Keeping It All Together Special education data collection & reporting for large school districts Cameron Milton, Philadelphia (IU26) Erica Grant, Pittsburgh (IU2)

Objective For large metropolitan districts, the management of special education data submissions can sometime be a challenging task: dealing with issues such as sizeable student population that is often transient, multiple schools with multiple school calendars, interactions with educational management companies, staff turnover and basic communication amongst a large group people. This session will provide with examples, tips and simple guidelines on how to manage this process as it relates special education data collection, reporting and “keeping it all together.” Cameron

Keeping It All Together... Organization & Communication Financial Impact Organization & Communication Questions & Comments 5 mins 5 mins 30 mins 5 mins 15 mins Audience Documents & Resources Erica Overview of today’s session… These are the topics/areas we will be covering.

Financial Impact Dollars, Dimes, Pennies & Penalties! Cameron

When you don’t submit or submit incorrect information… LEA Loss of Funding Affecting supplementary aids and services provides to students Returning of Funds LEAs can be forced to return funds to the state Corrective Action Can lead to spending mandates Cameron LEAs that fail to submit data can impacted in the following ways: AIDS & Services include: Interventions, assistive technology and supports for SPED personnel... Returned Funds: Make sure you are submitted accurate up to date information. CA: The state advisors can impose corrective action for a LEA based on the data submitted. This corrective action could have a severe financial ramifications. Example: Mandatory 15% of IDEA funds must be spend towards CEIS

Per Special Education Student w/valid IEP on December 1st. Approximately $1,000* Per Special Education Student w/valid IEP on December 1st. *Exact dollar amount varies for each IU

Know your Audience Special Education Directors/Managers Business Managers PIMS Administrators Special Education Admin Support Staff Know your Audience Erica

Organization is Key Managing timelines, inbox and other issues... Cameron

Timelines Clear and concise for all parties. For Managers - This is a key step because often you work is depending on what's collected from other people. For LEAs - Outline, chart or Diagram Detailing what’s due, when it's due, and what is the purpose or impact. Erica Timeline notes - Pittsburgh Veterans Day - all preliminary files to Penn Data Manager. Error reports sent. Fix and resubmit until CLEAN. December 2 - another submission that’s noted as final due for processing. For Managers be sure to build in some “what if” time! “what if...” ...they don’t submit? ...it's wrong? ...they are missing information?

Controlling Your Inbox Email Filters Respond in a timely manner (48hrs) Grouping email messages/conversations Cameron One way of staying organized to managing the emails you receive from LEAs... Filters: All the emails are in one place 48 Hours: Responding promptly keeps people from sending multiple emails which may cause confusion. Grouping: Helps with keeping discussions together and managing responses.

Processing Files What should you be documenting? Paper Electronic Wall Chart Checklist Electronic Spreadsheets What should you be documenting? Cameron & Erica These are some tools that are essential when process files and staying organized. Documenting and Keeping track of: Who Submitted What was submitted When was it submitted “In Process” - returned for corrections Completed

Processing Files (continued) Folder Organization: Submitted Folder Processing Folder Completed/Final Folder CM & EG Moving the files to different folders alleviates a cluttered “Download” folder or desktop.

Using Technology Google Apps For Education Calendly Dropbox CSVed Drive Sheets (Excel) Documents (Word) Slides (PowerPoint) Forms Calendly Dropbox CSVed CM & EG Google Apps For Education - A suite of free productivity tool for educational collaboration. Calendly - Simple, beautiful scheduling. Say goodbye to email tag for scheduling appointments, interviews, calls, demos and much more. Dropbox - Get to all your files from anywhere, on any device, and share them with anyone. CSVed - CSVed allows you to manipulate any CSV file with any separator.

Communication Emails Memos Listservs - Email addresses of all SpEd Directors/Managers Memos Child Count Announcements Process Requirements Upcoming Trainings Common Errors Cameron Staff often move to new locations. Keeping an updated list is paramount.

Trainings Several Types: Large Group Small group Drop-in Centers (working sessions) Conference Calls Site Visits (if needed) CM & EG Large Group - This training includes a basic process overview. Small Group - This training includes more detail of what’s to be done. Offer multiple sessions Drop-in Centers - These are typically offered throughout the collection process and is of more of a hands on approach to training. Conference Calls - Call-in Times offered during collection process. These offer a more one to one approach similar to drop-ins. Site Visits - These are to be done for those that really struggle with the process and require a lot of assistance

Documents & Resources

Documents Sample files Types of list Common Errors Although much of this information is provided in manuals - We still provide LEA’s with: Sample files Types of list List AUN# State Location Codes Disability Codes Educational Environmental Codes Ethnicity Codes Common Errors Erica July Tables - Dropdowns are added Any kind of list that relates to the report being submitted. Troubleshooting of common errors

Resources PennData Resource Manual PIMS Manual EDNA Newsletters Helpful Hints/Quick Tips

Who Can I turn to for help? Principals CEO/CAO Business/Finance Manager State Advisors PennData Manager (IU Data Manager) Often there are issues with responses or information submitted... Who Can I turn to for help?

Questions & Comments