1. Keeping It All Together
Special education data collection & reporting for large school districts
Cameron Milton, Philadelphia (IU26)
Erica Grant, Pittsburgh (IU2)

2. Objective
For large metropolitan districts, the management of special education data submissions can sometime be a challenging task: dealing with issues such as sizeable student population that is often transient, multiple schools with multiple school calendars, interactions with educational management companies, staff turnover and basic communication amongst a large group people. This session will provide with examples, tips and simple guidelines on how to manage this process as it relates special education data collection, reporting and “keeping it all together.”
Cameron

3. Keeping It All Together... Organization & Communication
Financial Impact
Organization & Communication
Questions & Comments
5 mins
5 mins
30 mins
5 mins
15 mins
Audience
Documents & Resources
Erica
Overview of today’s session… These are the topics/areas we will be covering.

4. Financial Impact Dollars, Dimes, Pennies & Penalties!
Cameron

5. When you don’t submit or submit incorrect information…
LEA Loss of Funding
Affecting supplementary aids and services provides to students
Returning of Funds
LEAs can be forced to return funds to the state
Corrective Action
Can lead to spending mandates
Cameron
LEAs that fail to submit data can impacted in the following ways:
AIDS & Services include: Interventions, assistive technology and supports for SPED personnel...
Returned Funds: Make sure you are submitted accurate up to date information.
CA: The state advisors can impose corrective action for a LEA based on the data submitted. This corrective action could have a severe financial ramifications.
Example: Mandatory 15% of IDEA funds must be spend towards CEIS

6. Per Special Education Student w/valid IEP on December 1st.
Approximately
$1,000*
Per Special Education Student w/valid IEP on December 1st.
*Exact dollar amount varies for each IU

7. Know your Audience Special Education Directors/Managers
Business Managers
PIMS Administrators
Special Education Admin Support Staff
Know your Audience
Erica

8. Organization is Key Managing timelines, inbox and other issues...
Cameron

9. Timelines Clear and concise for all parties.
For Managers - This is a key step because often you work is depending on what's collected from other people.
For LEAs - Outline, chart or Diagram
Detailing what’s due, when it's due, and what is the purpose or impact.
Erica
Timeline notes - Pittsburgh
Veterans Day - all preliminary files to Penn Data Manager.
Error reports sent. Fix and resubmit until CLEAN.
December 2 - another submission that’s noted as final due for processing.
For Managers be sure to build in some “what if” time!
“what if...”
...they don’t submit?
...it's wrong?
...they are missing information?

10. Controlling Your Inbox
Filters
Respond in a timely manner (48hrs)
Grouping messages/conversations
Cameron
One way of staying organized to managing the s you receive from LEAs...
Filters: All the s are in one place
48 Hours: Responding promptly keeps people from sending multiple s which may cause confusion.
Grouping: Helps with keeping discussions together and managing responses.

11. Processing Files What should you be documenting? Paper Electronic
Wall Chart
Checklist
Electronic
Spreadsheets
What should you be documenting?
Cameron & Erica
These are some tools that are essential when process files and staying organized.
Documenting and Keeping track of:
Who Submitted
What was submitted
When was it submitted
“In Process” - returned for corrections
Completed

12. Processing Files (continued)
Folder Organization:
Submitted Folder
Processing Folder
Completed/Final Folder
CM & EG
Moving the files to different folders alleviates a cluttered “Download” folder or desktop.

13. Using Technology Google Apps For Education Calendly Dropbox CSVed
Drive
Sheets (Excel)
Documents (Word)
Slides (PowerPoint)
Forms
Calendly
Dropbox
CSVed
CM & EG
Google Apps For Education - A suite of free productivity tool for educational collaboration.
Calendly - Simple, beautiful scheduling. Say goodbye to tag for scheduling appointments, interviews, calls, demos and much more.
Dropbox - Get to all your files from anywhere, on any device, and share them with anyone.
CSVed - CSVed allows you to manipulate any CSV file with any separator.

14. Communication Emails Memos
Listservs - addresses of all SpEd Directors/Managers
Memos
Child Count Announcements
Process Requirements
Upcoming Trainings
Common Errors
Cameron
Staff often move to new locations. Keeping an updated list is paramount.

15. Trainings Several Types: Large Group Small group
Drop-in Centers (working sessions)
Conference Calls
Site Visits (if needed)
CM & EG
Large Group - This training includes a basic process overview.
Small Group - This training includes more detail of what’s to be done.
Offer multiple sessions
Drop-in Centers - These are typically offered throughout the collection process and is of more of a hands on approach to training.
Conference Calls - Call-in Times offered during collection process. These offer a more one to one approach similar to drop-ins.
Site Visits - These are to be done for those that really struggle with the process and require a lot of assistance

16. Documents & Resources

17. Documents Sample files Types of list Common Errors
Although much of this information is provided in manuals - We still provide LEA’s with:
Sample files
Types of list
List AUN#
State Location Codes
Disability Codes
Educational Environmental Codes
Ethnicity Codes
Common Errors
Erica
July Tables - Dropdowns are added
Any kind of list that relates to the report being submitted.
Troubleshooting of common errors

18. Resources PennData Resource Manual PIMS Manual EDNA Newsletters
Helpful Hints/Quick Tips

19. Who Can I turn to for help?
Principals
CEO/CAO
Business/Finance Manager
State Advisors
PennData Manager (IU Data Manager)
Often there are issues with responses or information submitted...
Who Can I turn to for help?

20. Questions & Comments