1. Early Childhood Outcomes Indicator 7 Data Collection Application Review

2. Overview of the Enhancements Made to Indicator 7 1.The Entry /Exit screen has been split into two screens. You navigate between them by selecting your choice in the toolbar at the top of the screen. 2.All students will need to have a valid student ID number before any data can be entered. The application will automatically make a Match and provide the student’s demographic data in the fields on the screen.

3. SPP 7 Overview Each screen in the SPP 7 Application has a toolbar located at the top that allows the user to navigate to other screens. The options offered in the top toolbar depend on your user role. Campus Data Entry Agent- (Home, Entry Child Outcomes, Exit Child Outcomes, Campus Home, Exit) LEA Certifier- (Home, Entry Child Outcomes, Exit Child Outcomes, Campus Home, LEA Home, Exit) ESC Viewer- (Home, LEA Home, Exit)

4. Entry Child Outcomes The Entry Child Outcomes Screen is used to enter information for each NEW student enrolled in the preschool program for children with disabilities (PPCD). “Rollover” Entry data from the previous school year will only automatically appear on the Exit Child Outcomes Screen. However, you may view entries from previous year/years on the Entry screen by selecting the appropriate School Year, District, and Campus from the drop-down lists and then click on the GO button. The records will be for view only and will be cleared when you navigate from the page. (This could be a good function to use to check that all student entries from the previous year are in the system.)

5. Entry Child Outcomes STEPS TO ADD A NEW STUDENT RECORD: 1.Click on the Entry Child Outcomes button in the navigation toolbar. The Child Outcomes Entry form will be displayed. 2.Select the appropriate School Year, District, and Campus from the drop- down lists and then click on the GO button. (The current year is the default school year and options in District and Campus are based on your user role.)

6. STEPS TO ADD A NEW STUDENT RECORD (CONTINUED) 3.Scroll to the PET match section at the bottom of the screen and enter the student’s SSN in the SSN/Alt ID field, then click on the PET Match button. The system will find a matching record from the PET database. IF NO MATCH IS FOUND: -Check to be sure you have entered the SSN correctly, then -Check with your PEIMS representative to be sure you have the correct SSN. THE SYSTEM WILL ALLOW STUDENT DATA ENTRY ONLY AFTER A MATCH IS MADE.

7. STEPS TO ADD A NEW STUDENT RECORD (CONTINUED) 4. 4. When the system has found a matching record from the PET database, click on the student name and then click on the Select Student button.

8. STEPS TO ADD A NEW STUDENT RECORD (CONTINUED) 5.The system will fill in the student’s first name, last name, and date of birth. 6.Select the student’s Primary Disability from the drop-down list and select the appropriate answer for Multiple Disabilities. Please note: A student’s Entry record can be saved with a status of “incomplete” as long as the following fields are complete: SSN, First Name, Last Name, DOB, Primary Disability, Multiply Disability and Date Services Began.

9. STEPS TO ADD A NEW STUDENT RECORD (CONTINUED) 7.Scroll down to the next section of the screen and select the appropriate answers for questions 1a., 2a., and 3a., and then click on the Save Child Outcome button. If all questions are not answered, the data can still be saved and the student’s survey status will show as “Incomplete”. BUT, PLEASE REMEMBER ALL STUDENT RECORDS MUST BE COMPLETED BEFORE THE CAMPUS CAN BE SUBMITTED.

10. Exit Child Outcomes Student Entry records that have been “rolled over” from a previous year will appear on the Exit screen. Student Entry records that have been “rolled over” from a previous year will appear on the Exit screen. After a student’s Entry record is complete, an Exit record can be added for that student. Once an Exit Survey is started and saved the Entry record cannot be modified or changed. Remember changes can only be made to Entry records from the current year. All Entry records “rolled over” from a previous year cannot be modified. After a student’s Entry record is complete, an Exit record can be added for that student. Once an Exit Survey is started and saved the Entry record cannot be modified or changed. Remember changes can only be made to Entry records from the current year. All Entry records “rolled over” from a previous year cannot be modified. It is critical that you complete and save a student’s Exit Survey prior to proceeding to the next student or signing out of the application for the day. IT IS NOT RECOMMENDED TO LEAVE ANY EXIT SURVEYS IN AN INCOMPLETE STATUS. It is critical that you complete and save a student’s Exit Survey prior to proceeding to the next student or signing out of the application for the day. IT IS NOT RECOMMENDED TO LEAVE ANY EXIT SURVEYS IN AN INCOMPLETE STATUS.

11. Exit Child Outcomes STEPS TO ADD AN EXIT RECORD: 1.Select the Exit Child Outcomes button on the navigation toolbar. The Exit Child Outcomes Summary Form screen is displayed.

12. STEPS TO ADD AN EXIT RECORD (Continued) 2.Select the appropriate School Year from the drop-down list (the current year is the default). If you are authorized for more than one District or Campus, make the necessary selections and then click on the button. Information for the selected district and campus is displayed. 2.Select the appropriate School Year from the drop-down list (the current year is the default). If you are authorized for more than one District or Campus, make the necessary selections and then click on the Go button. Information for the selected district and campus is displayed.

13. STEPS TO ADD AN EXIT RECORD (Continued) 3.All students listed will have Edit buttons next to their name, unless their record has been submitted. After records are submitted, the Edit button changes to View and no additional edits can be made to the record. 4.To add an Exit record, click on the Edit button shown to the left of the student’s name. The student’s information will be filled in automatically.

14. STEPS TO ADD AN EXIT RECORD (Continued) 5.Select an Exit Reason from the drop-down list. Options are: Child has aged out Child has aged out Dismissed by ARD Dismissed by ARD Child is deceased Child is deceased 6.Enter the Date Services Ended. You cannot change the student’s Primary Disability on the Exit Record. Then answer the Multiple Disabilities question.

15. STEPS TO ADD AN EXIT RECORD (Continued) 7.Scroll down to the next section of the screen and select the appropriate answers for questions 1a., 1b.,2a., 2b., and 3a., 3b., and then click on the Save Child Outcome button.

16. Campus Administration The Campus Administration screen is used to track the assessment instruments used by each campus and to submit student records to the LEA Certifier. The Campus Administration screen is used to track the assessment instruments used by each campus and to submit student records to the LEA Certifier. As student records are entered on the Entry and Exit Child Outcome screens, their names will appear in a list at the bottom of the Campus Administration screen with a status of either “Complete” or “Incomplete”. As student records are entered on the Entry and Exit Child Outcome screens, their names will appear in a list at the bottom of the Campus Administration screen with a status of either “Complete” or “Incomplete”. Every student record MUST have a status of “Complete” before records for a campus can be submitted and at least one assessment instrument must be marked. Every student record MUST have a status of “Complete” before records for a campus can be submitted and at least one assessment instrument must be marked.

17. Campus Administration How to Complete the Campus Administration Screen: 1.Click on the Campus Home button on the navigation toolbar at the top of any screen to access Campus Administration. Campus Administration How to Complete the Campus Administration Screen: 1.Click on the Campus Home button on the navigation toolbar at the top of any screen to access Campus Administration.

18. 2.Select the appropriate campus using the Search Campus drop- down list and then click on the Go button. Campus detail information is displayed, including the nine digit campus number. How to Complete the Campus Administration Screen (Continued) (Continued)

19. How to Complete the Campus Administration Screen (Continued) (Continued) 3.Click the check box in front of each assessment instrument used by the campus. At least ONE assessment instrument must be selected. If Other is selected, you must enter the name/names of the assessment tool/tools used in the text box provided.

20. How to Complete the Campus Administration Screen (Continued) 4.A list of students who have been submitted for the campus is displayed at the bottom of the screen. If a student’s survey status is “Incomplete”, all of their data must be entered and the form status changed to “Complete” before the campus data can be submitted.

21. How to Complete the Campus Administration Screen (Continued) 5.After all students have been entered into the system and have a survey status of “Complete” and assessment tools have been marked then the assurance statements at the bottom of the screen need to be review and checked. Then click on the Submit Campus Student Records button. The campus status changes from Not Submitted to Submitted and is now transferred to the LEA Certifier screen. 6.If you have an Entry or Exit record for the current year, only the last two assurance statements will be enabled and need to be checked.

22. How to Indicate No New Student Records to Submit for the Current Year If you have new students and students that need to be exited If you have NO new students and NO students that need to be exited from your program during the current school year, then follow the steps below: 1.Click on the Campus Home button on the navigation toolbar at the top of any screen to access Campus Administration. 2.Select the appropriate campus using the Search Campus drop-down list and then click on the Go button. Campus detail information is displayed, including the nine digit campus number. 3.Scroll to the bottom of the screen to review and check the assurance statements and then click on the Submit Campus Student Records button. The campus status changes from Not Submitted to Submitted and is now transferred to the LEA Certifier screen.

23. LEA Administration The LEA Administration screen is used by the LEA Certifier to accept or reject a campus’s data. After all the data in the LEA’s campuses has been accepted, the LEA Certifier can certify the records. When the LEA records are certified, they are automatically submitted to TEA. If an LEA Certifier needs data returned after submitting it to TEA, an email should be sent to the SPP mailbox at SPP@TEA.state.tx.us with the following text in the subject line- “SPP 7 Data Return Requested”.SPP@TEA.state.tx.us

24. LEA Administration STEPS TO CERTIFY CAMPUS RECORDS: 1.Click on the LEA Home button from the menu at the top of any screen to access the LEA Administration screen. 2.The name of the assigned LEA will be displayed in the Search LEAs field. Click the Go button and the system will display specific LEA information. 3.A list of submitted campuses is displayed at the bottom of the screen. To see detailed information for a campus, click on the campus name.

25. LEA Administration 5.Click on the Accept button for each campus that is complete. If data for a campus needs to be corrected, use the Return Notes text field to enter information regarding the reason for the return. Be sure to enter Return Notes before clicking on the Return button. Click on the Return button to return records to the Data Entry Agent. 6.After all campuses have been accepted, click on the Certify button to submit the data to TEA. Please note the certification statement shown above the Certify button. 7.The Certify button will not be activated until all campus records have been submitted.

26. Student Scenarios Students Moving within the SAME District (Campus to Campus): A student has an Entry record at Campus A with the status of Complete A student has an Entry record at Campus A with the status of Complete Then the student moves to Campus B, within the same District Then the student moves to Campus B, within the same District When Campus B enters the SSN for the PID Match, and selects the student record a message will appear asking “Do you want to transfer the student to your campus?” After responding Yes, then all of the completed data for that student is displayed and transferred to Campus B. (The transfer record is View only) When Campus B enters the SSN for the PID Match, and selects the student record a message will appear asking “Do you want to transfer the student to your campus?” After responding Yes, then all of the completed data for that student is displayed and transferred to Campus B. (The transfer record is View only) Students Moving from District to District: Every time a student changes Districts, a new Entry record must be created. Every time a student changes Districts, a new Entry record must be created.