DATA MANAGEMENT ALERT: FY 2020 October 1 Data Collection

Published: October 1st, 2019

FY 2020 October 1 Data Collection

Public education agencies (PEAs) are required to verify the count of students participating in special education (SPED) on October 1, 2019. Verification will be completed via the web-based ESS October 1 Data Collection application, available through the ESS Portal via ADEConnect.

NEW this year is the addition of the Personnel data to the October 1 Data Collection application. The specific data collection requirements for the Personnel Report has not changed, only the location (previously collected through the ESS Annual Data application).

The October 1 Data Collection consists of three phases:

Phase I: Verification and Personnel (Training Registration Open)
Phase II: Reconciliation
Phase III: Non-Reconciliation (if applicable)

To review the complete October 1 Data Collection, please see the ESS Data Management FY 2020 Important Dates timeline.

Phase I: Verification

The ESS Census online application will open on Wednesday, October 2, 2019. PEAs must log in to the application to submit the October 1 census 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 Tuesday 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. For more information, please attend one of our trainings below.

 Training Opportunities

ESS Data Management will offer webinars and workshops throughout the October 1 Data Collection timeline, beginning with the Phase I. Please see the training flyer to begin registering via EMS today. In the winter and spring, we will follow up with training relevant to the reconciliation and non-reconciliation phases.

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