 Data Collection
• ESS Annual Data Collection

The FY21 Important Dates document is available on the ESS Data Management homepage.

Please note these dates are subject to change. Keep the link to the document for the most current version, and we encourage SPED staff sign up for our Data Management Listserv for important announcements.

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

DATA MANAGEMENT ALERT   

FY 2021 October 1 Data Collection

Public education agencies (PEAs) are required to verify the count of students participating in special education (SPED) on October 1, 2020. Verification will be completed via the web-based ESS October 1 Data Collection application, available through the ESS Portal via ADEConnect.

The October 1 Data Collection consists of three phases:

Phase I: Verification and Personnel

Phase II: Reconciliation

Phase III: Non-Reconciliation (if applicable)

To review the complete October 1 Data Collection timeline, please see the ESS Data Management FY 2021 Important Dates document that will be updated on the ESS Data Management website on October 1, 2020.

Phase I: Verification

The ESS October 1 Data Collection application will open on Friday, October 2, 2020. PEAs must log in to the application to submit the October 1 verification counts and personnel data. All technical assistance documents and FAQs will be available by accessing the “Help tab” on the home page of the ESS October 1 Data Collection application. Some of these documents will also be available on the ESS Data Management website in the October 1 Data Collection page.

 Please note that October 1 is the count date, not a due date or deadline.

October 1 falls on a Thursday this year. If October 1 is a non-session day for your PEA (i.e., fall break), be mindful of the following information. To ensure an accurate count, include students who were enrolled on the last day school was in session before October 1 as long as they are known to have continued in special education on the first day school was in session following October 1 (whether it be in your school in your PEA or another PEA). The PEA that should count the student is the PEA the student was enrolled in prior to October 1.

Training Videos

To access ESS Data Management training videos, go to this Training Videos webpage. This year’s training will consist of videos on various topics related to the October 1 Data Collection phases:

• Overview
• Phase I
  • How to Count Your Students
  • Parentally Private School Student Reporting
  • Personnel
• Phase II
  • Reconciliation Steps
  • Case Study
• Phase III
  • Non-Reconciliation Requirements

As each training video is posted, an alert will be sent via the ESS Data Management listserv. To join the listserv to receive these and other alerts, click here.

For questions regarding October 1 Data Collection requirements, email ESS Data Management.

DATA MANAGEMENT ALERT 

AZEDS PORTAL SPED72 REPORT – NEW FIELDS AVAILABLE

Additional fields have been made available in the SPED72 report to aid PEAs in validating submitted data. 

Integrity Warnings  

An additional column next to Integrity State SPED Pass/Fail and FED SPED Pass/Fail is now available labeled Warnings. This column will populate with a red YES if there are integrity warnings present for the student data, or a green NO if there are no warnings present. To review the warning rules activated for the data, please use your INTEG15 report.  Warnings can be viewed in the INTEG15 report by changing the Integrity Status dropdown to: Warnings. 

Please note that Integrity Warnings are not a failure, and do not affect ADM or prevent data from populating in ESS applications. 

Resident School ID  

Beginning FY21 a new data collection is associated with SPED LRE labeled Resident School ID.  This field is now available in your SPED72 report following the Primary/Secondary School indicator. 

More information on Resident School ID is available here: /specialeducation/2020/06/09/data-management-alert-new-integrity-rule-integrity-rule-40077 

 Please contact [email protected] with any questions.

DATA MANAGEMENT ALERT UPDATE

Arizona State School for the Deaf and Blind (ASDB) Student Reporting

The ASDB Student Reporting guidance has been revised to clarify eligibility determination for students on an institutional voucher and the reporting of students receiving services from regional cooperatives.

Additionally, a new section has been added to provide guidance on establishing calendars for ASDB sites.

Questions on ASDB student reporting should be directed to ESS Data Management.

DATA MANAGEMENT ALERT   

FY20 Annual Data Collection (ADC) – Due Date Extension

Due to Student Information System (SIS) vendor updates, the due dates for ADC have been revised as follows:

September 21, 2020 – Discipline data due (ESS Discipline Data Collection application)

September 23, 2020 – Final Submission opens (ESS ADC application)

September 30, 2020 – Agency reports and electronic signature due (ESS ADC application)

Please direct questions to [email protected].

DATA MANAGEMENT ALERT   

FY20 Annual Data Collection (ADC) – Final Submission 

 This is a friendly reminder that the FY20 ESS Annual Data Collection application is available and accessible to PEAs. Be aware, there are two separate due dates involved in this data collection reporting requirement. 

 Disciplinary incident data for students with disabilities is extracted from the ESS Discipline Data Collection (DDC) application located in the ESS portal available in ADEConnect. All discipline data reporting must be finalized by 5 p.m. on Tuesday, September 15, 2020 in the DDC application. 

 The Final Submission process for the FY20 ADC is planned to begin on September 16, 2020. ADC is due in its entirety by 5 p.m. on Tuesday, September 23, 2020. 

 To review ADC training videos, go to the ESS Data Management website and click on "Training Videos".  If you have any questions, direct them to [email protected]. 

DATA MANAGEMENT ALERT

New AzEDS Portal Report: SPED74 - SPED Exit Report

The SPED74 – SPED Exit Report is a new report now available in the AzEDS Portal. This post-integrity report will populate students for your PEA who are ages 13 – 22 based on the Calculated Age for Exit. The SPED74 report is to aid in the determination of validating exit data for the ESS Annual Data Collection (ADC). This report will be available for FY21 data and forward only. 

This report lists student information: 

• District Student ID 
• State Student ID 
• Last Name 
• First Name 
• Grade 
• Least Restrictive Environment (LRE) 
• LRE Entry and Exit Dates 
• LRE Exit Reason 

Along with the following columns populated with “Y” or “N”: 

Main SPED School 

• SPED LRE is reported as Primary 

Last Known Exit 

• SPED LRE Exit Date is the highest exit date reported in AzEDS statewide.   
• If another LRE has begun without a reported end date, this will still populate as “Y” for last known exit. 

In SPED B.O.Y. (Beginning of Year) 

• This is defined as the first two weeks of the school year for PEAs. For Arizona Online Instruction schools (AOIs) and Dropout Recovery Programs (DRPs), this is defined as the first six weeks of the school year.  

ADC (Annual Data Collection) Exit Eligible 

• Main SPED School, Last Known Exit and In SPED B.O.Y. must be “Y” 
• Must be ADC valid SPED Exit Code: SPED01, SPED02, SPED03, SPED04, SPED07. SPED05 is valid only if it is the last known exit in the current reporting year.  

Calculated age for Exit 

• Age will populate if calculated age is within 13-22 years old. 
• If exit date is prior to October 1 of the Fiscal Year of the report, then age is calculated as of October 1 of the previous Fiscal Year. 
• If exit date is after October 1 of the Fiscal Year of the report, then age is calculated as of October 1 of the Fiscal Year of the report. 

If you have any questions, please direct them to ESS Data Management.

DATA MANAGEMENT ALERT

New SPED Integrity Rule -40078

Effective Fiscal Year 2021, a new integrity rule will be implemented for SPED Least Restrictive Environment (LRE) Exit Code SPED05 (Moved, known to be continuing).

Integrity Rule -40078: Exit code SPED05 is invalid with continuing site enrollment.

This integrity rule will validate the student is not enrolled at the same site the next in-session calendar day after a SPED05 exit is reported by the same District of Residence (DOR). This validates only the next in-session calendar day after the reported exit date. This rule will not apply to entities without calendars.

This rule has been added to the SPED Integrity Rules Reference document. A new integrity one-sheet tool has been published on the ESS Data Management website to aid troubleshooting this error: Integrity Tool -40078.

If you have any questions, please direct them to ESS Data Management.

DATA MANAGEMENT ALERT 

RESCHEDULED FY20 ESS Discipline Data Training Webinar

Due to unforeseen circumstances beyond our control, ESS Data Management has rescheduled the Discipline Data Collection (DDC) training webinar from August 25 to September 2, 2020, from 10am - 11am. For previously registered attendees, no further action is required.

This training will expand on the overview training presented on February 25, 2020, available on the training videos webpage:

/specialeducation/data-management/dmtrainingvideos/.

Click here to register.

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

DATA MANAGEMENT ALERT 

Integrity Error -10003 will be Deactivated

Integrity Error -10003: For Public SPED Institution districts, DOR must match the DOA 

Due to changes in reporting to Arizona State School for the Deaf and Blind (ASDB) sites in FY21, Integrity Error -10003 will be deactivated.  Any PEA currently failing this rule should disregard.   

Beginning FY21, regardless of how the student is placed at ASDB, whether through a voucher or  fee-for-service, the AzEDS reporting responsibility defaults to the district of residence (DOR). ASDB can no longer be reported as a valid DOR.  Please refer to the ASDB Student Reporting document for more information.