Jill’s Observations on December Working on the files with Special Ed Staff for a month and then the person submitting the files pulled all new files from the database and wiped out everything we worked on Not running files through the spot checker before submitting to PIMS The IU did not submit PennData files along with your PIMS files Do not wait until the last minute to start running your files with the IU or submitting your snapshots to PIMS. There are additional errors caught in the DQE that are not caught anywhere else (ex. Student last name must match exactly with what they have attached to the PASID) Every district that submitted files through Leader and/or through the spot checker received errors. It is worth it!
Tell Me About December What didn’t you understand? What problems did you have? What did you like about the process? What do you still have questions about?
Who Reports: The following are required to upload files for the Special Education submission in PIMS School Districts Charter Schools State Corrections Ed
What do we report: Submission of Exiting Data The July submission should include ONLY Special Education students with a valid IEP from July 1, 2013 through June 30, 2014 who exited as of June 30 of the current school year. If a student exits and returns prior to June 30, they would not be included This data will be collected from your student snapshot and your special education snapshot and submitted into PIMS by the district, not the IU. All Snapshots should be sent to the IU so that they can be processed through the Penn State Spot checker before being uploaded into PIMS. Tables 4, 5, 6, and 7 will be created by Penn State from the data provided (these tables only include ages 14-21) REMEMBER YOUR GRADUATES!
Supplemental Tables Tables 1-3 –The number of FTE (full time equivalent) personnel employed or contracted to provide special education and related services based on the date of 12/1/2013 Table 1 is ages 3-5 only Table 2 collects special education teachers and paraprofessionals for ages 6-21 that are highly qualified or not highly qualified Table 3 collects Related Services Personnel for ages 3-21 This data will be submitted by the IU from the information provided by the district * IU contracted staff are reported by the IU *Tip: Use your special education plan or your special education budget to determine who belongs on these tables
Supplemental Tables cont. Table 8A –Report of Children with disabilities evaluated July 1, 2013 through June 30, 2014. Initial evaluation completed by the LEA – Does not include reevaluations or gifted evaluations –The list of districts that have to submit has not been made available yet. Regardless if you have to submit or not, every LEA should maintain this table –This table needs to be submitted to PennData by the IU by July 3, 2014
Supplemental Tables Cont. Table 9A –Children with disabilities subject to disciplinary removal from July 1, 2013 – June 30, 2014 (ages 3-21) –Penn State will create tables 9, 10, 11, and 12 from the data provided in table 9A –If you do not have your discipline information in your Special Education database please get it from your building Principals to manually input Table 13 –Children subject to expulsion with and without disabilities with and without educational services (ages 3-21) –A separate spreadsheet will be emailed out to return to the IU listing your number of students without disabilities. Those will be hand entered by the IU for all IU3 districts.
DROP DEAD DATES The Penn State Spot Checker will be available for the IU to start running files starting June 1, 2014 and it is suggested that districts start sending their files to the IU at firstname.lastname@example.org to run through the spot checker no later than June 9, 2014 email@example.com I know what everyone is thinking, school isn’t even over by June 9 th ????? June 9 th does not have to be your final file. We can work on cleaning up your files throughout the month of June The earlier you can start cleaning up your files that better off you will be EXIT FILES: Final Date for the IU to submit clean files to spot checker: 7/3/2014 Receipt of Preliminary Duplicates/Comparison Reports: 7/9/2014 LEAs upload to PIMS: 7/15/2014 to 8/1/2014 SUPPLEMENTAL TABLES: Final Date for the IU to submit clean files to spot checker: 8/1/2014 Receipt of final Duplicates/Comparison Reports: 8/22/2014 Final resolution of duplicates/Comparison reports due: 8/29/2014 Verify reports and signoff due: 9/12/2014
What do we submit: For the exiting data: Districts can give the IU their special education snapshot and student snapshot and the IU will run them through the spot checker (this would be without going through Leader) Non Leader districts can give the IU their file formats to upload into Leader and the IU can produce their two snapshots to run through the spot checker (with the option of providing your student snapshot so you do not have to use the defaulted student snapshot in Leader) The IU can refresh Leader districts and just pull their snapshots from Leader to run through the spot checker (with the option of providing your student snapshot so you do not have to use the defaulted student snapshot in Leader) For the tables: The IU can refresh the Leader districts and pull their tables Non Leader districts must give me their file formats to upload into Leader
Leader Import Formats No changes have been made since last year. If changes are made, the IU will email those out to districts and vendors ASAP. A copy of the file formats were supplied to you on the way in. Please remember, although they are not listed as required on the formats the IEP, ER/RR, and NOREP dates are required due to federal compliance regulations. If they are blank the students will error out
Why would we email you our Student Snapshot? IEPWriter does not collect all of the data required for the Student Snapshot (example: Homeroom, district entry date). They will default those fields if you want to use it. If not, you must pull your Student Snapshot out of your SIS but you must double check the information matches what is on your Special Education Snapshot
PLEASE EMAIL ALL FILES TO: firstname.lastname@example.org
LEA Reminders 1.If errors are indicated, please fix the data in your source system. An effort to correct errors in the source system will eliminate problems in the future 2.LEAs are reminded to WAIT until the file has been cleared to upload the files to PIMS 3.With the new DQE, if errors are identified within the upload the ENTIRE FILE(S) will be REJECTED 4.The Special Education Office and PIMS Admin need to work together to create the Student and Special Ed Snapshot 5.Do not open your CSV files without right clicking and ‘opening with’ in Notepad
Resources: PIMS MANUALS: http://www.portal.state.pa.us/portal/server.pt/community/pims- pennsylvania_information_management_system/8959 Volume 1 - Domains Volume 2 - Appendix (where you will find specific codes) SPECIAL EDUCATION RESOURCE GUIDE/JULY SUBMISSION GUIDE/STATE PERFORMANCE PLAN/TABLE 8A TEMPLATE: http://penndata.hbg.psu.edu/ Edna Website: http://www.edna.ed.state.pa.us/Screens/wfSearchEntity.aspx
QUESTIONS Email the IU at any time with questions. We want you to feel comfortable and confident with this process! NO TEARS AND SLEEPLESS NIGHTS ARE NECESSARY!