1. Child Count October 1, 2015 OSDE, Special Education Services

2. Agenda 1.The Fundamentals 2.Logging into Single Sign On: Child Count 3.Working in Single Sign On: Child Count 4.Data Accuracy 5.Certification of Child Count 6.Contact Information

3. The Fundamentals

4. Child Count Collected from Single Sign On October 2, 2014 – June 30, 2015

5. SSO: Child Count (Oct. 5-20) Enter suspected disability for developmental delay Enter related service Correct any incorrect information Exit students no longer enrolled *Note: Any corrected information in SSO Child Count will not appear in OK EdPlan. Information must be corrected also in OK EdPlan (prior to June 30, 2016) through a finalized event as eligibility/IEP is due.

6. Dates The October 1, 2015 Child Count Report opens Monday, October 5, 2015. It closes, and MUST BE CERTIFIED on Tuesday, October 20, 2015.

7. Responsibility for Completing Report To ensure accuracy, this report must be completed by persons having access to a variety of special education information. This may include: Superintendent; Special services director; Special education teacher(s); and/or Superintendent’s secretary, etc.

8. Student District Responsible for Data Reporting Resident students enrolled in public schoolsResident district Students enrolled in private schools by their parents/parentally placed in private schools (not Lindsey Nicole Henry Scholarship) The district providing IEP services Students placed by an IEP team decision in a private school or residential facility Resident district Student placed by parents in a residential facility or court ordered placement in juvenile facility Receiving district Students enrolled by an emergency transfer in a district that is not their legal district of residence Receiving district Students enrolled by an open transfer in a district that is not their legal district of residence Receiving district Individualized Education Program (IEP) Service AgreementResident district Students residing in an elementary school district and attending a high school in an independent school district Independent district Students who are residential students at Oklahoma School for the Deaf (OSD) or Oklahoma School for the Blind (OSB) OSD or OSB Students who receive services at OSD or OSB but are not residential students (i.e., they are day students only) Resident district

9. Student Data Needed Before entering any data, make sure you have all the data you need: STN (Student Testing Number) Demographic information Disability categories Program code Early Childhood Outcomes if student under six Assessment type Exit information for exits since July 1, 2015

10. NOTE: This would be a good time to check if all students with an IEP are marked on your Student Information System (SIS) and/or the WAVE. Also, check that the student appears in OK EdPlan. You MUST have the STN for all students. If you do not have STN, you should obtain it from your district enrollment staff. All students must have an assigned STN. Student Testing Number (STN)

11. Steps to Complete Report 1.Update the Child Count data by: entering data directly in the Child Count System 2.Superintendent will certify that the Child Count information is accurate and true before the deadline date. Print reports to review for accuracy.

12. Access OSDE website Step 1: Begin by accessing the Oklahoma State Department of Education website: http://ok.gov/sde/ Step 2: Click on the link in blue labeled Single Sign On to access your account

13. Step 3: Enter your Username and Password. Step 4: Pick Special Education – Child Count.

14. Login to Single Sign On NOTE: If you have any problems, this is where you can find help. NOTE: You can also contact the OMES Help Desk at (405) 521-2444 or at (866) 521-2444.

15. Step 1: Pick The District Profile tab. Step 2: Make sure that your Fiscal Year is 2016 and the correct district is shown.

16. Working in Child Count Step 1: Pick the District Profile tab.

17. Working in Child Count Step 2: Make sure that your Fiscal Year is 2016 and the correct district is shown. NOTE: Check the information on the yellow banner, too.

18. Working in Child Count Step 3: Pick the Child tab to start making edits for students’ information. Step 4: Identify the school site. NOTE: You can search for a student by STN.

19. Working in Child Count NOTE: Both Ethnicity and Race must be chosen. Remember that this is a two part question.

20. Disability Categories Step 6: There are only three options for Participation in Assessment. Step 5: Mark any that apply to the student.

21. Disability Categories Step 7b: You MUST have a Suspected Disability if Developmental Delay is the Primary Disability.

22. Step 7c: Does the student have a Secondary Disability? Disability Categories

23. REMEMBER: This category should not be related to Primary or Suspected disability. Disability Categories Step 7d: Does the student have a Related Service?

24. REMEMBER: Program codes are AGE SPECIFIC! EC codes are for students who are 3 through 5 years old. Once a student turns six, the code should change. Step 8a: Is the student 3 to 5 years old? If so, then indicate the location or program identifier. Transition Year: EC Program Codes will reflect Oklahoma EC Codes. End of Year Report and current information in OK EdPlan will reflect federal codes. Use State Codes for Child Count 2015.

25. REMEMBER: Program codes are AGE SPECIFIC! Once a student turns 6 years old, the code should change. Step 8b: Is the student 6 years old or older? If so, then indicate the location or program identifier.

26. REMEMBER: Early Childhood Outcomes (ECO) MUST be completed on ALL students between 3 and 6 years old when they enter and leave your district! ECOs are age specific. An exit ECO must be completed for any student who turns six years old or leaves special education before turning six. Both the date and outcome level must be present. An entry ECO must be completed for any student under 6 who enters into an IEP with your district. Both the date and outcome level must be present.

27. REMEMBER: Only enter exits that have occurred since July 1, 2014. Exiting Information must have an exiting reason and the date.

28. Be sure to click “Save” for changes on each child.

29. OK EdPlan data Data from OK EdPlan will be submitted automatically into SSO: Child Count for Out of State move-in students and New Eligibility Since July 1, 2015. Data submission from OK EdPlan does not require anything for districts. It is an automated process. Any information corrected in SSO: Child Count (October 5- 20) must be corrected in OK EdPlan (prior to June 30, 2016).

30. July 1- October 1 Report in OK EdPlan Generate a report in OK EdPlan to search for active students with no eligibility date. Select: Administrator Reports, All Student Export

31. DD suspected category are not available. Will be able to type in SSO: Child Count. Disregard opening your e-mail. Report will appear in OK EdPlan in Reports once processed.

32. Select “Yes” Select: Sort & Filter

33. Uncheck I for Inactive. Select OK.

34. Primary (Column G). Uncheck Select All

35. Primary (Column G). check Blanks

37. Districts will need to be prepared to add the following information in SSO: Child Count Suspected Disability for Developmentally Delay Related Service Program Code for Least Restrictive Environment Early Childhood Program Code

38. EC Program Codes E1 (A1) Regular EC Program >= 10 hrs/wk (majority sped/related services in regular EC) E2 (A2) Regular EC Program >= 10 hrs/wk (majority sped/related services in other location) E3 (B1) - Regular EC Program <10 hrs/wk (majority sped/related services in regular EC program) E4 (B2) - Regular EC Program <10 hrs/wk (majority sped/related services in other location)

39. EC Program Codes B1 /C1 - Special Education Program: Separate Class B2 /C2 - Special Education Program: Separate School B3 /C3 - Special Education Program: Residential Facilities B4 /D1 - Special Education Program: Home B5 /D2 - Special Education Program: Service provider location P1 - Parentally Placed in Private school Through LNH Scholarship

40. School Age Program Codes (6-21) (1) Inside the regular class 80% or more of the day (2) Inside the regular class 40% to 79% of the day (3) Inside the regular class less than 40% of the day (4) Public/Private Separate Day School Facility (5) Public/Private Residential Facility (6) Home Instruction/Hospital Environment (7) Correctional Facility (8) Parentally Placed in Private Schools (9) Lindsey Nicole Henry Scholarship

41. Data Accuracy Before the report is certified by the district superintendent, check the data for accuracy. Under the Reports tab, you can print copies of results to review.

42. Data Accuracy Step 1: Go to the “Reports” tab. Step 2: Select the “Child List” report. Step 3: Click on “Run Report.”

43. Data Accuracy Step 4: Select “Current.” Step 5: Click on “Run.”

44. Data Accuracy Note: If you find any errors, go back to correct them now, before the Child Count is certified. Step 6: Print out the report to review the list of students. This example is from a district with no students entered on the Child Count.

45. Data Accuracy Step 7: Go back to the “Reports” tab. Step 8: Select the “Child Count” report. Step 9: Click on “Run Report.”

46. Data Accuracy Step 10: Until the Snapshot is taken for the entire state, select “Current.” Step 11: Click on “Run.”

47. Data Accuracy Note: If you find any errors, go back to correct them now, before the Child Count is certified. Step 12: Print out the report to review the list of students. This example is from a district with no students entered on the Child Count.

48. Certify the October 1, 2015 Child Count

49. Step 2: The district superintendent must login and certify that the data being submitted is accurate and true. REMEMBER: This must be certified before the deadline, Tuesday, October 20, 2015. Any activities, late entries, or corrections will be reflected in not meeting the target of 100% for this data submission. Step 1: Go back to the “District Profile” tab to “Certify”

50. SDE Contact Information Our team is here to help you complete the Child Count. Each region is assigned to one of the Compliance, Data, and Finance staff. They will personally be your guide through any questions on our data collection and reporting in addition to helping with finance and compliance activities.

51. SDE Contact Information Felica Denton Regions 5 and 6 (405) 521-4857 Felica.Denton@sde.ok.gov Janet Felton Regions 3 and 4 (405) 522-1578 Janet.Felton@sde.ok.gov Karen Howard Regions 1, 2, and 7 (405) 521-3587 Karen.Howard@sde.ok.gov Carole Tomlin Regions 8, 9, and 10 (405) 521-2335 Carole.Tomlin@sde.ok.gov Anita Eccard Executive Director of Compliance, Data & Finance (405) 521-4865 Anita.Eccard@sde.ok.gov Angela Kwok Project Specialist (405) 522-5036 Angela.Kwok@sde.ok.gov Shawna Keene Specialist (405) 522-3255 Shawna.Kenne@sde.ok.gov Mark Everhart Compliance/Complaints Specialist (405) 521-4863 Mark.Everhart@sde.ok.gov

52. OK EdPlan Contact Information Vendor: Public Consulting Group (PCG) Submit message to the message board on OK EdPlan 1-866-702-6489 (available for OK EdPlan Administrators) Email: OKEdPlan@pcgus.com

53. OMES Contact Information If you are having trouble signing in to SSO: Child Count or other assistance pertaining to the WAVE please contact the OMES Help Desk at (405) 521-2444 or at (866) 521-2444.

54. Access to Policies and Handbooks http://ok.gov/sde/documents-forms