DATA MANAGEMENT ALERT      

Special Education Data Updates Webinar Wednesday, May 18th  

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

• Reminders
  • ODC Phase III Due Soon
  • Statement of Assurances
  • DDC Year-End Data Certification
  • Parentally Placed Private School Students (PPPSS)
  • IDEA Conference – Data Session
• Trending topics
  • Year-End Checklist / Best Practices
  • SEDD (5/18) – Exit and Preschool Transition
    • FY23 - What’s Coming up Next Year
• Top 3 Integrity Errors
• Q&A   

Registration is required to attend: Register for Special Education Data Updates webinar.     

For questions, please contact ESS Data Management via email at [email protected].   

Special Education Directors,

ADE/ESS is pleased to announce a series of workshops designed for Related Service Providers, including OTs, PTs, and SLPs. The series will be presented throughout the 2022–2023 school year.

Registration is now open for our kick-off summer presentation. 

Every Moment Counts: Promoting Participation and Mental Health Throughout the Day

Presenter:                   Susan Bazyk, PhD, OTR/L, FAOTA 

Date/Time:                 June 3, 2022, 8:00 a.m. to 4:00 p.m.

Format:                        Virtual (Zoom Meeting)

Fee:                                Free 

Participants: Geared toward related service providers, however educators and administrators are welcome to attend

Description:

Small moments make a big difference in how children feel and function in school. Research confirms that positive interactions and experiences (e.g., enjoying lunch, having fun during recess) help children to feel positive and connected to school. Every Moment Counts is a mental health promotion initiative developed to help all children/youths become mentally healthy in order to succeed in school, at home, and in the community. Participants will learn about a multi-tiered public health approach to mental health involving promotion, prevention, and intervention and will be introduced to Every Moment Counts’ activity-based programs: Comfortable Cafeteria, Refreshing Recess, Calm Moments Cards, and Making Leisure Matter.  Practical examples of collaborative services (OT, PT, SLP, teachers) integrated in academic (classroom) and non-academic (cafeteria, recess, art, etc.) settings will be shared. Creative strategies for helping youths to participate in meaningful, community-based leisure will be provided. An overview of website resources will be provided as well as strategies for building capacity of school personnel to do this work.

About our Speaker:

Susan Bazyk, PhD, OTR/L, FAOTA is Professor Emerita of the Occupational Therapy Program at Cleveland State University, where she taught for 34 years. She is the founding director of Every Moment Counts, which was launched in 2012. This multi-pronged mental health promotion initiative focuses on helping all children and youths to participate successfully throughout the day in academic and non-academic settings (www.everymometcounts.org). In addition to authoring the book, Mental Health Promotion, Prevention, and Intervention with Children and Youth: A Guiding Framework for Occupational Therapy (2011), Dr. Bazyk has authored over 30 journal articles and several book chapters in leading OT textbooks. Recent awards include the 2016 Crain’s Cleveland Business Health Care Hero Award, the 2017 Outstanding Research Award for the College of Sciences and Health Professions at CSU, and the 2018 Award for Innovative and Emerging Practice from AOTA.  As a Fulbright Specialist (2019–2024), Susan presented on Every Moment Counts in five New Zealand regions in February 2020.

 Questions regarding this professional learning opportunity can be sent to [email protected].

FY 2023 Monthly Payment and AzEDS Processing Schedule Every month, ADE uses student data submitted by districts and charters to calculate Average Daily Membership (ADM). ADM is used as the basis for state aid funding. Districts and charters submit student data to AzEDS, and ADM is calculated in the ADM Calculation Engine (ACE). The student data must reside within AzEDS on time to be included in the scheduled Integrity and ACE processing for each month’s payment. 

*For FY 2023 prior year data or charter estimated counts may be used.

AzEDS Processing Schedule

Current year AzEDS Integrity will run nightly, regardless of the monthly payment processing schedule. Integrity is scheduled every weeknight and will include data submitted to AzEDS up until 5 p.m. ACE is scheduled to run immediately after Integrity each night.

Use of Prior-Year Data and Charter Estimated Counts

In FY 2023, the first two payments of the year may be calculated based on prior-year data for districts or charter estimated counts for charters in the absence of AzEDS data. Beginning with the third payment, AzEDS data is required and districts and charters that have not submitted AzEDS data will not generate a payment. Payments based on ACE results first require that a certified calendar that passes AzEDS Integrity has been submitted. To allow time for certification of calendars, the API for FY 2023 will be available starting June 1, 2022.

FY 2023 Statewide Recalculation

The final submission deadline for FY 2023 data is July 15, 2023 at 5 p.m. Any adjustments from FY 2023 Statewide Recalculation will be applied to payments in FY 2024.

FY 2022 Prop 123 Payment 2 has been calculated and will be distributed early May 2022. This completes the full distribution of $75,000,000.00. The file linked below will show the FY 2022 Prop 123 amounts per LEA. Districts are listed first by county, followed by charters alphabetically. The yellow highlighted column is FY 2022 Prop 123 Payment 2 and the most recent distribution, but the other columns indicate the full FY 2022 Prop 123 Amount for that LEA, as well as FY 2022 Prop 123 Payment 1 for that LEA. Please direct any questions to [email protected] 

FY 2022 Prop 123 Payment Amounts

It’s that time of year again when districts are required to submit final transportation data. This includes submitting the Vehicle Inventory data and updating Transportation Route data, if needed.   The application will close on July 15, 2022.

Beginning in FY22, transportation data from districts is collected via a new ADEConnect application. Users who submit transportation data must be assigned the role of “TransportationInventory – LEA User” in ADEConnect to access the new Transportation and Vehicle Inventory application. ADE IT has assigned the new role to every ADEConnect user who was assigned either the Transportation Routes or Vehicle Inventory role in Common Logon. If an LEA had no users assigned those roles in Common Logon, then ADE IT assigned the ADEConnect role to the Entity Administrator. Entity Administrators can assign this role to users in ADEConnect. Please contact your Entity Administrator if you need assistance with role assignment.

The following resources have been created to assist in submitting transportation data via the new application:

• Transportation Data Submission Video
• Transportation Manual edited 1/12/22
• Transportation FAQ

Please review these resources prior to submitting your transportation data. If additional assistance is needed, please submit a HelpDesk ticket.

Note: Transportation Routes are open as well. Both sets of data can be updated now through the deadline below. Reports will be generated after data has been entered and saved.  Failure to enter and save both Route and Inventory data will cause unexpected results on the APOR55-1 and cause unexpected funding changes.

DEADLINE:

The deadline for reporting FY22 Transportation Route and Vehicle Inventory data is July 15, 2022.

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2022 May BUDG-25 reports have been calculated using the FY 2021 BUDG-75 report and FY 2022 May BSA 55-1 information.  Please note, the reduction for any over-expenditure amount in M&O and/or Unrestricted as reported on the FY 2021 BUDG-75 will be included on the FY 2022 May BUDG-25 Reports.

• District BUDG-25 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2022 and then click “Go!”. The BUDG-25 report will appear.

• District BUDG-75 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2021 and then click “Go!”. The BUDG-75 report will appear.

Please note, BUDG-75 reports have been updated and Budget Balance Carry Forward amounts have been recalculated based on FY21 AFR. 

• District BSA 55-1 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the May “PDF” button. The May BSA 55-1 report will appear. 

BUDG-25 reports will be available until the Budget Team performs the next update (typically after each State Aid distribution). Once the updating process has begun, all BUDG-25 reports will become unavailable at that time.  Please save a copy for future reference.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

DATA MANAGEMENT ALERT

SPED Integrity Rule -40055

Integrity Rule -40055 will update on May 1st to validate SPED and Enrollment Exit Dates and reasons are reported (not null) until the end of FY 2022.

SPED integrity rule -40055: 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 May 1st of the fiscal year to capture invalid exit combinations and relevant data elements not reported (see the SPED Exit Validation Matrix).

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

Between July 1 and April 30, this rule would apply only in cases where all 4 of the values are present. Effective May 1st, 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, but 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 receive this error after May 1st, 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.  

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

May’s data capture for the June first payment is 5/3/22 at 5pm.

Please ensure data is reconciled and free of integrity errors prior to data capture date. Review the following reports in AzEDS:

• INTEG15 – ensure data is free and clear of membership ADM Integrity errors
• STUD10 – validate all students are listed in AzEDS
• ADM15 – ensure all students expected to generate funding are indicated as fundable
• ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

The following videos provide general information related to the data reconciliation process:

• Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg
• Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI
• Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

Please submit a School Finance HelpDesk ticket if data assistance is needed.

*Please note payment data capture dates will be modified beginning FY23 per House Bill 2898 as shared in a recent Hot Topic.

Special Education Directors,

Please share the following in-person math professional learning opportunities with general and special education teachers who teach mathematics.

Count Me In: Foundations for Fluency is a one-day professional learning opportunity that will focus on the key components of fluency. Participants will make connections across mathematics standards that specify fluency as the intended, end-of-year outcome in each grade level from K–6. Additionally, educators will explore instructional routines, strategies, and games that help all students develop the flexibility to solve contextual and mathematical problems involving whole numbers. We strongly encourage school teams of special education and general education teachers who teach mathematics in Kindergarten through Grade 6 to register.

Tucson | June 24, 2022, from 8:30 a.m.–3:30 p.m. 

Register for Foundations for Fluency on June 24 in Tucson 

Prescott | June 30, 2022, from 8:30 a.m.–3:30 p.m. 

Register for Foundations for Fluency on June 30 in Prescott 

 Phoenix | July 20, 2022, from 8:30 a.m.–3:30 p.m. 

Register for Foundations for Fluency on July 20 in Phoenix 

Count Me In: Hands on Algebra is a two-day professional learning opportunity that will focus on inclusive practices for teaching mathematics for middle and high school students with learning disabilities. Teachers will walk away with a conceptual understanding of the learning progressions within algebraic reasoning. Teachers will also experience collaboration strategies that will support all students in meeting the High School Algebra standards. We strongly encourage school teams of special education and general education teachers who teach mathematics in Grade 6 through High School Algebra to register. Participants will be required to attend both in-person training days.

Tucson | June 22–23, 2022, from 8:30 a.m.–3:30 p.m. 

Register for Hands on Algebra on June 22–23 in Tucson 

Prescott | June 28–29, 2022, from 8:30 a.m.–3:30 p.m. 

Register for Hands on Algebra on June 28–29 in Prescott 

 Phoenix | July 18–19, 2022, from 8:30 a.m.–3:30 p.m. 

Register for Hands on Algebra on July 18–19 in Phoenix 

The cost of each event is $25 (lunch is not provided). Parking at the University of Arizona campus costs $8 per day. 

Please email Sherri Schwindt with any questions about registration. Please email Jenifer Fernandez or email Rob Hilliker with any questions about the training. 

Special Education Directors,

The ADE/ESS Assistive Technology (AT) team is pleased to announce the final session in our 2021-2022 AT Builders National Presenter Series. This workshop is designed for special educators and related service providers: “Designing and Delivering Empowering Experiences to Teach Language Using AAC.”

Date: Friday, May 13, 2022, from 8:30 a.m.– 3:30 p.m. (Seats are limited; register now!)

Fee:  No Cost (lunch on your own)

Where: Peoria Unified School District

Address: 6330  W. Thunderbird Road Glendale, AZ 85306

Course Description: 

This interactive experience explores strategies for teaching even the youngest students language by engineering environments so all communicators have opportunities for rich, meaningful practice of language in the context of everyday routines. Learn current best practices regarding Augmentative and Alternative Communication principles such as how to support language learning, select appropriate vocabulary and get Augmentative and Alternative Communication users engaged in the process. Explore how to design educational experiences using interactive technologies which empower the learner and their support network to achieve their lifelong language goals, how to build the skills of communication partners, and how training centered on coaching empowers parents and educators to take ownership of promoting the use of Augmentative and Alternative Communication systems all day long, in all environments. 

Registration:

Register for May 13

Email questions you have regarding this professional learning opportunity to our AT inbox.

About:

Rachel Madel, M.A., CCC-SLP is a Los Angeles-based speech-language pathologist and communication expert dedicated to coaching parents and professionals on how to incorporate technology to best support speech and language development. Rachel presents both nationally and abroad on the use of augmentative alternative communication (AAC) for children with complex communication needs and coaches clinicians, teachers, and parents on integrating technology in classrooms and at home to support communication. Her work has been featured in Autism Parenting Magazine, Speech Science, Practical AAC, Xceptional Ed, Teachers with Apps, and ChildNEXUS.

Christopher R. Bugaj, MA, CCC‐SLP is a founding member of the Assistive Technology Team for Loudoun County Public Schools. Chris and Rachel co-host the Talking With Tech podcast featuring interviews and conversations about augmentative and alternative communication. Chris has hosted The A.T.TIPSCAST podcast and is the author of The New Assistive Tech: Make Learning Awesome For All, published by the International Society for Technology in Education (ISTE). He is co-author of Inclusive Learning 365: EdTech Strategies for Every Day of the Year Chris has presented over 500 live or digital sessions at local, regional, state, national, and international events, including TEDx.