DATA MANAGEMENT ALERT  

Upcoming change for Fiscal Year 2026 - Modification to Exit Code W3: Expelled or long-term suspension 

An update to enrollment withdrawal code W3: Expelled or long-term suspension has been introduced in Fiscal Year (FY) 2026. The AzEDS team has separated this code into two exit codes in an effort to further validate SPED reporting and ensure accurate data for the state. The two exit codes are listed below: 

W31: Long-term suspension 

W3: Expelled before scheduled end of school year 

Through FY25, the existing withdrawal code, W3, applies to both expulsions and long-term suspensions. In order to meet federal reporting requirements, we must be able to identify expulsions. Currently, ESS is using an annual free-form survey within the Special Education Data Dashboard for the PEAs to clarify which withdrawal codes refer to expulsions. Adding a W31 code for expulsions will improve data quality and eliminate the need for the free-form survey. 

Relevant Statutes and Requirements: 

Section 618 of IDEA 

EDFacts files FS144 and FS006 

The SPED Exit Validation Matrix has been updated for this change and published on our ESS Data Management website.  

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

Registration is closing soon for the 2025 IDEA Director’s Preconference—Leadership in Action: Expanding Access, Cultivating Opportunity. This is your opportunity to collaborate, learn, and lead alongside peers who are shaping the future of special education across the state. The Director’s Preconference is an exclusive, invite-only event designed for Arizona’s special education leaders.

Date: Wednesday, August 20, 2025
Location: JW Marriott Phoenix Desert Ridge Resort and Spa  5350 E Marriott Dr, Phoenix, AZ 85054
Time: 12:00 PM – 5:15 PM
Price: $100 (General conference registration not included)

What to Expect:

• Engaging Panels & Campfire Talks on FAPE, Multi-Tiered Systems of Support (MTSS), staffing shortages, supporting students with complex needs, and more
• Audrey Levorse, Deputy Executive Director of the National Association of State Directors of Special Education (NASDSE), who will offer insights on federal compliance and its impact on state and local teams
• An Interactive Networking Reception to connect, collaborate, and build lasting relationships
• Opportunities for reflection and real-world problem-solving

Secure your spot now! Apply for Arizona’s 2025 IDEA Director’s Preconference by July 31.

Additional information, including eligibility criteria and the schedule, is available in the application. Please email the IDEA Conference inbox if you have any questions.

The ADE/ESS Assistive Technology (AT) Team is excited to announce a year-long professional learning opportunity focused on Assistive Technology (AT) and Accessible Educational Materials (AEM). The Assistive Technology Community of Practice (ATCoP) will convene monthly throughout the 2025–2026 school year, offering a collaborative space for joint activities, discussions, problem-solving, information sharing, and relationship building. 

Each session will center around a key topic related to AT or AEM, facilitated by an ADE/ESS Assistive Technology Specialist. Meetings will include dedicated time for member questions and open discussion to foster deeper engagement and shared learning. 

Eligibility Requirements: Membership is open to professionals employed by a public education agency (PEA) in Arizona who directly serve students with disabilities. This includes AT specialists, special education teachers, related service providers, and others with responsibilities related to AT and/or AEM. 

To apply, please complete the ATCoP Membership Application. Once submitted, applicants will receive additional details regarding meeting dates and times. Most sessions will be held virtually to maximize accessibility.  Members can join at any time during the 2025-2026 school year.  

This initiative is proudly supported by the 2025–2026 Joy Zabala Fellowship and is a collaborative effort between Emily Gaylord, PT, DPT, and Mike Marotta, ATP. 

We look forward to your participation in the Assistive Technology Community of Practice! For questions or concerns, please contact ADE/ESS Assistive Technology at [email protected]. 

Registration is open for Arizona’s 2025 IDEA Conference: Access Cultivates Opportunity, taking place August 21–22 at the JW Marriott Desert Ridge, Phoenix.

• Fee: $400 per person
• Deadline to request a seat and submit payment: July 25, 2025

Registration Steps:

1. Request a Seat: Submit your seat request by July 25, 2025.
2. Submit Payment: Once your seat request is approved, you will receive payment instructions to complete your registration through the Arizona Professional Learning & Development (APLD) application.

Payments without an approved seat request will be canceled.

Join fellow educators, leaders, community members, youths, and their families for two energizing days focused on innovation, collaboration, and opportunity in special education. This year’s conference features inspiring keynote speakers:

• Jessica Cox – Motivational speaker and Guinness World Record holder
• Shawn Harper – Former NFL player turned leadership expert
•  Brandon K. Wright – Renowned education attorney
• Elizabeth Montero-Cefalo – Early childhood inclusive education leader

Learn more about our keynote speakers and view their bios. Stay tuned to the IDEA Conference National Speaker Page for more information about our Premier Speakers.

Hotel Reminder: The last day to book your room at the JW Marriott Desert Ridge is July 30, 2025. Reserve your stay at the JW Marriott Desert Ridge. Detailed instructions and information can be found by visiting the IDEA Conference Registration Page.

Please email the IDEA Conference inbox if you have any questions.

Join us for two unforgettable days of learning and inspiration!

DATA MANAGEMENT ALERT

New Guidance for SPED Data Reporting

The following guidance documents are now available on the ESS Data Management website, under the AzEDS SPED Reporting section:

Ensuring Compliance in Key Scenarios

This guidance document outlines key scenarios relevant to reevaluations, developmentally delay (DD), and preschool severe delay (PSD) disability reporting, kindergarten-age children who remain in preschool, and incoming students from another state.

Online Environments

Arizona Online Instruction (AOI) entities have reporting requirements specific to the online environment. This guidance document outlines factors for data reporting, SPED LRE codes, LRE percentage calculations, and voucher reporting for AOIs determined to be the last home school district for students.

Ungraded Elementary Students

The criterion for ungraded elementary students is detailed in this guidance document to assist PEAs in determining eligibility for this designation.

Please feel free to email the Data Management inbox with any questions.

DATA MANAGEMENT ALERT

Beginning of the Year ESS Data Management Training

The Exceptional Student Services (ESS) Data Management team is pleased to announce Beginning of the Year ESS Data Management training for the 2025–2026 reporting year. This training will be offered virtually and recorded for those who cannot attend.

During this training, our team will provide updates on the annual IDEA 618 requirements, review reporting to AzEDS, give an overview of ESS data applications and surveys, and share where to find resources available to you.

Please register using this link:

Virtual Training via Teams: Thursday, August 7, 2025, 9:00–12:00 p.m.

Please email ESS Data Management with any questions. 

We look forward to seeing you!

The ADE/ESS and School Finance sections have worked together to develop a resource for parents, counties, and public education agencies on certificates of educational convenience (CEC). Certificates of educational convenience outline and guide constituents on how to enroll or admit pupils to attend a public education agency for educational services. A newly developed frequently asked questions (FAQ) document is attached and is now available on the ADE/ESS AZ FIND website. Individuals are encouraged to utilize this resource as pertinent to understand when certificates of educational convenience should be used and how they are processed.

Questions can be directed to the ESS Inbox.

Leadership in Action: Expanding Access, Cultivating Opportunity
We’re excited to invite you to an exclusive, invite-only event designed for Arizona’s special education leaders: the 2025 IDEA Director’s Preconference. This is your opportunity to collaborate, learn, and lead alongside peers who are shaping the future of special education across the state.

Date: Wednesday, August 20, 2025
Location: JW Marriott Phoenix Desert Ridge Resort and Spa 5350 E Marriott Dr, Phoenix, AZ 85054
Time: 12:00 PM – 5:15 PM

Price: $100 (General conference registration not included)

What to Expect:

• Engaging Panels & Campfire Talks on FAPE, Multi-Tiered Systems of Support (MTSS), staffing shortages, supporting students with complex needs, and more
• A Premier Legal Speaker offering insights on federal compliance and its impact on state and local teams
• An Interactive Networking Reception to connect, collaborate, and build lasting relationships
• Opportunities for reflection and real-world problem-solving

Preconference Schedule:

• 12:00 – 1:00 PM | Registration
• 1:00 – 2:30 PM | Concurrent Session 1
• 2:45 – 4:15 PM | Concurrent Session 2
• 4:15 – 5:15 PM | Networking Reception

Each concurrent session will be offered twice to allow attendees to participate in both options.

Who Should Apply?

This event is designed for professionals in special education leadership roles at the district or charter level, including:

• Directors, Managers, and Leads of special education programs
• Specialists and Teachers on Special Assignment (TOSAs) supporting special education services
• Site-based leaders in administrative or leadership roles (formal title not required)

Guidelines and Requirements:

• Each Public Education Agency (PEA) may register up to two eligible leaders (Capacity is capped, and final participation decisions will be made by ADE)
• Priority is given to school-employed, site-based staff
• Additional names and on-site-based staff will be placed on a waitlist, and if space allows, they will be invited to register.

Ready to Lead? Apply for Arizona’s 2025 IDEA Director’s Preconference

Please email the IDEA Conference inbox if you have any questions.

Let’s come together to expand access and cultivate opportunity for every student in Arizona. We look forward to seeing you there!

Please see the following public participation information for an ADE/ESS proposal to change the Significant Disproportionality calculation cell size, available on the ADE/ESS webpage.

Public Participation for Significant Disproportionality Calculation Cell Size Change Proposal

As part of the public participation process set forth in the IDEA Part B regulations at 34 CFR § 300.165 and in section 441(b)(7) of the General Education Provisions Act (GEPA) ((20 U.S.C. 1232d(b)(7)), prior to the adoption of amendments to policies and procedures required to comply with Part B of the Act, the State must ensure that there are public postings, hearings, and 30-day public comment period. The public posting period will be between June 17, 2025, and August 16, 2025. The public comment period will be between June 17, 2025, and July 27, 2025. Following the conclusion of the public participation period, ADE/ESS will evaluate the feedback received.

Notice of Public Hearings

The ADE will hold two public hearings, one geared primarily toward education professionals and a second for parents and family members of children with disabilities. Any individual or organization may register and attend either public hearing opportunity. Select an option below to join the event via Zoom.

Professionals

Thursday, June 19, 2025: Noon to 1:00 p.m.

The public hearing will take place during the June Professional Check-In. Register in advance for the professionals' meeting. After registering, you will receive a confirmation email containing information about joining the meeting.

Parents and Family Members

Thursday, July 17, 2025: 4:00 p.m. to 5:00 p.m.

Register in advance for the parents' and family members' meeting. After registering, you will receive a confirmation email containing information about joining the meeting.

Notice of Public Comment Period

The public comment period for the proposed Significant Disproportionality Calculation Cell Size Change will be open between June 17, 2025, and July 27, 2025. Any individual or organization may submit written comments. The State will review and consider all comments after the public participation period.

Special education stakeholders may submit comments in writing using the following methods:

• Submit electronically via the ADE/ESS Public Comment webpage
• Submit electronically to Exceptional Student Services via email
• Submit handwritten comments directly to Exceptional Student Services via the USPS to Arizona Department of Education, 1535 West Jefferson St. Bin #24, Phoenix, AZ 85007.

Please see the following public participation information for proposed ADE/ESS Special Education Dispute Resolution Policies and Procedures, available on the main ADE/ESS webpage.

Public Participation for Proposed Special Education Dispute Resolution Policies and Procedures

As part of the public participation process set forth in the IDEA Part B regulations at 34 CFR § 300.165 and in section 441(b)(7) of the General Education Provisions Act (GEPA) ((20 U.S.C. 1232d(b)(7)), prior to the adoption of amendments to policies and procedures required to comply with Part B of the Act, the State must ensure that there are public postings, hearings, and 30-day public comment period. The public posting period will be between June 17, 2025, and August 16, 2025. The public comment period will be between June 17, 2025, and July 27, 2025. Following the conclusion of the public participation period, ADE/ESS will evaluate the feedback received.

Notice of Public Hearings

The ADE will hold two public hearings, one geared primarily toward education professionals and a second for parents and family members of children with disabilities. Any individual or organization may register and attend either public hearing opportunity. Select an option below to join the event via Zoom.

Professionals

Thursday, June 19, 2025: Noon to 1:00 p.m.

The public hearing will take place during the June Professional Check-In. Register in advance for the professionals' meeting. After registering, you will receive a confirmation email containing information about joining the meeting.

Parents and Family Members

Thursday, July 17, 2025: 4:00 p.m. to 5:00 p.m.

Register in advance for the parents' and family members' meeting. After registering, you will receive a confirmation email containing information about joining the meeting.

Notice of Public Comment Period

The public comment period for the proposed Special Education Dispute Resolution Policies and Procedures will be open between June 17, 2025, and July 27, 2025. Any individual or organization may submit written comments. The State will review and consider all comments after the public participation period.

Special education stakeholders may submit comments in writing using the following methods:

• Submit electronically via the ADE/ESS Public Comment webpage
• Submit electronically to Exceptional Student Services via email
• Submit handwritten comments directly to Exceptional Student Services via the USPS to Arizona Department of Education, 1535 West Jefferson St. Bin #24, Phoenix, AZ 85007.