1. 1 WDE 427 Special Education Data Collection Training May 2011

2. Introductions 2

3. Agenda 3

4. 4 WDE 427 Data Collection Training Agenda State Report Manager (SRM) State Report Manager (SRM) Required Data Elements Required Data Elements Business Rules Business Rules Submission Process Submission Process Frequently Asked Questions Frequently Asked Questions Important Dates and Contacts Important Dates and Contacts Final Questions Final Questions

5. State Report Manager (SRM) 5

6. 6 The State Report Manager is designed to enable school districts to load and validate their student data before submitting it to the WDE The State Report Manager is designed to enable school districts to load and validate their student data before submitting it to the WDE The WDE 427 has been submitted through this system for the last several years The WDE 427 has been submitted through this system for the last several years Next transition is combining some collections to decrease duplicity Next transition is combining some collections to decrease duplicity

7. Data Elements Definitions Definitions Different Types Different Types –Required –Conditional 7

8. 8 Required Data Elements The WDE427 collection includes 41 data elements The WDE427 collection includes 41 data elements Two ways to submit data Two ways to submit data –Upload using a Schools Interoperability Framework (SIF) agent –Create a Comma Delimited (CSV) file for submission Create your file from the data elements and business rules document Create your file from the data elements and business rules document –http://portals.edu.wyoming.gov/WISE/Documents/CurrentDo cs/WDE427-2011-DataElementsAndRules-v1.0.pdf http://portals.edu.wyoming.gov/WISE/Documents/CurrentDo cs/WDE427-2011-DataElementsAndRules-v1.0.pdfhttp://portals.edu.wyoming.gov/WISE/Documents/CurrentDo cs/WDE427-2011-DataElementsAndRules-v1.0.pdf There are business rules associated with each data element There are business rules associated with each data element

9. 9 District ID Mandatory Mandatory Must be exactly 7 characters long Must be exactly 7 characters long Is the ID assigned to the District by the WDE Is the ID assigned to the District by the WDE District ID of the Student must match the District ID of the Reporting User District ID of the Student must match the District ID of the Reporting User

10. 10 WISER ID Mandatory Mandatory Numeric only Numeric only Must be exactly 8 characters long Must be exactly 8 characters long Is the ID assigned to the student by the WDE Is the ID assigned to the student by the WDE Must have a valid format Must have a valid format –Must not start with 0

11. 11 Student Last Name Mandatory Mandatory Can be no more than 25 characters long or will be truncated Can be no more than 25 characters long or will be truncated No special characters (except apostrophes, hyphens and spaces) No special characters (except apostrophes, hyphens and spaces) Report full legal names Report full legal names

12. 12 Student First Name Mandatory Mandatory Can be no more than 15 characters long or will be truncated Can be no more than 15 characters long or will be truncated No special characters (except apostrophes, hyphens and spaces) No special characters (except apostrophes, hyphens and spaces) Report full legal names Report full legal names

13. 13 Student Name Suffix Optional Optional Can be no more than 8 characters long or will be truncated Can be no more than 8 characters long or will be truncated No special characters No special characters

14. 14 Student Middle Name Optional Optional Can be no more than 15 characters long or will be truncated Can be no more than 15 characters long or will be truncated No special characters (except apostrophes, hyphens and spaces) No special characters (except apostrophes, hyphens and spaces) Report full legal names Report full legal names

15. 15 Student Date of Birth Mandatory Mandatory Must be exactly 8 characters long Must be exactly 8 characters long Must be in YYYYMMDD format Must be in YYYYMMDD format

16. 16 Student Gender Mandatory Mandatory Must be exactly 1 character Must be exactly 1 character Must be either “M” or “F” Must be either “M” or “F”

17. 17 Student Race/Ethnicity Mandatory Mandatory Must be exactly 1 character Must be exactly 1 character New reporting began in 2009-10 school year New reporting began in 2009-10 school year Valid values for all six fields are: Y or N (Y = Yes, N =No) Valid values for all six fields are: Y or N (Y = Yes, N =No) –None of these fields can be left blank. If Hispanic Ethnicity = Y (Yes), at least one of the race data fields must also be Y (Yes). If Hispanic Ethnicity = Y (Yes), at least one of the race data fields must also be Y (Yes). –All race fields cannot be reported as N (No).

18. 18 Student Date of Initial Consent Conditional Conditional Must be exactly 8 characters long Must be exactly 8 characters long Must be in YYYYMMDD format Must be in YYYYMMDD format If consent not required must provide date evaluation started If consent not required must provide date evaluation started Only require for those students initially evaluated during the 2010-11 school year Only require for those students initially evaluated during the 2010-11 school year

19. 19 Student Date Evaluation Complete Conditional Conditional Must be exactly 8 characters long Must be exactly 8 characters long Must be in YYYYMMDD format Must be in YYYYMMDD format Required if date of initial consent is completed Required if date of initial consent is completed

20. 20 Student IDEA Mandatory Mandatory Must be exactly 1 character long Must be exactly 1 character long Must be “Y”, “N” or “R” Must be “Y”, “N” or “R”

21. 21 If Student IDEA is “N” or “R” Stop here. If IDEA is “Y” The following data elements must also be reported for each student

22. 22 Student Date of Initial IEP Mandatory Mandatory Must be exactly 8 characters long Must be exactly 8 characters long Must be in YYYYMMDD format Must be in YYYYMMDD format

23. 23 Student Service Start Date Mandatory Mandatory Must be exactly 8 characters long Must be exactly 8 characters long Must be in YYYYMMDD format Must be in YYYYMMDD format Date student started receiving services in reporting district Date student started receiving services in reporting district

24. 24 Student ELL Mandatory Mandatory Must be exactly 1 character Must be exactly 1 character Must be either “Y” or “N” Must be either “Y” or “N”

25. 25 Student Gifted Talented Mandatory Mandatory Must be exactly 1 character Must be exactly 1 character Must be either “Y” or “N” Must be either “Y” or “N”

26. 26 Student Grade Level Mandatory Mandatory Must be exactly 2 characters Must be exactly 2 characters Must be one of: PK, HK, KG, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12 Must be one of: PK, HK, KG, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12 Full day kindergarten is coded as “KG”, Half day kindergarten is coded as “HK” Full day kindergarten is coded as “KG”, Half day kindergarten is coded as “HK” Grade Level must match a grade level taught at the school represented by the School ID Grade Level must match a grade level taught at the school represented by the School ID

27. 27 Resident School ID Mandatory Mandatory Must be exactly 7 characters long Must be exactly 7 characters long Is the ID assigned to the School by the WDE Is the ID assigned to the School by the WDE Must be a School ID known to be in the LEA represented by the District ID Must be a School ID known to be in the LEA represented by the District ID The school responsible for the IEP of the student. For students placed in residential settings, this is the school where the parent/guardian resides or where the student would attend school if not placed in the residential setting The school responsible for the IEP of the student. For students placed in residential settings, this is the school where the parent/guardian resides or where the student would attend school if not placed in the residential setting Wards of the State or Court ordered students will have a court order that indicates which district is responsible for the student Wards of the State or Court ordered students will have a court order that indicates which district is responsible for the student

28. 28 Service School ID Mandatory Mandatory Must be exactly 7 characters long Must be exactly 7 characters long Must be a valid 7-digit school ID Must be a valid 7-digit school ID The school responsible for providing services listed on the IEP The school responsible for providing services listed on the IEP

29. Assistive Technology Mandatory Mandatory Must be exactly 1 character long Must be exactly 1 character long Must be either “Y” or “N” Must be either “Y” or “N” 29

30. 30 Student Primary Disability Only the following two-letter codes are allowed: Only the following two-letter codes are allowed: –AT – Autism –BI - Traumatic Brain Injury –CD - Cognitive Disability –DB - Deaf-Blindness –DD - Developmental Delay –ED - Emotional Disability –HI - Hearing Impairment (including Deafness) –HL - Other Health Impairment –LD - Specific Learning Disability –MU - Multiple Disabilities –OI - Orthopedic Impairment –SL - Speech/Language Impairment –VI - Visual Impairment (including Blindness)

31. 31 Student Related Service 1 - 5 Only the following two-letter codes are allowed: Only the following two-letter codes are allowed: –AU - Audiological Services –CS - Counseling (for students) –EI - Education Interpreting –LS - Speech/Language Services –MS - Medical Services –OM - Orientation and Mobility –OY - Other –OT - Occupational Therapy –PC - Parent Counseling and Training –PS - Psychological Services –PT - Physical Therapy –RC - Rehabilitation Counseling –RE - Recreation (including Therapeutic Recreation) –SH - School Health Services –SW - Social Work Services –TR - Special Transportation

32. Student Special Education 1-4 Only the following two-letter codes are allowed: Only the following two-letter codes are allowed: –IN - Instruction –PE - Physical Education –SS - Speech Services –TT - Travel Training –VE - Vocational Education 32

33. 33 Student ESY (Extended School Year) Mandatory Mandatory Must be exactly 1 character long Must be exactly 1 character long Must be either “Y” or “N” Must be either “Y” or “N”

34. Student Environment Only the following two-letter codes are allowed: Only the following two-letter codes are allowed: –CF - Correctional Facility –CP - Court Placed –HH - Homebound or Hospital Setting –PH – Homeschool –PP - Parentally placed in private school –RE - Inside regular class 80% or more of the day –RF - Residential Facility –RR - Inside regular class 40% - 79% of the day –SC - Inside regular class less than 40% of the day –SS - Separate School 34

35. 35 Student Assessment Only the following two-letter codes are allowed: Only the following two-letter codes are allowed: RO - Regular Assessment without Accommodations RO - Regular Assessment without Accommodations RA - Regular Assessment with Accommodations RA - Regular Assessment with Accommodations AA - Alternate Assessment AA - Alternate Assessment

36. 36 Student Exit Date Mandatory if student exited during the 2010-11 school year Mandatory if student exited during the 2010-11 school year Must be exactly 8 characters long Must be exactly 8 characters long Must be in YYYYMMDD format Must be in YYYYMMDD format

37. 37 Student Exit Reason Mandatory if student exited during the 2010-11 school year Mandatory if student exited during the 2010-11 school year Must be exactly 2 characters long Must be exactly 2 characters long Must be one of the following: Must be one of the following: –DE – Deceased –DO - Dropped Out (Ages 16-21 only) –GC - Graduated with other certificate or diploma –GD - Graduated with regular diploma –MA - Reached maximum age for services. No diploma or certificate received (Ages 20 and 21 only). –NM - Normal Matriculation –RP - Returned to Regular Program –TO - Transferred to another educational setting outside the district –PE - Parental Exit

38. 38 Out of State Transfer Mandatory Mandatory Must be exactly 1 character long Must be exactly 1 character long Must be either “Y” or “N” Must be either “Y” or “N”

39. Data Element Questions? 39

40. Business Rules 40

41. 41 Business Rules The SRM will run a series of business rules or validations against the data you upload to the SRM The SRM will run a series of business rules or validations against the data you upload to the SRM There are 2 types of validation errors you can receive: There are 2 types of validation errors you can receive: –“Error’ – Fatal Error, data cannot be certified until data is corrected –“Warning” – Warning, could be a potential error, please verify that the data you submitted is correct

42. 42 Business rules do what? Some of the things that business rules check for are: Some of the things that business rules check for are: –Valid values  Y and N  Correct character length  Valid student age –Born in 2006 or 1906 You can find valid values as well as all of the business rules the WDE runs on your data in the WDE427 Special Education End of Year Data Elements and Rules documentation You can find valid values as well as all of the business rules the WDE runs on your data in the WDE427 Special Education End of Year Data Elements and Rules documentation

43. Business Rule Questions? 43

44. Submission Process 44

45. 45 NEW – Single Sign on Access to the SRM in Fusion The WDE427 is now accessible via a NEW single sign on feature in the Wyoming Department of Education Fusion Portal The WDE427 is now accessible via a NEW single sign on feature in the Wyoming Department of Education Fusion Portal

46. 46 Accessing the WDE427 in Fusion First check with your District’s Fusion Administrator to make sure you have rights to the appropriate WDE425/427 rights. First check with your District’s Fusion Administrator to make sure you have rights to the appropriate WDE425/427 rights.

47. 47 Fusion Rights WDE425/427 Certify – You will be able to log into the State Report Manager (SRM) via Fusion, upload and edit information and certify. Data is certified by clicking the blue “Send to WDE” link once all errors have been resolved WDE425/427 Certify – You will be able to log into the State Report Manager (SRM) via Fusion, upload and edit information and certify. Data is certified by clicking the blue “Send to WDE” link once all errors have been resolved WDE425/427 Edit – You will be able to log into the SRM via Fusion and upload and edit information but cannot send to WDE WDE425/427 Edit – You will be able to log into the SRM via Fusion and upload and edit information but cannot send to WDE WDE425/427 Read – You can access the WDE425/427 information on the WDE reports back to districts after data has been submitted and cleaned of all errors. You will not be able to access the SRM WDE425/427 Read – You can access the WDE425/427 information on the WDE reports back to districts after data has been submitted and cleaned of all errors. You will not be able to access the SRM

48. 48 Work with your WISE and Technology Coordinators Log into Fusion Log into Fusion http://fusion.edu.wyoming.gov using your username and password http://fusion.edu.wyoming.gov using your username and password http://fusion.edu.wyoming.gov

49. Accessing the WDE427 in Fusion Click on the blue Applications Link Click on the blue Applications Link 49

50. 50 Accessing the WDE427 in Fusion Click on the State Report Manager Link Click on the State Report Manager Link

51. 51 Accessing the WDE427 in Fusion This will take you to the SRM. You will only see the links to collections for which you have rights This will take you to the SRM. You will only see the links to collections for which you have rights

52. 52 Work with your WISE and Technology Coordinators If your submission has errors, you will need to make the necessary corrections to your file and then reload your data If your submission has errors, you will need to make the necessary corrections to your file and then reload your data –Business rules will run again –Continue this process until all errors have been fixed and all warnings have been verified Once there are no errors, you can click on the “Send to WDE” button to submit your data to us Once there are no errors, you can click on the “Send to WDE” button to submit your data to us

53. Submission Process Questions? 53

54. Frequently Asked Questions 54

55. IDEA status The IDEA status changes throughout the year for many students. How will I know when to report students on this collection? The IDEA status changes throughout the year for many students. How will I know when to report students on this collection? –Report any student referred, evaluated and who may or may not be receiving services under Individuals with Disabilities Education Act (IDEA) during any part of the school year. The WDE427 is a cumulative collection and will also include those children who have exited during the school year. –Data Element IDEA should be “Y” for a student who received services during the school year. 55

56. Speech Language Why is there a related service and special education code for Speech services? Why is there a related service and special education code for Speech services? –When a student’s primary disability is Speech Language their speech services will be their special education. If the student has a primary disability other than Speech Language their language services will be a related services. –WDE Education Rules, Chapter 7, Section 4 (c)(ii) 56

57. Initial Evaluation Should a district report an initial evaluation for every student? Should a district report an initial evaluation for every student? –Initial evaluation dates are only required for those students who were initially evaluated by the resident district during the current school year. –Preschool students transferring from the Child Development Centers (CDC) into the school districts are not considered initial evaluations. The students are entering school on an IEP. 57

58. Important Dates 58

59. 59 Collection Dates The collection window for the WDE427 is: The collection window for the WDE427 is: –Opens: May 17, 2011 –Closes: June 10, 2011 –Please UPLOAD your first data file no later than Monday June 6, 2011  This will allow you time to clean up any errors and submit your data on time  The WDE will start checking in with districts who do not have their data loaded by Tuesday June 7, 2011

60. WDE427 Contact Information 60

61. 61 WDE427 Content Questions Carrie Lefforge 307-857-9284 cleffo@educ.state.wy.us or Stephanie Weaver 307-857-9260 sweave@educ.state.wy.us cleffo@educ.state.wy.us sweave@educ.state.wy.us cleffo@educ.state.wy.us sweave@educ.state.wy.us

62. 62 WDE427 Submission Questions Leslie Zimmershied 307-777-8751 lzimme@educ.state.wy.us lzimme@educ.state.wy.us

63. Final Questions? 63

64. Thank you for attending! 64