SPECIAL EDUCATION REPORT UPDATE Data Quality Council Meeting November 7, 2013

Communication is Critical District PIMS Coordinator Special Education Office Kris Pope Make sure data is as accurate as possible. +/-$1,000 per student Missing data  $28 million last year

Who Reports??? DQE restricts permission so only district AUN can report District of residence

What is Reported? All Special Education students with a valid IEP as of 12/1 Only upload students with current IEP.

Timeline Begin sending files to IU 12/3/13 Deadline for districts to submit error free Special Ed Snapshot to IU29 12/16/13 PDE generates comparison reports based on files submitted through Spotchecker. 12/17 – 18/13 – Review comparison reports and send to IU by 12/18/13 1/3/14 – PIMS Window opens for Special Education

IMPORTANT!!! Be sure you are using most recent version of manual! As of 10/16/13 it was Release date September 2013 Timeline 12/1 and 7/17 p. 348 Special Education Snapshot

Handout #1 DQE Rules Fields on list MUST be completed so Jodi can do edit checks. All information should come at intake. PS Edit Checker will assist you with upload Possible front end edits

LEA Role Special Ed office and PIMS Admins Student Snapshot and Special Ed Snapshot for ENROLLED students Send snapshot to Kris Pope

Field 38 Y, E, N December – Active IEPs – All fields should be Y July – Exiting students should be Y (Leave challenge type) Only students returning to regular education get E Clock starts ticking at exit 2 years

Edit checks and front end checker have been in place Check date format Check that required fields are filled

Service Provider Location LEA – 4 digit number for a building in your district

Lots of DQE Rules 38 – PY - previous year If they were Y in PY they must be an E – 38 should be Y Second phase of DQE will check between files All students should have a Y Will be checked in Student Snapshot **Even if the goes through PS it can be rejected.**

Student Template Updatable Not required Suggested to upload Student Snapshot and Special Ed Snapshot together

Handout #2 Cognos Reports Related to errors Bad data won’t get through

BURNING QUESTIONS

1. Students Placed in Other Home/Facility 2. PASA Participation E – Leave types 4. Federal Tables 5. Gifted

Students Placed in Other Home/Facility

PASA Participation

38 E – Leave types

Federal Tables

Gifted

ACTIVITY DEVELOP AND ID STRATEGIES TO IMPROVE DATA QUALITY

July Submission Issues No Student Snapshot File submitted Student Snap and Special Ed Snap did not match for student 3 rd /4 th graders graduated Exit dates were previous year Inconsistent Federal fields Year on Year Ethnicity Gender LEP LRE Disability

How Can We Improve Data Quality? Discuss challenged you encountered in preparing Student Snap and Special Ed Snap templates Propose strategies to avoid them for future submissions Prioritize

Possible 12/1 Challenges Making Special Ed and Student Snap match Errors leading to missing some students Software issues IEPs are not compliant Not identifying all students

PennData Site Handouts #1 and #2 PPT slides with activity

Next Meeting December 12, 2013 Maple Avenue Campus Board Room 9:00 a.m. – 12:00 p.m.