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 occurs in three phases.

Important Documents:

Important Dates - The Important Dates document outlines the various deadlines 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.

Personnel Blank Report Form - This tool provides a form to use when gathering your aggregate personnel data by FTE prior to submitting within the the October 1 Data Collection (ODC) application.

October Overview Training:

FY22 IDEA October 1 Data Collection Presentation

FY22 IDEA October 1 Data Collection Presentation Slides

FY21 October 1 Data Collection Overview Training - Video

FY21 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.

Phase I Data Collection

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

Phase I Training - Counting Your Parentally-Placed Students - Video

Phase I Training - Counting Your Parentally-Placed Students - 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 Reconciliation

SPED Integrity Error Tools

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, 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.