1. Special Education End-of-Year 2014-15
11/14/2018
Special Education End-of-Year
Reports Webinar
September 22, 2015 1

2. September 22, 2015 Special Education “Huddle”
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September 22, 2015 Special Education “Huddle”
Good Morning and Welcome! We will begin the Huddle shortly.
Dial in number is
URL
Goal: Provide a forum to answer LEA questions on Special Education Data Reporting.
Support at:

3. 11/14/2018
Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones have a mute button on them.
If you receive a call and need to pick up, please disconnect from the webinar. Otherwise, all webinar participants hear your hold music!
Please be respectful of others time; we may need to have a separate conversation later to best help you 3

4. Agenda Special Education End-of-Year Next Steps Reports
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Agenda
Special Education End-of-Year
Next Steps
Reports
Year-to-Year Flag Explanations
Uploading Reports to the Data Management System 4

5. Next Steps 9/21 – 10/2: Duplicate Checks
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Next Steps
9/21 – 10/2: Duplicate Checks
Purpose - find records that are being reported by your AU and another AU on the same date
CDE will run duplicate checks on all AU records and then notify you of any duplicates that need to be fixed.
You should get the by next Thursday 9/24 (if not sooner).
All changes made and errors cleared by Friday 10/2
Report Review Week
October 5 – 9
Final snapshot and signed reports due by October 13 but can be submitted earlier. Please no earlier than 10/7. 5

6. Report Review Week Monday October 5 – Friday October 9
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Report Review Week
Monday October 5 – Friday October 9
Must have an EOY – USER or APPROVER role in order to download/view the Special Education EOY reports in the Data Pipeline
Once you do want to print them, after running report, click the HTML arrow and export to “View in PDF Format” to print reports for director to sign
Reports must be uploaded to the ESSU Data Management System 6

7. Purpose and Content Special Education End-of-Year Collection
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Purpose and Content
Special Education End-of-Year Collection
Special Education Exit data required by the US Department of Education statute 34 CFR §
State Performance Plan APR Indicators 2, 11, and 12
Indicator 2: Dropout – percentage of youth w/ IEPs dropping out
Indicator 11: % of children evaluated within 60 days of parental consent
Indicator 12: Part C to B Transition - % of children with IEP by 3rd birth date
Special Education Fiscal Advisory Committee (SEFAC) CRS
Reporting Period: July 1, 2014 – June 30, 2015 7

8. What to Review Why Report Review is important:
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What to Review
Why Report Review is important:
Indicator 11 (path 3 records)
Indicator 12 (path 2 records)
Part C Evaluations (reimbursement $ calculated from these)
Exits (path 2 and 3 records)
Verify records reported in correct Path 8

9. Types of Reports Summary/Detail Error Reports - view errors in detail
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Types of Reports
Summary/Detail Error Reports - view errors in detail
Snapshot Records Excluded due to Profile Errors - records that did NOT make it to the snapshot that have errors at the Interchange level
Snapshot Records Report - verify records made it to snapshot and the # of records in your snapshot ** important to check this report**
Special Education Director Authorized Reports (10)
Data Validity Certification Report - verifying you reviewed each report required for signature
Indicators 11 and 12 Reports – number of students that met the timelines
Number of Part C Evaluations Report – number of part c evaluations
Number of students exited and reported in various categories - by referral type, disability, age group
Year to Year Reports (2) – exits and referrals reported/ comparison of this year to last
A FLAG – Explanation Required
Students Reported in Error on December Count – students that should not have been reported on December Count 9

10. Where to Find SPED EOY Reports
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Where to Find SPED EOY Reports
Click Cognos Reports/Special Education EOY: 10

11. 11/14/2018 11

12. Reports Due with Final Snapshot Submission to CDE
10 Reports require signature from your Director:
2.1 Data Validity Certification
2.3 Number of Students Exited by Disability and Discrete Age
2.4 Number of Students Reported by Age Group, Type of Service and Disability
2.5 Number of Students Reported by Age Group and Type of Referral
2.6 Year to Year Comparison of Number of Students Exited
2.7 Listing of Students Reported in Error on the Previous December Count
2.8 Year to Year Comparison of Number of Students Reported by Type of Referral
Number of Children Referred for Part C Evaluations
2.11 Indicator 11 Number of Students with Initial Part B Evaluations
2.12 Indicator 12 Number of Children Referred from Part C to Part B
*Please upload each signed report in full to the Data Management System by Tuesday October 13, 2015.
Please note that you need to send in not only the signature page but the data on the report as well.
Reports will need to be submitted in their entirety to the Data Management System.

13. 2.1 Data Validity Certification Report
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2.1 Data Validity Certification Report 13

14. 2.3 Number of Students Exited by Disability and Discrete Age
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2.3 Number of Students Exited by Disability and Discrete Age
Graduation rates for Indicator 1 are calculated from data submitted in the Student End of Year Data Collection. Dropout rates for Indicator 2 are calculated from data
submitted in the Special Education End of Year Data Collection.
Please check with your Student End of Year counterpart to verify the reporting of special education students.
Because all 16 disabilities are listed, this report has multiple pages. Please upload the entire report, including the last page with signature. 14

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Age Calculation
Federal Reporting rules state we must calculate a student’s age on the most recent December Count prior to their exit.
Anyone who exited after the December 1 count date would have their age calculated on 12/1/2014
Those who exited before the December 1 count date would have their age calculated on the previous count date 12/1/2013 15

16. 2.4 Number of Students Reported by Age Group, Type of Service, and Disability
Number of Students Reported by Age Group, Type of Service and Disability (signature report)
This report is a summary of the Eligibility and Services data field by Age Group. For students who are Eligible for SPED Services (02) the data is broken out by disability as well.

17. 11/14/2018
2.4 Number of Students Reported by Age Group, Type of Service, and Disability 17

18. 2.5 Number of Students Reported By Age Group and Type of Referral
Number of Students Reported by Age Group and Type of Referral (signature report)
This report is a summary of all the students you reported in each of the Paths disaggregated by Age Group.

19. 2.6 Year to Year Comparison Report of Number of Students Exited
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2.6 Year to Year Comparison Report of Number of Students Exited
Provide explanations for any rows that are flagged with an A. An A flag indicates a Number Count AND percentage change of 20 or more from prior year.
Year to Year Comparison Report of Number of Students Exited (signature report)
This report is a comparison of exit category counts, this year versus last year. Please note that for the final report submission, you must submit explanations for any A flags that appear on your Year to Year comparison reports. An A flag indicates an count and percentage change of 20 or more from the prior year. 19

20. 2.7 Listing of Students Reported in Error on the Previous December Count
Listing of Students Reported in Error on the Previous December Count (signature report)
Scenario: You reported a student on December Count and whoops, that student really exited in October (or exited anytime between 7/1 and 11/30 before December Count date) and thus should not have been reported on December Count. BUT, they did attend during the school year between July 1st and Nov 30th so you should report them on this EOY and these are the records that show up on the error report. These are the records that you claimed funding on for December 1st and whoops, the student wasn’t really there are December 1st. 
These are students that you reported on December Count and whoops, that student really exited in October (or exited anytime between 7/1 and 11/30 before December Count date) and thus should not have been reported on December Count.

21. 2.8 Year to Year Comparison of Number of Students Reported by Type of Referral
For final report submission, be sure to provide explanations for any rows that are Flagged with an A for significant changes from the previous year. (at least 20% AND 20 count change)
Year to Year Comparison Report of Number of Students Reported by Type of Referral (signature report)
This report is a comparison of type of referral counts, this year versus last year.

22. Number of Children Referred for Part C Evaluation; and Number of Evaluations Completed by the Administrative Unit
Report Criteria:
#1 Special Education/Part C Referral = 01, 04, 05
#2 Special Education/Part C Referral = 01, 04, 05 AND Evaluation Completed During Reporting Period = 01
#3 Special Education/Part C Referral = 01, 04, 05 AND Evaluation Completed During Reporting Period = 02
#4 Special Education/Part C Referral = 01, 04, 05 AND Where Evaluation Completed During Reporting Period = 01 and the number of days from Date Referred for Part C Evaluation to the Date Evaluation Completed >45
Number of Children Referred for Part C Evaluation and Number of Evaluations Completed by the AU (signature report)
This report summarizes your Part C referrals and evaluations. These data are used to calculate the reimbursement due to AUs for performing Part C evaluations.
*There is one Detail Listing to go with this report that lists the students considered to have NOT met the 45 day timeline.

23. 2.11 Indicator 11 Number of Students with Initial Part B Evaluation
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2.11 Indicator 11 Number of Students with Initial Part B Evaluation
Part B SPP Compliance Indicator 11 (signature report)
Number of students with Initial Part B evaluation during the current reporting period and number of students with a delay in initial evaluation completion by age group
**Met Timeline = Students where Date Evaluation Completed [Path 3 or Path 2] is <= 60 calendar days from the Date of Parental Consent [Path 3 or Path 2] PLUS [Students where Date Evaluation Completed [Path 3 or Path 2] is > 60 calendar days from the Date of Parental Consent [Path 3 or Path 2] and Reason for Delay in Completing the
Evaluation [Path 3 or Path 2] = 03, 23, 26, 43, 45] PLUS [Date Evaluation Completed is zero-filled and Reason for Delay in Completing the Evaluation = 03, 23, 45, 47 or 50 (and 01 in Path 2)] DIVIDED BY [Special Education Referral = 02 or 03 or 04 or 05 or 07] MULTIPLIED BY 100. 23

24. 2.11 Report Criteria 11/14/2018 24 Select Criteria:
#1 Special Education/Part C Referral = 03, 05 or 07.
#2 Special Education/Part C Referral = 02 or 04.
#3 Special Education/Part C Referral = 03, 05 or 07 and: A. "Date Evaluation Completed [Path 3] <= 60 calendar days from the "Date of Parental Consent [Path 3] plus B. Date Evaluation Completed [Path 3] > 60 calendar days from the "Date of Parental Consent [Path 3] and "Reason for Delay in Completing the Evaluation" [Path 3] <> 00 or 05 or 47 plus C. Evaluation Completed is zero-filled and "Reason for Delay in Completing the Evaluation" [Path 3] = 03 or 23 or 45 or 47 or 50 PLUS Special Education/Part C Referral = 02 or 04 and: A. "Date Evaluation Completed [Path 2] <= 60 calendar days from the "Date of Parental Consent [Path 2] plus B. Date Evaluation Completed [Path 2] > 60 calendar days from the "Date of Parental Consent [Path 2] and "Reason for Delay in Completing the Evaluation" [Path 2] <> 00 or 05 or 47 plus C. Evaluation Completed is zero-filled and "Reason for Delay in Completing the Evaluation" [Path 2] = 01 or 03 or 23 or 45 or 47 or 50.
#4 Special Education/Part C Referral = 03, 05 or 07 and: A. "Date Evaluation Completed [Path 3] > 60 calendar days from the "Date of Parental Consent [Path 3] and "Reason for Delay in Completing the Evaluation" [Path 3] = 05 plus B. Evaluation Completed is zero-filled and "Reason for Delay in Completing the Evaluation" [Path 3] = 05 or 26 or 43 or 46 PLUS special Education/Part C Referral = 02 or 04 and: A. "Date Evaluation Completed [Path 2] > 60 calendar days from the "Date of Parental Consent [Path 2] and "Reason for Delay in Completing the Evaluation" [Path 2] = 05 plus B. Evaluation Completed is zero-filled and "Reason for Delay in Completing the Evaluation" [Path 2] = 05 or 26 or 46. 24

25. 3.11.1 Indicator 11 Detail Listing of Students Who Did NOT Meet the Timeline
Listing of Students Who Did Not Meet the SPP Indicator 11 Timeline
This report lists the students who account for your percentage being less than 100%.
Listing of Students Who Did Not Have Their Evaluation Completed Within 60 Days
This report lists all students whose evaluation was not completed within 60 days regardless of the reason or if it was an allowable reason. This report is informational only.
Listing of School Age Students Whose Evaluation Was Completed Within 5 Days of Parental Consent to Evaluate
This report is a good tool to use in reviewing your data to be sure the right dates are reported in your data. This report is informational only.
Listing of Students in Path 3 Whose IEP Was Not Finalized Within 90 Days
This report lists all students whose IEP was not finalized within 90 days regardless of the reason. This report is informational only.

26. 2.12 Indicator 12 Number of Children Referred from Part C to Part B
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2.12 Indicator 12 Number of Children Referred from Part C to Part B
Part B SPP Compliance Indicator 12 (signature report)
Number of children referred from Part C to Part B for eligibility determination; and number of children who have an IEP developed and implemented by their 3rd birthday
There are two Detail Listings to go with this report.
**Met Timeline = [C / (A - B - D - E)] x 100. If your Administrative Unit is at 100% compliance, (B + C + D + E) will equal A. If your Administrative Unit is not at 100%
compliance, please see the Indicator 12 Detail Report for a listing of the students reported as not having met the SPP Indicator 12 Timeline. 26

27. 11/14/2018
2.12 Report Criteria
#1 Special Education/Part C Referral = 02, 04 or 07
#2 Special Education/Part C Referral = 02, 04 or 07 AND: A. Eligibility and Services = 04 where Calculated age as of Date of Initial Eligibility Meeting [Path 2] is <=3 OR B. Eligibility and Services = 04 where Calculated age as of Date of Initial Eligibility Meeting [Path 2] is >=3, number of days between Date Child is Referred to the Part C System Date Child is Found Eligible for Part C Services is >=90 days before the Child's third Birthday and Reason for Delay in Initial Eligibility Meeting <> 05.
#3 Special Education/Part C Referral = 02, 04 or 07, Eligibility and Services = 02 AND: A. Calculated age as of Date IEP was Implemented [Path 2] <= 3; OR B. Calculated age as of Date IEP was Implemented >3, number of days between Date Child is Referred to the Part C System Date Child is Found Eligible for Part C Services is >=90 days before the Child's third Birthday and Reason for Delay in IEP Implementation = 20, 21, 22, 24, 25, 26, 27, 28, 48, 49, 51, 53 OR C. Date IEP was Implemented is zero-filled AND calculated age as of Date of Initial Eligibility Meeting [Path 2] is <=3 AND Reason for Delay in IEP Implementation = 03.
#4 All children with Special Education/Part C Referral = 02, 04 or 07 A. Date IEP was Implemented is not zero-filled AND number of days between Date Child is Referred to the Part C System Date Child is Found Eligible for Part C Services is >=90 days before the Child's third Birthday AND Reason for Delay in IEP Implementation = 45 or 46 B. Date IEP was Implemented is zero-filled AND number of days between Date Child is Referred to the Part C System Date Child is Found Eligible for Part C Services is >=90 days before the Child's third Birthday AND Reason for Delay in IEP Implementation = 01, 45, 47, 50, 52 or 54
#5 Special Education/Part C Referral = 02, 04 or 07 where number of days between Date Child is Referred to the Part C System Date Child is Found Eligible for Part C Services is <90 days before the Child's third Birthday AND (Reason for Delay in IEP Implementation <> 00 OR Reason for Delay in Initial Eligibility Meeting <> 00). 27

28. 3.12.1 Indicator 12 Detail Listing of Students Who Did NOT Meet the Timeline
Listing of Students Who Did Not Meet the SPP Indicator 12 Timeline
This report lists the students who account for your percentage being less than 100%.
Listing of Children Referred from Part C to B Whose Part B IEP Was Not Implemented by Their 3rd Birthday
This report lists all students whose IEP was not implemented by the 3rd birthday regardless of the reason and if it was an allowable reason. This report is informational only.

29. Average Percent of Time in Special Education Report
Average Percent of Time in Special Education by Age Group and Disability (informational only)
We receive questions every year on this report regarding ‘how is this calculated?’. This report is not a signature report and thus not a report that you sign and send in for the collection.

30. Average Percent of Time in Special Education Report
The Average Percent of Time in Special Education is calculated by:
Totaling the sped hours for a  group of students and dividing by the totaled school hours for that same group of students.
The All Students column is not a sum of the individual age columns, it is a calculation for all students with a particular disability: sped hours totaled divided by total school hours totaled.
An example of the calculation is as follows:
Student
Hrs of Sped Services Per Week
Total School Hrs 1
0500
4000 2
2000 3
1000 4
1500 5
Sum Total
6000
20000
Percent of Time in Sped
6000/20000 = 30.00%

31. 3.2 Listing of Children whose Disability needs to be Reevaluated by the next December 1 Count
*Be sure to reevaluate these children so you will be able to claim funding for them on December Count.
(Primary Disability of 11 goes through age 8.)
Listing of Children whose Disability Needs to Be Reevaluated by the Next December 1 Count (informational only)
Be sure to reevaluate these children so you will be able to claim funding for them on December Count.

32. Listing of Students Considered to be Graduates
Listing of Students Considered to be Graduates (informational only)
Be sure to share this list of graduates with your Regular Student EOY counterpart to ensure they are reporting the same graduates you are. Graduation and Dropout rates for Indicators 1 and 2 are calculated from the data submitted on the Regular Student EOY data collection.

33. Steps to Submit Snapshot to CDE required by October 13th
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Steps to Submit Snapshot to CDE required by October 13th
Within Data Pipeline
1. Click Special Education on the left menu
2. Click Status Dashboard
3. Use the drop downs to select the appropriate values
File Type: End of Year Snapshot
School Year:
Organization/LEA: defaults to your AU
Notice the Data Locked value on this screen is set to N
Notice the Overall Status is set to P (pending) indicating the data has not been submitted to CDE.
4. Click the Submit to CDE button (Only EOY-APPROVERS will have this ability) (must have 0 errors)
5. Click OK
A green message should display above the File Type box indicating the data was submitted
The Data Locked value should change to Y
The Overall Status should change to S 33

34. Year-to-Year Flag Explanations
Special Education EOY:
Answering Flagged Data
September 2015

35. Tuesday Sept. 22-Friday Oct. 2, 2015
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EOY: Important Dates To Remember
Thursday April 30, 2015
14-15 snapshot available
Wednesday July 8, 2015
IEP Interchange errors resolved
Wednesday July 15, 2015
At least one Special Education EOY Snapshot created by this date
Tuesday Sept. 8, 2015
All exception requests received by CDE
Tuesday Sept. 15, 2015
All errors resolved: interchange and snapshot. Data review Sept Make sure to review exit information.
Tuesday Sept. 22-Friday Oct. 2, 2015
AUs make changes to resolve duplicates
Final Report Review October 5-9
ALL Final signed reports received by CDE
Submit and finalize data – COLLECTION CLOSES
Tuesday Oct. 13, 2015 35

36. Collection Process Overview
Schools
Track data throughout school year
Provide data to Admin Unit/SOP
Admin Unit/SOP
Combines data from schools. Determines the appropriate coding for each record.
Reports data to CDE
Verifies accuracy, corrects and approves data.
CDE via Data Pipeline
Collects data from Admin Unit/SOP
Checks data for accuracy
Edits data, all errors must be corrected
Allows approval once passed all edits
Federal Government
CDE Reviews and validates data and submits to U.S. Department of Education
Admin Unit/SOPs collect data from schools and/or member districts. Data is compiled at the AU level and submitted to the CDE via the Data Pipeline.

37. 11/14/2018
Data Pipeline Reports
Directors have to approve a number of reports every year. These reports are generated through pipeline and typically are pulled by the AU’s data respondent.
In-depth technical assistance and trainings for pulling these reports can be found here:

38. Example of a EOY Report Flag
The count has changed by at least 20
The % has changed by at least 20
&

39. Flag
The criteria for flags has changed to increase the relevancy of explanations. Now Items will only flag when:
The count has changed by at least 20 students AND
The percentage has changed by at least 20%
This reflects current reporting requirements by OSEP
Some AUs may not have any flags to explain.

40. 11/14/2018
Flag Explanations
AUs are required to submit an explanation for each flag.
Use the flag explanation templates in the technical assistance document here.

41. Flag Explanation Templates
Flag Explanations
TA Document
Flag Explanation Templates

42. Flag Explanations We need AUs’ explanations to:
Identify the best practices and support needs in the field
To report the state-level year-to-year differences to OSEP
We appreciate explanations with:
Great details
Cause and effect (e.g., program implementation, unusual mobility)
Category Flagged
Inadequate Explanation
Informative Explanation
Transferred to Regular Education (increase)
Better re-evaluation process.
We reported more students who transferred to regular education than the year before due to Professional Development classes that providers were required to take to help them better understand and identify the disability. This professional development helped us strengthen our re-evaluation processes. Consequently, we had more students who exited special education and entered general education across grade levels this year.

43. Flag Explanations
Categories can be grouped (more than one category can be listed in the box) if they are closely related to the same explanation.
This is to avoid copy and pasting the same explanation in multiple places. Example:
Category Flagged
Count Difference from Last Year
Percentage Difference from Last Year
Transfer to Public School in a Different State/Country 20
20%
Explanation
Historically, our AU has seen big swings in the student population as a reflection of the local economy. This year, families working in the energy industry (a large part of our students’ families’ employments) moved to North Dakota due to the increased job availability there. The families of students with IEPs were also included in this movement.

44. Completing Flag Explanations
Please use the second page of the technical assistance document to give us explanations for each flag.
Copy and paste the templates on a new sheet as needed.
This page should then be uploaded on to the Data Management System along with other signed reports.

45. Uploading to the Data Management System
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Uploading to the Data Management System
Log into the Data Management System
Click “IEP Interchange” here

46. Uploading to the Data Management System
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Uploading to the Data Management System
From the Overview, select Profile

47. Upload to the Profile tab by selecting “Upload Attachment”
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Upload to the Profile tab by selecting “Upload Attachment”

48. Select “Browse” and find your flag explanation document and signed reports
Label your file “EOY Flag Explanations ”
Select the current date.
Save

49. Uploading to DMS Please be Noted!!
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Uploading to DMS Please be Noted!!
In order to upload files to the profile tab, you must have one of the following “roles” in the DMS:
AU director role
AU Monitoring Profile and LEA User (MpnLU) role
If you don’t see the profile tab, please talk to your AU’s LAM and obtain one of the above roles.
If you encounter any troubles with the DMS, please Cindy Millikin

50. Flow of Reports Submission
Download the reports from Pipeline and make sure all the reported numbers are accurate
Sign the reports and scan them
Download the Year to Year Flag Explanation tech document (here)
Explain the flagged count differences using the templates in the tech document
Upload the followings to the profile tab of the Data Management System (here)
Signed and scanned reports
Filled out year to year explanation templates

51. 11/14/2018
If you need further assistance, please feel free to contact the data team at ESSU.
Orla Bolger Senior Consultant, Data Team, State Collections, Data Pipeline, and Data Queries
Miki Imura Supervisor of Data Accountability & Achievement, Results Driven Accountability
Alyssa Ohleyer Accountability Specialist, Data Team, Results Driven Accountability