Data Management


Published: July 27th, 2020

DATA MANAGEMENT ALERT: NEW FY20 ESS Discipline Data Training Webinar

DATA MANAGEMENT ALERT 

NEW FY20 ESS Discipline Data Training Webinar  

 

ESS Data Management will be hosting a training webinar for Discipline Data Collection (DDC) on August 11, 2020, from 10am – 11am. This training will expand on the overview training presented on February 25, 2020, available on the training videos webpage: https://www.azed.gov/specialeducation/data-management/dmtrainingvideos/.

 

Click here to register.  

 

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

Posted in Data Management, Updates |
Published: July 22nd, 2020

DATA MANAGEMENT ALERT: Annual Data Collection Application Closed for Maintenance Until 8/5/20

DATA MANAGEMENT ALERT

Annual Data Collection Application Closed for Maintenance Until 8/5/20

 Due to necessary maintenance and IT related delays impacted by COVID-19 priorities, the Annual Data Collection (ADC) application will be temporarily unavailable between July 22 – August 5.

This data collection requirement is due in its entirety on September 15, 2020.  We apologize for the delay.

If you have any questions, please direct them to ESS Data Management.

Posted in Data Management, Updates |
Published: July 15th, 2020

DATA MANAGEMENT ALERT: Annual Data Collection (ADC) Final Submission Process

DATA MANAGEMENT ALERT

Annual Data Collection (ADC) Final Submission Process

Due to COVID-19 and IT related delays, the final submission process for the ESS Annual Data application will not begin until July 20, 2020. The Annual Data Collection is due in its entirety on  September 15, 2020.  We apologize for the delay. The application language stating the final submission July 15, 2020 due date will be updated as soon as possible.

If you have any questions, please direct them to ESS Data Management.

Posted in Data Management, Updates |
Published: July 7th, 2020

DATA MANAGEMENT ALERT: New SPED Integrity Rule -40076

DATA MANAGEMENT ALERT

New SPED Integrity Rule -40076

Effective Fiscal Year 2021, a new integrity rule will be implemented for SPED Least Restrictive Environment Exit Code SPED13 (School is Out).

This integrity rule will validate the date of a SPED13 exit is the last in-session day of the reported calendar for the student.  This rule will not apply to entities without calendars.

This rule has been added to the SPED Integrity Rules Reference document. A new integrity one-sheet tool has been published on the ESS Data Management website to aid troubleshooting this error: Integrity Tool -40076.

If you have any questions, please direct them to ESS Data Management.

Posted in Data Management, Updates |
Published: July 1st, 2020

DATA MANAGEMENT ALERT: ASDB Student Reporting

DATA MANAGEMENT ALERT

Arizona State School for the Deaf and Blind (ASDB) Student Reporting

This alert serves as a notice to all public education agencies (PEAs) of upcoming changes to how ASDB students are to be reported for FY 2021. The attached document will assist PEAs in their understanding of how ASDB students are reported in:

  • The Arizona Education Data Standards (AzEDS) for Special Education (SPED) participation, enrollment, and graduation status;
  • The October 1 Data Collection (ODC) application, specific to Personnel Data;
  • The Annual Data Collection (ADC) application in various report sections;
  • Discipline Data Collection (DDC) application for disciplinary incidents.

This guidance applies to students placed on an institutional voucher through ASDB as well as those that are determined to be fee-for-service students.

For specific information on all reporting responsibilities, please review the ASDB Student Reporting document. This document will also be available within the AzEDS section of the ESS Data Management website.

If you have any questions, please direct them to ESS Data Management.

Posted in Data Management, Updates |
Published: June 12th, 2020

DATA MANAGEMENT ALERT: ESS Discipline Data Collection Application Upload Feature

DATA MANAGEMENT ALERT

ESS Discipline Data Collection Application XML Upload Feature

This alert serves as a notice to all PEAs that bulk upload feature in ESS Discipline Data Collection will be made available on 6/17/20.  Please released memo for more information.  This menu option will be available under Incident within the application.

Users will have the option to bulk upload with XML exports from your Student Information System.  Link to the XML schema is available on the Home page in the ESS Discipline Data Collection application.  Please contact your student information system vendor to specifically modify your XML export to match the new XML schema.

Please note:  File uploads will override all of the discipline data for the current fiscal year only for sites included in your XML file.

If you have any questions, please direct them to ESS Data Management.

 

Posted in Data Management, Updates |
Published: June 9th, 2020

DATA MANAGEMENT ALERT: NEW INTEGRITY RULE: Integrity Rule -40077

DATA MANAGEMENT ALERT

NEW INTEGRITY RULE: Integrity Rule -40077

Effective Fiscal Year 2021, a new field will be required in AzEDS for SPED Least Restrictive Environment (LRE) records:  Resident School ID.  Student Information Systems (SIS) should be updated by your vendor to allow this new field according to the FY21 AzEDS API.

Integrity rule -40077 will validate every SPED LRE reported has an associated Resident School ID, identified in the API as Student Education Organization Responsibility Association.  Regardless of enrollment, this is defined as the EntityID of the site the student would attend within the District of Residence (DOR) without an IEP:

  • Private Day School – the public school site where the student would be enrolled and attending if not placed in the private day school.
  • Voucher – the public school site where the student would be enrolled and attending if not placed in the residential treatment center or a state institution.
  • Public Education Agency Placement (PEA) – the public school site where the student would be enrolled and attending if not placed in another PEA.
  • Head Start Programs – the public school site where the student would be enrolled and attending if not placed in the Head Start program.
  • Public School – defaults to the public school site where the student is currently enrolled & attending.

A new integrity one-sheet tool has been published on our website to aid troubleshooting this error:  Integrity Tool -40077

 

Posted in Data Management, Updates |
Published: February 21st, 2020

DATA UPDATE: Student Reporting for Students on an Institutional Voucher with ASDB

Special Education Directors,

Beginning in the fiscal year 2021, the Arizona State School for the Deaf and Blind (ASDB) will no longer be reporting student-level data through Arizona Education Data Standards (AzEDS)  and a variety of other applications. The reporting responsibility for the students on an institutional voucher will fall back on the originating district of residence (DOR) or the public education agency (PEA) responsible for implementing the individualized education program of the child. This should align with the home school district (HSD) that has approved the institutional voucher with ASDB. This shift in data reporting responsibility does not change how the ESS voucher process works. Please see this memo for additional guidance.

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

Posted in Data Management, Updates |
Published: February 20th, 2020

DATA UPDATE: Exceptional Student Services Discipline Data Collection Bulk Upload

Special Education Directors,

Under the Individuals with Disabilities Education Act (IDEA), each state is required to collect the number of removals for students on an individualized education program (IEP). This information is required to submit to the Office of Special Education Programs (OSEP) and is also used in significant disproportionality testing. Exceptional Student Services (ESS) meets these requirements through the ESS Annual Data Collection process and the use of software for discipline data collection. This application was updated to the ESS Discipline Data Collection (DDC) tool when it was upgraded to new software platforms and integrated with other systems throughout the agency’s infrastructure. Based upon feedback from the field, ESS is working to finalize development on two bulk upload options for discipline data for students with disabilities. Further information can be found in this memo.

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

Posted in Data Management, Updates |
Published: November 26th, 2019

DATA UPDATE: The October 1 Enrollment Data Deadline is 5:00 p.m. on January 15, 2020

To ensure compliance with federal reporting and program requirements for the fiscal year 2020, the Arizona Department of Education (ADE) is collecting data for students enrolled on October 1, 2019. Reports will be prepared using enrollment data that has been submitted by Arizona school districts, charter schools, and other public education agencies (PEAs) via their respective student information systems to ADE and that has passed AzEDS Integrity.

Arizona school districts, charter schools, and other PEAs must have student-level enrollment and program data submitted by 5:00 p.m on Wednesday, January 15, 2020. Between now and January 15, PEAs are strongly encouraged to review and correct data submissions, using ADE program area staff for support.

Please read this letter for all of the information related to the October 1 enrollment collection and please direct questions to the associated contact in the letter.

Posted in Data Management, Updates |