1. 2019-2020 December Count Training

2. Purpose of December Count Collection
The December Count collections purpose is to accurately record data about students with IEPs as of December 1st so that schools may receive appropriate funding and resources to best support their education and services. This information is used for:
Funding for special education students
EDFacts
Report on educator effectiveness
Medicaid
Draw random samples for parent survey
Compliance record review
Monitoring
Provide information regarding the fiscal impacts of the numbers
Indicator reporting
Public reporting
Legislature requests
Research requests
Consultant analysis to support technical assistance needs in the state

3. Required Files
To create the December Count report, each school will be submitting the following interchange files to CSI:
Child [file layout & definitions]*
1 record per child
Participation [file layout & definitions]*
Can have multiple records per child
* All File Layout and Definition Documents from CSI website contain additional CSI specific details pertaining to fields in green.
Please note, upon running the snapshot (clearing level 1 errors) CDE will also pull in the HR Staff Profile and Staff Assignment files.

4. Child Overview
The purpose of the Child File is to capture and verify the attributes of children with disabilities while he/she attended your AU at any point during the current reporting period.
Dependencies
-Student has been assigned a SASID and the information must match what is in RITS (i.e. Name, Date of Birth, Gender)
-A record with the students same SASID and LASID combination must also be included on the Participation File.
Record Exception
- One record must be submitted for any student who was referred, evaluated, and/or received special education services at any point during the current reporting period.

5. Participation Overview
The Special Education Participation File contains data related to the student’s participation in special education, important dates, services received, and the staff who are working with them.
Dependencies
-Student has been assigned a SASID and the information must match what is in RITS (i.e. Name, Date of Birth, Gender)
-A record with the students same SASID and LASID combination must also be included on the Child File.
-School Code and Grade Level will come from the Student School Association file when the December Count snapshot is created.
-Student also are being served as of December 1st.
Record Exception
- One record must be submitted for any student who was referred, evaluated, and/or received special education services at any point during the current reporting period.

6. CSI Human Resource Snapshot
Level 1 - Errors
Level 2 - Errors
SPED Child
SPED Participation
CSI Human Resource Snapshot
Staff Profile
Staff Assignment
SPED Child
CSI December Count Snapshot
SPED Participation
Staff Profile
Staff Assignment
**December Count contacts are responsible for resolving Level 1 and Level 2 DC errors IN CONJUNCTION WITH working with the Human Resources Staff to Clear Level 2 Staff errors.**

7. Across Collection Collaboration
School SPED Staff must collaborate with the Human Resources Staff at your school completing December Count. This is due to:
December Count errors may require changes to either the SP or SA files to resolve
Involves inconsistencies with data entered by HR Staff, including:
SPED Flag
Grade Levels Taught
FTE and Funding Source issues
Be sure you are reaching out to your schools HR Staff to inquire about any cross collection errors that may have occurred
Available in the Data Submissions Handbook

8. Criteria for Staff Addition to the December Count Snapshot vs
Criteria for Staff Addition to the December Count Snapshot vs. HR Snapshot
Human Resources
December Count
Files must be Level 1 Error Free
Special Education Flag = 0 (Non-Special Education)
Start date is December 1st or prior to December 1st of reporting school year
End Date is either blank or post December 1st of the reporting school year
Job class codes are not equal to 632 (Temporary/Part-time Worker As Needed) or 634 (Student Worker)
Employment Status Code = 11, 12, 13, 23, 25 or 26
EDID is reported in both Staff Profile and Staff Assignment Association files for reporting district.
Files must be Level 1 Error Free
Special Education Flag = 1
Start date is December 1st or prior to December 1st of reporting school year
End Date is either blank or post December 1st of the reporting school year
EDID is reported in both Staff Profile (Profile and educational background) and Staff Assignment Association files for reporting district.
Employment Status Codes will be included: 11, 12, 13, 23, 25 or 26.
Administrative Unit code cannot zero-filled in either staff profile or staff assignment files

9. December Count Collection Process

10. DC Data Collection in 5 Steps
Repeat steps 2-4 until data is complete and accurate!

11. Step 1: Collection Prep Resources
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

12. Step 1: Collection Prep Trainings
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

13. Step 2: Data Collection/Entry
What Data to Collect
File Layout and Definition Documents
Data Validations for SPED Collections Resource
Participation File Coding Scenarios
Alpine and Infinite Campus Crosswalks
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

14. File Layout and Definition Documents – CSI Additions
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

15. Using File Layout and Definition Documents Example
After completing your initial submittal and have received your first error report, you notice that all the students do not have the correct number of Special Education Hours per Week based on the SE358 error you are receiving.
You know the number of hours each student receives on a weekly basis, but are unsure how to code them. Use the Participation File Layout!
Upon review of the File Layout, you notice that the Hours of Special Education Service per Week contains a table that will guide you to code correctly as it contains 4 digits and an implied decimal!
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

16. Data Validation Strategies Checklist for DC Collection
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

17. Data Validation Strategies Example
As you are going through your Child file, you cannot remember what is needed to be coded for the District of Residence, District of Parents Residence, and State of Parents Residence as they all are similar fields. Use the Data Validation Strategies!
Based on this information, you know that:
District of Students Residence and District of Parents Residence must be completed and match
The State of Parents Residence should be zero filled if District of Parents Residence is completed to avoid errors
A great reminder to also check that all students have at least one Race selected
For more guidance on finding District of Residence, navigate to the following resource:
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

18. Participation File Coding Scenarios
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

19. Participation File Coding Scenarios Example
As initial evaluations are being completed by the SPED Team and you are ready to enter your information into Alpine or IC - you cannot remember the correct fields to input for a new student who is receiving an initial evaluation, was determined eligible, and began receiving services (compared to a returning student). The Participation Coding Scenarios Document/Supplemental Guidance will walk you through this process!
Based on this information, you know that:
All receiving initial evaluations need to have an 03 in the SPED Part C Referral field and 02 for Eligibility and Services if deemed eligible
Students receiving initial evaluations need to have Path 3 Dates completed for all CSI schools with Paths 1 and 2 zero filled
The Primary Disability Field is required for all Special Education students along with an 04 in Pupil Attendance
Other required fields include Service Provider EDIDs, Funding Status, Hours Per Week and Start Date of SPED
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

20. Alpine and Infinite Campus Crosswalks
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

21. Example of Using the Crosswalk
You are working on adding information into Alpine and need to enter the SPED Hours Per Week for students, but are unsure on where that is located in your Plan Management System. The Alpine Crosswalk will be a great resource!
Based on this information, you know that:
This field is located within Section 13 of the IEP in Alpine under the subheading of Frequency of DIRECT Special Education/Related Services.
In terms of an example for this, let’s say you are working through data entry or error clearance and you do not know where the SPED Hours Per Week is located in Alpine Achievement. Using this resource, you can look up the field of SPED Hours, see how it is named in Alpine, as well as, where it is located. Based on this information, you know that:
This field is located within Section 13 of the IEP in Alpine under the subheading of Frequency of DIRECT Special Education/Related Services.
Hopefully this resource will prove to be helpful if you are ever unsure of where to enter data for a particular field.
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

22. Where should Data be Entered for December Count?
Plan Management System (Infinite Campus)
Alpine Achievement
Enrich
December Count/Special Education End of Year Alpine Achievement - Beginning of the Year Setup Infinite Campus - IEP Development [Campus Community login required]
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

23. Step 3: Submission to CSI
Extract data from the plan management system:
Infinite Campus – Campus Community
IEP Child and IEP Participation guides
Alpine Achievement
Extracting the Child and Participation file process
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

24. Alpine Tip – Keep Option
As you are extracting your files, please note: Step 2 in Alpine provides schools the opportunity to “Keep” students or exclude them from Steps 3 and 4 if you do not need to report them (see column G in Step 2)
As you are extracting your files from Alpine Achievement, I thought this tip may prove to be important. Step 2 in Alpine provides schools with the opportunity to “Keep” students or remove them from the file extraction. This is done in Column G or keep column. This will default to Yes, but if you come across a circumstance where you do not need to report a student, you can change this to “no” and the student will not show up on subsequent steps in the process or on the file extractions themselves.
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

25. Infinite Campus – State Exclude Option
Infinite Campus has a similar option in terms of excluding a student on their specific enrollment page. Check the “State Exclude” box
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

26. Step 3: Submission to CSI
Correct Naming of Files
School Code, School name/abbreviation, interchange type, and date
Examples:
8821TRCSChild
3326GVACSParticipation
Files should not contain any spaces in order to upload to the data pipeline
Ensure you are uploading them to the correct folder in FileZilla. It should be:
FileZilla>December Count>SY 19-20>Files to Run
the submissions inbox once file is available to process
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

27. Step 4: Error Resolution
Error Reports loaded to December Count  Error Reports
CSI Troubleshooting Errors Resource
Child Errors tab
Participation Errors tab
December Count – Level 2 Student Errors tab
December Count – Level 2 Staff Errors tab
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

28. Step 4: Error Resolution
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

29. Step 4: Error Resolution Example
Upon receiving the first level 2 Error Report for December Count, you notice that you are getting a DC128 error related to both the District of Parents Residence and State of Parents Residence being zero filled. You are unsure the best process to code both fields and clear the error.
To assist with this, use the Troubleshooting errors document! The additional troubleshooting notes show:
Based on this, you now know that the District of Parents Residence must be completed with the State of Parents Residence, zero filled. Also, to assist with determining which District to code a link is provided as 8001 should not be used.
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

30. Step 5: Data Review Summary/certification report will be provided once
error free
Steps to Complete:
Review each tab thoroughly to determine accuracy of data
If accurate, ensure all applicable parties (below) have signed and return scanned version of the signed Certification tab to CSI
School Leader, Data Submissions Coordinator, HR Contact, and the SPED Contact
If errors are found, modify most recent error free files or reach out to CSI for assistance
Changes will be uploaded to the Data Pipeline and a new summary report provided
Once data is accurate, sign and return prior to the due date.
1. Collection Prep
2. Data Entry and Review
3. Submit to CSI
4. Resolve Errors
5. Certify

31. File Updates

32. Participation Delay Code Updates
The goal of this change is to clean up the Delay Code options in order to simplify and better align with Federal requirements.
Summary of Changes:
The addition of 4 new codes mostly related to Not Valid options
The deletion of 17 previously used delay codes
Modification of the definition of 8 delay code definitions
Delay Codes Added
58 – Not Valid – Additional evaluations or special evaluations needed
59 – Not Valid – No personnel available for evaluation
60 – Not Valid – Staff missed the timeline
61 – Not Valid – Other__________(provide explanation in exception request)

33. DC Collection Timelines and Deadlines
Task
10/30/2019
Submit initial files (Child, Participation)
11/20/2019
Schools must have all Level 1 (Child/Participation) errors cleared
01/14/2020
Schools must have all Level 2 (HR and December Count-Staff) errors cleared
Upon Error Clearance*
CSI will provide Data Summary Reports to schools
1/22/2020**
Submit Signed Certification Agreements to CSI
*Dependent upon all schools clearing errors by specified deadlines
**Any requests for changes must be received by CSI on or before 1/17/2020

34. Thank you for Reviewing this Training
Contact the Submissions Inbox with Questions: