SPECIAL EDUCATION REPORT UPDATEData Quality Council MeetingNovember 7, 2013

Communication is Critical• District PIMS Coordinator• Special Education Office• Kris Pope• Make sure data is as accurate as possible.• +/-$1,000 per student• Missing data $28 million last year

Who Reports???• DQE restricts permission so only district AUN can report• District of residence

What is Reported?• All Special Education students with a valid IEP as of 12/1• Only upload students with current IEP.

Timeline• Begin sending files to IU • 12/3/13 Deadline for districts to submit error free Special

Ed Snapshot to IU29• 12/16/13 PDE generates comparison reports based on

files submitted through Spotchecker.• 12/17 – 18/13 – Review comparison reports and send to

IU by 12/18/13• 1/3/14 – PIMS Window opens for Special Education

IMPORTANT!!!• Be sure you are using most recent version of manual!

• As of 10/16/13 it was Release date September 2013• Timeline 12/1 and 7/17• p. 348 Special Education Snapshot

Handout #1 DQE Rules• Fields on list MUST be completed so Jodi can do edit

checks.• All information should come at intake.• PS Edit Checker will assist you with upload• Possible front end edits

LEA Role • Special Ed office and PIMS Admins

• Student Snapshot and Special Ed Snapshot for ENROLLED students

• Send snapshot to Kris Pope

Field 38• Y, E, N• December – Active IEPs – All fields should be Y• July – Exiting students should be Y (Leave challenge

type)• Only students returning to regular education get E• Clock starts ticking at exit• 2 years

• Edit checks and front end checker have been in place• Check date format• Check that required fields are filled

Service Provider Location• LEA – 4 digit number for a building in your district

Lots of DQE Rules• 38 – PY - previous year• If they were Y in PY they must be an E• 66-997 – 38 should be Y• Second phase of DQE will check between files

• All students should have a Y• Will be checked in Student Snapshot• **Even if the goes through PS it can be rejected.**

Student Template• Updatable• Not required• Suggested to upload Student Snapshot and Special Ed

Snapshot together

Handout #2 Cognos Reports• Related to errors• Bad data won’t get through

BURNING QUESTIONS

1. Students Placed in Other Home/Facility2. PASA Participation3. 38 E – Leave types4. Federal Tables5. Gifted

Students Placed in Other Home/Facility

PASA Participation

38 E – Leave types

Federal Tables

Gifted

ACTIVITYDEVELOP AND ID STRATEGIES TO IMPROVE DATA QUALITY

July Submission Issues• No Student Snapshot File submitted• Student Snap and Special Ed Snap did not match for

student• 3rd/4th graders graduated• Exit dates were previous year• Inconsistent Federal fields Year on Year

• Ethnicity• Gender• LEP• LRE• Disability

How Can We Improve Data Quality?• Discuss challenged you encountered in preparing Student

Snap and Special Ed Snap templates• Propose strategies to avoid them for future submissions• Prioritize

Possible 12/1 Challenges• Making Special Ed and Student Snap match• Errors leading to missing some students

• Software issues• IEPs are not compliant

• Not identifying all students

PennData Site• http://penndata.hbg.psu.edu/#• Handouts #1 and #2• PPT slides with activity

Next Meeting• December 12, 2013• Maple Avenue Campus Board Room• 9:00 a.m. – 12:00 p.m.