Special education data should be reviewed for accuracy and edited, if necessary, before the end of the fiscal year.
Please take a few moments to review the checklist and contact the ESS Data Management Inbox with any questions.

DATA MANAGEMENT ALERT       

Preschool Outcomes Technical Assistance Manual Now Available

Note: This guidance is applicable to school districts only.

ESS Data Management is pleased to announce the Preschool Outcomes Technical Assistance Manual. It’s now available in the AzEDS SPED Reporting section of the ESS Data Management website.

This manual outlines the requirements for preschool outcomes reporting for FY24.

For any questions regarding preschool outcomes reporting, please feel free to email ESS Data Management at [email protected].

DATA MANAGEMENT ALERT

Special Education Data Dashboard Update (SEDD):

Preschool Transition and Students Without Disabilities (SWOD) Data Entry Now Open

The Preschool Transition and Students Without Disabilities data entry components are now open in the Special Education Data Dashboard (SEDD):

• Preschool Transition: required for PEAs that provide special education and related services to preschoolers. Data entry involves information on students who transferred from Part C (Arizona Early Intervention Program) to Part B (PEA preschool program).
• Students Without Disabilities (SWOD): data entry is required for PEAs to identify whether or not educational services were provided to SWOD reported as long-term suspended or expelled in AzEDS.

These data collection requirements are due by August 3, 2023, by 5:00 pm. Suppose your PEA does not serve preschoolers and/or has no SWOD reported as long-term suspended or expelled. In that case, these components will not apply to your PEA and, therefore, not be accessible.

To access the SEDD application, please log in to ADEConnect, navigate to the Exceptional Student Services Portal, and select the Special Education Data Dashboard button under Data Collection & Reporting:

From the homepage of the SEDD application, you can select this component through the “Data” menu option:

Or click “Go” in one or more of the accessible boxes:

As a reminder, exit data will be extracted from AzEDS daily and displayed after processing federal business rules. This data is REVIEW only. Any changes to this data must be made through your Student Information System and uploaded/synced to AzEDS. You will have until July 15, 2023, by 5:00 pm to finalize your exit data.

You can refer to the technical assistance documents under the “Help” menu option, which will take you to the SEDD website that contains the appropriate tools and resources.

If you did not attend the Special Education Data Updates (SEDU) webinar in April or May, please review the recordings available on our website under Training Opportunities or on our YouTube channel.

Please direct any questions to ESS Data Management.

The Arizona Education Data Standards (AzEDS) system will begin collecting an extension of parent information starting in the fiscal year 2024. This additional information is a flag on parent data submitted into AzEDS that identifies the parent as an Individuals with Disabilities Education Act (IDEA) parent. This flag should be marked for parents who meet the definition outlined in 34 CFR § 300.30. In the upcoming school year and moving forward, Exceptional Student Services will require public education agencies (PEAs) to indicate an IDEA parent for the dates of any special education program submitted into AzEDS (excluding ancillary services).

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

ESS Data Management is pleased to share a new guidance document that addresses full-time equivalency (FTE) enrollment reporting for preschool students with disabilities in the AzEDS SPED Reporting section of the ESS Data Management website.

This document outlines guidance on reporting FTE enrollment for preschool students with disabilities to comply with statutory requirements relating to Average Daily Membership (ADM) calculation. Relevant SPED and ADM integrity rules and reports that validate this data will be applied as appropriate.

For any questions regarding the upcoming FY24 Data Reporting Updates, please contact [email protected].

The window for districts to submit transportation Vehicle Inventory data will close on Friday, 7/15/2023. The Transportation and Vehicle Inventory application is now accessed through ADEConnect.

The following resources have been created to assist in submitting transportation data: 

• Transportation Data Submission Video
• Transportation Manual 
• Transportation FAQ

***When entering in the vehicle mileage data, do not enter a date in the meter end date field.  This will cause the vehicle to be marked as ‘retired’. 

If you inadvertently retire a vehicle, you can put the vehicle back ‘in service’ by editing the mileage again and removing the meter end date***

The FY24 calculation of TSL is dependent on Vehicle Inventory data being submitted during the current window which closes on 7/15/23. 

Questions regarding submitting Vehicle Inventory and Mileage data should be submitted via HelpDesk.

Please note that charters are not required to submit this data.

ADE/ESS is excited to announce keynote speakers for Arizona’s 2023 IDEA Conference: Creating Connections and Strengthening Systems. This year’s conference will be held from August 21–23, 2023, at the JW Marriott Desert Ridge in Phoenix. Please see the conference flyer to learn about Haben Girma, Art Cernosia, and Mickey Rowe. Additional national speakers and exciting conference events will be shared soon. 

Register for the 2023 IDEA Conference in the Arizona Professional Learning and Development System (APLD). The conference registration fee for professionals is $470 per person and can be paid by credit card, check, or purchase order. Interested participants must have an ADE Connect account to complete the registration. ADE/ESS is aware that PEAs may have approaching procurement deadlines related to the issuance of purchase orders, so please do not delay in registering for the conference. Registration is anticipated to fill quickly. 

To learn more about registration, including information about making a Save My Seat request and Frequently Asked Questions, please visit the IDEA Conference Registration webpage. 

ESS appreciates this opportunity to learn with each of you and looks forward to this year’s conference. Stay informed by visiting the IDEA Conference website for conference updates. Questions can be emailed to the IDEA Conference inbox. 

How to find and copy links to budgets and meeting notifications that were uploaded in Budget System

With the new Budget System, we have updated how uploaded reports are accessed. These links can be accessed by visiting the link here.

This will take you to the following page. This is the same site where you can access reports such as the BSA-55 and BSA-64. You will click on “File Submission Status Report” in the red box at the top right of the screen.

This will then take you to the following page. Here, filter for your LEA in the “EdOrg Name/CTDS/EdOrg Id” in the red box. Click “Update Submission Status Details.”

After filtering to your LEA, you will see all FY2024 submissions for your LEA. Under the “Submission Reference #” column, right-click on the hyperlinked number.

This will copy the link directly to the Excel upload in Budget System. This will be the link that is posted to your LEA website.

If you have questions after reviewing the instructions above, please email the School Finance Budget Team at [email protected].

The last day for FY 2023 transactions has been updated to July 17, 2023 instead of July 15, 2023.

This change has been implemented to allow districts or charters with an approved Dropout Recovery Program (DRP) to submit final progress indicators. All district and charters will be able to access FY 2023 API until July 17, 2023, 5:00 pm.

Statewide ADM Recalculation for FY 2023 will begin on July 17, 2023.