Special Education Collection December 1 2017 Special Education

Special Education Collection December 1, 2017 Special Education Collection Status/Updates DQN – 12/20/2017

12/1 Special Education Status Where Are We Now? 2 LEAs did not submit – (One SIS issue and One Personnel issue) 4 LEAs left with unresolved errors on upload File Status: Approximately… 13, 000 errors, 1, 500 warnings 700 duplicates.

12/1 Special Education Status What Are The Issues? Errors: Amount of Special Education Services is blank or invalid (Count: 4) Challenge Type does not match Primary Disability in Spec Ed Snap (Count: 113) Challenge Type is blank or invalid (Count: 27) Date Exited Special Education must be blank or later than 12/1/2017 (Count: 1) Duplicate - Student ID appears in more than one record (Count: 722) Educational Environment must be 19, 20, or 21 if Ed Environment Percentage (field 49) is greater than 0 (Count: 103)

12/1 Special Education Status What Are The Issues? Errors: Educational Environment must be 19, 20, or 21 if Location of Spec Ed Services (field 71) is a valid 4 -digit code (Count: 1) Full Zip Code is blank or invalid (Count: 55) Funding District Code is blank or invalid (Count: 2) If Educational Enviroment is 01 or 02, then Service Provider must be a valid APS AUN (Count: 33) If Educational Environemnt (Field 44) is not 19, 20, or 21, then Educational Environment Percentage must be blank. (Count: 582)

12/1 Special Education Status What Are The Issues? Errors: LIEP Type is invalid (Count: 11453) Location of Special Education Services is blank or invalid (Count: 1) Location of Special Education Services is not valid for Service Provider. 0000 is reserved for APS or PPRI Service Providers. (Count: 15) Primary Placement Type is blank or invalid (Count: 529) Special Education must be Y unless Reason for Exiting in Spec. Ed Snap is 05 (Count: 57) State Code is blank or invalid (Count: 62)

12/1 Special Education Status What Are The Issues? Warnings: Age exceeds min or max for grade (Count: 62) If Service Provider is an APS, then Educational Environment must be 01, 02, 06, or 16 (Count: 1) Location of Special Education Services is not valid within Service Provider District (Count: 895) Location of Special Education Services must be a valid 4 -digit code, 'CYBER', or 'COMMUNITY-BASED' if Educational Environment (field 44) is 19, 20, or 21. PIMS will require a Data Exemption Request. (Count: 552) Service Provider must be a valid AUN if Educational Environment (field 44) is 19, 20, or 21. PIMS will require a Data Exemption Request. (Count: 1)

Special Education - REMINDERS!!! Who Submits? School District of Residence Who Else Submits: Charter School Foster Parent Home District (1305) Who Does Not Submit: Educating School District (if different that the Resident School District) APS, IU, County Prison, CTC, PRRI, SJCI You Do Not Submit These Students: Students educated in state adult and state juvenile correctional facilities. Wards of State (contact Bureau of Budget and Fiscal Management for reimbursement questions/forms)

12/1 Special Education REMINDERS!!! What Templates/Which Students? Student and Special Education Snapshot Templates All special education students with a valid IEP and receiving services as of 12/1 of the current school year. Include out-placed students. Services include, but are not limited to, itinerant speech, hearing, vision, out of district placements, CTCs, county prisons, 1306 (Institutionalized, Group Homes, PRRIs), APSs, other public and private facilities, hospital/homebound, out of state facilities, instruction in the home, etc. Student Template record must exist in the current school year for the LEA reporting the student in the Special Education Snapshot.

12/1 Special Education Timelines PIMS C 2 Collection Window December 4 – 18 (Collection Calendar shows 14 th as close) All LEAs were expected to submit their templates during this window. Resubmission/Correction Window (LAST TIME YOU WILL SEE THIS) January 4 – 31

12/1 Special Education Timelines Spot Checker Once an LEA data has been uploaded to the Spot. Checker and processed without errors, the IU can receive Preliminary Comparison Reports from the Spot. Checker. Each report contains LEA summaries for the current year submission and the prior year submission, along with the difference and percent difference between the two years of data. The reports will help the IU/LEA detect data problems prior to their official PIMS submission.

12/1 Special Education Timelines Sandbox Once an LEA data has been uploaded to the Spot. Checker and processed without errors, the IU can receive Preliminary Comparison Reports from the Spot. Checker. Each report contains LEA summaries for the current year submission and the prior year submission, along with the difference and percent difference between the two years of data. The reports will help the IU/LEA detect data problems prior to their official PIMS submission.

12/1 Special Education Duplicates Student goes to a charter school or cyber program and does not withdraw from home district File not finalized in PELICAN for students transitioning to School Age Program q Verify with the other LEA that the student was physically present in their LEA on 12/1. q Check Attendance Records q For cybers – look at on-line activity for 12/1 PIMS Staff must do a deletion request – the IU Data Manager cannot delete the duplicate for you.

12/1 Special Education Collection Where is the Data Used? PUBLIC! Federal IDEA Funding State Performance Plan Annual Performance Report Special Education Data Report Targets Compliance Monitoring Corrective Action LEA Determinations Accountability Significant Disproportionality

12/1 Special Education Collection Things to Know and be Prepared to Answer on Comparison Reports • Data submitted this year are compared to last year’s data. • Review detail information with your Special Ed data team. This is your last chance to make adjustments! • Be Prepared to Provide Justification: – Was there an increase in a particular population within the LEA? Why? – Was there a change in personnel or programming that caused a particular category to increase? What? – Was there a change in policies or procedures that caused a change in reporting categories? What? – Small N size – Be sure to look at it anyway!

Special Education Resources • PIMS How-To Guide: (Most recent guidance) • PIMS Manuals and How-To Guide: – http: //www. education. pa. gov/teachers%20%20 administrators/pims/pages/default. aspx#tab-1 – Volume 1 - Domains – Volume 2 - Appendix (where you will find specific codes) • Special Education Data Reporting Website: – Contains: Special Education Resource Guide Submission Guide/State Performance Plan – http: //penndata. hbg. psu. edu/ • Edna Website: – http: //www. edna. ed. state. pa. us/Screens/wf. Search. Entity. aspx

Special Education Resources Contact Information Jodi Rissinger jrissinger@pa. gov Dan Ficca c-dficca@pa. gov ALSO Copy your IU Data Manager