Special Education Data Collection and Reporting Data Collection

Special Education Data Collection and Reporting Data Collection, Verification, and Reporting Timelines Sara Berscheit / Steve W. Smith 2009 COSA Conference October 2009

Objectives n Know where to find data collection documentation n Understand why the data is collected and how the data is used by ODE n Understand the importance of reporting timely and accurate data Student Learning & Partnerships 2

District Website n District Homepage: https: //district. ode. state. or. us/ n Schedule of Due Dates: https: //district. ode. state. or. us/apps/info/ Student Learning & Partnerships 3

District Website n Data Collection Committee (DCC) Purpose: Advisory committee to ODE on the collection of data from Oregon schools, school districts and educational service districts. Ø Quarterly Meetings Ø Website: https: //district. ode. state. or. us/search/results/? id=402 n Data NEWSLine To join the listserv: http: //listsmart. osl. state. or. us/mailman/listinfo/datacollection Student Learning & Partnerships 4

Special Education Data Collection (SEDC) Webpage n Special Education Post School Outcomes n Special Education Child Find (Indicator 11) n Special Education Child Count (SECC) > Includes June Special Education Exit Collection n Special Education Data Collection Trainings > 2 Boot camp trainings for new staff > 5 Regional trainings n Website: http: //www. ode. state. or. us/search/results/? id=167 Student Learning & Partnerships 5

Special Education Data Collection (SEDC) Webpage n Special Education Agency Contact Form: http: //www. ode. state. or. us/data/schoolanddistrict/funding/sped/secc/ 5815167 n_district. doc Submit a new form anytime there is a change! n Special Education Data Collection (SEDC) Listserv To join, email Claire Kemmerer claire. kemmerer@state. or. us Student Learning & Partnerships 6

Data Collections n Special Education Collections Ø EI/ECSE Monthly Child Count (ongoing) Ø Coordinated Early Intervening Services (CEIS) 08 -09 Ø Private School Enrollment 09 -10 Ø Post School Outcomes: Exit Interviews 09 -10 and One -Year Follow-up 08 -09 Ø December Special Education Child Count (SECC) 09 -10 Ø High Cost Disability (HCD) 08 -09 Student Learning & Partnerships 7

Data Collections n Special Education Collections (continued) Ø IDEA Excess Cost Calculation 08 -09 Ø Extended Assessments (M, R, S, W) and Mathematics FIELD TEST 09 -10 Ø IDEA Annual Application for Federal Funds 10 -11 Ø June Special Education Exit Collection 09 -10 Ø Special Ed Child Find (Indicator 11) 09 -10 Student Learning & Partnerships 8

Data Collections n Non Special Education Collections Ø SSID (ongoing) Ø USID (ongoing) Ø Early Leavers 08 -09 Ø Cumulative ADM 1 st Period (7/1 - 10/1) 2 nd Period (7/1 - 12/31) 3 rd Period (7/1 – 5/3) Annual (7/1 – 6/30) Ø Actual Expenditures 08 -09 Student Learning & Partnerships 9

Data Collections n Non Special Education Collections (continued) Ø American Recovery and Reinvestment Act (ARRA) Section 1512 – 4 quarters Ø Staff Assignment 09 -10 Ø Staff Position 09 -10 Ø Discipline Incidents 09 -10 Student Learning & Partnerships 10

Data Use for Federal, State, and Public Reporting n Fiscal Data and Reports n Significant Disproportionality Calculations n IDEA Federal Data Reports n State Performance Plan and Annual Performance Report for Special Education (SPP/APR) n System Performance Review and Improvement (SPR&I) n Special Education Report Cards Student Learning & Partnerships 11

IDEA 2004 n The general purposes of the Individuals with Disabilities Education Act (IDEA 2004) are “to ensure that all children with disabilities have available a free appropriate public education that emphasizes special education and related services designed to meet their unique needs and prepare them for further education, employment, and independent living. ” [20. U. S. C. Sec. 1401(d)(1)(A)] Student Learning & Partnerships 12

Fiscal Data and Reports n IDEA Funding for Districts Ø Base payment of IDEA funds based on FY 1999 Ø 85% of remaining IDEA funds based on public/private enrollment Source: Fall Student Membership and Private School Enrollment Form Ø 15% of remaining IDEA funds based on children living in poverty (Free & Reduced Lunch) Student Learning & Partnerships 13

Fiscal Data and Reports n Special Education Funding website: http: //www. ode. state. or. us/search/page/? id=894 Ø Federal IDEA Estimates Ø Federal IDEA Distribution Ø IDEA District/Consortium Annual Application Ø State Annual Application for Funds Student Learning & Partnerships 14

Fiscal Data and Reports Special Education Funding website: n Ø 11% Cap Waiver Ø High Cost Disability > Contact Michael Wiltfong at 503 -947 -5914 or michael. wiltfong@state. or. us Ø Special Education Funding Q & A Special Education Funding Question? Eric Richards at 503 -947 -5786 or eric. richards@state. or. us Student Learning & Partnerships 15

Significant Disproportionality Calculations n IDEA 2004 requires states to define significant disproportionality of racial/ethnic groups with regards to four areas: Ø Identification in special education Ø Identification in specific disability categories Ø Placement Ø Discipline n Significant Disproportionality Criteria - http: //www. ode. state. or. us/schoolimprovement/accountability/monito ring/sigdispthreshjust. doc Student Learning & Partnerships 16

Significant Disproportionality Calculations Data Collections Utilized: n December Special Education Child Count (SECC) n Fall Student Membership n Discipline Incidents Any district found significantly disproportionate in any of the four areas, will have preventative measures enforced by ODE, including the required use of 15% of IDEA funds for Coordinated Early Intervening Services (CEIS) § Disproportionality Question? Dianna Carrizales at 503 -947 -5634 or dianna. carrizales@state. or. us Student Learning & Partnerships 17

IDEA Federal Data Reports n IDEA 2004 requires states to submit 11 state-level reports regarding aspects of special education in Oregon: Ø Part B, ages 3 through 21 Ø Part C, ages birth though 2 n Reports Due Annually: Ø Due February 1 st or November 1 st Student Learning & Partnerships 18

IDEA Federal Data Reports n Part B (ages 3 -21) Ø Table 1: Children with Disabilities Receiving Special Education Source: December Special Education Child Count (SECC) Ø Table 2: Personnel Employed to Provide Special Education and Related Services for Children with Disabilities Source: Staff Position, Staff Assignment Ø Table 3: Educational Environments Source: December Special Education Child Count (SECC) Ø Table 4: Children with Disabilities Exiting Special Education Source: June Special Education Exit Collection Student Learning & Partnerships 19

IDEA Federal Data Reports n Part B (ages 3 -21) Ø Table 5: Children with Disabilities Subject to Disciplinary Removal Source: Discipline Incidents Ø Table 6: Participation and Performance of Students with Disabilities on State Assessments Source: Assessments, Spring Membership, December Special Education Child Count (SECC) Ø Table 7: Dispute Resolution Under Part B of IDEA Source: Dispute Resolution Database Student Learning & Partnerships 20

IDEA Federal Data Reports n Part C (ages Birth - 2) Ø Table 1: Children Receiving Early Intervention Services in Accordance with Part C Source: December Special Education Child Count (SECC) Ø Table 2: Program Settings Where Early Intervention Services are Provided to Children with Disabilities and Their Families in Accordance with Part C Source: December Special Education Child Count (SECC) Ø Table 3: Infants and Toddlers Exiting Part C Source: June Special Education Exit Collection Ø Table 4: Dispute Resolution Under Part C of IDEA Source: Dispute Resolution Database Student Learning & Partnerships 21

State Performance Plan and Annual Performance Report for Special Education (SPP/APR) n Six-year State Performance Plan n Annual Performance Report n 20 Part B Indicators n 14 Part C Indicators n Website: http: //www. ode. state. or. us/search/page/? id=1813 Student Learning & Partnerships 22

SPP/APR for Special Education Part B Indicators: 1: Graduation Rate 12: Timely Transition from Part C to Part B 2: Dropout Rate 3: Statewide Assessment 13: Secondary Transition Goals and Services 4: Suspension and Expulsion Rate 14: Postsecondary Outcomes 5: Placement in the LRE for School Age 15: Identification and Correction of Noncompliance 6: Placement in the LRE for Preschool 7: Improved Outcomes for Preschool 8: Parent Involvement 9: Disproportionate Representation 10. Disproportionate Representation by Disability 11: Timely Evaluation within 60 School Days 16: 60 -day Timeline for Complaint Resolution 17: 45 -day Timeline for Due Process Hearings 18: Resolution Settlements 19: Mediation Agreements 20: Timely and Accurate Data Reporting Student Learning & Partnerships 23

SPP/APR for Special Education Part C Indicators: 1: Timely IFSP Services 8: Timely Transition Planning 2: Early Intervention Services in Natural Environment 9: Identification and Correction of Noncompliance 3: Improved Child Outcomes 4: Family Involvement 5: Child Find Birth to One with IFSPs 10: 60 -day Timeline for Complaint Resolution 11: 45 -day Timeline for Due Process Hearings 12: Resolution Settlements 6: Child Find Birth to Three with IFSPs 13: Mediation Agreements 14: Timely and Accurate Data Reporting 7: Timely Evaluation within 45 Days Student Learning & Partnerships 24

SPP/APR for Special Education Heavy emphasis on: n Timely and accurate data – Indicators B 20 and C 14 n Timely correction of all non-compliance identified through any means – Indicators B 15 and C 9: Ø File reviews or any findings from an on-site monitoring visit Ø Data collections Ø Complaints or due process investigations Student Learning & Partnerships 25

System Performance Review and Improvement (SPR&I) q A statewide special education monitoring system q Aligns with IDEA General Supervision requirements q Supports improvement planning through: (1) collection and interpretation of data, (2) development and implementation of an improvement plan, (3) evaluation of impact and effectiveness of improvement strategies Website: Student Learning & Partnerships http: //www. ode. state. or. us/search/results/? id=253 26

SPR&I District Reports: n Federal Placement (B 5) Source: December Special Education Child Count (SECC) n Disproportionality (B 9 & B 10) Source: December Special Education Child Count (SECC), Fall Student Membership n Leaver (B 1 -B 2) Source: Early Leavers, High School Completers, Fall Student Membership, December Special Education Child Count (SECC) n Assessment (B 3) Source: Students Assessments, Spring Membership, December Special Education Child Count (SECC) n Discipline (B 4) Source: Discipline Incidents n Child Find (B 11) Source: Special Ed Child Find (Indicator 11) Student Learning & Partnerships 27

SPR&I Program Reports: n Child Identification: Birth-1, Birth-2 (EI), ECSE (3 -4+) Source: US Census data from Population Research Center, December Special Education Child Count (SECC) n Federal Placement: EI, ECSE Source: December Special Education Child Count (SECC) n Child Find (B 11) Source: Special Ed Child Find (Indicator 11) n Primary Disability Distribution – EI, ECSE Source: December Special Education Child Count (SECC) n Ethnicity Distribution - EI/ECSE Combined Source: December Special Education Child Count (SECC), Fall Student Membership n Procedural Compliance Review (File Reviews) Source: December Special Education Child Count (SECC) Student Learning & Partnerships 28

SPR&I District and Program Determinations n Annual Review of District Performance Towards Meeting IDEA Requirements n Criteria used by the ODE include: Ø the extent of current compliance; Ø timeliness and accuracy of data reporting; Ø procedural non-compliance (audit) findings that have been corrected within required timelines; Ø additional noncompliance identified through other sources; and Ø compliance indicators from the State Performance Plan (SPP) Student Learning & Partnerships 29

SPR&I District and Program Determinations District Indicators: n Procedural Compliance Review (File Reviews) Ø B 15: Identification and Correction of Noncompliance Ø B 13: Secondary Transition Goals and Services n SPP Compliance Indicators Ø B 9: Disproportionate Representation Ø B 10: Disproportionate Representation by Disability Ø B 11: Timely Evaluation within 60 School Days n Timely and Accurate Data Submissions Student Learning & Partnerships 30

SPR&I District and Program Determinations Program Indicators: n Procedural Compliance Review (File Reviews) Ø C 1: Timely IFSP Services Ø C 7: Timely Evaluation within 45 Days Ø C 8: Timely Transition Planning Ø C 9: Identification and Correction of Noncompliance Ø B 11: Timely Evaluation within 60 School Days Ø B 12: Timely Transition from Part C to Part B n Timely and Accurate Data Submission Student Learning & Partnerships 31

SPR&I n Questions? Always start with your County Contact List posted: http: //www. ode. state. or. us/search/page/? =2550 n Regional Trainings Go to ODE Calendar of Events for dates and locations: http: //www. ode. state. or. us/news/events/ Student Learning & Partnerships 32

Timely and Accurate Data n Timeliness and Accuracy are tracked for three collections: Ø December Special Education Child Count (SECC) Ø June Special Education Exit Collection Ø Special Ed Child Find (Indicator 11) Student Learning & Partnerships 33

Timely and Accurate Data Criteria used for tracking Timeliness: n Untimely: 1. No data submitted by the close of the Collection 2. Have uncorrected errors after the close of the Collection 3. Did not complete the correction process during the Electronic Correction period Student Learning & Partnerships 34

Timely and Accurate Data Criteria used for tracking Accuracy: n Inaccurate: 1. Collection had to be opened or left open after the Electronic Correction period closed 2. A Post-Submission Correction form was submitted Student Learning & Partnerships 35

Timely and Accurate Data Accuracy as it relates to Noncompliance: n Any potential noncompliance reported in data collections must be followed-up on by ODE n Data Collections examples: Ø Special Ed Child Find (Indicator 11) Ø Discipline Incidents Student Learning & Partnerships 36

Timely and Accurate Data n Always review reported data for accuracy! Student Learning & Partnerships 37

Special Education Report Cards n Developed to inform parents and the community about the special education programs and services provided by Oregon school districts and Oregon EI/ECSE county programs n Technical Assistance Documentation is available on the Report Cards webpage: Ø Ø Report Templates How-to-Read guides Distribution Information Technical Manuals with explanations of data sources, calculations, and contact information. Website: Student Learning & Partnerships http: //www. ode. state. or. us/search/page/? =1831 38

Special Education Report Cards District Report Card n n n Graduation and Dropout Rates Least Restrictive Environment (LRE) Calculating Academic Achievement: Performance Calculating Academic Achievement: Participation Adequate Yearly Progress Parent Survey Results Student Receiving Special Education Services Timeline for Eligibility IEP Goals and Transition Services Suspension / Expulsion Post School Outcomes Local Information Provided by Your District Student Learning & Partnerships 39

Special Education Report Cards Program Report Card n Timely EI Services n Timeline for EI IFSP n Services in Natural Setting n Services in Typical Setting n Timely Transition n Individual Family Services Plan (IFSP) n Family and Parent Survey n Timeline for ECSE Eligibility Student Learning & Partnerships 40

Special Education Report Cards n Important Dates Ø March 9 -17, 2010 Special Education Report Validation Period Ø March 29, 2010 Final Special Education Reports available to Districts and Programs Ø March 31, 2010 Public Release of the Special Education Reports n Questions? Email the District Special Education Reports mailbox at ODE. School. Age. Rpt@state. or. us or Program Special Education Reports mailbox at ODE. EIECSERpt@state. or. us Student Learning & Partnerships 41

Special Education Data Contacts Data Unit n n n Sara Berscheit – Data Coordinator sara. berscheit@state. or. us or 503 -947 -5872 Trish Lutgen – Research Analyst trish. lutgen@state. or. us or 503 -947 -5798 Alex Toth – Research Analyst alex. toth@state. or. us or 503 -947 -5795 Gretchen Gear – Research Analyst gretchen. gear@state. or. us or 503 -947 -5817 Claire Kemmerer – Data Unit Support Specialist claire. kemmerer@state. or. us or 503 -947 -5696 Student Learning & Partnerships 42