July Special Ed Data Reporting… Remember…Special Education is Special!

 Federal IDEA Funding  State Performance Plan/Annual Performance Report/Special Education Data Report Targets  Compliance Monitoring/Corrective Action and LEA Determinations

Collection 4 – Special Education Exit (6/15/2016 to 7/21/2016 with a RESUBMISSION Window of 8/1/2016 to 8/15/2016) PIMS will be closed for maintenance from 7/1/2016 to 7/14/2016 Required Template Special Ed Snapshot NOTE – A corresponding Student template record must exist for each student record in the Special Education Snapshot. The DQE will determine if a student record has been uploaded by the Special Education Reporting LEA for the current school year. If no student record exists, an error report will be generated. The student records on the error report must be uploaded in the Student template before the corresponding Special Education Snapshot records will be accepted.

 For the Special Education Collection ONLY – The Special Education Snapshot should be submitted by the School District of Residence, NOT by educating LEA, IU, APS, county prison, CTC, or other entity. Exceptions:  Students enrolled in a charter school are reported by the charter school.  1305 (Foster Home) – these students are reported by the school district in which the student resides with the foster parents.  Students educated in state adult and state juvenile correctional facilities are reported by the PA Department of Corrections Education.

Snapshot Date – 6/30/2016 – include all students that received special education services from July 1 through June 30 who exited at any time during the current school year. Report the status of the student as of June 30. Additional Aggregate reports are required via submission to the IU – Special Ed Personnel, Discipline, Report of Initial Evaluations

 Multiple Exits – where were they on 6/30? Still gone? Or Back?  Reached Max Age v. Graduated w/ HS Diploma v. Drop Out  THERE IS NO SUCH THING AS BANKING! No NOREP – NO DIPLOMA!!!  If they are staying ‘til 21 – don’t order the diploma til the end  Summer Grad = Code S in Field 65 (Grad Status - Student Template)– no Enrollment Record required

 Information on Tables is collected through the IU  Required Tables are 1, 2, 3, 8A (only selected schools), 9A, and 13  Tables are sent to IU and processed through Spot Checker  When LEA data is error free, IU contacts Penn Data and final tables are created  The tables must meet the following criteria ◦ Comma Delimited files, one per table per LEA

Tables 1 – 3 the number of full-time equivalent personnel employed or contracted to provide special education and related services based on or around December 1 child count date Table 8A – the number of children with disabilities evaluated July 1, 2015 – June 30, 2016 (does not include re-evaluations) Table 9A – the number of children with disabilities subject to disciplinary removal July 1, 2015 – June 30, 2016 PSU will create Tables 9, 10, 11, 12 (disability, race/ethnicity, gender, LEP) Table 13 – the number of children with and without disabilities ages 3 – 21, subject to expulsion

 Data is submitted via the IU Data Manager Option 1 – Special Ed Snapshot only – or – Option 2 – Special Ed Snapshot and Student Template for Special Education Students Only – records must match between templates – i.e. PASecureID by Field 1 (AUN) must appear in both records.

 IU Data Manager assists with troubleshooting,  Strongly Encouraged for pre-screening PIMS Special Ed submission,  Checks Special Ed Related DQE rules,  Provides preliminary year-to-year comparison reports for easy identification of data anomalies  Use of the PennData Spot Checker is intended to enhance the use of the PIMS Sandbox, not replace it.

 Communication within the LEA between the Special Education Office and the PIMS Admins is critical!  Remember the data you are submitting drives Federal funding of approximately $1,000 +/- per student.

 IU Special Education Data Manager will continue to facilitate reporting for the Special Education PIMS submission of Student and Special Education Snapshots. Data Managers will have access to the Penn State Special Education Front End Spot Checker System to assist LEAs in validating and clearing their files for PIMS submission. Files must be in a CSV or Comma Delimited format.  Several IUs have established Data Group meetings, monthly/quarterly/semi-annual. Please attend to keep current with reporting requirements/changes, etc.