Special Ed Data Reporting What’s Next? www.education.state.pa.us >

Where are the data used? Federal IDEA funding State Performance Plan/Annual Performance Report/Special Education Data Report Targets Compliance Monitoring/Corrective Action and LEA Determinations

Seriously… It’s Important!!! 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. In these tough fiscal times LEAs cannot afford to lose any additional funds.

This is IT! Are you Ready? In the past you had a safety net in parallel reporting between PennData and PIMS with PennData being the official file for IDEA funding. Moving forward, beginning with 12/1/2013 Special Education Submissions to PIMS will be used for Federal submission to EDFacts and ultimately the Office of Special Education Programs (OSEP). Remember last December’s Congruency Results – Statewide Missing 24,121 Students = $27,594,519.12 LOSS to IUs (Ultimately a loss to LEAs)

Who Reports? LEAs (School Districts and Charter Schools and State Corrections Ed) are required to upload files for the Special Education Collection in PIMS. Among other things, the Data Quality Engine (DQE) will be restricted by AUN to eliminate entities that should not be uploading files.

What? December Special Ed submission – include all special education students with a valid IEP as of 12/1 of the current school year. Upload is limited to Special Education Students only (Field 38, where the Valid Value is “Y – has IEP.”)

When Begin sending data files to the IU as directed – each IU has it’s own timeline and process Special Education Front End Error Checker will open within the next few weeks PIMS Window opens January 3, 2014

PIMS Manual – Special Ed Domain Page 353 - 2013 / 2014 PIMS Manual v1 PIMS Manual – Special Ed Domain Page 353 - 2013 / 2014 PIMS Manual v1.0 Volume 1 Release Date 8/30/2013 All Pennsylvania LEAs must submit the following templates as part of the Special Education Data Collection: Student Snapshot (12/1 and 7/17)  Special Education Snapshot Timeline for Submission The two snapshot dates for the 2013/2014 school year (12/1 and 7/17) The following fields submitted in the Student Snapshot templates will be used for Special Education reporting:  Current Grade level (Field 10)  Birth Date (Field 14)  Gender Code (Field 15)  Address 1 (Field 16)  Address 2 (Field 17)  City (Field 18)  State Code (Field 19)  Full Zip Code (Field 20)  Race or Ethnicity Code (Field 27)  Special Education (Field 38)  LEP Participation (Field 41)  Name Suffix (Field 126)  Last Name Long (Field 133)  First Name Long (Field 134)  Middle Name (Field 142)

IU Data Manager Roles 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 Error Checker System to assist LEAs in validating and clearing their files for PIMS submission.

LEA Role LEA staff (Special Ed Office and PIMS Admins cooperatively) shall create a Student Snapshot and Special Ed Snapshot containing ONLY Special Ed Students ENROLLED in the LEA with a valid IEP as of 12/1/2013 Provide each snapshot to the IU Data Manager within specified timelines for clearance through the Front End Error Checker

LEA Role - Continued If errors are indicated fix the data in the source system(s) and provide a revised file to the IU – repeat as required LEAs are reminded to WAIT until the file has been cleared to upload the files to PIMS! With the new PIMS DQE, if errors are identified within the upload the ENTIRE FILE(S) will be REJECTED!

Data Quality Engine (DQE) Edit Checks for Special Ed See Excel File

Current COGNOS Reports See Descriptions Available

July 2012-13 Exiting File What the HECK happened??? On September 30 and we are STILL cleaning up issues (8,500+)!!! Common errors include – NO Student Snapshot File Blank Exit Date/Reason in Special Ed Snap 3rd & 4th Grade Graduates… REALLY? Exit dates outside timelines 19 y/o’s Reach Maximum Age

Exiting Comparison Reports IUs are receiving comparison reports this week including tabs for each LEA indicating any errors still existing in the PIMS files. NOTE – errors were eliminated from comparison files so we could continue processing

Exiting Error Resolution LEAs may request an override for students with errors – THIS WEEK ONLY to get the errors resolved. Must be complete by 10/18/2013. This process will result in a “Needs Assistance” Determination for Timely & Accurate Part B 618 Data Submission for 2012-13 Determination Process.

Wrap Up Questions? Comments? Contact Info: Jodi Rissinger – jrissinger@pa.gov Dan Ficca – c-dficca@pa.gov