1. SECC 2011-12 Feedback Session
Presented by
Special Education Data Unit
Gretchen Gear
Greg Houser
Trish Lutgen

2. Agenda Introductions SECC – Last Year in Review
2012 December SECC Changes
Additional SECC Topics
Special Education Report Cards
Spring Collection Trainings

3. Introductions

4. Special Education Data Unit
Gretchen Gear
Research Analyst
Greg Houser
Data Coordinator
Claire Kemmerer
Administrative Support
Trish Lutgen
Research Analyst

5. SECC – Last Year in Review
Survey Results
Successes
Challenges
ODE
District

6. Survey Results Posted on our website 103 Surveys returned this year
103 Surveys returned this year
Documentation & Training
96.6% of the people who attended boot camp found it helpful. (11 more responses than attendees.)
Regional Trainings – Overall there were 85 responses and the mean was 4.14 (out of 5).
WebEx Trainings – Overall there were 78 responses and the mean was 3.94 (out of 5).

7. Survey Results Application (SECC Data Manager)
93.3% of the responders said the Data Manager reports meet their needs.
12.36% of you would like to see additional features.
Nobody wanted additional utilities.
45.5% would like added features.
54.5% would like something else.
Some of the reports needed include:
I need a report to show all of one districts students even if they are on Inter-district Agreements, Charter school...As I report for multiple districts.
I wish I could search for a teacher and create a report for just one teacher. But you can print the related pages.
Ability to go back and get prior years data within the current data manager files.
It would be nice to be able to pick your own fields. I did not see that available.
Features:
On the validation errors and ECRs reports the font was so small it was hard to read even when zooming in. Extracting reports from the Data Manager is not user friendly. Enhancements would be greatly appreciated. Extracting that data in a easier to view format to review, sort and print. On the print all option if it could give the option to show the same format as the print current we would use this feature. Add Teacher Name to the Production Download report when extracting the data from ODE.
Print option would be helpful for SECC Regional report.
I would like to see a print feature on the verification reports.
Other:
Would like a canned report showing IEP dates in red during the month of November
There needs to be something that checks and balances at the beginning of the submission that a student that has left our district has returned rather than waiting for corrections.
Changes need to be made early in the fall or early spring before we start the school year chaos.

8. Survey Results Submission process was easy
There were 90 responses and the mean was 4.16.
Validation errors were easy to understand and correct
There were 89 responses and the mean was 4.06.
Verification reports were simple
There were 91 responses and the mean was 4.27.
Electronic Correction Reports/Review Audits
There were 88 responses and the mean was 3.95.

9. Survey Results SECC Staff were knowledgeable & helpful
There were 92 responses and the mean was 4.47.
Received prompt service
There were 90 responses and the mean was 4.56.
Staff were courteous and friendly
There were 93 responses and the mean was 4.54.
Staff communicates with Agencies appropriately
There were 89 responses and the mean was 4.49.

10. Successes Everyone submitted on time!!
Smooth last minute change for LTCT coding issue
Districts, who only had LTCT coding issues due to this change, will not be considered late or inaccurate.
Questions or additions…

11. ODE - Challenges Electronic Correction Reports –
30 districts had to have the collection reopened or made paper corrections after January 13th due to inaccurate data compared to last year when just 17 districts were reopened.
10 of the 30 districts ignored/confirmed the error during the ECR/Audit process.
Example error: Enrollment type should be C or attending school should not be a charter school.

12. ODE - Challenges Students attending programs
The Attending School and Attending District is the District ID that is paying for the program placement.
Parentally placed private school students
Attending School is the Private School number. If the school does not have a number, it’s the attending district ID.
Reports for Regional programs were not working

13. ODE - Challenges Placement Codes, Enrollment Types & combinations
34 – Public Separate School
35 - Private Separate School
36 – Public Residential Facility
37 – Private Residential Facility
Everyone must be on an IEP
Code 35 & 37 requires the use of enrollment types:
A – Approved Private School – District Placed
Y – Private or Parochial School – Parent Placed

14. District - Challenges Communication between Agencies
Districts not receiving our s
District Contact Information form located at
Contact a member of the data unit
Check your SPAM folder or contact your IT department
Validation errors and ECRs reports-font size
Font too small or large & zoom doesn’t help
Change your screen resolution

15. District - Challenges Last minute addition of Tribal enrollment fields
1 year notice – file layout changes
Core & collection changes are announced at the Data Collection Committee meetings
Collection changes are announced at this Feedback meeting
Placement code usage
Confusing for any student who is outside of the norm
Changes are in a document titled, “Collection/Application Schedule DRAFT”

16. District - Challenges
Changes to the collection made AFTER submission ex. the homeless students
Is not fair to a school district trying for accurate and timely data
If we (ODE) make a change in requirements or coding after the submission, a district is not considered late or inaccurate.
Data Manager updates
MUST be available in working order so we can do "trial" runs
We will talk about this issue later in the presentation.
When a student is in a different placement outside of a brick n mortar school room, the first question to ask is who is attending that program or school? Are they all on IEPs?
Look at Process & Content manual pages 49 – 51.

17. District - Challenges Successful submission notification
Go through the whole process, only to find more errors.
Capture errors more accurately on the first pass.
Received an “error free” submission, then received a call from ODE that we had errors.
It’s discouraging to keep going back and making changes when you think you are done.
Checks and balances at the beginning of the submission.

18. 2012 December SECC Changes

19. SECC Changes Eliminate TXT Upload/Download New Agency Serving code
Code 81 – Parentally Placed Private – Not Receiving Services
Private school students who are eligible, and not receiving services.
New Enrollment Type codes
E – Open Enrollment
Do not confuse with Inter-District Transfers
SECC Resident District field will still contain the district where the parent or legal guardian resides.
M – Homeless
Student must be enrolled in the McKinney-Vento Homeless Assistance program
All Ages
The district may contact the district’s Homeless Liaison for the list of currently enrolled homeless students on IEPs.

20. Example-Open Enrollment
Field
Correct Code
SECC Record Type =
A3 – Active School Age
Resident District ID
Submitting Agency ID
Resident School ID
Attending District ID
District ID where the student is receiving instruction (Submitting Agency ID)
Attending School ID
Public School ID within the Attending District boundaries.
SECC Resident District
The student’s true resident district ID. (The district where the child’s parents or legal guardian reside.)
SECC Agency Serving
(30) District Only or (33) Served by a Regional Program
SECC Enrollment Type
E – Open Enrollment
What is the difference between Open Enrollment and Inter-District Transfers? Using the provisions of HB 3681 (Open Enrollment), the student’s district of residence does not have a say in whether the student can move to a school that has offered a transfer. If districts use the traditional method of inter-district transfer, both the sending and receiving districts agree to the transfer.
A district may offer open enrollment, inter-district transfers, and allow students to enroll with paid tuition.

21. Example-Homeless Field Correct Code SECC Record Type =
A1- Active EI, A2- Active ECSE, or A3 – Active School Age
Resident District ID
Submitting Agency ID
Resident School ID
Attending District ID
District ID where the student is receiving instruction (Submitting Agency ID)
Attending School ID
Public School ID within the Attending District boundaries.
SECC Resident District
The student’s true resident district ID. (If known)
SECC Agency Serving
(10) EI Program, (13) EI w/Regional, (20) ECSE Program, (23) ECSE w/Regional, (30) District Only or (33) Served by a Regional Program
SECC Enrollment Type
M – Homeless

22. Remember the data submitted is as of Nov 30th
2012 Submission Dates
The collection will open
November 22, 2012
The collection will close
December 10, 2012
Remember the data submitted is as of Nov 30th

23. Additional SECC Topics
Brain Storm
Trainings

24. Brainstorm
What would make it easier? What do we need to do better? Remember, getting rid of SECC is not an option

25. Brainstorm When do we update the Data Manager?
After June 30th reporting (July or August)? OR
After June corrections in September?
Alignment of Placement Codes in Data Manager
Regular Class (80% or more) or SA – 80% or more in RC
Resource Room (40 – 79%) or SA – 40% to 79% in RC
Separate Class(Less than 40%) or SA – less than 40% in RC
Run programs compatible with Apple Computers
Until ODE supports other systems, this will not be an option.
ODE resources in terms of equipment and staff are limited.  We do not support Apple products inside our own environment so we do not have the resources to adequately test our applications on Apple machines and guarantee the level of service and functionality that we do for the Windows environment. Doing so would also require additional staff resources to do the additional coding to develop applications and collections for both environments.

26. Brainstorm validation process for SPED students for ADM
SpEd flag for ADM
Time Consuming
Print feature on verification reports
Changes need to be made early in the fall or early spring
Notification given at beginning of calendar year
Exceptions:
Legislative changes
New processes (LTCT example)

27. Brainstorm Data Manager – Extracting reports
Easier format to review, sort and print
What would this look like?
Data Manager – another Print All option, same format as Print Current.
Add Teacher Name to production download from ODE.
Teacher Name field went away last year
Teacher Name still available in Data Manager
Anything else?

28. SECC Fall Trainings Boot camp trainings Regional trainings 2 trainings
September 25th
September 27th
This training is for new staff who have never submitted SpEd data and are responsible for reporting SpEd data collections to ODE.
Regional trainings
Same locations
Portland, TBD
Albany, Oct. 17th
Ashland, TBD
La Grande, Oct. 10th
Bend, Oct. 11th
This training will cover what is new for the year, review problem areas, and clarify anything that may be confusing.

29. Special Education Report Cards
District Validation
Calendar
Technical Assistance

30. Special Education Report Cards
Required by Individuals with Disabilities Education Act (IDEA)
Purpose: To inform parents and the public about the special education programs and services provided by Oregon school district and county programs.

31. Special Education Report Cards
March 8-14, 2012
Drafts will be posted on the secure district site:
ODE expects each district to proof its district report and either “Accept” or “Appeal” the report.
If there are errors, ODE will expect the district to click on the “Appeal” button and provide details of the correction(s) the district is suggesting.
ODE will not change any data that have been submitted and previously validated by the district.

32. Special Education Report Card
To access the Special Ed Report Card, select Report Card/AYP from the application list on the district website. If the application does not appear in your list, you will need to contact your security administrator to get access.

33. Special Education Report Card
April 2, 2012: Final Special Education Reports Available to Districts
Final reports on the secure district site
No changes will be accepted on or after this date.

34. Special Education Report Cards
April 4, 2012: Public Release of the Special Education Reports
All district reports will be available to the public on the ODE website:
ODE will issue a press release to the media announcing the public reports.

35. Special Education Report Cards
Technical Assistance Documents
Documents are located at:
Report formats in English and Spanish
Technical Manual
Notes for the School District Special Education Reports to be used in communicating the information to parents and community members. The English version is available now. The Spanish version will be posted in the near future.

36. Special Education Report Cards
Need Additional Information?
the District Special Education Reports mailbox
School Age: OR
EI/ECSE Age:

37. Spring Collections June Exit Data Collection
Child Find Data Collection
Discipline Incidents Data Collection

38. June Exit Data Collection (2011-12)
WebEx Training April 26, 2-3:30pm
File Layout is the same as December SECC’s

39. Child Find Data Collection
WebEx training April 26, 2-3:30pm
What’s new for the collection:
File Layout
Changed Primary Disability code 10
Mental Retardation to Intellectual Disability

40. Child Find Data Collection
Website:
Contact Information:
Data Owner: Coming Soon or
Technical Assistance:
Trish Lutgen (503)
Gretchen Gear (503)

41. Discipline Incidents WebEx training April 24, 2-3:30pm
Review
Collection Dates
Collection Changes
Discipline Data is IMPORTANT
It is used for:
B4 report in SPR&I
Special Ed Report Card
Significant disproportionality calculations

42. Discipline Incidents Website:
Contact Information:
Michael Mahoney (503)

44. Data Unit Contacts Gretchen Gear (503) 947-5817 Claire Kemmerer
Claire Kemmerer
(503)
Greg Houser
(503)
Trish Lutgen
(503)