2019-20 December Count Training Returning Contacts 2019-20 December Count Training

Purpose of December Count Collection The December Count collections purpose is to accurately record data about students with IEPs as of December 1st so that schools may receive appropriate funding and resources to best support their education and services. This information is used for: Funding for special education students EDFacts Report on educator effectiveness Medicaid Draw random samples for parent survey Compliance record review Monitoring Provide information regarding the fiscal impacts of the numbers Indicator reporting Public reporting Legislature requests Research requests Consultant analysis to support technical assistance needs in the state

Required Files To create the December Count report, each school will be submitting the following interchange files to CSI: Child [file layout & definitions]* 1 record per child Participation [file layout & definitions]* Can have multiple records per child * All File Layout and Definition Documents from CSI website contain additional CSI specific details pertaining to fields in green. Please note, upon running the snapshot (clearing level 1 errors) CDE will also pull in the HR Staff Profile and Staff Assignment files.

CSI Human Resource Snapshot Level 1 - Errors Level 2 - Errors SPED Child SPED Participation CSI Human Resource Snapshot Staff Profile Staff Assignment SPED Child CSI December Count Snapshot SPED Participation Staff Profile Staff Assignment **December Count contacts are responsible for resolving Level 1 and Level 2 DC errors IN CONJUNCTION WITH working with the Human Resources Staff to Clear Level 2 Staff errors.**

Across Collection Collaboration School SPED Staff must collaborate with the Human Resources Staff at your school completing December Count. This is due to: December Count errors may require changes to either the SP or SA files to resolve Involves inconsistencies with data entered by HR Staff, including: SPED Flag Grade Levels Taught FTE and Funding Source issues Be sure you are reaching out to your schools HR Staff to inquire about any cross collection errors that may have occurred Available in the Data Submissions Handbook

Criteria for Staff Addition to the December Count Snapshot vs Criteria for Staff Addition to the December Count Snapshot vs. HR Snapshot Human Resources December Count Files must be Level 1 Error Free Special Education Flag = 0 (Non-Special Education) Start date is December 1st or prior to December 1st of reporting school year End Date is either blank or post December 1st of the reporting school year Job class codes are not equal to 632 (Temporary/Part-time Worker As Needed) or 634 (Student Worker) Employment Status Code = 11, 12, 13, 23, 25 or 26 EDID is reported in both Staff Profile and Staff Assignment Association files for reporting district. Files must be Level 1 Error Free Special Education Flag = 1 Start date is December 1st or prior to December 1st of reporting school year End Date is either blank or post December 1st of the reporting school year EDID is reported in both Staff Profile (Profile and educational background) and Staff Assignment Association files for reporting district. Employment Status Codes will be included: 11, 12, 13, 23, 25 or 26. Administrative Unit code cannot zero-filled in either staff profile or staff assignment files

December Count Collection Process

DC Data Collection in 5 Steps Repeat steps 2-4 until data is complete and accurate!

Step 1: Collection Prep Resources https://resources.csi.state.co.us/december-count/ 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 1: Collection Prep Trainings https://resources.csi.state.co.us/december-count/ 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 2: Data Collection/Entry What Data to Collect File Layout and Definition Documents Data Validations for SPED Collections Resource Participation File Coding Scenarios Alpine and Infinite Campus Crosswalks 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

File Layout and Definition Documents – CSI Additions 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Using File Layout and Definition Documents Example After completing your initial submittal and have received your first error report, you notice that all the students do not have the correct number of Special Education Hours per Week based on the SE358 error you are receiving. You know the number of hours each student receives on a weekly basis, but are unsure how to code them. Use the Participation File Layout! Upon review of the File Layout, you notice that the Hours of Special Education Service per Week contains a table that will guide you to code correctly as it contains 4 digits and an implied decimal! 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Data Validation Strategies Checklist for DC Collection https://resources.csi.state.co.us/special-education-data-verification-checklist/ 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Data Validation Strategies Example As you are going through your Child file, you cannot remember what is needed to be coded for the District of Residence, District of Parents Residence, and State of Parents Residence as they all are similar fields. Use the Data Validation Strategies! Based on this information, you know that: District of Students Residence and District of Parents Residence must be completed and match The State of Parents Residence should be zero filled if District of Parents Residence is completed to avoid errors A great reminder to also check that all students have at least one Race selected For more guidance on finding District of Residence, navigate to the following resource: https://resources.csi.state.co.us/guidance-on-finding-district-of-residence/ 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Participation File Coding Scenarios https://resources.csi.state.co.us/participation-file-coding-scenarios/ 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Participation File Coding Scenarios Example As initial evaluations are being completed by the SPED Team and you are ready to enter your information into Alpine or IC - you cannot remember the correct fields to input for a new student who is receiving an initial evaluation, was determined eligible, and began receiving services (compared to a returning student). The Participation Coding Scenarios Document/Supplemental Guidance will walk you through this process! Based on this information, you know that: All receiving initial evaluations need to have an 03 in the SPED Part C Referral field and 02 for Eligibility and Services if deemed eligible Students receiving initial evaluations need to have Path 3 Dates completed for all CSI schools with Paths 1 and 2 zero filled The Primary Disability Field is required for all Special Education students along with an 04 in Pupil Attendance Other required fields include Service Provider EDIDs, Funding Status, Hours Per Week and Start Date of SPED 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Alpine and Infinite Campus Crosswalks https://resources.csi.state.co.us/infinite-campus-and-sped-collection-crosswalk/ https://resources.csi.state.co.us/alpine-sped-data-collection-crosswalk/ 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Example of Using the Crosswalk You are working on adding information into Alpine and need to enter the SPED Hours Per Week for students, but are unsure on where that is located in your Plan Management System. The Alpine Crosswalk will be a great resource! Based on this information, you know that: This field is located within Section 13 of the IEP in Alpine under the subheading of Frequency of DIRECT Special Education/Related Services. 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Where should Data be Entered for December Count? Plan Management System (Infinite Campus) OR Alpine Achievement Enrich December Count/Special Education End of Year Alpine Achievement - Beginning of the Year Setup Infinite Campus - IEP Development [Campus Community login required] 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 3: Submission to CSI Extract data from the plan management system: Infinite Campus – Campus Community IEP Child and IEP Participation guides Alpine Achievement Extracting the Child and Participation file process 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Alpine Tip – Keep Option As you are extracting your files, please note: Step 2 in Alpine provides schools the opportunity to “Keep” students or exclude them from Steps 3 and 4 if you do not need to report them (see column G in Step 2) 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Infinite Campus – State Exclude Option Infinite Campus has a similar option in terms of excluding a student on their specific enrollment page. Check the “State Exclude” box 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 3: Submission to CSI Correct Naming of Files School Code, School name/abbreviation, interchange type, and date Examples: 8821TRCSChild10222019 3326GVACSParticipation11232019 Files should not contain any spaces in order to upload to the data pipeline Ensure you are uploading them to the correct folder in FileZilla. It should be: FileZilla>December Count>SY 19-20>Files to Run Email the submissions inbox (Submissions_CSI@csi.state.co.us) once file is available to process 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 4: Error Resolution Error Reports loaded to December Count  Error Reports CSI Troubleshooting Errors Resource Child Errors tab Participation Errors tab December Count – Level 2 Student Errors tab December Count – Level 2 Staff Errors tab 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 4: Error Resolution 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 4: Error Resolution Example Upon receiving the first level 2 Error Report for December Count, you notice that you are getting a DC128 error related to both the District of Parents Residence and State of Parents Residence being zero filled. You are unsure the best process to code both fields and clear the error. To assist with this, use the Troubleshooting errors document! The additional troubleshooting notes show: Based on this, you now know that the District of Parents Residence must be completed with the State of Parents Residence, zero filled. Also, to assist with determining which District to code a link is provided as 8001 should not be used. 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

Step 5: Data Review Summary/certification report will be provided once error free Steps to Complete: Review each tab thoroughly to determine accuracy of data If accurate, ensure all applicable parties (below) have signed and return scanned version of the signed Certification tab to CSI School Leader, Data Submissions Coordinator, HR Contact, and the SPED Contact If errors are found, modify most recent error free files or reach out to CSI for assistance Changes will be uploaded to the Data Pipeline and a new summary report provided Once data is accurate, sign and return prior to the due date. 1. Collection Prep 2. Data Entry and Review 3. Submit to CSI 4. Resolve Errors 5. Certify

2019-2020 File Updates

Participation Delay Code Updates The goal of this change is to clean up the Delay Code options in order to simplify and better align with Federal requirements. Summary of Changes: The addition of 4 new codes mostly related to Not Valid options The deletion of 17 previously used delay codes Modification of the definition of 8 delay code definitions Delay Codes Added 58 – Not Valid – Additional evaluations or special evaluations needed 59 – Not Valid – No personnel available for evaluation 60 – Not Valid – Staff missed the timeline 61 – Not Valid – Other__________(provide explanation in exception request)

DC Collection Timelines and Deadlines Task 10/30/2019 Submit initial files (Child, Participation) 11/20/2019 Schools must have all Level 1 (Child/Participation) errors cleared 01/14/2020 Schools must have all Level 2 (HR and December Count-Staff) errors cleared Upon Error Clearance* CSI will provide Data Summary Reports to schools 1/22/2020** Submit Signed Certification Agreements to CSI *Dependent upon all schools clearing errors by specified deadlines **Any requests for changes must be received by CSI on or before 1/17/2020

Thank you for Reviewing this Training Contact the Submissions Inbox with Questions: Submissions_CSI@csi.state.co.us