Data Management


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 |
Published: November 15th, 2019

DATA UPDATE: AzEDS Data Reporting Changes: Proportionate Share Preschool Services Code PJ Removed from AzEDS; Tuition Payer Code Changes

The Arizona Department of Education, Exceptional Student Services (ADE/ESS), has received clarification, including feedback from the Arizona Attorney General’s Office, regarding proportionate share services specific to preschool students. Clarification was sought on whether proportionate share services could be used for parentally private-placed students who are enrolled in a preschool program that is not a part of a district but is located within the boundaries of a school district.

Based upon this clarification it has brought about changes to AzEDS reporting to ensure that data is clean and appropriate based upon feedback. It has also led to evaluating and cleaning up other data metrics related to preschool students to align with cleaner data for consumption by business units at the department.

Please refer to the Proportionate Share Code Removal memo and the Tuition Payer Code memo that detail this information. For assistance with special education data submissions, please email ESS Data Management.

Posted in Data Management, Updates |
Published: November 14th, 2019

DATA UPDATE: New AzSAFE opening for Discipline Data Collection and now called ESS Discipline Data Collection

AzSAFE has reopened under a new application effective November 4, 2019, for special education discipline data collection. As Arizona transitions to a new standard for special education data only, AzSAFE has been renamed to ESS Discipline Data Collection. This information is required under Section 618 of the Individuals with Disabilities Education Act.

Please see this memo for additional submission requirements and basic information on the changes. For questions pertaining to the new ESS Discipline Data Collection, please email ESS Data Management.

Posted in Data Management, Updates |
Published: October 1st, 2019

DATA MANAGEMENT ALERT: FY 2020 October 1 Data Collection

DATA MANAGEMENT ALERT
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].

Posted in Data Management, Updates |
Published: August 6th, 2019

DATA MANAGEMENT ALERT: Updated Functionality of SPED72 and SPED73 Reports in the AzEDS Portal

DATA MANAGEMENT ALERT

Updated Functionality of SPED72 and SPED73 Reports in the AzEDS Portal

To clearly delineate student data by District of Attendance (DOA) and District of Residence (DOR), the SPED72 and SPED73 reports in the AzEDS Portal will update on Wednesday 8/7/19.

 

When running the SPED72 or SPED73 report by District of Attendance:

This will display students who attend sites within your PEA (Public Education Agency) with a reported DOR outside of your PEA.  The DOR CTDS column in these reports will display the CTDS number of the DOR PEA.

 

When running the SPED72 or SPED73 report by District of Residence:

This will display student data reported with your PEA as the DOR.  This report will include all students your PEA reports to AzEDS including sites within your PEA, tuitioned-out students, and student data reported by your PEA attending sites outside of your PEA.

 

Examples:

District of Attendance selection:

  • If a student is attending a site within your PEA from another PEA that is identified as the DOR, the student’s data will appear on the reports by District of Attendance.

District of Residence selection:

  • If your PEA is the DOR for a student that attends a site within your PEA, the student’s data will appear on the reports by District of Residence.
  • If your PEA is the DOR for a student that attends a site outside of your PEA, the student’s data will appear on the reports by District of Residence.
  • If your PEA is the DOR for a student that is tuitioned-out to a Private Day school, RTC, or head start program, the student’s data will appear on the reports by District of Residence.

 

 

Posted in Data Management, Updates |
Published: January 10th, 2019

DATA DEADLINE INFO: October 1 Enrollment Data Deadline

The October 1 Enrollment Data Deadline is 5:00 p.m. on February 15, 2019.

To ensure compliance with federal reporting and program requirements for Fiscal Year 2019, the Arizona Department of Education (ADE) is compiling data for students enrolled on October 1, 2018. 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.

The preliminary October 1 enrollment data deadline is January 15, 2019. Arizona school districts, charter schools, and other PEAs should have submitted most student level enrollment and program data by this time. The final October 1 enrollment data deadline is Friday, February 15, 2019. Between January 15 and February 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 October 1 enrollment. Please direct questions to the associated contact in the letter.

Posted in Data Management, Updates |
Published: June 25th, 2018

Reminder: FY 2018 Annual SPED Data Collection

This is a friendly reminder that the FY 2018 Annual Data Collection (ADC) is currently underway. There are multiple due dates involved in this data collection requirement.

School level reports within the ESS Annual Data application must be finalized by 5:00 p.m. on Friday, July 13, 2018. As the system of record for FY 2018, AzEDS is the data source for Exiting data specific to students with disabilities between the ages of 14 through 21. Additionally, disciplinary incident data for students with disabilities is extracted from AzSAFE.

Agency level reports require data entry and these reports are due by the final submission due date. The final submission process will open on Wednesday, August 1, 2018 and on that day, a webinar that will present a walkthrough of this process will be offered.

ESS Data Management encourages PEAs to submit complete, accurate, and timely data. If you have already finalized the reports within the ESS Annual Data application, thank you!

To review the complete ADC timeline, please see the ESS Data Management FY 2018 Important Dates timeline.

Training Videos: All online training videos are now available, with the exception of Final Submission. Each of these training videos focuses on one report topic so individuals can pick and choose the relevant training videos that meets their needs.

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

Posted in Data Management |