Training: Data Collection SPP 11: TIMELY EVALUATION SPP 11 Data Collection TEA │ IDEA Coordination 1

Table of Contents: SPP 11 State Performance Plan Overview: slides 3-6 SPP Indicator 11 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 11 Data Collection TEA │ IDEA Coordination 2

State Performance Plan overview SPP 11 Data Collection TEA │ IDEA Coordination 3

Law requires Texas to collect data on 20 indicators SPP Indicator 11: Timely Initial Evaluation Districts adhere to the timeline for initial evaluations 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 11 Data Collection TEA │ IDEA Coordination 4

Federal Requirements: Data Collection 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 11 Data Collection TEA │ IDEA Coordination 5

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 11 Data Collection SPP: Improving Education TEA │ IDEA Coordination 6

SPP 11 Data Collection SPP Indicator 11: Timely Initial Evaluation TEA │ IDEA Coordination 7

Evaluation Timelines: State and Federal Regulations Sixty day timeline An evaluation should be completed no later than 60 calendar days following the date on which the school district/ charter receives written consent for the evaluation, signed by the students parent or legal guardian.§ (a), 34 CFR § (c)(1) Thirty day timeline In Texas, completion of the Full Individual Evaluation (FIE) begins a second timeline. From the completion of the written report, the school district or charter school must convene an Admission, Review, or Dismissal (ARD) meeting within 30 calendar days. The ARD committee determines eligibility, the Individual Education Program (IEP), and placement for the student at this meeting. 34 CFR § , 19 TAC § (d) SPP 11 Data Collection TEA │ IDEA Coordination 8

SPP 11 Data Collection Indicator 11: Timely Initial Evaluation SPP Indicator 11 : The percentage of children with parental consent to evaluate, who were evaluated and eligibility determined within 90 days (state established timeline) TEA │ IDEA Coordination 9

Evaluation Timeline and Data Collection The 90 days used to collect data for SPP 11 is for data collection purposes only. Districts and Charters must complete the initial evaluation within 60 calendar days and hold the ARD within 30 calendar days SPP 11 Data Collection TEA │ IDEA Coordination 10

SPP 11 Data Collection Indicator 11: Timely Initial Evaluation Compliance Target: 100% of children with parental consent to evaluate, who were evaluated and eligibility determined with in 90 days (State established timeline) This is a compliance target set by the Office of Special Education Programs (OSEP) TEA │ IDEA Coordination 11

SPP 11 Data Collection Reporting Accurate Data: Understanding SPP 11 Who is included in the SPP 11 data collection: Report all eligibility determinations completed between July 1, 2010 and June 30, 2011 Report children who are transitioning from Part C to Part B under both SPP 11 (Timely Evaluations) and SPP 12 (Early Childhood Transition) Include children referred to the district before age 3, but not served in Part C (ECI) TEA │ IDEA Coordination 12

SPP 11 Data Collection Reporting Accurate Data: Understanding SPP 11 Who is not included SPP 11 data collection: Do not report students for whom the evaluation process was interrupted and the district was unable to complete the evaluation process For example: Student moves out of state Parent withdraws consent Parent repeatedly refused or failed to produce child therefore leaving the process incomplete TEA │ IDEA Coordination 13

Submitting Data to TEA The State developed a web-based State Performance Plan Indicator 11 Application (SPP 11) to collect data on meeting the evaluation timeline. Data is calculated for each district/ charter’s program and the state totals are publicly reported in the Annual Performance Report (APR) and TEA website The SPP 11 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 further information) SPP 11 Data Collection TEA │ IDEA Coordination 14

Submitting Data to TEA 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 11 online data collection application SPP 11 Data Collection TEA │ IDEA Coordination 15

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: SPP 11 Data Collection TEA │ IDEA Coordination 16

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 SPP 11 Data Collection TEA │ IDEA Coordination 17

Before Using the Application 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 11 Data Collection TEA │ IDEA Coordination 18

SPP 11 Data Collection SPP Indicator 11: Accessing the Online Data Collection Application TEA │ IDEA Coordination 19

SPP 11 Data Collection SPP 11 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 of the SSA. Data Entry Agent Single District - Save and edit data for one district. ESC Viewer: Can view regional data. Can access-Child Find Status, Reports, and FAQ TEA │ IDEA Coordination 20

SPP 11 Data Collection 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 TEA │ IDEA Coordination 21

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

SPP 11 Data Collection SPP 11: Child Find (Timely Evaluation) Screen Click SPP 11 tab and choose Child Find. Select district and current year. Click “Go”. TEA │ IDEA Coordination 23

Verify that the district information and school year on the page is correct. Scroll down page to continue. SPP 11 Data Collection SPP 11: Child Find (Timely Evaluation) Screen TEA │ IDEA Coordination 24

SPP 11 Data Collection View of SPP 11 Screen Section one Section Two: Student determined not eligible Section Two: Student determined eligible TEA │ IDEA Coordination 25

SPP 11 Data Collection Data Collection: Section One TEA │ IDEA Coordination 26

SPP 11 Data Collection Who is reported in SPP 11-a Who is reported in row a: Report all eligibility determinations completed between July 1, 2010 to June 30, 2011 Report children who are transitioning from Part C to Part B under both SPP 11 (Timely evaluations) and SPP 12 (Early Childhood Transition) Include children referred to the district before age 3, but not served in Part C (ECI) TEA │ IDEA Coordination 27

SPP 11 Data Collection Who is NOT reported in SPP 11-a Who is not included in row a: Do not report students for whom the evaluation process was interrupted and the district was unable to complete the evaluation process. Examples: Student moves out of state Parent withdraws consent Parent repeatedly refused or failed to produce child therefore leaving the process incomplete. TEA │ IDEA Coordination 28

SPP 11 Data Collection Who is reported in SPP 11-a: Exception to Timeline Parent caused Delay: Report any students for whom the evaluation process was delayed (and later completed) because the parent of the child repeatedly failed or refused to produce the child for evaluation. § (d)(1) The district should count this student in a. and in compliance in row b or c (subset of a.) TEA │ IDEA Coordination 29

SPP 11 Data Collection Who is reported in SPP 11-a: Exceptions to Timeline Student moves prior to eligibility determination: Report any student that enrolls into district B after the timeline has begun but prior to eligibility determination by district A. The receiving district B must be making sufficient progress to ensure a prompt completion of the evaluation and the district and the parent must agree to a specific time when the evaluation will be completed. § (d)(2)(e) The District holding the ARDC meeting should count this student in row a and in compliance in rows b or c (subset of a). TEA │ IDEA Coordination 30

SPP 11 Data Collection Section One: Parent consent was received; ARDC held within 90 calendar days a. Enter the total number of students ages 3-21 for whom signed, written consent to evaluate was received and eligibility process was completed. Enter only students in subset b and c for whom the eligibility process was completed within 90 calendar days (subset of a). b. Enter total number of students not determined eligible (subset of a). c. Enter the total number of students determined eligible (subset of a). TEA │ IDEA Coordination 31

The district percentage is automatically populated by the data collection application. Data can not be entered or edited in this field. SPP 11 Data Collection Section One: Compliance Calculation TEA │ IDEA Coordination 32

SPP 11 Data Collection Data Collection: Section Two TEA │ IDEA Coordination 33

Section Two: Enter students for whom the eligibility process was not completed within 90 calendar days (subset of a). d. Enter the number of students that were determined not eligible. d.1. Enter the number of students whose ARDC was held between calendar days. d.2. Enter the number of students whose ARDC was held between calendar days. SPP 11 Data Collection Section Two-d:Not eligible, Not held within 90 calendar days TEA │ IDEA Coordination 34

d.3. Indicate all possible reasons for delays. IMPORTANT!!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance. SPP 11 Data Collection Section Two-d: Reasons for delay TEA │ IDEA Coordination 35

e. Enter the number of students that were determined eligible. e.1. Enter the number of students whose ARDC was held between calendar days. e.2. Enter the number of students whose ARDC was held calendar days. SPP 11 Data Collection Section Two-e: Eligible, Not held within 90 calendar days TEA │ IDEA Coordination 36

e.3. Indicate all possible reasons for delays. IMPORTANT!!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance. SPP 11 Data Collection Section Two-e: Reasons for delay TEA │ IDEA Coordination 37

SPP 11 Data Collection SPP 11 : Saving or Certifying TEA │ IDEA Coordination 38

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. To reset and clear the application, click the “Reset” button. SPP 11 Data Collection Saving Data Data Entry Agent View TEA │ IDEA Coordination 39

SPP 11 Data Collection Certifying Data Once data is ready to be certified, the LEA Certifier will check the assurance statement and click “Save”. The message “Data successfully saved and certified” will display when saved. District Certifier View TEA │ IDEA Coordination 40

SPP 11 Data Collection Certified Status Once the data has been certified, the status at the top of the page will indicate “Certified” TEA │ IDEA Coordination 41

Status: Certified, Complete, Returned SPP 11 Data Collection Click Check Status Page Certified: District Certifier has certified data, district is finished. No other action is required. Complete: Data Entry Agent has entered data, but it has not been certified. Certifying of data is required. Incomplete: Data has been entered and saved but is incomplete. Certifying of data is required Inactive: No data has been entered. Returned: Data has been returned. Certifying of data is required. TEA │ IDEA Coordination 42

SPP 11 Data Collection Search Feature: Status Page Search feature has been added to Status page. The ESC Viewer may search by District ID, District Name, or Status. TEA │ IDEA Coordination 43

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 11 Data Collection 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 TEA │ IDEA Coordination 44

SPP 11 Data Collection SPP 11 : Request Return TEA │ IDEA Coordination 45

Request TEA Return Steps: Send to request a The subject line should read: Return SPP 11: 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 11 data for Edna Mode Creative Charter School. CDN: Thank you, Edna Mode Special Ed. Director SPP 11 Data Collection TEA │ IDEA Coordination 46

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 11 Data Collection Request TEA Return Steps : TEA │ IDEA Coordination 47

SPP 11 Data Collection Certified Status: SPP 11 Check District Status Once the data has been certified, the status at the top of the page will indicate “Certified”. TEA │ IDEA Coordination 48

SPP 11: Certifying when there is no Data to Submit SPP 11 Data Collection TEA │ IDEA Coordination 49

How to Certify SPP 11 when there is no data to report Log in to TEASE “Click” link for SPP 11 and 12 SPP 11 Data Collection TEA │ IDEA Coordination 50

Select SPP 11 Click on Child Find from drop down. How to Certify SPP 11 when there is no data to report SPP 11 Data Collection TEA │ IDEA Coordination 51

Choose correct date and district from drop down and click “Go” How to Certify SPP 11 when there is no data to report SPP 11 Data Collection TEA │ IDEA Coordination 52

Enter a zero in row a, b, and cDistrict percentage will calculate SPP 11 Data Collection Row c Row b Row a TEA │ IDEA Coordination 53

Enter a zero in row dAll other fields will populate zeros SPP 11 Data Collection Row d TEA │ IDEA Coordination 54

Enter a zero in row eAll other fields will populate zeros SPP 11 Data Collection Row e TEA │ IDEA Coordination 55

Finally: Click “Save” Check the assurance box Click “Certify” 2 nd check box last “Certify” 1 st save How to Certify SPP 11 when there is no data to report SPP 11 Data Collection TEA │ IDEA Coordination 56

Once the data has been certified, the status at the top of the page will indicate “Certified” How to Certify SPP 11 when there is no data to report SPP 11 Data Collection TEA │ IDEA Coordination 57

SPP 11 Data Collection SPP 11: Reports TEA │ IDEA Coordination 58

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

SPP 11 Data Collection 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. TEA │ IDEA Coordination 60

SPP 11 Data Collection Filter Options Select filtering options. Filtering options TEA │ IDEA Coordination 61

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 SPP 11 Data Collection TEA │ IDEA Coordination 62

SPP 11 Data Collection PDF: Printing and Saving Click print icon, choose PDF format from drop down. PDF Format: Save, print, or scroll through multiple pages. TEA │ IDEA Coordination 63

SPP 11 Data Collection 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. TEA │ IDEA Coordination 64

OVERVIEW OF REPORT TYPES SPP 11 SPP 11 Data Collection TEA │ IDEA Coordination 65

User Roles: Not all users can view all report levels. View is based on the user’s role in the application. SPP 11 Data Collection ESC Viewer ESC viewer has access to the districts and campuses that are within the ESC’s region. District Certifier Certifier has access to their district, and campus reports. They also have access to statewide totals and some regional data. Data Entry Agent Data Entry Agent has access to their assigned campus reports. They also have access to statewide totals and some regional data. TEA │ IDEA Coordination 66

SPP 11 - Reports Types SPP 11 Data Collection Timely Initial Evaluation Timely Initial Evaluation/ Reasons for Delay Timely Initial Evaluation/Reasons for Delay: Other TEA │ IDEA Coordination 67

ESC VIEWER SPP 11 Reports Types and Level SPP 11 Data Collection TEA │ IDEA Coordination 68

ESC Viewer: SPP 11 Report Type Timely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular year 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 11 Data Collection TEA │ IDEA Coordination 69

ESC Viewer: SPP 11 Report Type Timely Initial Evaluation/ Reasons for Delay: Displays reasons for a delay in a particular school year Regional Report by District: View own region only District Report: View districts in region only SPP 11 Data Collection TEA │ IDEA Coordination 70

ESC Viewer: SPP 11 Report Type Timely Initial Evaluation/Reasons for Delay- Other : Displays the textual descriptions for the "Other" reason for delay Regional Report by District: View own region only District Report: View districts in region only SPP 11 Data Collection TEA │ IDEA Coordination 71

DISTRICT CERTIFIER AND DATA ENTRY SPP 11 Reports Types and Level SPP 11 Data Collection TEA │ IDEA Coordination 72

District Certifier and Data Entry : SPP 11 Report Type Timely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular school year. District Report: View own district(s)only Statewide Report: View regional total (Spring 2011) View statewide total when application closes SPP 11 Data Collection TEA │ IDEA Coordination 73

District Certifier and Data Entry : SPP 11 Report Type Timely Initial Evaluation/ Reasons for Delay: Displays each reason for a delay in particular school year District Report: View own district(s) only SPP 11 Data Collection TEA │ IDEA Coordination 74

District Certifier and Data Entry: SPP 11 Report Type Timely Initial Evaluation/Reasons for Delay- Other: Displays the textual descriptions for the "Other" reason for delay District Report: View own district (s) only SPP 11 Data Collection TEA │ IDEA Coordination 75

SPP 11 Data Collection SPP 11 Data Integrity TEA │ IDEA Coordination 76

Why is data integrity important? States and LEAs 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. SPP 11 Data Collection TEA │ IDEA Coordination 77

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 11 Data Collection TEA │ IDEA Coordination 78

How can you ensure data integrity for SPP Indicators? SPP 11 Data Collection TEA │ IDEA Coordination 79

Data Integrity Checklist for SPP Indicator 11 Did you follow the data collection requirements outlined in the instructions? 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 11 Data Collection TEA │ IDEA Coordination 80

Indicator 11 Example: In , District A submitted that 350 students were evaluated. In , District A is about to report that 250 students were evaluated. The difference between the two years was 100 students. This type of analysis of the data provides an opportunity for the district to check if it is under reporting data in Data Integrity Checklist for SPP Indicator 11 SPP 11 Data Collection TEA │ IDEA Coordination 81

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. Data Integrity Checklist for SPP Indicator 11 SPP 11 Data Collection TEA │ IDEA Coordination 82

Data Integrity: Certification When you click that 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, 12, or 13. SPP 11 Data Collection 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 TEA │ IDEA Coordination 83

Data certified and submitted by districts through the TEASE applications for Indicators 11, 12, and 13 are considered final and the district’s performance on the compliance indicators will be used by the Agency 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. Data Integrity: Consequences SPP 11 Data Collection TEA │ IDEA Coordination 84

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! Data Integrity: Tech Assistance SPP 11 Data Collection TEA │ IDEA Coordination 85

SPP 11 Data Collection For More Information: The TEASE Applications Reference: For TEA SE account troubleshooting: Request New TEA SE User Account: Logon Page: TEA │ IDEA Coordination 86

SPP 11 Data Collection Contact your Regional Education Service Center for additional information. TEA │ IDEA Coordination 87