2017-12-04

1

MAARS Data Workshop - Special Education Bringing teams together – Facilitating Communication

Agenda

Pre-K vs Preschool

Data Team

Data Flow

PD Reporting

Q&A

Hands on

Pre-Kindergarten & Pre-School

2017-12-04

2

Pre-K Vs. Preschool These terms are sometimes used interchangeably in discussions at a district/building level; not interchangeable when comes to reporting!

When it comes to reporting the terms refer to:

Preschool = generally speaking to a service being received. It refers to the period of time that follows Early Intervention (EI) but before School Age (compulsory age of attendance). Generally for classified children this is the period between 3-5 years of age. Term preschool is connected to a student identified with a disability and services being delivered.

Pre-K (pre-Kindergarten)= generally speaking refers to location. A prekindergarten program can be for general ed. and special ed./classified students.

Data Teams

Data Flow, Team Talk

General team members

More than one person per district

ID where data comes from

These are the people that need to be involved

Resides in various systems

Not just Data Warehouse reporting

Data sharing during meetings

Regular meetings

Suggest a prep meeting 3-4 weeks before due dates

We can come out and meet in-district

2017-12-04

3

Team Members

District Data Coordinator

HR

Special Education

Registrar

Handle enrollments

Title I, III

FRPL/Lunch program

Food Service Admin

ELL

In-district CTE

Data Flow Basics of data requirements

Crosswalk

Handout #4

“Frontline Decision Status Crosswalk”

2017-12-04

4

Data Flow Overview

Student needs to be in SMS BEFORE adding to Frontline

Student Lite (Demographic)

School Entry Exit

Programs Fact

Spec. Ed Snapshot

Spec. Ed. Events

Level 0 - Demographic

Level 0 - Enrollment

2017-12-04

5

Level 0 – Program Service

Level 0 – SE Snapshot

2017-10-04

BEDS Day Snapshot

2017-07-01

Year End Snapshot

Level 0 – SE Events

2017-12-04

6

Table of Reporting Responsibility for School-

Age Students

Description of Students

Accountability

or Instructional Responsibility

CSE/CPSE

Responsibility

Who Will Report Data

to SIRS and Using What Code (i.e.,

District of Responsibility)

Location/BEDS

Code (i.e., Building of Enrollment)

1) A student who attends a

school within the school district of residence.

District of residence

District of residence

District of residence

(Reason for Beginning Enrollment Code 0011)

Use the 12 digits of

the BEDS code of the school the student attends

2) A school-age student who

resides in the district and is placed by a district administrator

or the CSE of the school district

in educational programs outside the district (such as, another

school district, BOCES, approved

private in-State or out-of-State school, and 4201 State-supported school).

District of residence

District of residence

District of residence

(Reason for Beginning Enrollment Code 0011)

District of attendance

(Reason for

Beginning Enrollment Code 0055)

School building

BEDS code, BOCES code (see BOCES

Codes in Chapter 5:

Codes and Descriptions), code

of the approved

private school for students with

disabilities, or the

code of a 4201 State-supported

school

Location Codes for students with

disabilities placed by

the CSE in approved private school are

available at

http://www.p12.nysed.gov/sedcar/locationcodes.html

SIRS: http://www.p12.nysed.gov/irs/sirs/

TRR:

Data Flow – Spec Ed

SA-1) or 2)

K-12 SWD

Demographic (Stud ID)

Enroll - 0011

Location 00##

OOD/provider - ######

PS Disability from

Frontline

Snapshots

BEDS

EOY (Notes:

TRR Table of Reporting Responsibility SA School Age

Pre Preschool-age & Prekindergarten)

TRR:

Data Flow - Spec Ed, in district, OOD

SA-2)

K-12 SWD

Demographic

Enroll – 0011 Location

In district 00##

OOD/provider - ######

PS Disability code

Snapshots

BEDS

EOY

2017-12-04

7

TRR:

Data Flow - Gen Ed, evaluation for SPED

SA-1)

Eval'd, determined not eligible

Demo

Enroll Codes 0011

Events

Eval'd, determined SPED

Demo

Enroll Codes 0011

Prog svc Approp. disability

Events

Snapshots

BEDS

EOY

TRR:

Table of Reporting Responsibility for Preschool-

Age and Prekindergarten Students

Pre-

Description of Students

Accountability or Instructional Responsibility

CSE/CPSE Responsibility

Who Will Report Data to SIRS and Using What Code

(i.e., District of Responsibility)

Location/BEDS Code (i.e., Building of Enrollment)

1) A preschool-age student referred to the CPSE or CSE for an initial

evaluation to determine eligibility for special education. Only school

districts that are required to report data on the timely evaluation of

preschool and school-age children for special-education eligibility or on the

timely transition of children …

Not applicable (Accountability)

District of residence (Instructional)

District of residence

District of residence (Reason for Beginning Enrollment Code 4034)

Use the 12 digits of the district of residence BEDS code

2) A preschool-age student with a disability who resides in the district

and receives special-education services from:

a) an employee of a school district in a district building, the

student’s home, or in another location;

b) …

Not applicable (Accountability)

District of residence (Instructional)

District of residence

District of residence (Reason for Beginning Enrollment Code 0011)

a) If the student attends a school

building, use the school building BEDS

code; if the services are provided at

home or another location, use the

first 8 digits of the district of residence

BEDS code and “0777” as the last 4

digits b) …

TRR:

Preschool – Eval’d, not eligible

Pre-#)

PreSchool eval'd, determined not

eligible

Demo

Enroll

Start - 4034

End - 140

Events

2017-12-04

8

TRR:

Preschool – Eval’d, eligible

Pre-1)

PreSchl eval'd, determined SPED

Demo

Enroll

Start - 4034

End – 140

Start - 0011

Prog Svc 5786 (w/0011

enroll)

Event

Snapshot records

TRR:

Preshool transition to Kindergarten

Pre-4)

& 5)

Preschool student

Preschool, disabled

demo

enroll, no accountability

Prog Svc 5786 End reason: 902

Pre-K, disabled

demo

PK ENROLL

PK Pre-school Prog Svc records

5786

End Reason: Univ. Pre-K – 902

End Reason: “Other” Pre-K - 990

TRR:

Pre-school, disabled, transition to Kindergarten

Pre-2 & SA-1)

demo

PK ENROLL

Start July 1st 0011

End, August 31

782 – changing grade

153 – change bldg

PK PS records 5786 End reason

901 ending

or 9012 stay classified

Kindergarten

enroll 0011

PS - appropriate disability

2017-12-04

9

Error Checking

Import errors

Missing demo

Missing enrollment

Verification

Preschool Prog Svc with Kindergarten enroll

Screenshot

Missing Enrollment

Information reports

PD Exclusion reports

Error Checking

Information reports

Reporting - Daron

Level 0 Missing Enrollment

Reports missing enrollment

During export

Watch for removing students from state reporting

at EOY

After BEDS reporting

2017-12-04

10

No Enrollment Report

Shows students that have a specific type of data, but are missing enrollment records

Enrollments would have been deleted AFTER this data imported

Missing Enrollment Warning

Shown when user starts the export process in the “L1-Data Prep” screen

Could appear for any Student data except Enrollment

Reporting - Daron

Verification errors

2017-12-04

11

Data Warehouse (Level 1) Reports

https://dataview.wnyric.org

Verification Reports - Special Education

1 2 3

Special Ed Events Student List

VR 11: Notification to school district of compliance rate on SPP #11. Percent of children who were evaluated within 60 days of receiving parental consent for initial evaluation or, if the State establishes a timeframe within which the evaluation must be conducted, within that timeline. VR 12: Notification to school district of compliance rate on SPP #12. Percent of children referred by Part C prior to age 3, who are found eligible for Part B, and who have an individualized education program (IEP) developed and implemented by their third birthday. VR 14: District Report of Parentally Placed Students in Nonpublic Schools who were evaluated

2017-12-04

12

Special Ed Snapshot - Student List

Summary of Special Ed Snapshots

Special Ed Snapshots - Student List

2017-12-04

13

Special Ed Snapshot Verification Report

L1C/LVL2 Errors – What happened to my data?

1 2 3

L1C/LVL2 Errors

This report shows all errors that occurred while trying to send the data to L2. None of the data in this report was sent to L2. It needs to be fixed in the source data and reported through Level 0 again.

2017-12-04

14

PD Reporting

PD reporting – Kerri & Cindi

(SWITCH to their slide deck)

Reports – (Daron)

What L0 reports can be used to verify data?

L0 no enrollment reports

Include L0 Data Prep with warning

PS Category reports

Did #’s drop significantly between SY’s

L0 Infor Reports

Show screenshots

Step-thru resolution

Who & where

2017-12-04

15

feedback

Hands on workshop