New SELPA Directors November 2016 Presented by Heather DiFede CASEMIS Overview New SELPA Directors November 2016 Presented by Heather DiFede

Important Contact Information CASEMIS Committee Kurt Leptich, Imperial County SELPA casemis@cde.ca.gov 916-327-3651

CASEMIS A data reporting and retrieval system for special education, developed by the CDE, Special Education Division. The system is designed to assist LEAs (SELPAs, COE, and school districts) to submit student level data to the CDE.

Importance Data is used for numerous high stakes reports Annual Performance Report Data Identified Non-Compliance Performance Indicator Review Compliance Determination-3 Year Disproportionality Significant Disproportionality

Indicators used in the QAP

CASEMIS Table A: Student Data Table B: Services Data Table C: Discipline Data Table D: Post-School Outcomes Data Table E: DRDP

CASEMIS December 1, 2016-One Day Pupil Count Table A: Student Data Table B: Services Data Table E: DRDP June 30, 2017-All students throughout the year Table D: Post-School Outcomes Data August 11, 2017 Discipline

Fall DRDP FALL: To be included in the fall assessment, children must begin services (Part C or B) before October 1 Assessment window open now Consider a SELPA “closing” date prior to due date By February 2, 2017 data is reported to CDE

December CASEMIS Timelines December 2016 submission dates: January 8, 2016 Count Date: December 1, 2016 CASEMIS Report due to CDE: January 8, 2017* Certification Report to CDE: January 8, 2017* Anomaly Report to CDE: January 8, 2017* Final Unduplicated report Due: February 12, 2017* Revisions to the data are no longer allowed. SELPAs need to review their data thoroughly prior to submission. *These are Sundays, the date may change

Unduplication This occurs with the December submission only Be on the look out for the list of “duplicated” students reported in multiple districts Work with the other SELPA to determine who should report Submit to CDE, the “kept list” Submit new files with updated students

Spring DRDP SPRING: To be included in the Spring assessment, children must begin services (Part C or B) before March 1 Assessment window open April until June Set a SELPA due date prior to teachers leaving, so you have time to correct before they are gone for the summer Must be submitted to CDE July 1, 2017

June CASEMIS Timelines Count Date: Any students throughout 2016-17 school year June 2017 submission dates: August 14, 2017** CASEMIS Report due to CDE: August 14, 2017 Certification Report to CDE: August 14, 2017 Anomaly Report to CDE: August 14, 2017 Discipline Certification due August 11, 2017 ** There was discussion at CASEMIS trainings that the dates would align between CASEMIS submissions and CALPADS certification.

Errors, Warnings, & Non-Compliance Data cannot be submitted with “Errors” Data can be submitted with Warnings Data can be considered to pass CASEMIS validations (meaning 0 errors and 0 warnings) but is NON-COMPLIANT (Tran_Reg8=No, passes CASEMIS, but is non-compliant)

What is submitted? Submit required data in Tables in acceptable format through secure portal Anomaly Report (Use template) Other Delay Explanations (Use template) Certification Report Prefer to have it uploaded through Portal Fax, email, or mail to CDE

Anomaly Report A comparison is made of prior year statistics with current reporting year’s statistics. Any anomalies identified by the CASEMIS software are circled in the report. An anomaly is a shift in the population from prior year. In order for SELPAs to be compliant, these explanations must be received by CDE with the data file and signed certification page. Anomalies are explained at SELPA and District level.

Anomaly Report Calculating Anomalies   The ED, OSEP and the Office of the Inspector General (OIG) require that states provide explanations of data anomalies by category, if changes are significant. In the CDE effort to provide accurate and quality data and timely response to the OSEP and OIG, CASEMIS software automatically generates reports showing year-to-year comparison of data for districts and SELPAs as a part of the verification process. These reports are designed to assist SELPA directors and staff in identifying potential data anomalies from last year to the current year before sending the data to the CDE. Potential data discrepancies or anomalies are encircled on these reports. The SELPAs shall review these reports prior to sending SELPA data files to the CDE and provide an explanation regarding any encircled data element. In order for SELPAs to be compliant, these explanations must be received by the Department along with the data files and signed certification page.         Calculated by comparison with prior year. Must have at least 20 in at least one of the years for comparison                 Test 1: (2007-2006)/2006*100>=100 percent                 Test 2: (2007-2006)/2007*100>=100 percent                 Test 3: |2007-2006|>=50

Anomaly Report Some reasons for Anomalies: Look diagonally “Bubble” populations, give specific details of the bubble-don’t just say “due to a bubble” Opening or closure of a school or program Don’t forget impact of Charter enrollment Group Homes Look to patterns in general education Small populations can be affected by change of one or two students

Sample Anomaly Statements Although the number of identified second graders in the district have gone up by 20, this is due to the increase in general education enrollment of second graders across the district by 175. The number of students identified with

Certification Page A properly signed Certification Report page must accompany data files By signing off on this Certification page you are verifying all of the data is complete and accurate In a multi-district SELPA, it is a good practice to require each LEA Director to sign a Certification page for their district's student data. Examine the data on this page closely! Does it make sense?

CASEMIS Technical Assistance Guide (TAG) Revised before each CASEMIS submission. Available at: www.cde.ca.gov/sp/se/ds Includes: Database structure CASEMIS Software Reporting Requirements

Know Your Local Contacts Identify who is responsible for CASEMIS in each of your districts Don’t forget your charters! Identify who is responsible for consolidating the data SELPA-wide Consider meeting with district contacts for CASEMIS on a regular basis Encourage districts to communicate with general education data counterparts.

Review Data Early & Often Have districts run monthly reports on data that CASEMIS is collecting. Review the data to ensure it makes sense. If student is in RTC, check Federal Settings code is residential , and that there is an RTC service on the IEP If student has a Plan Type of ISP, make sure School Type is not a public school If student is EL, make sure their Native Language is not English.

Use Annual Service Report This report within the software was left over from when our ASP was generated from services actually provided BUT! Still has value! Look at the services do they make sense for that site? Think of: Infant services Day Treatment Residential Do those locations make sense with those services?

Study Up! Run the Annual Service Plan reports within CASEMIS software this data helps create your ASP Examine “900-Other” service codes. Those services coded as 900 should match those from your Annual Service Plan. Monitor emails from casemis@cde.ca.gov Important to check what the status of your submission is-make sure it is accurate Keep abreast of changes in CASEMIS codes Use data to calculate SELPA-wide average of SLP caseloads Participate in CASEMIS trainings When in doubt refer to CASEMIS TAG

Check for Accuracy & Consistency Check District of Residence carefully. Many compliance reports are now tied to this field. Collaborate with those responsible for data collection for general education. Match general and special education data. Compare data to other sources (Graduation data)

Infants Check for Plan Type 15 for those over age 3, should be Plan Type 10 (This was an error but now will only be a warning, but missing this is noncompliance!) Check Initial Eval date is not the Infant Initial Eval Date Export Initial Eval dates compare to Third Birthday. Review any that are after Third Birthday and determine if delay code is needed.

Sample Schedule of Data Review

Sample Searches

Monitor Progress Nightly

Compare Data from Prior Submissions

Questions? Thank you!