October 1 Data Collection

Annually, the Arizona Department of Education (ADE) is required to report Special Education data to federal government. The October 1 Data Collection is part of that process and happens in three phases.

Important Documents:

Important Dates - The Important Dates document outlines the various deadline for ESS Data Management data collections.

October 1 Data Collection Manual - The October 1 Data Collection Manual includes documentation of the entire process of October 1 Special Education data collection, including frequently asked questions. You may download the manual from this link or click on any topic below.

 

October Overview Training:

October 1 Data Collection Overview Training

October 1 Data Collection Overview Training Power Point Slides

 

Phase I: Personnel & Verification Count

Phase I data collection begins by having each PEA count the number of students that are provided SPED services on October 1st. PEA’s are also required to collect the number of full-time equivalent personnel employed and contracted to provide special education and related services on or about October 1 of the reporting year. More in depth detail can be found in the October 1 Data Collection Manual. 

Step 1 of Phase I Training - How to count your students:

Phase I Training - Counting Your Students, Step 1 - Video

Phase I Training - Counting Your Students, Step 1 - Power Point Slides

 

Step 2 of Phase I Training - Verify your student count:

Phase I Training - Verifying Your Student Count, Step 2 - Video

Phase I Training - Verifying Your Student Count, Step 2 - Power Point Slides

 

Phase II: Reconciliation

Phase II is the process in which PEA’s ensure that all the students that were receiving SPED services on October 1st are reported in AzEDS without error.

 

Phase II Training -Reconciliation

October 1 Data Collection - Phase II: Reconciliation - Training Video

October 1 Data Collection - Phase II: Reconciliation - Power Point Slides

Phase II Training - Reconciliation, A Case Study:

October 1 Data Collection - Phase II: Reconciliation - Case Study - Training Video

October 1 Data Collection - Phase II: Reconciliation - Case Study - Power Point Slides

 

 

Phase III: Non-Reconciliation

Phase III is only for the PEAs that were unable to match the number of SPED students submitted in Phase I with the number of SPED students in AzEDS during Phase II. If a PEA is required to complete phase III, they will be notified by ESS Data Management.

 

Phase III Training - Non-Reconciliation

October 1 Data Collection - Phase III: Non-Reconciliation - Training Video

October 1 Data Collection - Phase III: Non-Reconciliation - Power Point Slides

 

Frequently Asked Questions:

 

Annual Data CollectionAzEDS SPED Reporting
October 1 Data CollectionDiscipline Data Collection
DM ToolkitSubscribe to DM Alerts
ESS Data Management Home Page
 

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Special Education Directors,

Due to the passage of HB 2863 during the Spring 2021 legislative session, the Arizona State Schools for the Deaf and Blind (ASDB) is now considered a local education agency (LEA) for the provision of free and appropriate public education (FAPE), for the submission of data and other required reports, and for the provision of courses of study that lead to graduation with a regular high school diploma for all students enrolled in their campus locations. This status change began July 1, 2021 (fiscal year 2022).

This memorandum addresses specific areas of responsibility that will impact both ASDB and public education agencies (PEAs) that place eligible students at ASDB through the IEP and voucher process.