Exceptional Student Services (ESS) has revised how federal primary need indicator reporting works in AzEDS to align with federal guidance on special education data disability reporting. Please read the attached memo for details and contact ESS Data Management if you have any questions.

Data Management Alert 
Enhancements to Integrity Rules -40055 and -40080 

Enhancements to integrity rules -40055 and -40080 have been implemented for SPED data validations in AzEDS. These updates are part of an ongoing effort to ensure clean data during the fiscal year and to avoid corrections of data after the close of the fiscal year. 

-40055 Invalid exit code combination; refer to the SPED Exit Validation Matrix 

This rule has been enhanced to allow concurrent reporting of the SPED14 exit code (No longer eligible for Preschool Special Education) and W6 withdrawal code (Age).  

The SPED Integrity Error Tool for this rule is linked below: 
SPED Integrity Error Tool -40055 

 -40080 SPED01 Exit Code allowed only when a student continues enrollment at the same site on the next in0session day, with no SPED LRE reported 

 Both the error message above and the error description for this integrity rule have been updated to reflect the site enrollment, and SPED LRE requirements must be met when using the SPED01 Exit Code.  

 The SPED Integrity Error Tool for this rule is linked below: 
SPED Integrity Error Tool -40080 

 One sheet of SPED Integrity Error Tools for all SPED integrity rules can be found on the ESS Data Management website. 

If you have any questions, please email the ESS Data Management inbox. 

DATA MANAGEMENT ALERT 

October 1 Data Collection Phase II Trainings for FY 2025   

Annually, the Arizona Department of Education (ADE) is required to report special education (SPED) data to the federal government. The October 1 Data Collection (ODC) is part of that process and is required by all Public Education Agencies (PEAs). ODC has three phases:   

1. Child Count Verification and Personnel   

2. Child Count Reconciliation  

3. Child Count Non-Reconciliation (if applicable)   

During Phase II, PEAs must submit and reconcile student-level data for students with disabilities participating in a SPED program over the October 1 child count date through AzEDS. The primary goal of Phase II is to ensure that these students align with the verification count submitted during Phase I.   

ESS Data Management is excited to offer training opportunities to assist with Phase II, including an in-person workshop and a live webinar! Listed below is the schedule for the ODC Phase II training. Please note that registration is required. Click the link on the date that best fits your schedule to register.  

Online Training via Microsoft Teams
Date: Thursday, November 21, 2024, 
Time: 9:00 am – 11:00 am 

 In-person training Registration required through APLD
Location: 100 N 15th Ave. Phoenix AZ 85007 
Date: Wednesday, December 4, 2024, 
Time: 9:00 am – 11:00 am  

 Please email ESS Data Management with any questions. 

DATA MANAGEMENT ALERT

Special Education Data Updates Webinar: Wednesday, October 16, 2024

The Exceptional Student Services Data Management team will host the next live Special Education Data Updates webinar on Wednesday, October 16, 2024, from 2:00 to 3:00 pm. This session will cover a variety of data topics that will include (subject to change):   

• Reminders 

• Trending topics 

• Top Three Integrity Errors 

• Q&A    

Please register by clicking this link. Registration is required to attend. If you have any questions, please email the ESS Data Management inbox.

DATA MANAGEMENT ALERT 

Reporting Special Education Students Attending Secondary Transition Programs and October 1 Child Counts 

On February 13, 2024, Public Education Agencies (PEAs) were notified that new school sites must be created if they meet specific criteria. In the process, it became necessary for PEAs to report students in Secondary Transition programs located in businesses or colleges, including creating new entities for these programs. 

We appreciate your patience while we create these new entities in our systems and update AzEDS and integrity rules to allow reporting. We anticipate PEAs will be able to successfully report their students attending Secondary Transition programs in AzEDS by November. 

Special Education students attending Secondary Transition programs must be counted for the October 1 Child Count if they received services on October 1.  

Once AzEDS has been updated to allow the reporting, we will send a follow-up alert with guidance. 

Please email the ESS Data Management inbox with any questions or concerns. 

DATA MANAGEMENT ALERT

Special Education Data Updates Webinar: Wednesday, September 18, 2024

The Exceptional Student Services Data Management team will host the next live Special Education Data Updates webinar on Wednesday, September 18, 2024, from 2:00 to 3:00 pm. This session will cover a variety of data topics that will include (subject to change):   

• Reminders 

• Trending topics 

• Top Three Integrity Errors 

• Q&A    

Please register by clicking this link Registration is required to attend. If you have any questions, please email the ESS Data Management inbox.

DATA MANAGEMENT ALERT 

FY25 October 1 Data Collection Phase I Training 

Annually, the Arizona Department of Education (ADE) is required to report special education (SPED) data to the federal government. The October 1 Data Collection (ODC) is part of that process and is required by all Public Education Agencies (PEAs). ODC has three phases:  

• Phase I: Child Count Verification and Personnel  
• Phase II: Child Count Reconciliation 
• Phase III: Child Count Non-Reconciliation  

During Phase I, PEAs must provide ADE with the number of students participating in their SPED program on October 1, 2024. PEAs will also report Personnel data and Parentally Placed students (if applicable). 

ESS Data Management invites you to attend one of our Phase I training courses, virtually or in person.

Virtual Training:                                                                  

Date:               Tuesday, September 24, 2024

Time:               1:00 – 3:00 pm

Registration:    Zoom, click here to register

In-Person Training:

Date:               Thursday, October 3, 2024

Time:               1:00 – 3:00 pm

Location:         100 N. 15th Ave., Room 101, Phoenix, AZ 85007

Registration:    ADE Professional Learning and Development (APLD)

Please email ESS Data Management with any questions. 

We look forward to assisting you in meeting your data reporting requirements. 

ESS Data would like to inform you of important dates and reporting updates for fiscal year (FY) 2025. The FY25 Important Dates document is on the ESS Data Management web page. This email also outlines important changes for SPED data reporting for FY25, including new and upcoming changes within AzEDS and ESS applications overseen by ESS Data Management.

FY25 reporting updates:

AzEDS:

API

• Complete: LRE I (Services Provided in a regular classroom) no longer active
• Complete: Add parent relationships
  • Surrogate Parent
  • Self
• Complete: Student Parent Association is changed to Student Contact Association
• Complete: StudentDisciplineIncidentAssociations table is deprecated

Integrity Rules

• Complete: -40099: SPED Need Developmental Delay (DD) must be Primary
• Complete: -40100: SPED Need Multiple Disabilities (MD) or Multiple Disabilities Severe Sensory Impairment (MDSSI) must be Primary
• Complete: -40101: SPED Need Preschool Severe Delay (PSD) must be Primary
• In Progress: -4XXXX: For each day a SPED Need is reported, an LRE must be reported
• In Progress: -52005: Incident Date must be within Fiscal Year Reported – to be removed

AzEDS Portal:

• In Progress: Disc10/Disc72: Add Services Provided and Parent Declined Services column
• In Progress: DISC72: Identify if a student has special education services during the time of the incident
• In Progress: INTEG55: Add State Student ID

ESS Data Management Website Updates – In Progress:

• AzEDS SPED Codes
• Concurrent Need and Least Restrictive Environment (LRE) Code Eligibility Matrix
• Concurrent PEA and Least Restrictive Environment (LRE) Code Eligibility Matrix
• Discipline Data Guidance
• SPED Integrity Rules Reference
• New Integrity Tools
  • 40099
  • 40100
  • 40101

Data Surveys – In Progress:

• Update home page

For any questions regarding the upcoming FY25 data reporting updates or the important dates, please email ESS Data Management.

The Special Education Data Dashboard (SEDD) Certification opens today, July 22, 2024. Certification is due August 5, 2024, by 5:00 p.m. This is a requirement of all Public Education Agencies (PEAs), including those without qualifying data within the modules.

Please note: As of July 15, 2024, the data in SEDD is locked and cannot be edited. Visit School Finance’s Guidelines and Manuals web page for detailed guidance on requesting a prior-year data correction for student data.

Certification is accessible only to users with the ESS SEDD: LEA Signer role. Only local entity administrators can assign this role to an individual. For information on how to add an ADEConnect role, visit ADEConnect FAQs.

During this process, PEAs will certify the following:

1. Student Exit Data
   • This module displays exit data for Special Education (SPED) students based on specific exit codes, age ranges, and dates outlined in the SPED Exit Flow Chart.
2. Preschool Transition Data
   • Public School Districts with boundaries were required to enter data for students transitioning from the Arizona Early Intervention Program (AZEIP) to Part B. If not applicable, this module will be inactive.
3. Students Without Disabilities
   • This module captures data on students without disabilities with an expulsion (W3) exit code. During the review phase, PEAs indicated if such students received educational services during expulsion. If not applicable, this module will be inactive.
4. Discipline Data
   • This module displays discipline incidents for SPED students that resulted in removal from their educational environment.

Resources available to assist PEAs include:

• TA Manual: Special Education Data Dashboard
• FY 2024 SEDD Webinar
• FY2024 SEDD Presentation slides, 64–70

For additional information, please contact the ESS Data Management Inbox or call 602-542-3962.

The Exceptional Student Services (ESS) Data Management team is pleased to introduce Beginning of the Year ESS Data Management training for the 2024–2025 reporting year. We offer two options to attend: virtually or in person.

During this training, our team will provide updates on the annual IDEA 618 requirements, review reporting to AzEDS, and give an overview of ESS data applications and surveys. Please register for only one session.

1. Virtual Training via Zoom: Thursday, August 22, 2024, 9:00–11:00 a.m.
2. In-person training: Thursday, August 22, 2024, 1:00–3:00 p.m.

100 N 15th Ave. Phoenix AZ 85007

Please email ESS Data Management with any questions. 

We look forward to seeing you!