1. 2018-19 December Count Training

2. Purpose of December Count Collection
The December Count collections purpose is to accurately record data about students with IEPs as of December 1st so that schools may receive appropriate funding and resources to best support their education and services. This information is used for:
Funding for special education students
EDFacts
Report on educator effectiveness
Medicaid
Draw random samples for parent survey
Compliance record review
Monitoring
Provide information regarding the fiscal impacts of the numbers
Indicator reporting
Public reporting
Legislature requests
Research requests
Consultant analysis to support technical assistance needs in the state

3. Required Files
To create the December Count report, each school will be submitting the following interchange files to CSI:
Child [file layout & definitions]*
1 record per child
Staff Assignment [file layout & definitions]*
Can have multiple records per child
* All File Layout and Definition Documents from CSI website contain additional CSI specific details pertaining to fields in green.
Please note, upon running the snapshot (clearing level 1 errors) CDE will also pull in the HR Staff Profile and Staff Assignment files.

4. CSI Human Resource Snapshot
Level 1 - Errors
Level 2 - Errors
SPED Child
SPED Participation
CSI Human Resource Snapshot
Staff Profile
Staff Assignment
SPED Child
CSI December Count Snapshot
SPED Participation
Staff Profile
Staff Assignment
**December Count contacts are responsible for resolving Level 1 and Level 2 DC errors IN CONJUNCTION WITH working with the Human Resources Staff to Clear Level 2 Staff errors.**

5. Across Collection Collaboration
School SPED Staff must collaborate with the Human Resources Staff at your school completing December Count. This is due to:
December Count errors may require changes to either the SP or SA files to resolve
Involves inconsistencies with data entered by HR Staff, including:
SPED Flag
Grade Levels Taught
FTE and Funding Source issues
Be sure you are reaching out to your schools HR Staff to inquire about any cross collection errors that may have occurred
Available in the Data Submissions Handbook

6. December Count Collection Process

7. DC Data Collection in 4 Steps
Repeat steps 1-3 until data is complete and accurate!

8. Step 1: Data Collection/Entry
What Data to Collect
File Layout and Definition Documents
Data Validations for December Count Collection Resource
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

9. File Layout and Definition Documents – CSI Additions
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

10. Data Verification Strategies Checklist for DC Collection
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

11. Data Verification Strategies Example
As you are going through your Child file, you cannot remember what is needed to be coded for the District of Residence, District of Parents Residence, and State of Parents Residence as they all are similar fields. Use the Data Verification Strategies!
Based on this information, you know that:
District of Students Residence and District of Parents Residence must be completed and match
The State of Parents Residence should be zero filled if District of Parents Residence is completed to avoid errors
A great reminder to also check that all students have at least one Race selected
For more guidance on finding District of Residence, navigate to the following resource:
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

12. Participation File Coding Scenarios
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

13. Participation File Coding Scenarios Example
As initial evaluations are being completed by the SPED Team and you are ready to enter your information into Alpine or IC - you cannot remember the correct fields to input for a new student who is receiving an initial evaluation, was determined eligible, and began receiving services (compared to a returning student). The Participation Coding Scenarios Document/Supplemental Guidance will walk you through this process!
Based on this information, you know that:
All receiving initial evaluations need to have an 03 in the SPED Part C Referral field and 02 for Eligibility and Services if deemed eligible
Students receiving initial evaluations need to have Path 3 Dates completed for all CSI schools with Paths 1 and 2 zero filled
The Primary Disability Field is required for all Special Education students along with an 04 in Pupil Attendance
Other required fields include Service Provider EDIDs, Funding Status, Hours Per Week and Start Date of SPED
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

14. Alpine and Infinite Campus Crosswalks
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

15. Example of Using the Crosswalk
You are working on adding information into Alpine and need to enter the SPED Hours Per Week for students, but are unsure on where that is located in your Plan Management System. The Alpine Crosswalk will be a great resource!
Based on this information, you know that:
This field is located within Section 13 of the IEP in Alpine under the subheading of Frequency of DIRECT Special Education/Related Services.
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

16. Where should Data be Entered for December Count?
Plan Management System (Infinite Campus) OR
Alpine Achievement
December Count/Special Education End of Year Alpine Achievement - Beginning of the Year Setup Infinite Campus - IEP Development [Campus Community login required]
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

17. Step 2: Submission to CSI
Extract data from the plan management system:
Infinite Campus – Campus Community
IEP Child and IEP Participation guides
Alpine Achievement
Extracting the Child and Participation file process
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

18. Alpine Tip – Keep Option
As you are extracting your files, please note: Step 2 in Alpine provides schools the opportunity to “Keep” students or exclude them from Steps 3 and 4 if you do not need to report them (see column G in Step 2)
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

19. Infinite Campus – State Exclude Option
Infinite Campus has a similar option in terms of excluding a student on their specific enrollment page. Check the “State Exclude” box
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

20. Step 2: Submission to CSI
Correct Naming of Files
School Code, School name/abbreviation, interchange type, and date
Examples:
8821TRCSChild
3326GVACSParticipation
Files should not contain any spaces in order to upload to the data pipeline
Ensure you are uploading them to the correct folder in FileZilla. It should be:
FileZilla>December Count>SY 18-19>Files to Run
the submissions inbox once file is available to process
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

21. Step 3: Error Resolution
Error Reports loaded to December Count  Error Reports
CSI Troubleshooting Errors Resource
Child Errors tab
Participation Errors tab
December Count – Level 2 Student Errors tab
December Count – Level 2 Staff Errors tab
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

22. Step 3: Error Resolution
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

23. Step 4: Data Review Summary/certification report will be provided once
error free
Steps to Complete:
Review each tab thoroughly to determine accuracy of data
If accurate, ensure all applicable parties (below) have signed and return scanned version of the signed Certification tab to CSI
School Leader, Data Submissions Coordinator, HR Contact, and the SPED Contact
If errors are found, modify most recent error free files or reach out to CSI for assistance
Changes will be uploaded to the Data Pipeline and a new summary report provided
Once data is accurate, sign and return prior to the due date.
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

24. File Updates

25. Participation File Changes
Removed Fields:
Path 2 – Date Child Referred to Part C System has now been removed from the Participation file.
Code or Definition Changes:
23 - Child on the Run option has now been removed from Path 2 – Reason for Delay in Completing the Evaluation C to B
Relocated Fields:
Date of Entry into Special Education
Date of Exit from Special Education

26. Relocated Field Changes
Date of Entry into Special Education and Date of Exit From Special Education
Change was requested per Collection survey with the goal of relocating those fields to directly in front of Basis of Exit field

27. HR Collection Timelines and Deadlines
Task
10/30/2018
Submit initial files (Child, Participation)
11/27/2018
Schools must have all Level 1 (Child/Participation) errors cleared
01/03/2019
Schools must have all Level 2 (HR and December Count-Staff) errors cleared
First week of January*
CSI will provide Data Summary Reports to schools
1/16/2019**
Submit Signed Certification Agreements to CSI
*Dependent upon all schools clearing errors by specified deadlines
**Any requests for changes must be received by CSI on or before 1/14/2019

28. Thank you for Reviewing this Training
Contact the Submissions Inbox with Questions: