Special Education End-of-Year Student Webinar Training

Welcome to today’s Special Education EOY training!  URL  Dial in number is *Not necessary to dial in if you can listen through your computer  Collection Coordinator  Lindsey Heitman   (303) Special Education End of Year

Webinar Etiquette  Mute Your Phone  If you receive a call and need to pick up please disconnect from the webinar. Please do not put us on hold so we can leave the microphone on! (Happens every time!)  Enter your Name and your AU # when logging into the webinar (no password will be needed)  Feel free to type questions in the chat as we go along and I will monitor it periodically. 3

Timeline New for Exception Requests Criteria for Special Education End-of-Year Snapshot IDM-User Access Data Pipeline Process Warnings Agenda

5 IMPORTANT DATES TO REMEMBER Thursday April 30, 2015 Wednesday July 8, 2015 Wednesday July 15, snapshot available IEP Interchange errors resolved All exception requests received by CDE Tuesday Sept. 8, 2015 At least one Special Education EOY Snapshot created by this date All errors resolved: interchange and snapshot. Data review Sept Make sure to review exit information. Tuesday Sept. 15, 2015 AUs make changes to resolve duplicates Tuesday Sept. 22- Friday Oct. 2, 2015 Final Report Review October 5-9 ALL Final signed reports received by CDE Submit and finalize data – COLLECTION CLOSES Tuesday Oct. 13, 2015

 Indicators 8 and 14 Sample Plans REMOVED  Student and parent address information no longer collected through the data collection  Student Parent Association File removed  Student Address fields not needed – the following fields may be left blank: Student’s Address, City, State, Zip, Primary Phone, Secondary Phone, Address New for

5 Exception types for SPED EOY  If you receive one of the following 5 error codes, you will need to an exception request spreadsheet to CDE to resolve these errors. Exception template/instructions posted at this link:  Snapshots/Special Education End of Year- Additional Resources.  your exceptions to us and they will be uploaded to Data Pipeline in the master spreadsheet file that we maintain. SPED EOY Exceptions 7

1. Grade to Age: SY250 error - Calculated age is outside of the expected range for grade level. Please verify that the grade and birth date is correct.  The maximum ages were all increased by one year in the error table, so you should notice less SY250 errors this year.  This error should match the SE114 Warnings you receive at the Interchange level. The exception request will resolve both the error and the warning.  Use Grade to Age Table posted under Interchanges/Special Education IEP-Additional Resources: Grade to Age Exception 8

Grade/AgeWarningErrorError Grade Level Description Expected Age Minimum Age Maximum Age Minimum Age Maximum Age Infant Preschool 1/2 Day Kindergarten Full Day Kindergarten Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Grade 7 Grade 8 Grade 9 Grade 10 Grade 11 Grade NA NA NA < 2 < 4 < 4 < 5 < 6 < 7 < 8 < 9 < 10 < 11 < 12 < 13 < 14 < 15 < 16 > 4 > 7 > 8 > 8 > 9 >10 >11 > 12 > 13 > 14 > 16 > 17 > 18 > 19 > 21 > 22 Grade to Age Table 9

2. Primary Disability of 11 or 12 and outside acceptable age range: errors SY111, SY112, SY113  Primary Disability 12 – Infant/Toddler with a Disability (ages birth through 2)  Primary Disability 11 – Developmental Delay (ages 3 through 8 )  SY111: A child cannot be reported as an Infant/Toddler with a Disability if they were 3 or older as of the most recent December 1 Count. Please refer to the Exception Request Instructions document for instructions on how to request an exception.  SY112: A child cannot be reported as Developmental Delay if they were younger than 3 as of the date their IEP was implemented. Please refer to the Exception Request Instructions document for instructions on how to request an exception.  SY113: A child cannot be reported as Developmental Delay if they were 9 or older as of the most recent December 1 Count. Please refer to the Exception Request Instructions document for instructions on how to request an exception. Note: 11 “Developmental Delay” used to be called “Preschooler with a Disability” Primary Disability Exception 10

3. Student dropped out prior to age 17: error SY247  Students exiting as dropped out should be at least 17 years old. Please refer to the Exception Request Instructions document for instructions on how to request an exception. Please include an explanation of this student's dropout prior to age 17.  Basis of Exit code 40 Drop Out Exception 11

4. Student reported in error on December Count: errors SY107, SY109  SY107: All students reported on the December count as attending your AU must be reported on your Special Education Student End of Year Student file. Please refer to the Exception Request Instructions to request an exception.  SY109: All students reported on the December count for your administrative unit as attending an eligible facility (PAI code 22) must be reported on your Special Education Student End of Year file. If a student was previously reported in error please refer to the Exception Request Instructions document for instructions on how to request an exception.  This is the exception for a student that you reported on December Count, but shouldn’t have (i.e. they actually exited your AU before Dec 1 and you hadn’t received that info until after December Count closed) Reported in Error on December Count 12

5. Student reported in error on previous Sped End of Year: error SY108  SY108: All students reported on the last End of Year as attending your administrative unit must be reported on your Special Education Student End of Year Student file. If a student was previously reported in error please refer to the Exception Request Instructions document for instructions on how to request an exception.  You will receive this error for any records that your reported in and didn’t exit before June 30,  “Reported in error” means you didn’t exit them off your SPED EOY. (not that you shouldn’t have reported them in the first place on 13-14). Reported in Error on Previous SPED EOY 13

Exception Table 14

 Data is pulled from the following Interchanges:  Special Education IEP Interchange  Student Interchange  Specific Files within the Interchanges:  Special Education Child File - demographic information  Special Education Participation File – special education services information  Student (demographics) File: SASID, LASID, Student’s First Name, Student’s Middle Name, Student’s Last Name, Gender, Date of Birth, All Student Contact Information fields (not required this year-may be left blank), Ethnicity, Race come from this file  Student School Association File: Only grade level comes from this file SPED EOY Snapshot 15

 Pull all error-free records from the Student Participation file (except those with a PAI code of 23, 24, 31, and 32 or Special Education Part C Referral code of 00) and match them with records in the Student Profile interchange (Student Demographic file and School Association file). The Student Interchange is the authoritative source for (SASID, LASID, Student’s First Name, Student’s Middle Name, Student’s Last Name, Gender, Date of Birth, All Student Contact Information fields (no longer required), Ethnicity, Race, and Grade level).  If the student is not submitted to the Student Interchange, these fields will be pulled from the Special Education Child file.  The Special Education Child, Participation, and Student Interchange files will be joined based on the following criteria: SASID, LASID, school year, Admin Unit (or district), and error free records.  Data pulled from the Student Profile Interchange will be the non-tagged data. SPED EOY Snapshot Criteria 16

 Make sure SASIDS and LASIDS match across all files (Student and IEP Interchanges)  Each record has to have a valid SASID or a valid LASID  Example: Part C children don’t require a SASID, so you can zero-fill it on their records. If you do zero-fill their SASID, you must include a valid LASID on their record.  Make sure the Child and Participation files have the same records on each file. (i.e. record will have to have matching SASIDS and LASIDS between the two files in order to pull into the Snapshot).  A record added to the Participation file, but not the Child file will result in it not getting pulled into the snapshot.  The files should have the exact same number of records Tips 17

Definition of snapshot roles: 1. VIEWER: read-only role. 2. USER: can create snapshots. Not able to submit data to CDE 3. APPROVER: can create snapshots AND submit the final snapshot to CDE *Access to any CDE application, as well as capability within that application, is based upon the roles assigned to your account. *Verify with your LAM that you have the appropriate roles for each Interchange and/or Snapshot that you need access to. IdM: Data Pipeline Snapshot Roles 18

 Special Education EOY IdM Roles available:  ADAMS_14_COMMERCE_CITY PIPELINE EOY~LEAVIEWER Read-Only  ADAMS_14_COMMERCE_CITY PIPELINE EOY~LEAUSER Submit and Modify  ADAMS_14_COMMERCE_CITY PIPELINE EOY~LEAAPPROVER Approver  Need 1 of the 3 roles above in order to access the SPED EOY snapshot  SPED EOY role acronym is: EOY  Need at least 1 APPROVER per AU (has ability to submit the completed snapshot to CDE)  Can have as many APPROVERS, USERS, and VIEWERS as needed  Remember only 1 role per person (2 will lock you out  )  Need SPE ~LEA USER role: access to IEP Interchange (should have this role already if you participated in December Count) Identity Management 19

Data Pipeline Process 20

Submitting to the Data Pipeline 21

 Prepare your IEP Interchange Child and Participation files-options include an Excel Template, or file types of Excel, Text, or CSV.  Excel Template posted under Interchanges/Special Education IEP-Templates  If using Excel Template, follow steps on template instructions tab and correct any cells in red (errors) prior to uploading file.  If you receive a “Debug”, try downloading a fresh template and pasting your information into a new one. Always remember to choose “Paste-Special Values”. Check for extra characters in any fields.  CSV files lose the leading zeros so you will have to add them back in if you open your file before uploading. Instructions are posted under:  Resources-Date Pipeline: Convert CSV file to Excel and not lose the leading zeros. IEP Interchange 22

 Prior to uploading, it can be helpful to validate your file formats using Format Checker. File Upload-Format Checker.  This step will alert you to formatting issues. For example, a 4 character field has 5 characters and will not upload.  Upload the Special Education Child and Participation files under File Upload- Data File Upload.  Or click the button in Enrich to have your files transferred to Pipeline  Make sure file is closed before you upload it. File Upload 23

IEP Interchange File Upload 24

 Always check Batch Maintenance in the Data Pipeline to ensure files have uploaded successfully.  Processed Indicator will say “YES”. If blank or “No”, file did not upload  Check Record Count, Error Count, and make sure submitted date and time look accurate. Check Batch Maintenance (after uploading file) 25

1. Data Pipeline-Cognos Reports-Special Education IEP: -Detail and Summary Error Report for each File Checking IEP Interchange Errors – 2 places 26

Special Education IEP Cognos Error Reports 27

2. Pipeline Reports- Error Reports  New place to check for interchange and/or snapshot errors  You can export to Excel and view errors in detail Pipeline Error Reports 28

 Correct the errors on your files and re-upload them to the IEP Interchange under Data File Upload. Make sure to verify upload was successful under Batch Maintenance. Repeat this process until all interchange errors are resolved.  Create a Special Education End-of-Year Snapshot under Special Education-Snapshot. Fill in boxes as applicable, click Search, and then Create Snapshot.  You will receive a Snapshot Confirmation once the snapshot has finished processing.  Verify snapshot status under Special Education-Status Dashboard. Fill in boxes and click Submit. Make sure the Data Exists box displays a “Y” and scan all status information for accuracy. Validation errors indicate your level 2 snapshot errors.  Next, view and resolve your Special Education EOY Snapshot errors. Snapshot error information can be found in the following places within Data Pipeline:  View error summary or details under Pipeline Reports-Error Reports (Dataset-Special Education IEP/File Type-Special Education EOY). Click Search. Click View Detail and then Excel to export the error details to Excel.  View error summary and/or details under Cognos Reports-Special Education EOY-Special Education Error Detail Report. Next Steps-summary 29

Where to create the SPED EOY Snapshot 30

 Select from the drop-downs:  File Type: End of Year Snapshot  School Year ( )  Organization/LEA: automatically populated based on Log In  Click the Search Button  Then Click “Create Snapshot”  confirmation will come from Data Pipeline once Snapshot has completed. Snapshot Screen 31

Checking Status of Snapshot 32 1.Ensure that Data Exists (Y) 2.Ensure Last Updated Date is the most recent snapshot created 3.Check your Validation Errors (these are your level II snapshot errors)

 View errors in the Detail Error Reports (Pipeline Error Reports or Cognos)  Option to export the report to Excel if you’d like  Correct the errors in the appropriate Interchange File (IEP or Student files- will need to contact district respondent for these errors)  Re-upload your corrected files to the IEP Interchange. If errors only exist in 1 of the files, you can resubmit only the 1 file containing corrections.  Re-Create the Snapshot  Repeat as Needed Correcting Snapshot Errors 33

 Click Cognos Reports and then Special Education EOY: Where to Find Snapshot Errors 34

Error Reports Interchange Errors (IEP and Student Interchanges) 1.2 Errors listed in detail 1.3 Summary count of errors

Viewing Cognos Detail Error Report 36 Option to view selected errors by highlighting individually, or just click Finish to view ALL errors.

 Pipeline Reports-Error Reports OR Pipeline Error Reports 37

SPED EOY Snapshot Report 38 This report is your Included Snapshot records. i.e. records with no errors at the Interchange.

 Records included in this report do not have errors at the Interchange; but could have level 2 snapshot errors.  Check the Special Education EOY Summary/Detail Error Reports for those level 2 errors.  Check the SPED EOY Snapshot status dashboard for error count too. Once errors are resolved, you can review your reports. Special Education EOY Snapshot Records Report 39

 Once All Errors are corrected, review all reports available within Cognos  Review reports for data accuracy in each and if any errors exist:  IEP Interchange File(s) will need to be resubmitted  Special Education EOY Snapshot will need to be re-created  Reports are created from your last snapshot so any changes to files will change your reports.  Once you approve the data is valid and reliable –  Click the “SUBMIT TO CDE” button. Only the Sped EOY Approver will have this option.  Finalizes the data for CDE to begin their validation process before submission to the federal government. Reviewing Data Reports 40

RESOURCES 41

 Special Education IEP Interchange Documentation Link: File Layout and Definitions Business Rules Templates Trainings Additional Resources IEP Interchange Documentation 42

14-15 Documentation 43

 Special Education End-of-Year Snapshot Documentation Link: Deadlines File Layout and Definitions Business Rules Trainings Exception Template Special Education EOY Snapshot Documentation 44

Snapshots/Special Education End-of-Year:  EOY Coding Scenarios  Special Education EOY Quick Reference Guide  Business Rules  Please make sure you’re looking at the documentation for this Sped EOY reporting period.  Interchange documentation is also posted so you can be aware of changes for next year. Additional Resources 45

 Frequently Requested Codes-School Codes, Special Education Program Codes, Non- Public School Codes, Head Start Codes, AU Codes, Approved Facility codes, etc: des des  Town Hall Recordings and PowerPoints: Additional Resources 46

 Lindsey Heitman- SPED EOY collection coordinator    Cc SPED EOY Team Members:  Kristi Gleason –  Backup team member  Orla Bolger –  Special Education Content Specialist  Please make sure to include your AU# in the subject line of your along with any applicable error codes that you need help with. Contact Information 47

 Warnings are for your information only to assist with data verification. You are able to approve your data with existing warnings.  Please review ALL of your warnings to verify that your data are reported accurately. Warnings can help you find reporting errors in your data. Warnings

o SY260: Possible Duplicate. This student is also reported as in attendance (not exited) at another AU/SOP. Please verify your records for this student. If your data is reported accurately you may disregard this warning. o This is not an official duplicate list, it is a sneak peak at records that may be duplicates with another AU. Please verify your records and only change your data if you find your data had previously been reported inaccurately. Types of Warnings

o SE114 (IEP Interchange): Calculated age is outside the expected range for grade level. Please verify that the grade and birth date is correct. o Records where the student’s age is one year above or below the expected age range for a grade will generate a warning. o SY255: No students were reported in Path 1 (Part C Evaluation) for your administrative unit. Please verify that this is correct. Part C data is collected for ECEA funding reimbursement for evaluations completed. The records listed for this warning may be ignored as no Path 1 records were reported by your AU. o This warning indicates no Part C evaluations were reported. Types of Warnings

o SY251: The following year olds do not have a Date Referred from Part C to Part B [Path 2]. Please verify that this is correct. o Once you have verified your students are reported in the correct path you may disregard the warning. o Path 3 records don’t have a Date Referred from C to B so this date is only needed on Path 2 records. o SY252: No students were reported in Path 2 (Part C to Part B Transition – Indicator 12) for your administrative unit. Please verify that this is correct. The records listed for this error may be ignored as no Path 2 records were reported by your AU. o It is unusual for an AU to have no students reported in Path 2, so if you receive this warning please check with your CCB to see which students transitioned from C to B in the school year. Types of Warnings

o SY256: The following students were 3.5 or older when their Path 2 IEP was implemented. Please verify they are reported in the correct Path. Only students who were receiving Part C services immediately prior to their Part B evaluation should be reported in Path 2. o This warning brings to your attention records that might have been inadvertently reported in the wrong Path. o SY261: Child was 3 years old when they were referred to the Part C System. Please verify this record is reported in the right Path. Only students who were receiving Part C services immediately prior to their Part B evaluation should be reported in Path 2. o This warning brings to your attention records that might have been inadvertently reported in the wrong Path. Types of Warnings

o SY253: The following students had a Reason for Delay in Completing the Evaluation [Path 3] Code of 43 (Time extended for Specific Learning Disability identification). Please verify that these students have not been identified with a disability of 04 – SLD. o This warning lists students who were reported with a Delay of 43- Time extended for Specific Learning Disability identification, but they have NOT been reported with a Primary Disability of 04- SLD. o SY254: No students were reported in Path 3 (Part B Services – Indicator 11) for your administrative unit. Please verify that this is correct. The records listed for this error may be ignored as no Path 3 records were reported by your AU. o It is unusual for an AU to have no students reported in Path 3, so if you receive this warning please check your data to be sure you are reporting all initial Part B evaluations. Types of Warnings

o SY257: The following Path 3 students were reported with 0 days between Parental Consent and Evaluation, please verify the dates reported. Only Initial Evaluations should be reported, no annuals or triennials should be reported on SPED EOY. o Please verify the dates reported for these school age children who experienced 0 days between Consent and Evaluation. Note that only Initial Evaluations should be reported on SPED EOY. o SY258: These students were reported on the previous EOY as exiting due to 01-Reached Maximum Age for Services, 02-Death, 90-Graduated or 92-Completed (non-diploma certificate); please verify attendance. o Please verify attendance records for these students who were reported last year as graduating, completing or dying in the previous school year. Types of Warnings

HAVE A GREAT DAY!!! 55