1. Special Education End-of-Year 2016-17
11/24/2018
Special Education End-of-Year
Reports Webinar
September 13, 2017 1

2. Special Education “Huddle”
11/24/2018
Special Education “Huddle”
Good Morning and Welcome! We will begin the Huddle shortly.
Dial in number is:
URL:

3. 11/24/2018
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 Purpose/Timeline Error Reports
11/24/2018
Agenda
Special Education End-of-Year
Purpose/Timeline
Error Reports
Detail Reports
Signature Reports
Year-to-Year Flag Explanations
Uploading Reports to the Data Management System 4

5. Reporting Period: July 1, 2016 – June 30, 2017
11/24/2018
Purpose and Content
Special Education Exit data is 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, 2016 – June 30, 2017 5

6. SPED End of Year Reporting
Resolve Snapshot Errors
9/12/2017
Report Review Week
9/12-9/15
AUs clear up Duplicates and CDE runs data validity checks
9/18-9/27
Final Report Review Week
9/28-10/4
Reports signed and Uploaded to the DMS
10/5/2017 6

7. Deadline to be Error free at the Interchange and Snapshot level
September 12, 2017 Error Free
Date by which all Interchange and Snapshot Errors are Resolved and Warnings have been Reviewed.
For Administrative Units – All data records needed for the Special Education End of Year snapshot should be uploaded and passed interchange (level 1) and snapshot (level 2) edit validations.
Deadline to be Error free at the Interchange and Snapshot level 7

8. Where to Find SPED EOY Reports
11/24/2018
Where to Find SPED EOY Reports
From Single Sign On > select Data Pipeline> Click Cognos Reports>Special Education EOY: 8

9. Do you have SY107 or SY108 errors? Check this report first!
Missing Snapshot Records Report-Check it out!
Identify records missing from snapshot due to:
Interchange errors
Criteria issues such as excluded PAI codes or mismatched sasids or lasids
Records missing from either Child or Participation file
Do you have SY107 or SY108 errors? Check this report first!
Special Education EOY - Lindsey Heitman - (303)

10. Next Steps 9/12 -9/15: Report Review
11/24/2018
Next Steps
9/12 -9/15: Report Review
Director reviews Signature and Detail Reports
*signatures and submission to CDE are not needed until the final report review
9/18 – 9/27:Clear Up Duplicates
Purpose - find records that are being reported by your AU and another AU on the same date
Check the Cognos Duplicate Reports
All changes made and errors cleared by Wednesday 9/27
9/28 – 10/4 Final Report Review Week
Final snapshot and signed reports due on October 5. Reports can be submitted as early as ???. 12

11. Special Education EOY – Duplicate Reports
Monday, September 18
every AU will need to create a new snapshot
Once a new snapshot has been created, check your SY260 ERRORS. These are the majority of your duplicates
You will need to work with the other AUs to clear them
New Cognos Duplicate Reports that list records also being reported by another AU (on the same dates)
Duplicate Students Without Exit Date or Exit Code
Duplicate Students – Basis of Exit
Found under Cognos Reports/Special Education EOY
Special Education EOY contact list in your Syncplicity folder

12. Why Report Review is Important
11/24/2018
Why Report Review is Important
The EOY data is used for:
Indicator 11 (path 3 records)
Indicator 12 (path 2 records)
Part C Evaluations (reimbursement $ calculated from these)
Exits (path 2 and 3 records) (including Indicators 1 and 2)
Verify records reported in correct Path 14

13. Two Report Review Weeks
11/24/2018
Two Report Review Weeks
Initial Report Review: Tuesday September 12 to Friday September 15
Final Report Review: Thursday September 28 to Wednesday October 4
Must have an EOY – USER or APPROVER role in order to download/view the Special Education EOY reports in the Data Pipeline
Directors should review the signature reports and the detail reports that support them. 15

14. Selecting the right format for your Report
ALWAYS view the Signature reports (the numbered reports) in PDF Format.
This will ensure:
The best layout of the report for a printed page (no columns will be cut off).
Informative headers and footers will appear on every page, including the time and date the report was generated.
Pages will be automatically numbered.
You will see ALL the pages including the Signature Page.
Selecting the right format for your Report 16

15. 11/24/2018
Detail Reports
Detail Report: Part C Evaluation Detail Listing of Children who did Not Meet the Timeline – These are the evaluations that were not completed with 45 days of the referral. Remember, AUs are compensated for Part C Evaluations, even if they are late. $$
Detail Report: Indicator 11 Detail Listing of Students who did not Meet the Timeline – This report lists the students who account for your percentage being less than 100%, Typically because of the delay reason “05 – No valid reason.”
Detail Report: Indicator 11 Detail Listing of Students whose Evaluation was not 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. 17

16. Detail Reports – Continued 1
Detail Report: Indicator 11 Detail Listing of Students 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.
Detail Report: Indicator 11 Detail Listing of Students Whose Evaluation was Completed within 5 Days – 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.

17. Detail Reports – Continued 2
Detail Report: Indicator 12 Detail Listing of Students who did not Meet the Timeline - Includes students that did not meet the evaluation and/or implementation timeline typically because the reason for delay was “05 – no valid reason.”
Note: students who were referred to Part C in the 90 days before their 3rd birthday will not appear on this report because ALL delay reasons are accepted for this situation. In other words these students do not count against your final Indicator 12 finding, even if there was “No valid reason” for the delay.
Detail Report: Indicator 12 Detail Listing of Students whose IEP was Not Implemented by their 3rd Birthday -Provides the record of every student who had a delay of the Initial Eligibility Meeting or IEP Implementation.

18. Detail Reports – Continued 3
11/24/2018
Detail Reports – Continued 3
Detail Report: Listing of Children whose Disability needs to be Reevaluated by the next December 1 Count – Listing of students who will be three-years old or older by the next December 1 and who still have “12 – Infant/Toddler with a Disability” or will be 9 years old or older and who still have “11 – Developmental Delay” as their primary disability.
Detail Report: Average Percent of Time in Special Education by Age Group and Disability See next slide
Detail Report: Listing of Students Considered to be Graduates – All students with Exit Code 90. 20

19. 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.
Student
Hours of Sped Services Per Week
Total School Hours 1
0500
4000 2
2000 3
1000 4
1500 5
Sum Total
6000
20000
Percent of Time in Sped
6000/20000 = 30.00%
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.

20. Signature Reports in Cognos
11/24/2018
Signature Reports in Cognos 22

21. 10 Reports +1 Due October 5 along with Final Snapshot Submission
10 Reports require signature from your Director:
1 Special Education EOY Data Validity Certification
2 Number of Children Referred for Part C Evaluation(s), and Number of Evaluations completed by the AU
3 Indicator 11 Number of Students with Initial Part B Evaluations
4 Indicator 12 Number of Children Referred from Part C to Part B
5 Number of Students Exited by Disability and Discrete Age
6 Number of Students Reported by Age Group, Type of Service and Disability
7 Number of Students Reported by Age Group and Type of Referral
8 Year to Year Comparison of Number of Students Exited
9 Year to Year Comparison of Number of Students Reported by Type of Referral
10 Listing of Students Reported in Error on the Previous December Count
+ Flag Explanations for significant changes in Year to Year counts
*Please upload each signed report in full to the Data Management System by Thursday, October
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.

22. 1 Special Education EOY Data Validity Certification Report
11/24/2018
1 Special Education EOY Data Validity Certification Report 24

23. 11/24/2018
2 Number of Children Referred for Part C Evaluation(s), and Number of Evaluations completed by the AU
Related Detail Report:
Part C Evaluation Detail Listing of Children who did Not Meet the Timeline
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. 25

24. 2 Number of Children Referred for Part C … Continued
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.

25. 3 Indicator 11 Number of Students with Initial Part B Evaluations
Related Detail Reports:
Indicator 11 Listing of Students Who Did Not Meet the SPP Indicator 11 Timeline
Indicator 11 Listing of Students Who Did Not Have Their Evaluation Completed Within 60 Days
Indicator 11 Listing of School Age Students Whose Evaluation Was Completed Within 5 Days of Parental Consent to Evaluate
Indicator 11 Listing of Students in Path 3 Whose IEP Was Not Finalized Within 90 Days
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.

26. Indicator 11 Report Criteria
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.

27. Indicator 11 Report Criteria - Continued
#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.

28. 4 Indicator 12 Number of Children Referred from Part C to Part B
11/24/2018
4 Indicator 12 Number of Children Referred from Part C to Part B
Related Detail Reports:
Listing of Students Who Did Not Meet the SPP Indicator 12 Timeline
Listing of Children Referred from Part C to B Whose Part B IEP Was Not Implemented by Their 3rd Birthday
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.

29. Indicator 12 Report Criteria #1 & #2
#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 Found Eligible for Part C Services is >=90 days before the Child's third Birthday and Reason for Delay in Initial Eligibility Meeting <> 05.

30. Indicator 12 Report Criteria #3
#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 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.

31. Indicator 12 Report Criteria #4
#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 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 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

32. Indicator 12 Report Criteria #5
#5 Special Education/Part C Referral = 02, 04 or 07 where number of days between 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).

33. 5 Number of Students Exited by Disability and Discrete Age
Related Detail Report: Listing of Students Considered to be Graduates
Here is a reminder to look at your data with a critical eye. I left the number 2 on the report – did this AU really have 2 students with intellectual disabilities drop out at age 12?
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 view the report in PDF so that you have the complete report, including the last page with signature.

34. 11/24/2018
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 12/1/2016
Those who exited before the December 1 count date would have their age calculated on the previous count date 12/1/2015 36

35. 6 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.

36. 7 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.

37. 8 Year to Year Comparison Report of Number of Students Exited
11/24/2018
8 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. 39

38. 9 Year to Year Comparison of Number of Students Reported by Type of Referral
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 Reported by Type of Referral (signature report)
This report is a comparison of type of referral counts, this year versus last year.

39. 10 Listing of Students Reported in Error on the Previous December Count
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.
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. 

40. Steps to Submit Snapshot to CDE required by October 5th
11/24/2018
Steps to Submit Snapshot to CDE required by October 5th
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 42

41. Example of an EOY Report Flag
The count has changed by at least 20
The % has changed by at least 20

42. Flags
Several years ago the criteria for flags 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 will not have any flags to explain.

43. Flag Explanations
11/24/2018
AUs are required to submit an explanation for each flag.
Use the flag explanation templates in the technical assistance document here: Link to Data Pipeline Snapshots - Special Education End of Year Webpage (will open a new tab in your browser).

44. Flag Explanations – TA Document
Flag Explanation Template

45. Flag Explanations – The Why
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.

46. Flag Explanations-The How
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.

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

48. Uploading to the Data Management System
11/24/2018
Uploading to the Data Management System
Log into the Data Management System
Click “ESSU Data Management System” Link to Data Pipeline Single Sign-on Page (opens in browser)

49. Uploading to DMS Please Note!!
11/24/2018
Uploading to DMS Please Note!!
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 trouble with the DMS, please Melissa Chaffin

50. Uploading to the Data Management System – Overview
11/24/2018
Uploading to the Data Management System – Overview
From the Overview, select Profile

51. Uploading to the Profile tab
11/24/2018
Upload to the Profile tab by selecting “Upload Attachment”
Uploading to the Profile tab

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

53. Flow of Reports Submission
Download the numbered reports from Pipeline and make sure all the reported numbers are accurate
Sign the reports and scan them into PDF.
Download the “Year to Year Flag Explanation Document” found under Additional Resources on the Special Education EOY Webpage (opens in browser)
Explain the flagged count differences using the templates in the flag document (2nd page)
Upload the following to the profile tab of the Data Management System which can be found on this Link to Data Pipeline Single Sign-on Page (opens in browser)
Signed and scanned reports (in pdf)
Filled out year to year explanation template (Word document)

54. 11/24/2018
If you need further assistance, please feel free to contact the data team.
Lindsey Heitman Special Education Data Specialist
Orla Bolger Senior Consultant, Data Team, State Collections, Data Pipeline, and Data Queries
Alyssa Ohleyer Accountability Specialist, Data Team, Results Driven Accountability