Module 8 Submission Procedures December 1 Child Count

Module 8: Submission Procedures December 1 Child Count

The December 1 Child Count File § The December 1 Child Count file is extracted from the division’s Student Information System (SIS). § The file must include the necessary data elements and file specifications. § Specifications and instructions can be found at the Special Education Data Collection webpage.

December 1 Child Count Application § The Special Education Director (or designee) must have access to the December 1 Child Count application through the Single Sign-On for Web Systems (SSWS) Application. § Once logged in, the director (or designee) will upload the December 1 file by clicking “submit data. ” § An email will be sent to the sender alerting them that the file was successfully placed on the server or that there were errors that need be corrected.

Status Tracking, Warnings, and Errors § Once the file has been successfully placed on the server, the division can select “status tracking” to check the status of the file submission. § This provides the division a list of warnings and/or fatal errors that need to be corrected. § Should a division need to correct these errors, a new file must be resubmitted using “submit data. ”

Data Submission • The division can submit the file as many times as necessary prior to selecting “submit to superintendent. ” • Once the director or designee submits the file to the superintendent, they will no longer have access to the file unless the superintendent disapproves the submission. • This process is similar to the Special Education Indicator Application approval process.

Parentally-Placed Private School Student Data Collection: Items 1 and 2 § Once the file has been successfully submitted and all errors have been corrected and warnings have been addressed, select the Parentally-Placed Private School Student link on the right side. § Three items will appear and divisions will fill in the counts for Item 1 and Item 2.

Parentally-Placed Private School Student Data Collection Divisions will report the following counts for their parentally-placed students: • Item 1 - The number of parentally-placed students evaluated. • Item 2 - The number of parentally-placed students found eligible. • Item 3 - The number of parentally-placed students served (this count is taken directly from the December 1 Child Count).

Item 3: The Number of Parentally. Placed Private School Students § Item 3 populates automatically from the December 1 Child Count submission; this is the count of students that are flagged as Parentally. Placed in the division’s file. § Divisions cannot edit Item 3 on this page. Any needed change must be made in the division’s SIS and subsequent December 1 Child Count file and a new data file must be submitted.

Important Reminders § Note: Items 1 and 2 are NOT included in the December 1 Child Count file. They are entered in the Parentally-Placed Private School Student data collection page after the December 1 Child Count file has been submitted successfully. § After the file has been submitted successfully and the Parentally-Placed Private School Student data collection has been completed, the director will select “submit to superintendent. ”

Superintendent’s Approval Process § The superintendent will receive an email stating that a new file has been submitted, and is awaiting approval. § The superintendent will log into the Superintendent’s Data Collection Approvals (SDCA) application to review the submitted data. § The superintendent chooses to “Approve” or “Disapprove” the data.

Superintendent’s Approval Process (continued) § If the superintendent selects “Disapprove, ” the data file returns to the Sp. Ed director’s que for corrections. § The Sp. Ed director can make corrections, re-enter the parentally-placed information, and resubmit the data file for the superintendent’s verification and approval. § The superintendent will, again, receive an email indicating that approval is needed and must review, verify, and approve the certification report electronically by the December 1 Child Count due date.

Important! • The superintendent must review & electronically approve the certification report and the financial verification report. • All divisions must have a successful submission, including approval by the superintendent by the posted due date.

Resubmission Window § VDOE will individually address each request to reopen the child count submission window during a penalty free resubmission period. § The penalty free resubmission period, as well as any other due dates, will be communicated to divisions through emails/memos and website resources.

Resubmission Reminders • Any resubmission and final superintendent approval must be completed by the close of the resubmission window. • Extensions will not be granted after the deadline. • If a division makes a request to reopen the window after the deadline, the division must follow the protocol for resubmission which requires the superintendent to submit (in writing) a detailed reason for the request. • Any submissions made after the deadline will impact the division’s local determination rubric for accurate and timely data collection.

Email December 1 Child Count Questions to: spedprogramdata@doe. virginia. gov