SPP 12 Data Collection TEA | IDEA Coordination 1 SPP 12: Early Childhood Transition Training: Data Collection

Table of Contents State Performance Plan Overview: slides 3-6 SPP Indicator 12 Overview: slides 7-18 Access the SPP Online Application: slides Saving and Certifying Data: slides Requesting a Return of Data: slides Certifying when there is no Data to Submit: slides Reports: slides Data Integrity: slides Resources: slides SPP 12 Data Collection TEA | IDEA Coordination 2

3 State Performance Plan Overview SPP 12 Data Collection

TEA | IDEA Coordination 4 Law requires Texas to collect data on 20 indicators SPP Indicator 12: Early Childhood Transition District collaborate with ECI and meet the early childhood transition timeline Data is entered in online data collection application Compliance percentage is calculated and reported State, ESCs and LEAs use data to improve programs for children with disabilities Data Collection Process: Improving Program Effectiveness State Performance Plan Process SPP 12 Data Collection

Federal Requirements: Data Collection TEA | IDEA Coordination 5 When the IDEA was reauthorized in 2004, the law was amended to require that each State develop a State Performance Plan (SPP). The SPP helps the State evaluate its efforts in implementing the requirements and purposes of the IDEA. The SPP includes baseline data, measurable and rigorous targets, and improvement activities for 20 SPP indicators such as meeting evaluation timelines for early childhood transition (SPP 12) and early childhood outcomes (SPP 7). The SPP can be found at Data is used for LEA determinations. SPP targets are publicly reported and accessible online. SPP 12 Data Collection

TEA | IDEA Coordination 6 By Publicly Reporting the SPP Targets: Schools make informed, data driven decisions in order to impact program effectiveness. Children and youth experience effective programs and services that ensure positive outcomes. SPP 12 Data Collection SPP: Improving Education

SPP 12 Data Collection TEA | IDEA Coordination 7 SPP Indicator 12: Early Childhood Transition

SPP 12 Data Collection TEA | IDEA Coordination 8 Federal Regulation Requires: Children participating in early intervention programs (ECI) and who will participate in preschool programs in a District or Charter school must experience a smooth and effective transition to those preschool programs

SPP 12 Data Collection TEA | IDEA Coordination 9 Transition Between ECI and Districts Early Childhood Interventions Services (ECI): In Texas infants and toddlers with disabilities (birth-3) and their families receive early intervention services from ECI Sometimes referred to as Part C Districts and Charter schools: In Texas children and youth (ages 3-22) with disabilities receive special education and related services from either a district and charter schools Sometimes referred to as Part B

SPP 12 Data Collection TEA | IDEA Coordination 10 Indicator 12: Early Childhood Transition SPP Indicator 12 : The percentage of children referred by Part C (ECI) prior to age3,who are found eligible for Part B(districts/charters), and who have an IEP developed and implemented by their 3 rd birthday.

SPP 12 Data Collection TEA | IDEA Coordination 11 Indicator 12: Early Childhood Transition Compliance Target: 100% of children referred by Part C (ECI) prior to age 3, who are found eligible for Part B, have an IEP developed and implemented by their third birthdays. This is a compliance target set by the Office of Special Education Programs (OSEP).

SPP 12 Data Collection TEA | IDEA Coordination 12 Reporting Accurate Data: Understanding SPP 12 Who is included in the SPP 12 data collection: All children who have been served in Part C (ECI), referred to Part B, regardless of when the district or charter school received the notification from Part C (ECI) Referred means the district received the “LEA Notification of Potentially Eligible” from ECI and/or was invited to the transition conference of a child who is potentially eligible to receive services under Part B

SPP 12 Data Collection TEA | IDEA Coordination 13 Reporting Accurate Data: Understanding SPP 12 Who is not included SPP 12 data collection: A child who has not been evaluated or determined eligible for Part C (ECI) and therefore did not receive services. A child referred to ECI less than 45 days before the child’s third birthday. A child who received services from ECI and enrolls in district B after the child has been referred to district A before the evaluation to determine eligibility has been completed by district A. District B is responsible for evaluation, but this referral is not be counted in SPP 12

Submitting Data to TEA TEA | IDEA Coordination 14 The State developed a web-based State Performance Plan Indicator12 Application (SPP 12) to collect data on meeting the transition timeline. Data is calculated for each district/ charter’s program and the state totals are publicly reported in the APR and TEA website The SPP 12 Application can be accessed through the Texas Education Agency Security Environment (TEASE). In order for school personnel to access the application, TEASE roles must be obtained for the appropriate staff (See TEASE PPT for more information) SPP 12 Data Collection

Submitting Data to TEA TEA | IDEA Coordination 15 TEASE roles allow staff personnel to enter, save, submit and certify data. Every district and charter must have one Certifier identified. For Security purposes, there can only be one Certifier per district for the SPP 12 online data collection application. SPP 12 Data Collection

Revoking User Roles If the person established as the Certifier has left that position or the district, that role will need to be revoked by the Superintendent before a new Certifier can have access. The Superintendent must log into TEASE and access User Administration+ to revoke the role. More information including a self guided training presentation can be found at: TEA | IDEA Coordination 16 SPP 12 Data Collection

Timeline for Submitting to TEA For school year: Application will open July 1, 2011 Application will close on August 31, 2011 The application will only allow data from the current fiscal year to be entered Date when the eligibility is determined must be between July 1, 2010 – June 30, 2011 TEA | IDEA Coordination 17 SPP 12 Data Collection

Before Using the Application TEA | IDEA Coordination 18 Did you read the help file? Did you read the FAQ? Did you receive training from the ESC? Is your TEASE account set up correctly? SPP 12 Data Collection

TEA | IDEA Coordination 19 SPP12 : Accessing the Online Data Collection SPP 12 Data Collection

TEA | IDEA Coordination 20 SPP 12 Roles District Certifier - Save and edit data & certify district data for single districts or SSA Data Entry Agent Multiple Districts - Save and edit data for all member districts Data Entry Agent Single District - Save and edit data for one district ESC Viewer: Can view regional data. Can access- Early Childhood Transition Status, Reports, and FAQ

SPP 12 Data Collection TEA | IDEA Coordination 21 TEASE Once TEASE approval for SPP 11 & 12 has been received the user may access SPP 11 & 12 through the TEASE portal at on.asp The user’s role of District Certifier, Data Entry Agent- multiple district or Data Entry Agent - single district will determine the level of access to the online application. “Click” link for SPP 11 and 12

SPP 11 and 12 Home Page SPP 12 Data Collection TEA | IDEA Coordination 22 “Click” SPP 12 Tab

SPP 12 Data Collection TEA | IDEA Coordination 23 SPP 12: Early Childhood Transition Screen Click SPP 12 tab and choose Early Childhood Transition Select district and current year. Click “Go”

Verify that the district information and school year on the page is correct. Scroll down page to continue. SPP 12 Data Collection TEA | IDEA Coordination 24 SPP 12: Early Childhood Transition Screen

SPP 12 Data Collection TEA | IDEA Coordination 25 Part One: A child who has been served in Part C (ECI) and referred to Part B for Part B eligibility View of SPP 12 Section One: Children found not eligible Section Two: Children found eligible Assurance Statement, Save and Certify

SPP 12 Data Collection TEA | IDEA Coordination 26 Data Collection: Overview of Part One (a, a.1 and a.2)

SPP 12 Data Collection TEA | IDEA Coordination 27 Who is included in row a: total number of children referred from ECI for eligibility determination Referred means the district/charter received the “LEA Notification of Potentially Eligible” from ECI and/or was invited to the transition conference of a child who is potentially eligible to receive services under Part B.

SPP 12 Data Collection TEA | IDEA Coordination 28 Who is included in row a: Include the following: All children who have been served in Part C (ECI), referred to Part B, regardless of when the district/charter received the notification from Part C (ECI).

SPP 12 Data Collection TEA | IDEA Coordination 29 Who is NOT included in row a: Do not include the following: A child who received services from ECI and enrolls in district B after the child has been referred to district A but before the evaluation to determine eligibility has been completed. District B is responsible for evaluation, but this referral would not be counted in SPP 12. A child who has not been evaluated or determined eligible for Part C (ECI) and therefore did not receive services. A child referred to ECI less than 45 days before the child’s third birthday.

SPP 12 Data Collection TEA | IDEA Coordination 30 Part C (ECI) Notification to Part B (District Notification of Potentially Eligible) Notification to Part B for the purpose of reporting in SPP 12 occurs when the District/Charter has been notified that a child who is served in Part C (ECI) is Potentially Eligible for services under Part B. Once the district/charter receives the notification of potentially eligible (LEA Potentially Eligible Notification), the district/charter must treat this as an initial referral.

SPP 12 Data Collection TEA | IDEA Coordination 31 Data Collection: Part One-a.1. a.1. Enter the total number of children for whom parent refusal to provide consent caused delays in evaluation or initial services. This includes any child for whom an evaluation, initial services or the eligibility determination was delayed or never completed due to parent refusal. **Note: a.1.is automatically subtracted from Part One: a., the total number of ECI referrals, before the final compliance calculation is populated at the bottom of the on-line application.

SPP 12 Data Collection TEA | IDEA Coordination 32 Data Collection: Part One-a.2. a.2. Enter the total number of children who were referred to Part C (ECI) less than 90 days before their birthdays. **Note: a.2.is automatically subtracted from Part One: a., the total number of ECI referrals, before the final compliance calculation is populated at the bottom of the on-line application.

SPP 12 Data Collection TEA | IDEA Coordination 33 Data Collection: Children in a.1 and a.2 The children counted in a.1 and a.2 will be subtracted from the measurement when calculating the overall percentage of children who have an IEP developed and implemented by their third birthday. Children entered in a.1 or a.2 should not be entered in section one (b) or section two (c).

SPP 12 Data Collection TEA | IDEA Coordination 34 Children Referred Less Than 90 days When Part C (ECI) programs provide notification to districts or charter schools less than 90 days prior to the child's third birthday, the Part C (ECI) program must provide a written report to the district or charter school stating the reason for the delay. The information must be conveyed to the district in writing at the time of the notification. Part C (ECI) programs must choose one of the following three reasons for delay: Parent refused consent for referral less than 90 days before the child’s third birthday; The child was referred to Part C (ECI) less than 90 days before the child’s third birthday; or Part C (ECI) specific program reasons prevented timely notification.

b. Enter the number of children referred from Part C/Early Childhood Intervention (ECI) that had the evaluation process completed and it was determined they were not eligible. b.1. Enter the number of children found not eligible by their 3 rd birthday (subset of b) b.2. Enter the number of children found not eligible after their 3 rd birthday. (subset of b) b.2.a. Indicate how many days after the 3rd birthday: 1-29 calendar days b.2.b. Indicate how many days after the 3 rd birthday: 30+ calendar days SPP 12 Data Collection TEA | IDEA Coordination 35 Part one/ Section One-b: Eligibility Determination, Children not Eligible

SPP 12 Data Collection TEA | IDEA Coordination 36 Part One/ Section One-b.3: Reasons for Delay b.3. Indicate all possible reasons for delay. IMPORTANT!!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance.

c. Enter the number of children referred from Part C/Early Childhood Intervention (ECI) whose IEP was developed and implemented and it was determined they were eligible. c.1. Enter number of children found eligible by their 3 rd birthday (subset of c) c.2. Enter the number of children found eligible after their 3 rd birthday. (subset of c) c.2.a. Indicate how many days after the 3rd birthday: 1-29 calendar days c.2.b. Indicate how many days after the 3 rd birthday: 30+ calendar days SPP 12 Data Collection TEA | IDEA Coordination 37 Part One: Section Two-c: Eligibility Determination, Children Found Eligible

SPP 12 Data Collection TEA | IDEA Coordination 38 Part One/Section Two-c: Reasons for Delay C.3. Possible reasons for delay: IMPORTANT!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance. Compliance Calculation

SPP 12 Data Collection TEA | IDEA Coordination 39 SPP 12: Saving and Certifying

To save, click the “save “button. If the data is saved correctly, the message, “Data successfully saved and ready to be certified” will be displayed. Status will change to “complete”. To reset and clear the application, click the “Reset” button. SPP 12 Data Collection TEA | IDEA Coordination 40 Saving Data Data Entry Agent View

SPP 12 Data Collection TEA | IDEA Coordination 41 Certifying Data Once data is ready to be certified, the District Certifier will read and check the assurance statement and click “Certify”. The message “Data successfully saved and certified” will display when data is certified. District Certifier View

Certifying Data When you click the Certify button, you are assuring the State that you are submitting valid and reliable data. NOTE: After the closing date of August 31, TEA can not return data and there is no “appeals process”. Once your data has been submitted for SPP 11, 12 or 13, it is final. SPP 12 Data Collection TEA | IDEA Coordination 42 I understand and agree that submission of this information constitutes certification that this data are accurate and meets the reporting requirements outlined by the Texas Education Agency Division of IDEA Coordination. CERTIFY

SPP 12 Data Collection TEA | IDEA Coordination 43 Certified Status Once the data has been certified, the status at the top of the page will indicate “Certified”

SPP 12 Data Collection TEA | IDEA Coordination 44 Check District Status Check Status Page Certified: The district data has been certified by and sent to TEA. No other action is required Complete: The data has been entered and saved. The data has not been certified by the district certifier. Certification is required. Incomplete: The data has been entered but is incomplete. Inactive: No data has been entered TEA Returned: Data has been returned. Certification is required. Check Status

SPP 12 Data Collection TEA | IDEA Coordination 45 Search Feature for ESC Viewer : Status Page Search feature has been added to Early Childhood Transition Status page. The ESC Viewer may search by District ID, District Name, or Status.

SPP 12 Data Collection TEA | IDEA Coordination 46 SPP 12: Request Return

Request TEA Return Steps: Send TEA | IDEA Coordination 47 to request a return. The subject line should read: Return SPP 12: District Name The body of the should include: The name of the district The 6 digit county district number The name and title of individual requesting the data be returned Please return SPP 12 data for Edna Mode Creative Charter School. CDN: Thank you, Edna Mode Special Ed. Director SPP 12 Data Collection

Once the data is returned, the District Certifier will see the status “TEA Returned”. With the status of “TEA Returned” a district may add, delete and/or correct SPP 12 data. When the district has completed all corrections, deletions and/or additions to their SPP 12 data, the District Certifier must “Certify” the data again. SPP 12 Data Collection TEA | IDEA Coordination 48 Request TEA Return Steps:

SPP 12 Data Collection TEA | IDEA Coordination 49 Certified Status: SPP 12 Check District Status Once the data has been certified, the status at the top of the page will indicate “Certified”.

TEA | IDEA Coordination 50 SPP 12: Certifying when there is no Data to Submit SPP 12 Data Collection

How to Certify SPP 12 when there is no data to report Log in to TEASE “Click” link for SPP 11 and 12 SPP 12 Data Collection TEA | IDEA Coordination

Select SPP12 Click on Early Childhood Transition from drop down. How to Certify SPP 12 when there is no data to report SPP 12 Data Collection TEA | IDEA Coordination

Choose correct date and district from drop down and click “Go” How to Certify SPP 12 when there is no data to report SPP 12 Data Collection TEA | IDEA Coordination

Row a Row b Enter a zero in row a and b(all other fields should fill in zeros) SPP 12 Data Collection TEA | IDEA Coordination

Row c Enter a zero in row cAll other fields will populate zeros SPP 12 Data Collection TEA | IDEA Coordination

Finally: Click “Save” Check the assurance box Click “Certify” 2 nd check box last “Certify” 1 st save How to Certify SPP 12 when there is no data to report SPP 12 Data Collection TEA | IDEA Coordination

Once the data has been certified, the status at the top of the page will indicate “Certified” How to Certify Ind. 11 &12 when there is no data to report SPP 12 Data Collection TEA | IDEA Coordination

SPP 12 Data Collection TEA | IDEA Coordination 58 SPP 12: Reports

SPP 12 Data Collection TEA | IDEA Coordination 59 Accessing Reports: SPP 12 Select SPP 11 or SPP 12 tab on Home page. Select “Reports” from gray box.

SPP 12 Data Collection TEA | IDEA Coordination 60 Confidential Information The Confidential Information screen will appear once per day. Key points to remember:  The information being accessed is confidential.  Follow proper procedures when accessing or distributing confidential reports.

SPP 12 Data Collection TEA | IDEA Coordination 61 Filter Options Select filtering options. Filtering options

Report Features: Overview Page Navigation- Allows user to scroll through pages Sorting Options- alphabetically or numerically by using column hyperlinks Printing options- Export to PDF or Excel Printing Header-Report type, level, & year Footer- Date, additional info, & confidentiality message TEA | IDEA CoordinationSPP 12 Data Collection

TEA | IDEA Coordination 63 PDF: Printing and Saving Click print icon, choose PDF format from drop down. PDF Format: Save, print, or scroll through multiple pages.

SPP 12 Data Collection TEA | IDEA Coordination 64 Excel Spreadsheet: Printing and Saving Click print icon, choose Excel format from drop down. Excel Format: Save, change format, and organize data to meet specific needs.

SPP 12 REPORT ESC Viewer District Certifier Data Entry SPP 12 Data Collection TEA | IDEA Coordination 65

SPP 12- Reports Available SPP 12 Data Collection TEA | IDEA Coordination Early Childhood Transition Part One Early Childhood Transition Part One/ Reasons for Delay Early Childhood Transition Part One/ Reasons for Delay: Other

SPP 12 Data Collection TEA | IDEA Coordination 67 ESC Viewer SPP 12 Reports Types and Level

ESC Viewer: SPP12 Report Type Early Childhood Transition Part One: Displays the student counts entered in each area of the SPP 12 application for a particular school year. Report Level Regional Report by District: View own region only District Report: View districts in region only Statewide Report: View regional total(Spring 2011) View statewide total when application closes SPP 12 Data Collection TEA | IDEA Coordination

ESC Viewer: SPP 12 Report Type Early Childhood Transition Part One/ Reasons for Delay: Displays the number of incidents for each reason for delay in a particular school year. Report Level Regional Report by District: View own region only District Report: View districts in region only SPP 12 Data Collection TEA | IDEA Coordination

ESC Viewer: SPP 12 Report Type Early Childhood Transition Part One/ Reasons for Delay-Other: Displays the textual descriptions for the “Other” reasons for delay. Report Level Regional Report by District: View own region only District Report: View own districts only SPP 12 Data Collection TEA | IDEA Coordination

SPP 12 Data Collection TEA | IDEA Coordination 71 District Certifier and Data Entry SPP 12 Reports Types and Level

SPP 12 Data Collection TEA | IDEA Coordination 72 District Certifier and Data Entry Agent: Report Type Early Childhood Transition Part One: Displays the student counts entered in each area of the SPP 12 application for a particular school year. View district status. View district compliance. Report Level District Report: View own districts only Statewide Report: View regional total(Spring 2011) View statewide total when application closes District Status Compliance

SPP 12 Data Collection TEA | IDEA Coordination 73 District Certifier and Data Entry Agent: Report Type Early Childhood Transition Part One/ Reasons for Delay: Displays the number of incidents for each reason for delay in particular school year. Report Level District Report: View own district (s) only

SPP 12 Data Collection TEA | IDEA Coordination 74 District Certifier and Data Entry Agent: Report Type Early Childhood Transition Part One/ Reasons for Delay-Other: Displays the textual descriptions for the “Other” reasons for delay. Report Level District Report: View own district only

SPP 12 Data Collection TEA | IDEA Coordination 75 SPP 12: Data Integrity

Why is Data Integrity Important? This requirement is a factor in the SPP 12 Data Collection TEA | IDEA Coordination 76 States and Districts are required to provide valid and reliable data that reflect the measurement for each SPP indicator. This requirement is a factor in the state and local determination processes.

PEIMS data are subjected to edit checks and validation (SPP Indicators 1, 2, 4, 5, 6, 9, 10) AYP Data are processed and validated (SPP Indicator 3) Currently, the State is focusing on ensuring data integrity for SPP Indicators 7, 11, 12, 13, and 14 How Does the State Ensure Data Integrity for SPP Indicators? SPP 12 Data Collection TEA | IDEA Coordination 77

How Can You Ensure Data Integrity for SPP Indicators? SPP 12 Data Collection TEA | IDEA Coordination 78

Data Integrity Checklist for SPP Indicator 12 SPP 12 Data Collection TEA | IDEA Coordination 79 Did you follow the data collection requirement outlined in the instruction? Did you review the previous year’s submission to determine whether or not the current year’s submission data were consistent? If not, do you have an explanation?

SPP 12 Data Collection TEA | IDEA Coordination 80 Data Integrity Checklist for SPP Indicator 12 Indicator 12 Example: In , District A reported that 4 students were referred from Part C (ECI) to Part B. In District A is about to report that 25 students were referred from Part C (ECI) to Part B. The difference between the two years was 21 students. This type of analysis of the data provides an opportunity for the district to check if it is over reporting data in

SPP 12 Data Collection TEA | IDEA Coordination 81 Data Integrity Checklist for SPP Indicator 12 Did you check your math? If you are reporting noncompliance, are you aware of the issues resulting in the noncompliance and they are not the result of not following directions.

When you click the Certify button, you are assuring the State that you are submitting valid and reliable data. There is no “appeals process” once your data has been submitted for SPP 11 and 12. SPP 12 Data Collection TEA | IDEA Coordination 82 I understand and agree that submission of this information constitutes certification that this data are accurate and meets the reporting requirements outlined by the Texas Education Agency Division of IDEA Coordination. CERTIFY Data Integrity: Certification

Data certified and submitted by Districts is considered final and the District’s performance on the compliance indicators will be used by the Division of IDEA Coordination in the annual Determinations analysis. District’s performance on the compliance indicators will be reflected in the District public reporting on SPP Indicators in the spring. Any issues related to the submission of inaccurate data or the non submission of data will be addressed by the Division of Program Monitoring and Intervention. SPP 12 Data Collection TEA | IDEA Coordination 83 Data Integrity: Consequences

Data Integrity Checklists for SPP Indicators can be found on the TEA Website at: When in doubt…read the instructions again, consult the FAQ on the web, and/or contact your ESC prior to certifying your data! SPP 12 Data Collection TEA | IDEA Coordination 84 Data Integrity: Technical Assistance

SPP 12 Data Collection TEA | IDEA Coordination 85 Remember: There can only be one certifier per District or SSA. If you are a new director, the superintendent may need to remove the previous certifier.

SPP 12 Data Collection TEA | IDEA Coordination 86 TEASE Resource The TEASE Applications Reference: For TEASE account troubleshooting: Request New TEASE User Account: Logon Page:

SPP 12 Data Collection TEA | IDEA Coordination 87 Contact your Regional Education Service Center for additional information.