Submitting IDEA 618 Data to EDFacts: Pacific Entities Workshop September 8, 2014

WHAT’S NOT WORKING FOR YOU? WHAT’S WORKING FOR YOU?

Agenda What are the expectations related to submitting the 618 data? How to check if you submitted timely 618 data How to check if you submitted complete 618 data How to check if you submitted accurate 618 data Communication about the 618 with OSEP Tips and Reminders

WHAT ARE THE EXPECTATIONS FOR THE 618 DATA SUBMISSIONS?

OSEP Review Timeliness Are the data in by the due date? Completeness Are all file specifications submitted? Are all category sets, subtotals, and totals submitted? Do data match our metadata sources? Accuracy Do data meet our edit checks?

The Data Review Process System closes on the due date for a “snapshot” of the data; snapshot is used for OSEP’s review OSEP reviews the snapshot data for timeliness, completeness, and accuracy Once review is complete, OSEP posts a Data Quality Review Report to each State’s individual OMB Max webpage State reviews report and begins preparing for reopen period States may resubmit or provide a data note during reopen period (approx. 1 month) OSEP reviews data notes and/or resubmissions

SUBMISSION OF 618 DATA: ESS AND EMAPS

What is ESS? The EDFacts Submission System is a file submission application. This system is maintained by U.S. Department of Education and allows states to submit data files containing all types of EDFacts data. ESS allows states to : Submit files View record of submissions View data View error reports

IDEA Files submitted to ESS C002 – School Age C004 – Not Participating in Assessment C005 – Removal to IAES C006 – Suspensions/Expulsions C007 – Reasons for Unilateral Removal C009 – Exiting C070 – Special Education Teachers C088 – Disciplinary Removals C089 – Early Childhood C099 – Related Services Personnel C112 – Special Education Paraprofessionals C143 – Total Disciplinary Removals C144 – Educational Services During Expulsion C175 — Academic Achievement in Mathematics C178 — Academic Achievement in Reading (Language Arts) C185 — Assessment Participation in Mathematics C188 — Assessment Participation in Reading/Language Arts

What is EMAPS? The EDFacts Metadata and Process System (EMAPS) is a Web-based tool used to provide SEAs with an easy method of reporting and maintaining information on state policies, plans, and metadata in order to aid in the analysis of data collected.

IDEA Section 618 Data Submitted via EMAPS 618 Data: Part C Child Count and Settings Part C Exiting Part C Dispute Resolution Part B Dispute Resolution Part B MOE Reduction & CEIS Metadata for 618 Data: SSS-IDEA EMAPS Assessment Survey

HOW DO I KNOW MY DATA SUBMISSION WAS TIMELY?

Tools to Check the Timeliness of the Data Submission For Data Submissions to ESS: File Format Checker Transmittal Status Report Education Unit Profile For Data Submissions to EMAPS Automated Confirmation Access to an HTML report

File Format Checker What is it? Provides descriptions of errors in the Header and by file row number Requires Strawberry Perl programming language Only flags format errors Available by request from PSC How should I use it? To determine if the file you built has any fatal flaws that will prevent the file from uploading into the EDFacts Submission System

Transmittal Status Report What is it? A report in ESS that provides information on the files that have been submitted to the EDFacts Submission System How should I use it? To confirm that the transmittal of your data files to the EDFacts Submission System was successful Documentation of the date and time when you submitted the data file to the EDFacts Submission System

Activity: Transmittal Status Report Log into your account in ESS Click on the ESS link, a drop down menu will appear Select ‘Transmittal Status Report’ On the Transmittal Status Report page, select a date on or after 9/1/2013. Select your entity’s name. Select school year Select file specification N/X006 and click “Go.” Identify whether the transmittal was OK on the SEA file.

The Education Unit Profile What is it? A report in ESS that provides information and access to the counts that were submitted to the EDFacts Submission System by the entity How should I use it? To confirm that the detailed, subtotal, and grand total counts you submitted to the EDFacts Submission System appear correct in the system Documentation of the counts that were submitted as well as the date and time

Activity: Education Unit Profile Log into your account in ESS Click on the ESS link, a drop down menu will appear Select ‘Educational Unit Profile’ On the Education Unit Profile page, select and click ‘Go’ The next screen displays your entity’s name. Click the red text. Now you see a listing of all files submitted by your entity. Select IDEA Part B Exiting – C009 On the next screen, select ‘See Data’ To view aggregation containing ‘Age (Exiting), Basis of Exit, Disability Category (IDEA)’ and select ‘See Data’

Automated Confirmation s from EMAPS What is it? s sent from the EMAPS system to person who submitted the data (usually the data manager for the 618 data collections) How should I use it? If you receive a confirmation from EMAPS, you have successfully submitted your data to the system.

Access to HTML & Year to Year Reports What is it? Final HTML (or data file, for MOE Reduction & CEIS) reports provide a summary of your data submission – including reported counts, percentages, edit checks, and comments/ data notes. Year-to-Year reports provide a comparison between counts submitted in the current and previous year. How should I use it? If you can access an HTML in EMAPS, you have successfully submitted your data. HTML reports include the date and time the data were submitted to EMAPS. If you have access to a final data file report in MOE Reduction & CEIS, you have successfully submitted your data. If you have a Year-to-Year Report in your Report Repository in EMAPS, you have successfully submitted your data.

Scenario OSEP identifies your Part B Child Count and Educational Environment data were not submitted on time. According to OSEP’s records, you never submitted the SY Child Count and Educational Environment data. They have evaluated your data as not being timely. But you know you submitted the Child Count and Educational Environment data prior to the due date. How do you confirm that you successfully submitted the data prior to the due date? How do you provide OSEP documentation of your successful transmission of the data?

Scenario OSEP identifies your Part B or Part C Dispute Resolution data were not on time. According to OSEP’s records, you never submitted the SY Dispute Resolution data. They have evaluated your data as not being timely. But you know you submitted the Dispute Resolution data prior to the due date. How do you confirm that you successfully submitted the data prior to the due date? How do you provide OSEP documentation of your successful transmission of the data?

Scenario OSEP informs you that you did not report subtotal counts in your SY Personnel data submission to EDFacts and they have evaluated your data submission as incomplete. But you know you submitted the subtotals for the SY Personnel data. How do you confirm that you successfully submitted the subtotals for the SY Personnel data? How do you provide OSEP documentation of your successful submission of these subtotals?

HOW DO I KNOW MY DATA SUBMISSION WAS COMPLETE?

Tools to Check the Completeness of the Data Submission For data submissions to ESS: EDFacts OSEP Pre-Fill Reports SSS-IDEA For data submissions to EMAPS: HTML Reports MOE Reduction and CEIS data file

EDFacts OSEP Pre-Fill Reports What are they? Reports available in the EDFacts Reporting System that display your state’s data submission in an easy to read format (similar to the display of data in the legacy Data Transmission Spreadsheets (DTS)). How should I use them? Review the EDFacts OSEP Pre-Fill Reports to determine if data was submitted as you expected… Does your data submission look complete? Are there only empty cells where appropriate? Are the expected counts appearing in the expected reporting categories? Are subtotals and grand totals in the data submission? Are zeros reported in the appropriate categories?

Activity: EDFacts OSEP Pre-Fill Reports Log into ERS Click on IDEA tab Select OSEP002 On the following screen, select and click Run report Is your data submission complete? Identify if you have any blank cells. Identify why you have blank cells. Should a count be reported in the blank cell? Is the blank cell in a reporting category that is applicable to your entity?

SSS-IDEA What is it? State supplemental survey (SSS) – IDEA is an online survey tool to collect meta-data on the reporting categories that are applicable to a state or entity. Collected/ updated annually in EMAPS. How should I use it? Compare the responses to your SSS-IDEA to the EDFacts OSEP Pre-Fill Reports to determine if you have reported counts in all the applicable cells for your entity. Confirm that every reporting category that is applicable to your entity is represented by a count in the pre-fill reports. Confirm that every reporting category that is NOT applicable to your entity is represented by a blank cell in the pre-fill reports.

Activity: SSS-IDEA Survey Report in EMAPS Open EMAPS at the following link: Enter your user name and password On the Homepage, click the link to the ‘State Supplemental Survey- HTML Reports’ Select your entity’s folder Open the latest version of your entity’s SY SSS IDEA Report Save the report to your desktop.

Activity: Compare SSS- IDEA Survey to OSEP002 We have now opened the SSS- IDEA survey report as well as the OSEP002 report. You can compare the two documents to ensure that the values align. Do the data and the responses to the SSS-IDEA align for the ages at which a student can graduate with a regular high school diploma? Do the data and the responses to the SSS-IDEA align for whether a student can receive a certificate?

HTML Reports in EMAPS What is it? A summary of the data reported on the data entry pages for that collection, including the counts, percentages, information on edit checks, and comments/ data notes. How should I use it? Review the HTML report to determine if you reported counts for all reporting categories at are applicable to your entity. Confirm that NA is reported for categories that are not applicable to your state. Confirm that M is only reported for a category if the reporting category is applicable to the entity and you did not/ could not report a count for it.

Activity: HTML Reports Log into EMAPS ( ) Go to Reports Repository. Click on your entities folder. Click on the Dispute Resolution folder. Open the most Dispute Resolution Did you have a complete submission? Did you report counts in all cells that are applicable to your entity? Did you report NA for any categories? Are those categories not applicable to your entity? Did you report M for any categories? Are those data really missing?

MOE Reduction and CEIS Report in EMAPS What is it? A summary of the MOE Reduction and CEIS data file uploaded and submitted to the EMAPS system. Includes auto-calculated figures such as percent of funds reserved for CEIS. Includes information about whether any of the data submitted triggered any warnings. How should I use it? Review the data file to determine if you submitted information for all reporting categories that are applicable to the entity. Confirm that NA is reported for categories that are not applicable to your state. Confirm that M is only reported for a category if the reporting category is applicable to the entity and you did not/ could not report a count for it.

Activity: MOE Reduction and CEIS Report Log into EMAPS ( ) Under the Reports and Files on the right side of the EMAPS Home page, click on the MOE & CEIS folder. Click on your entities folder. Click on the Reports folder. Open the MOE & CEIS Report Did you have a complete submission? Did you report information for all cells that are applicable to your entity? Did you report NA for any categories? Are those categories not applicable to your entity? Did you report M for any categories? Are those data really missing?

Scenario OSEP informs you that you did not submit a complete set of data for the SY Part B MOE Reduction and CEIS collection (or the Part C Exiting collection). The data quality report noted that you had missing counts for a number of data elements in the submission. But you know you submitted a complete set of data for the SY Part B MOE Reduction and CEIS data collection/ Part C Exiting data collection. How do you confirm that you successfully submitted a complete set of data for the Part B MOE Reduction and CEIS/ Part C Exiting collection? How do you provide OSEP documentation of your successful submission of these data?

Scenario OSEP informs you that you did not submit a complete set of Discipline data. The data quality report noted that you had not report counts for all the disability categories that are applicable to your entity. But you know you submitted a complete set of data for the Discipline data collection. How do you confirm that you successfully submitted counts in the applicable reporting categories for your entity? How do you provide documentation of your complete submission of these data?

HOW DO I KNOW MY DATA SUBMISSION WAS ACCURATE?

Tools to Check the Accuracy of the Data Submission For data submissions to ESS: EDFacts Error Submission Reports Errors & warnings (including year to year changes) For data submissions to EMAPS: Warnings and Errors on Summary Page & HTML Reports MOE Reduction and CEIS data file Year-to-Year Reports

Submission Error Report What is it? Provides a detailed summary of post-submission errors Provides access to the Match Error Report and Summary Report A description of the specific edit (error) may be found by referencing the EDFacts Business Rules Guide How should I use it? To determine whether data submission to the EDFacts Submission System have violated edit checks.

Activity: Opening Submission Error Report Pull up your Submission Error Report for School Age Child Count in ESS Log into ESS Select ESS from the dark blue menu list. From the drop down menu, select Submission Error Report Select Click Go Check to see if you have any submission errors or warnings for your submission of the School Age Child Count data file

Summary Screens & HTML Reports What are they? A summary of the data reported on the data entry pages for that collection, including the counts, percentages, information on edit checks, and comments/ data notes. How should I use them? Review the summary screen & HTML report to determine if the counts you submitted violated any edit checks.

Activity: HTML Reports & Edit Checks Log into EMAPS ( ) Under the Reports and Files on the right side of the EMAPS Home page, click on the Dispute Resolution (for Part B) or IDEA Part C folder. Click on your entities folder. For Part C, click on the Part C Child Count and Settings folder. Open the most recent data file. Did you have an accurate submission? Do any edit checks appear at the bottom of our HTML report?

MOE Reduction & CEIS Report What is it? A summary of the MOE Reduction and CEIS data file uploaded and submitted to the EMAPS system. Includes auto-calculated figures such as percent of funds reserved for CEIS. Includes information about whether any of the data submitted triggered any warnings. How should I use it? Review the final data report to determine if the information you submitted triggered any warnings.

Activity: MOE & CEIS Report & Warnings Log into EMAPS ( ) Under Reports and Files on the right side of the EMAPS Home page, click on the MOE & CEIS folder. Click on your entities folder. Click on the Reports folder. Open the most MOE & Report Did the information you submitted trigger any warnings? If so, is the information submitted accurate? If so, please provide an explanation for the information that triggered the warning.

Year to Year Reports in EMAPS What are they? Reports that compare the counts reported for the current and previous year of a particular data collection. How should I use them? Review the Year to Year Reports in EMAPS to determine if large changes have occurred in the counts reported this year compared to the previous year.

Activity: Year to Year Reports in EMAPS Log into EMAPS ( ) Click on Reports Repository Click on your entity’s folder. Click on the Part B Dispute Resolution or Part C Exiting folder. Open the Year to Year Report for the data collection.

Reminder For 618 data submission to ESS: Not all edit checks are included in ESS Make sure to review your data submission to determine if it violates these edit checks

Scenario OSEP informs you that you did not submit accurate data for the of IDEA Assessment collection. The data quality report noted that the data submission did not meet the edit checks. But you know you submitted accurate data for the IDEA Assessment data collection. How do you confirm that you submitted accurate data? How do you provide documentation that your data submission as accurate?

Scenario OSEP informs you that you did not submit accurate data for the of Part C Child Count and Settings collection. The data quality report noted that the data submission did not meet the edit checks. But you know you submitted accurate data for the Part C Child Count and Settings data collection. How do you confirm that you submitted accurate data? How do you provide documentation that your data submission as accurate?

COMMUNICATION ABOUT 618 DATA WITH OSEP

OMB Max What is OMB Max? Online communication tool between OSEP and the states How should I use it? Log into OMB to: Access data quality reports from OSEP Access data notes form Post/submit data notes to OSEP Access other resources and materials related to the 618 data

Data Quality Reports What are they? OSEP communicates the results of their evaluation of a state’s submission of the 618 data via the Data Quality Reports. The reports provide information on whether OSEP considered the data submission: Timely Complete Accuracy DQR are only available on OMB Max How should I use them? Address any concerns identified in the data quality report in your resubmission of the data or in a data note.

Activity: Data Quality Reports Sign into OMB Max ( ) Look at the data quality report for the 2013 Child Count data submission Make sure you are a Watchers for your entity’s page Who has security rights on their page

OSEP Year to Year Reports What are they? Goal is to highlight large changes in counts between years Helps to identify possible data errors Data notes on the changes can help users better understand the data Utilized a 20/20 rule for subtotals Based on a percent change calculation for two most recent years How should I use them? Review to determine verify if the counts submitted are correct. If counts are correct, explain why large increase or decrease occurred from the previous year in a data note.

Activity: Year to Year Reports Log into OMB Max ( ) Click on the OSEP Data Quality Review and Collaboration page. Click on the Part B or Part C Main page. Click on your entity. Open the November Year to Year Changes Excel file. For any large data changes from the previous year, determine if the counts submitted are correct. If counts are correct, explain why large increase or decrease occurred from the previous year in a data note.

Data Notes Form What is it? A form for states to complete when they are submitting data notes about the Section 618 data to OSEP. Form is available on OMB Max. Completed forms should uploaded by the state to their page on OMB Max. How should I use it? If OSEP has requested that a data note be submitted, fill out the form with information to address OSEP question or concern and upload it to OMB Max. If you would like to provide additional information about your data submission, fill out the form with this information and upload it to OMB Max.

Scenario What should you do if you receive this data quality report is posted on your state’s page on OMB Max?

Scenario What should you do if you receive this Year to Year Changes report is posted on your state’s page on OMB Max?

PSC Communication PSC Support Update - Distributed once a week. Sent to EDFacts Coordinators and IDEA Part B Data Managers. Contains information on upcoming collections, webinar announcements, updated guidance and a file due date reminder. PSC’s main vehicle for distributing news to states Broadcasts- The main form of communication on IDEA Part C collections. PSC sends broadcasts to IDEA Part B and IDEA Part C Data Managers. Broadcasts often contain reminders of collection openings and due dates as well as webinar invitations. Outreach - PSC also periodically conducts state specific outreach to address data issues in ESS. State Specific s- PSC may reach out to your state to address specific data issues or to facilitate a conference call with OSEP

EMAPS automated s Possible notifications during original submission period: When the system is open When data has been submitted When there has been no account activity two week prior to due date. When data has been entered, but not submitted three days prior to due date If there are data errors in the submissions three days prior to due date Possible notifications during resubmission period: Resubmission is required The system has been reopened Corrected data has not been submitted one week prior to close of the reopen period One week prior to the close of the reopen period

Scenario You receive an automated from EMAPS that says OSEP has a data inquiry related to your submission of the Dispute Resolution. What should you do?

TIPS AND REMINDERS

Tentative Timelines For Data Note: Current year only Exiting (B&C), Dispute Resolution (B&C), Personnel (B), Discipline (B) Due Date: November 5, 2014 Reopen Period: May 11, June 5, Assessment Collection Due Date: December 17, 2014 Reopen Period: February 23, March 6, 2015 (Matches CSPR) Child Count/Settings (C); Child Count/Ed Environments (B) Due Date: April 1, 2015 Reopen Period: June 8, July 3, 2015 FFY 2013 / MOE & CEIS (B) Due Date: May 6, 2015 Reopen Period: August 3, 2015 – August 28, 2015

Tentative Timelines For Metadata (Note: Current year only) State Supplemental Survey (SSS) – IDEA Metadata for SY Initial open – January 8, 2014 – January 28, 2014** (ALREADY OCCURRED) Reopen period – December 1, 2014 – December 12, 2014 Metadata for SY January 2015 (TENTATIVE) EMAPS Assessment Metadata Survey Metadata for SY Initial Open – July 15, 2014 – August 8, 2014 ** (ALREADY OCCURRED) Reopen Periods September 2, 2014 – September 12, 2014 December 1, 2014 – December 18, 2014 February 23, 2015 – March 5, 2015 April 13, 2015 – April 15, 2015

Who do I contact if I have a question…. PSC

EDFacts Partner Support Center (PSC) Hours of Operation: 8:00 a.m.  6:00 p.m. Eastern Standard Time (EST) -- Monday-Friday. Contact information Telephone: (877-HLP-EDEN) Fax: (888-FAX-EDEN) TTY/TDD: ( EDEN)

THANK YOU. QUESTIONS?