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SPP 11: Timely Evaluation

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1 SPP 11: Timely Evaluation
Training: Data Collection SPP 11 Data Collection TEA | Division of Federal and State Education Policy

2 Table of Contents: SPP 11 State Performance Plan Overview ………………. slides 3-6 SPP Indicator 11 Overview ………………………… slides 7-18 Access the SPP Online Application………….. slides 19-37 Saving and Certifying Data………………………… slides 38-44 Requesting a Return of Data……………………… slides 45-48 Certifying when there is no Data to Submit……… slides 49-57 Reports……………………………………………… slides 58-75 Data Integrity………………………………………. slides 76-85 Resources…………………………………………… slides 86-87 SPP 11 Data Collection TEA | Division of Federal and State Education Policy

3 State Performance Plan overview
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

4 State Performance Plan Process
Law requires Texas to collect data on 20 indicators SPP Indicator 11: Timely Initial Evaluation Districts adhere to the timeline for initial evaluations Data is entered in online data collection application Compliance percentage is calculated and reported State, ESCs and LEAs use data to improve programs for children with disabilities State Performance Plan Process Data Collection Process: Improving Program Effectiveness SPP 11 Data Collection TEA | Division of Federal and State Education Policy

5 Federal Requirements: Data Collection
When the IDEA was reauthorized in 2004, the law was amended to require that each State develop a State Performance Plan (SPP). The SPP helps the State evaluate its efforts in implementing the requirements and purposes of the IDEA. The SPP includes baseline data, measurable and rigorous targets, and improvement activities for 20 SPP indicators such as meeting evaluation timelines for early childhood transition (SPP 12) and early childhood outcomes (SPP 7). The SPP can be found at Data is used for LEA determinations. SPP targets are publicly reported and accessible online. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

6 By Publicly Reporting the SPP Targets:
SPP: Improving Education By Publicly Reporting the SPP Targets: Schools make informed, data driven decisions in order to impact program effectiveness. Children and youth experience effective programs and services that ensure positive outcomes. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

7 SPP Indicator 11: Timely Initial Evaluation
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

8 Evaluation Timelines: State and Federal Regulations
Sixty day timeline Once consent is signed, school districts and charter schools have 60 calendar days in which to complete the initial evaluation. TEC §29.004, 34 CFR § Thirty day timeline In Texas, completion of the Full Individual Evaluation (FIE) begins a second timeline. From the completion of the report, the school district or charter school must convene an Admission, Review, or Dismissal (ARD) meeting within 30 calendar days. The ARD committee determines eligibility, the Individual Education Program (IEP), and placement for the student at this meeting. 34 CFR § , 19 TAC § (d) SPP 11 Data Collection TEA | Division of Federal and State Education Policy

9 Indicator 11: Timely Initial Evaluation
SPP Indicator 11 : The percentage of children with parental consent to evaluate, who were evaluated and eligibility determined within 90 days (state established timeline) 3 is 3! Must have IEP developed & implemented by 3rd birthday. Who is included Who is not SPP 11 Data Collection TEA | Division of Federal and State Education Policy

10 Evaluation Timeline and Data Collection
The 90 days used to collect data for SPP 11 is for data collection purposes only. Districts and Charters must complete the initial evaluation within 60 calendar days and hold the ARD within 30 calendar days SPP 11 Data Collection TEA | Division of Federal and State Education Policy

11 Indicator 11: Timely Initial Evaluation
Compliance Target: 100% of children with parental consent to evaluate, who were evaluated and eligibility determined with in 90 days (State established timeline) This is a compliance target set by the Office of Special Education Programs (OSEP) 3 is 3! Must have IEP developed & implemented by 3rd birthday. Who is included Who is not SPP 11 Data Collection TEA | Division of Federal and State Education Policy

12 Reporting Accurate Data: Understanding SPP 11
Who is included in the SPP 11 data collection: Report all eligibility determinations completed between July 1, 2011 and June 30, 2012. Report children who are transitioning from Part C to Part B under both SPP 11 (Timely Evaluations) and SPP 12 (Early Childhood Transition). Include children referred to the district before age 3, but not served in Part C (ECI). Notes: 3 is 3! Must have IEP developed & implemented by 3rd birthday. Discuss who is included and Who is not SPP 11 Data Collection TEA | Division of Federal and State Education Policy

13 Reporting Accurate Data: Understanding SPP 11
Who is not included SPP 11 data collection: Do not report students for whom the evaluation process was interrupted and the district was unable to complete the evaluation process For example: Student moves out of state Parent withdraws consent Parent repeatedly refused or failed to produce child therefore leaving the process incomplete Notes: 3 is 3! Must have IEP developed & implemented by 3rd birthday. Discuss who is included and Who is not SPP 11 Data Collection TEA | Division of Federal and State Education Policy

14 Submitting Data to TEA The State developed a web-based State Performance Plan Indicator 11 Application (SPP 11) to collect data on meeting the transition timeline. Data is calculated for each district/ charter’s program and the state totals are publicly reported in the Annual Performance Report (APR) and TEA website The SPP 11 Application can be accessed through the Texas Education Agency Security Environment (TEASE). In order for school personnel to access the application, TEASE roles must be obtained for the appropriate staff (See TEASE PPT for further information) Trainer Objective: Review the details of the SPP #7 on-line data submission process. Training Notes: Review content on slides. Discussion Points: Activity: SPP 11 Data Collection TEA | Division of Federal and State Education Policy Early Childhood Counts Module 5 14

15 Submitting Data to TEA TEASE roles allow staff personnel to enter, save, submit and certify data. Every district and charter must have one Certifier identified For Security purposes, there can only be one Certifier per district for the SPP 11 online data collection application Trainer Objective: Review the details of the SPP #7 on-line data submission process. Training Notes: Review content on slides. Discussion Points: Activity: SPP 11 Data Collection TEA | Division of Federal and State Education Policy Early Childhood Counts Module 5 15

16 Revoking User Roles If the person established as the Certifier has left that position or the district, that role will need to be revoked by the Superintendent before a new Certifier can have access. The Superintendent must log into TEASE and access User Administration+ to revoke the role. More information including a self guided training presentation can be found at: SPP 11 Data Collection TEA | Division of Federal and State Education Policy

17 Timeline for Submitting to TEA
For school year: Application will open July 1, 2012. Application will close on August 31, 2012. The application will only allow data from the current fiscal year to be entered. Date when the eligibility is determined must be between July 1, 2011 – June 30, 2012. Trainer Objective: Training Notes: Trainers will need to check the TEA Guidance page for updated information Discussion Points: Activity: SPP 11 Data Collection TEA | Division of Federal and State Education Policy Early Childhood Counts Module 5 17

18 Before Using the Application
Did you read the help file? Did you read the FAQ? Did you receive training from the ESC? Is your TEASE account set up correctly? SPP 11 Data Collection TEA | Division of Federal and State Education Policy

19 SPP Indicator 11: Accessing the Online Data Collection Application
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

20 SPP 11 Roles District Certifier - Save and edit data & certify district data for single districts or SSA. Data Entry Agent Multiple Districts - Save and edit data for all member districts of the SSA. Data Entry Agent Single District - Save and edit data for one district. ESC Viewer: Can view regional data. Can access-Child Find Status , Reports, and FAQ SPP 11 Data Collection TEA | Division of Federal and State Education Policy

21 Once TEASE approval for SPP 11 & 12 has been received the user may access SPP 11 & 12 through the TEASE portal at The user’s role of District Certifier, Data Entry Agent- multiple district or Data Entry Agent - single district will determine the level of access to the online application. Click link for SPP 11 and 12 TEASE Notes: Click link to SPP 11 & 12 SPP 11 Data Collection TEA | Division of Federal and State Education Policy

22 SPP 11 and 12 Home Page Click SPP 11 Tab Notes:
Discuss the home page and point out the SPP 12 tab SPP 11 Data Collection TEA | Division of Federal and State Education Policy

23 SPP 11: Child Find (Timely Evaluation) Screen
Click SPP 11 tab and choose Child Find. Select district and current year. Click Go. Notes: On the drop down box under SPP 12 choose “Early Childhood Transition” Go to current year SPP 11 Data Collection TEA | Division of Federal and State Education Policy

24 (Timely Evaluation) Screen
SPP 11: Child Find (Timely Evaluation) Screen Verify that the district information and school year on the page is correct. Scroll down page to continue. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

25 View of SPP 11 Screen Section one
Section Two: Student determined not eligible Section Two: Student determined eligible SPP 11 Data Collection TEA | Division of Federal and State Education Policy

26 Data Collection: Section One
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

27 Who is reported in SPP 11-a
Who is reported in row a: Report all eligibility determinations completed between July 1, 2011 to June 30, 2012 Report children who are transitioning from Part C to Part B under both SPP 11 (Timely evaluations) and SPP 12 (Early Childhood Transition) Include children referred to the district before age 3, but not served in Part C (ECI) SPP 11 Data Collection TEA | Division of Federal and State Education Policy

28 Who is NOT reported in SPP 11-a
Who is not included in row a: Do not report students for whom the evaluation process was interrupted and the district was unable to complete the evaluation process. Examples: Student moves out of state Parent withdraws consent Parent repeatedly refused or failed to produce child therefore leaving the process incomplete. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

29 Who is reported in SPP 11-a: Exception to Timeline
Parent caused Delay: Report any students for whom the evaluation process was delayed (and later completed) because the parent of the child repeatedly failed or refused to produce the child for evaluation.§ (d)(1) The district should count this student in a. and in compliance in row b or c (subset of a.) SPP 11 Data Collection TEA | Division of Federal and State Education Policy

30 Who is reported in SPP 11-a: Exceptions to Timeline
Student moves prior to eligibility determination: Report any students that enrolls into district B after the timeline has begun but prior to eligibility determination by district A. The receiving district B must be making sufficient progress to ensure a prompt completion of the evaluation and the district and the parent must agree to a specific time when the evaluation will be completed.§ (d)(2)(e) The District holding the ARDC meeting should count this student in row a and in compliance in rows b or c (subset of a). SPP 11 Data Collection TEA | Division of Federal and State Education Policy

31 Section One: Parent consent was received; ARDC held within 90 calendar days
a. Enter the total number of students ages 3-21 for whom signed, written consent to evaluate was received and eligibility process was completed. Enter only students in subset b and c for whom the eligibility process was completed within 90 calendar days (subset of a). b. Enter total number of students not determined eligible (subset of a). c. Enter the total number of students determined eligible (subset of a). SPP 11 Data Collection TEA | Division of Federal and State Education Policy

32 Section One: Compliance Calculation
The district percentage is automatically populated by the data collection application. Data can not be entered or edited in this field. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

33 Data Collection: Section Two
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

34 Section Two-d:Not eligible, Not held within 90 calendar days
Section Two: Enter students for whom the eligibility process was not completed within 90 calendar days (subset of a). d. Enter the number of students that were determined not eligible . d.1. Enter the number of students whose ARDC was held between calendar days. d.2. Enter the number of students whose ARDC was held between calendar days. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

35 Section Two-d: Reasons for delay
d.3. Indicate all possible reasons for delays. IMPORTANT!!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

36 Section Two-e: Eligible, Not held within 90 calendar days
e. Enter the number of students that were determined eligible . e.1. Enter the number of students whose ARDC was held between calendar days. e.2. Enter the number of students whose ARDC was held calendar days. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

37 Section Two-e: Reasons for delay
e.3. Indicate all possible reasons for delays. IMPORTANT!!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

38 SPP 11 : Saving or Certifying
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

39 Saving Data Data Entry Agent View To save, click the save button. If the data is saved correctly, the message, Data successfully saved and ready to be certified will be displayed. To reset and clear the application, click the Reset button. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

40 District Certifier View
Certifying Data District Certifier View Once data is ready to be certified, the LEA Certifier will check the assurance statement and click Save. The message Data successfully saved and certified will display when saved. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

41 Certified Status Once the data has been certified, the status at the top of the page will indicate Certified SPP 11 Data Collection TEA | Division of Federal and State Education Policy

42 Status: Certified, Complete, Returned
Check Status Page Certified: District Certifier has certified data, district is finished. No other action is required. Complete: Data Entry Agent has entered data, but it has not been certified. Certifying of data is required. Incomplete: Data has been entered and saved but is incomplete. Certifying of data is required Inactive: No data has been entered. Returned: Data has been returned. Certifying of data is required. Click SPP 11 Data Collection TEA | Division of Federal and State Education Policy

43 Search Feature: Status Page
Search feature has been added to Status page. The ESC Viewer may search by District ID, District Name, or Status. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

44 February 2011 Certifying Data When you click the Certify button, you are assuring the State that you are submitting valid and reliable data. NOTE: After the closing date of August 31, TEA can not return data and there is no “appeals process”. Once your data has been submitted for SPP 11, 12 or 13, it is final. I understand and agree that submission of this information constitutes certification that this data are accurate and meets the reporting requirements outlined by the Texas Education Agency Division of IDEA Coordination. CERTIFY Ensure that everyone is aware of the consequences, when you click that Certify button…. Districts can ask for the data to be returned, however, after the closing date of August 31, 2011 the submission is final. There is no “appeals process” once the data has been submitted. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

45 SPP 11 : Request Return Enhancement 2012
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

46 Request TEA Return Steps:
Once the district has Certified, the District Certifier can request TEA to return data by: Accessing the Child Find screen, selecting the appropriate School Year and District. Clicking Go. Clicking the Request TEA Return button. An will be generated to TEA that the district is requesting a return. Once TEA returns the data, the status will change to TEA Returned. SPP 12 Data Collection TEA | Division of Federal and State Education Policy

47 Request TEA Return Steps:
Once the data is returned, the District Certifier will see the status TEA Returned. With the status of TEA Returned a district may add, delete and/or correct SPP 11 data. When the district has completed all corrections, deletions and/or additions to their SPP 11 data, the District Certifier must Certify the data again. Notes: This slide explains how to request a return from TEA SPP 11 Data Collection TEA | Division of Federal and State Education Policy

48 Certified Status: SPP 11 Check District Status
Once the data has been certified, the status at the top of the page will indicate Certified. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

49 SPP 11: Certifying when there is no Data to Submit
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

50 How to Certify SPP 11 when there is no data to report
Log in to TEASE Click link for SPP 11 and 12 SPP 11 Data Collection TEA | Division of Federal and State Education Policy

51 How to Certify SPP 11 when there is no data to report
Select SPP 11 Click on Child Find from drop down. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

52 How to Certify SPP 11 when there is no data to report
Choose correct date and district from drop down and click Go SPP 11 Data Collection TEA | Division of Federal and State Education Policy

53 Enter a zero in row a, b, and c
District percentage will calculate 100.0 Row a Row b Row c SPP 11 Data Collection TEA | Division of Federal and State Education Policy

54 All other fields will populate zeros
Enter a zero in row d All other fields will populate zeros Row d SPP 11 Data Collection TEA | Division of Federal and State Education Policy

55 All other fields will populate zeros
Enter a zero in row e All other fields will populate zeros Row e SPP 11 Data Collection TEA | Division of Federal and State Education Policy

56 How to Certify SPP 11 when there is no data to report
Finally: Click Save Check the assurance box Click Certify 2nd check box 1st save last Certify SPP 11 Data Collection TEA | Division of Federal and State Education Policy

57 How to Certify SPP 11 when there is no data to report
Once the data has been certified, the status at the top of the page will indicate Certified SPP 11 Data Collection TEA | Division of Federal and State Education Policy

58 SPP 11: Reports Notes: SPP 11 Data Collection 2011-12
TEA | Division of Federal and State Education Policy

59 Accessing Reports: SPP 11
Select SPP 11 tab on Home page. Select Reports from gray box. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

60 Confidential Information
The Confidential Information screen will appear once per day. Key points to remember:  The information being accessed is confidential.  Follow proper procedures when accessing or distributing confidential reports. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

61 Filter Options Select filtering options. Filtering options
SPP 11 Data Collection TEA | Division of Federal and State Education Policy

62 Report Features: Overview
Page Navigation- Allows user to scroll through pages 1 3 1 4 Sorting Options- alphabetically or numerically by using column hyperlinks 2 2 3 Printing options- Export to PDF or Excel Printing 4 Header-Report type, level, & year Footer- Date, additional info, & confidentiality message 5 5 SPP 11 Data Collection TEA | Division of Federal and State Education Policy

63 PDF: Printing and Saving
Click print icon, choose PDF format from drop down. PDF Format: Save, print, or scroll through multiple pages. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

64 Excel Spreadsheet: Printing and Saving
Click print icon, choose Excel format from drop down. Excel Format: Save, change format, and organize data to meet specific needs. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

65 Overview of Report Types
SPP 11 Overview of Report Types SPP 11 Data Collection TEA | Division of Federal and State Education Policy

66 User Roles: Not all users can view all report levels
User Roles: Not all users can view all report levels. View is based on the user’s role in the application. ESC Viewer ESC viewer has access to the districts and campuses that are within the ESC’s region. District Certifier Certifier has access to their district, and campus reports. They also have access to statewide totals and some regional data. Data Entry Agent Data Entry Agent has access to their assigned campus reports. They also have access to statewide totals and some regional data. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

67 Timely Initial Evaluation
SPP 11- Reports Types Timely Initial Evaluation Timely Initial Evaluation/ Reasons for Delay Timely Initial Evaluation/Reasons for Delay: Other SPP 11 Data Collection TEA | Division of Federal and State Education Policy

68 SPP 11 Reports Types and Level
ESC Viewer SPP 11 Reports Types and Level SPP 11 Data Collection TEA | Division of Federal and State Education Policy

69 ESC Viewer: SPP 11 Regional Report by District: View own region only
Report Type Timely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular year Regional Report by District: View own region only District Report: View districts in region only Statewide Report: View regional total (Spring 2011) View statewide total when application closes TEA | Division of Federal and State Education Policy SPP 11 Data Collection

70 ESC Viewer: SPP 11 Regional Report by District: View own region only
Report Type Timely Initial Evaluation/ Reasons for Delay: Displays reasons for a delay in a particular school year Regional Report by District: View own region only District Report: View districts in region only TEA | Division of Federal and State Education Policy SPP 11 Data Collection

71 ESC Viewer: SPP 11 Regional Report by District: View own region only
Report Type Timely Initial Evaluation/Reasons for Delay- Other: Displays the textual descriptions for the "Other" reason for delay Regional Report by District: View own region only District Report: View districts in region only TEA | Division of Federal and State Education Policy SPP 11 Data Collection

72 District Certifier and Data Entry
SPP 11 Reports Types and Level SPP 11 Data Collection TEA | Division of Federal and State Education Policy

73 District Certifier and Data Entry : SPP 11
Report Type Timely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular school year. District Report: View own district(s)only Statewide Report: View regional total View statewide total when application closes TEA | Division of Federal and State Education Policy SPP 11 Data Collection

74 District Certifier and Data Entry : SPP 11
Report Type Timely Initial Evaluation/ Reasons for Delay: Displays each reason for a delay in particular school year District Report: View own district(s) only TEA | Division of Federal and State Education Policy SPP 11 Data Collection

75 District Certifier and Data Entry: SPP 11
Report Type Timely Initial Evaluation/Reasons for Delay- Other: Displays the textual descriptions for the "Other" reason for delay District Report: View own district (s) only TEA | Division of Federal and State Education Policy SPP 11 Data Collection

76 SPP 11 Data Integrity SPP 11 Data Collection 2011-12
TEA | Division of Federal and State Education Policy

77 Why is data integrity important?
States and LEAs are required to provide valid and reliable data that reflect the measurement for each SPP indicator. This requirement is a factor in the state and local determination processes. READ SPP 11 Data Collection TEA | Division of Federal and State Education Policy

78 How does the State ensure data integrity for SPP Indicators?
PEIMS data are subjected to edit checks and validation (SPP Indicators 1, 2, 4, 5, 6, 9, 10) AYP Data are processed and validated (SPP Indicator 3) Currently, the State is focusing on ensuring data integrity for SPP Indicators 7, 11, 12, 13, and 14 READ SPP 11 Data Collection TEA | Division of Federal and State Education Policy

79 How can you ensure data integrity for SPP Indicators?
READ SPP 11 Data Collection TEA | Division of Federal and State Education Policy

80 Data Integrity Checklist for SPP Indicator 11
Did you follow the data collection requirements outlined in the instructions? Did you review the previous year’s submission to determine whether or not the current year’s submission data were consistent? If not, do you have an explanation. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

81 Data Integrity Checklist for SPP Indicator 11
Indicator 11 Example: In , District A submitted that 350 students were evaluated. In , District A is about to report that 250 students were evaluated. The difference between the two years was 100 students. This type of analysis of the data provides an opportunity for the district to check if it is under reporting data in SPP 11 Data Collection TEA | Division of Federal and State Education Policy

82 Data Integrity Checklist for SPP Indicator 11
Did you check your math? If you are reporting noncompliance, are you aware of the issues resulting in the noncompliance and they are not the result of not following directions. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

83 Data Integrity: Certification
When you click the button, you are assuring the State that you are submitting valid and reliable data. There is no appeals process once your data has been submitted for SPP 11, 12, or 13. CERTIFY I understand and agree that submission of this information constitutes certification that this data are accurate and meets the reporting requirements outlined by the Texas Education Agency Division of IDEA Coordination. CERTIFY Make everyone aware of the consequences, when you click that Certify button…. There is no “appeals process” once the data has been submitted. SPP 11 Data Collection TEA | Division of Federal and State Education Policy

84 Data Integrity: Consequences
Data certified and submitted by districts through the TEASE applications for Indicators 11, 12, and 13 are considered final and the district’s performance on the compliance indicators will be used by the Agency in the annual Determinations analysis. District’s performance on the compliance indicators will be reflected in the district public reporting on SPP Indicators in the spring.  Any issues related to the submission of inaccurate data or the non submission of data will be addressed by the Division of Program Monitoring and Intervention. READ SPP 11 Data Collection TEA | Division of Federal and State Education Policy

85 Data Integrity: Tech Assistance
Data Integrity Checklists for SPP Indicators can be found on the TEA Website at: When in doubt… •read the instructions again •consult the FAQ on the web •contact your ESC …prior to certifying your data! READ SPP 11 Data Collection TEA | Division of Federal and State Education Policy

86 For More Information: The TEASE Applications Reference: For TEASE account troubleshooting: Request New TEASE User Account: Logon Page: SPP 11 Data Collection TEA | Division of Federal and State Education Policy

87 Contact your Regional Education Service
Center for additional information. Notes: SPP 11 Data Collection TEA | Division of Federal and State Education Policy


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