IDEA EDFacts File Specifications 101 Nick Easter, Ed.D., IDEA Part B Data Manager, Nevada Anne Rainey, IDEA Part B Data Manager, Montana Tara McDaniel, M.S., IDEA Part B Data Manager, Virginia

Objectives How to read the EDFacts File Specifications What is the connections between EMAPS and EDFacts The relationships between the IDEA data submitted for different EDFacts files. How the data are depicted in the EDFacts Reporting System (ERS). How the data are analyzed in the Data Quality Report. How to submit data notes.

What’s the connection between EDFacts and EMAPS? EDFacts: The database/data submission system used by USED to collect, analyze, report, and promote high quality data EMAPS: a web-based tool used to provide SEAs with a way to report and maintain information related to metadata and to aid in the analysis of data collected

What is submitted in EMAPS? State Supplemental Survey (SSS-IDEA) (February each year) This is the metadata survey that tells OSEP what specific data elements your state will be reporting on for all collections except Assessment. Maintenance of Effort Reduction and Coordinated Early Intervening Services (MOE and CEIS) (1st Wednesday in May each year) IDEA Part B Dispute Resolution (1st Wednesday in November each year) Assessment Metadata Survey Completed by each states Assessment Coordinator, read-only access for the Part B Data Manager Tells Dept of Ed what specific data elements your state will be reporting on for Assessment.

What is reported in EDFacts? Assessment (December 15th each year) Discipline (1st Wednesday of November each year) Child Count/Ed Environments (1st Wednesday of April each year) Exiting (1st Wednesday of November each year) Personnel (1st Wednesday of November each year)

File Specification Naming Conventions C Stands for “combined” because the documents contain instructions for creating both XML and non-XML files. N won’t contain XML instructions and X won’t contain Non-XML instructions. All files except the Directory (N029) has been converted to C but the Directory file is so big that it can’t be submitted as XML.

Naming Conventions Cont. NEW! XML File Submissions to Be Eliminated in SY 2017-18 Beginning in SY 2017-18, ESS will no longer accept XML file submissions. XML will remain an option for SY 2016-17 and any previous years for which submissions are open in ESS.

File Specification Overview Document Control Document History Large document changes lead to new version number

File Specification Changes Changes to the File Specifications 2.1 Changes from the SY 2015-16 File Specifications There have been changes to this file specification that resulted in changes to the record layouts. The changes are: Collection of AYP status (DG 32) and Alternate approach status (DG 617) have been discontinued. The file is now only submitted at the school level. No Changes to the File Specifications The guidance has been updated and other editorial changes have been made. These change are listed in the document history on page ii. There have been no changes to the record layouts.

File Specification Changes cont. Version 11.0 SY 2014-15 Version 12.1 SY 2015-16

File Specification Overview 2.1 Table 2.2-1 Core Reporting Requirements Lest reporting requirements by level Zero counts – Not required indicates that a zero does not have to be reported if there is not data. Zero Exceptions

File Specification Overview 2.3 Table 2.3–1: Required Categories and Totals

File Specification Overview 2.4 2.4 Guidance When is this file due? Which students should be reported in this file? Which students should not be reported in this file? How are students reported by disability category (IDEA)? How are students reported by LEP status(both)? Do other files collect related data? Etc.…

File Specification Overview 4.1-2 Table 4.1-1 Header Record File Naming Convention Table 4.2–1: File Name Permitted Values Misspelled permitted value will trigger a error Filler rows

Assessment file specifications C175 — Academic Achievement in Mathematics C178 — Academic Achievement in Reading (Language Arts) C185 — Assessment Participation in Mathematics C188 — Assessment Participation in Reading/Language Arts

Achievement metadata matching Achievement data (FS 175) submitted for regular assessments based on grade level achievement standards with and without accommodations has data for all performance levels (ex.PERF LEVEL 1-4) SEA data file must include all performance levels (ex.PERF LEVEL 1-4) for all data categories including zero counts.

Participation metadata Participation data (FS 185) submitted for assessments based on grade level achievement standards with and without accommodations must match the grades offered within EMAPS assessment metadata survey.

Across file comparison The number of students with disabilities (IDEA) who took a Reading assessment and received a valid score (FS 178) for regular assessments based on grade level achievement standards must equal the number of students with disabilities (IDEA) who participated in the assessment (FS 188). The number of students with disabilities (IDEA) who took a Math assessment and received a valid score (FS 175) for regular assessments based on grade level achievement standards must equal the number of students with disabilities (IDEA) who participated in the assessment (FS 185).

Discipline EDFacts Files C005 – Children with Disabilities (IDEA) Removal to Interim Alternative Educational Setting C006 – Children with Disabilities (IDEA) Suspensions/Expulsions C007 – Children with Disabilities (IDEA) Reasons for Unilateral Removal C088 – Children with Disabilities (IDEA) Disciplinary Removals C143 – Children with Disabilities (IDEA) Total Disciplinary Removals C144 – Educational Services During Expulsion A

Things to look for in the file specifications Is it a duplicated or unduplicated count? Are you counting children or incidents? Are you counting all types of incidents or only certain ones? Are you counting all types of removals or only certain ones? Are you counting cumulative removals? Are you counting all or just those that cumulatively equal more than half a day? Do you report zero counts? What level (SEA, LEA, School) or levels is the file reported at?

Reporting Across Multiple Files Type of Removals Reported C005 C006 C007 C088 C143 C144 Expulsion   Number of students Count of students by cumulative number of days removed Number of disciplinary removals Number of students by educational services provided Out-of-school suspensions In-school suspensions Unilateral removals by school personnel Number of students removed to an IAES Number of removals by offense type Removal by a hearing officer A

How does the SSS-IDEA survey affect discipline? There is one question related to discipline on the SSS-IDEA survey A

Child Count and Ed Environment File Specifications C089-Children with Disabilities (IDEA) Early Childhood (ages 3-5) C002-Children with Disabilities (IDEA) School Age (ages 6-21) T

EMAPS SSS-IDEA and Child Count (categories) What Disability Categories are used by your state? T

EMAPS SSS-IDEA and Child Count (DD) What ages are included in your state's definition for developmental delay for children with disabilities (IDEA)?

EMAPS SSS-IDEA and Ed Environments-School Age (Ages 6-21) Please indicate whether your state permits placement of children with disabilities (IDEA), ages 6 through 21, in the following educational environments Regular Class Separate School Residential Facility Homebound/Hospital Correctional Facility Parentally Placed in Private Schools T

EMAPS SSS-IDEA and Ed Environments-Early Childhood (ages 3-5) Please indicate whether your state permits the placement of children with disabilities (IDEA) ages (3 through 5) in the following educational environments Regular Early Childhood Program Separate Special Education Class Separate School Residential Facility Home Service Provider Location T

EDFacts Reporting System (ERS) Is the U.S. Department of Education’s reporting system for K through 12 data for use in policy, planning and management. Allows users to view information that has been extracted from various data sources such as the Consolidated State Performance Reports (CSPR), Office of Special Education Programs (OSEP) and the Education Data Exchange Network (EDEN) Submission System (ESS). Empowers users with the analytical and reporting tools required to review submitted data for performance, trends and patterns. N

ERS Reports Reporting Areas Example Reports N

Sample ERS Report N

Data Quality Reports OSEP’s communication tool regarding the State’s data submission Provides State with: OSEP’s evaluation of the timeliness, completeness, and accuracy of the state’s data submission OSEP’s data quality inquiries OSEP’s expectation to either resubmit data/ metadata or provide an explanation in the form of a data note Location: Posted on OMB Max A

Data Notes Opportunity for the State to clarify situation(s) associated with the submission of the assessment data and metadata Possible situations: Data collection or reporting anomalies Relevant changes in data collection/ reporting processes from previous year Implementation of new initiatives, processes that may impact data or metadata Opportunity for the State to respond to OSEP’s data quality inquiries A

Questions? Any questions? Contact us: Nick Easter, Ed.D., Part B Data Manager, NV (neaster@doe.nv.gov) Anne Rainey, Part B Data Manager, MT (arainey@mt.gov) Tara McDaniel, M.S., Part B Data Manager, VA (tara.mcdaniel@doe.virginia.gov)