spp 7: data submission process march 27, 2017 · spp 7: data submission process march 27, 2017...

SPP 7: Data Submission Process

March 27, 2017

Welcome - we’re glad you’re here today! Please sign in, find a seat,

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Take three sticky notes from your table bag:

On one, please write your role in the SPP 7 process

On another, write two things you know about SPP 7 data entry

On the third, please write one or two questions or things you

want to learn today

Contact Information:

Dr. Kelley Estes-Jones, 972-348-1780,

[email protected]

Daelynn Copeland, 972-348-1428,

[email protected]

SPP7 Data CollectionTEA l Division of Federal and State Education

Policy1

mailto:[email protected]


Early Childhood Outcomes

State Performance Plan Indicator 7 (SPP 7)

2016-2017 Data Submission

Texas Education Agency

Division of Federal and State Education Policy

State Performance

Plan Indicator 7

(SPP 7)

The Big Picture

TEA l Division of Federal and State Education Policy 3SPP7 Data Collection

TEA l Division of Federal and State Education Policy

4

Law requires Texas to collect

data on 20 indicators

SPP Indicator 7: Early Childhood

Outcomes

Team enters entry/ exit child

outcome measurement

data on *COSF

Data is entered in online data

collection application

Progress data is calculated and

statewide data is reported

State, ESCs and LEAs use data

to improve programs for children with disabilities

Data

Collection

Process

and

Improving

Program

Effectiveness

State Performance Plan

(SPP) Process

* Child Outcome Summary Form

SPP7 Data Collection

By Publicly Reporting the SPP Targets:

• Schools make informed, data driven decisions to impact program effectiveness.

• Children and youth experience effective programs and services that ensure positive outcomes.

SPP7 Data Collection TEA l Division of Federal and State Education Policy 5

SPP: Improving Education

SPP 7:

Early Childhood

Outcomes

SPP 7: Federal Reporting Categories

Percentage of children 3-5 with IEPs who demonstrated improved outcomes. The three child outcomes:

TEA l Division of Federal and State Education Policy 7

1. Children have positive social-emotional skills (including social relationships).

2. Children acquire and use knowledge and skills (including early language/communication [and early literacy]).

3. Children use appropriate behaviors to meet their needs.


Data Collection Process

All districts and charters use a child outcomes measurement process to gather data on the three childhood outcomes forchildren in Preschool Program for Children with Disabilities(PPCD). The data are used to measure a child’s progress on the three outcomes while receiving services in an LEA’s PPCD. (REMEMBER: PPCD is not a PLACE, it’s a PROGRAM! Think beyond self-contained!)

Progress data are collected at entry and exit and are recorded on the Child Outcome Summary Form (COSF). There are specific exit and entry definitions. The TEA only collects data on those children with both entry and exit outcome data. Completed COSF should remain in the child’s special education eligibility folder.


Data Collection Tool

Data are submitted online to the State

• Once the COSF has been completed, the data are entered through the online application. This year, the application is open from March 9, 2017 through the close of the business day on August 16, 2017.

• Every district and charter school serving children ages 3 through 5 (this includes Kindergarten) must report.


Instruments Used to Gather Data

Districts and charter schools have flexibility in choosing the assessment instruments to evaluate a 3-, 4-, or 5-year-old child. Texas does not prescribe the use of any single assessment instrument to assess children.


Entry and Exit

Definitions

Entry Definition

• Summarize assessment data related to the child and record the results on the COSF (within 30 school days) after a child, age 3, 4, or 5, has been found eligible and has started receiving services in a PPCD .• This includes students newly identified in your LEA

• This also includes transfer students (from another LEA)

• The completed COSF remains in the child’s special education eligibility folder.

Entry data is collected on a COSF


Exit Definition

• Exit data is collected for a child with entry data who has been in the PPCD program at least 6 months.

• If a 5 year old turns 6 after Sept 1 and the ARD has determined the child will continue receiving special education services, Summarize assessment data related to child and record the data on the COSF no earlier than 30 school days before the child exits the program, which may be at the end of the school year.

• Summarize assessment data related to child and record the data on the COSF no earlier than 30 school days before a child, age 3, 4, or 5, is dismissed by ARD Committee.

Exit data is collected on the COSF


Entry and Exit data

• Do not have six months of service in the program within your LEA.

• Moved to another LEA or out of state prior to recording exit data.

Exit data are NOT reported for children with entry data who:


A RECENT Addition:

In last year’s (2015-2016) reporting, the system

was enhanced and now requires an exit reason to

be recorded for the following students who:

left prior to 6 months in the program

were in the program at least 6 months and

moved out of the district before meeting one of

the two criteria for Exit data collection

left for other reasons (i.e. death)

SPP7 Data Collection 2011-12


15

Campus Administration Page



16

Data Submission

Prior to Submitting SPP 7 data

Child Outcomes Summary Process, Training, and Data Integrity

• Prior to inputting data, it’s important that school staff understand the directions for completing the Child Outcome Summary Process, filling out the COSF, definitions of the outcomes ratings, and scoring methods.

• School personnel should contact their Education Service Center to receive the training on the Child Outcome Summary Process.


Online Data Submission


The SPP 7 application is a web-based data collection application used bydistricts/charters to enter COSF entry and exit data. Local, regional, and state early childhood outcomes data are calculated. Data reports are available though online application.

The SPP 7 application can be accessed through the Texas Education Agency Security Environment (TEASE). TEASE roles must be obtained for the appropriate staff.

PLEASE NOTE: To access TEASE, utilize Internet Explorer in “compatibility” mode. If in “compatibility mode,” a broken page icon appears in the address bar. The application will not function properly in other web browsers.


Timeline for Submitting to TEA

For the 2016-2017 school year:

• Application opened on March 9, 2017

• Application will close on August 16, 2017

• Don’t delay – start entry NOW

• The application will only allow data from the current fiscal year to be entered.

• Date services “Began” or “Ended” must be between July 1, 2016 – June 30, 2017.


Current Enhancements to the

SPP 7 Online Application

TEASE: Certifiers for SSA need only one user ID and password for TEASE to access all member districts.

The Help File has been updated with additional and more in-depth information

There is a return process in place for campus information as well as district (LEA) information

There is a search feature in place

Various reports are available within the application

As of 2015-2016, an EXIT REASON is required for students with entry data but without any exit data to report

As of 2016-2017, the Unique ID must be used instead of SSN


TEASE:

User Roles

SPP 7TEA l Division of Federal and State Education Policy 22SPP7 Data Collection

SPP 7 Roles

Roles:

District Certifier – Can enter, submit and certify data for all campuses in district. Can access: Entry Child Outcomes, Exit Child Outcomes, Campus Home, District Home, Reports, and FAQ. Only one certifier per LEA .

Campus Data Entry Agent – Can enter and submit data for specific campus. Can access: Entry Child Outcomes, Exit Child Outcomes, Campus Home, Reports, and FAQ. District may have more than one data entry agent.

ESC Viewer – Can view regional data. Can access: District Home,

Reports, and FAQ.


TEASE


TEASE roles allow staff personnel to enter, save, submit and certify data. Every district and charter must have one Certifier identified.

For Security purposes, there can only be one Certifier per LEA for the SPP 7 online data collection application.


Revoking User Roles

If the person established as the Certifier has left that position or the district, that role will need to be revoked by the Superintendent before a new Certifier can have access.

The Superintendent must log into TEASE and access User Administration+ to revoke the role.

User Administration +(UA+) is the required application for Superintendents and other organization heads to manage staff requests for access to TEA online applications.


TEASE: Shared Service

Arrangement (SSA)


Certifiers for Shared Service Arrangements (SSAs) need only one user ID and password for TEASE to access all member districts. The TEASE account for fiscal agent will allow Certifiers to enter data and certify data for all member districts in SSA for SPP 7.

Special Education Directors of SSAs have a responsibility to assist member districts in collecting the data and determining who will be responsible for reporting the data.


TEASE:

Accessing the

Online Application

SPP 7TEA l Division of Federal and State Education Policy 27SPP7 Data Collection

TEASE INFORMATION


TEASE information for current users and application information for those requesting access to SPP7:

TEASE Getting Started Guide

Request TEASE Access Online

TEASE Applications Reference Page


https://seguin.tea.state.tx.us/apps/help/tease.htm

http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769819570

http://tea.texas.gov/index4.aspx?id=25769818165

Accessing the online data collection

application


Log on to TEASE using correct Username and Password at https://seguin.tea.state.tx.us/apps/app_list.asp

(The password can be reset by clicking the link below the login boxes.)

On the Application List page, click the link for ALL SPP –State Performance Plan Indicators


https://seguin.tea.state.tx.us/apps/app_list.asp

Accessing SPP 7

Entry Child Outcomes

Creating an Entry Record

30

TEASE Account

Once you click on “all applications,” you will be directed to a page that lists all the SPP Indicators in tabs across the top. Although all indicators tabs are present, you will only be able to access those for which you have applied for access. Click the SPP 7 tab to enter the SPP 7 application.


Before Using the Application


Did you read the help file?

Did you read the FAQ?

Did you receive training from the ESC?

Is your TEASE account set up correctly?


Entry Child Outcomes

Entry Child Outcomes Screen

• On menu, click “Early Child Outcomes” tab to enter information for each NEWchild enrolled in PPCD.


Entry Child Outcomes:

Entering New Child


Current year is the default

Select year, district, and campus from the drop down menu.

Click the GO button.

Data Entry Agents will only see campuses that they listed in their TEASE account. District Certifiers will see all campuses.


Entering New Child

Scroll to the PET match section in the middle of the screen.

Enter the student’s 10 Digit Unique Identifier in the UID field.

Click on the PET Match button.



Entering New Child Data

When a matching record from the PET database is found the child’s name is highlighted automatically.

Once the child’s name is highlighted, the user may “click” the Select student button.


Child data can only be entered if

there is a PET match.



Entering New Child Data

)

The system will fill in the child’s first name, last name, and date of birth.

Select the child’s Primary Disability from the drop-down list and select the appropriate answer for Multiple Disabilities.

Select the Instructional Setting from the drop-down menu.


Please note: An Entry record can

be saved with a status of

“incomplete” when all

demographic fields are entered


Age Validation:

Entry Child and Exit Child

There is a validation on the Entry and Exit screen to make sure the child is between the ages 3 and 6.


“The child’s age does not

match Indicator 7 data

collection requirements.”



Entering New child data

Scroll down to the next section of the screen and select the appropriate answers for questions 1a, 2a, and 3a as indicated on the child’s COSF.

Click on the Save Child Outcomebutton. If all questions are not answered, the data can still be saved and the child’s survey status will show as “Incomplete”.



Entering New child data

Click Save Child Outcome


Duck Daisy 7/07/07 CompleteEdit

When the data is saved, the child’s name will be listed at the top of the

page. The child may have the status of complete or incomplete.


Click to save data


Editing Child’s Record


Duck Daisy 7/7/07

Bunny Bugs 7/7/07Edit

Edit Complete

Complete

You may edit a child’s entry record once it has been saved and is in complete status.

Any records entered in previous years cannot be edited. They will be view only.

Once the campus data is submitted, the record is view only and cannot be edited.


Transfer child: Within District

• For a child who has existing entry data and moves between campuses in the same district, the entry data can be transferred from the previous campus to receiving campus.

• The data entry agent enters the child’s Unique ID, then follows the prompt allowing the transfer of data from campus to campus.

Move campuses within district (transfer within district)


Transfer child: To a new LEA


• COMPLETE THE COS Process for out of LEA transfers (SPP 7 records are LEA specific and do not transfer between LEAs)

• Assessments must be reviewed and conducted. Results recorded on the COSF after a child, age 3, 4, or 5, has transferred into PPCD from another LEA. Completed COSF remains in the child’s eligibility folder.

• Thirty school days to complete COSF

• Create a new online entry record for this child.

Note: There is only one online entry per LEA per child

A child moves to new district/ charter



PET Match Problems Part 1

No PET Match:

• First check to make sure the correct Unique ID was entered.

• Also, check with the PEIMS Coordinator to make sure the child has the correct Unique ID.

Continued PET match Problems:

• Verify with PEIMS Coordinator that the child has a current and up-to-date PET Entry. (All EE children must also have a PET Entry.)

• If there is no current PET Entry, the PEIMS Coordinator will need to make a PET Entry for the child using the current campus number.

• If there is a current PET Entry, the PEIMS Coordinator will need to verify that the PET entry contains the campus # of the campus requesting the PET Match.



PET Match Problems Part 2

When there is a PET Entry for this child and the user still cannot achieve a PET Match in SPP7 then……

• Have the PEIMS Coordinator check their PET 2D001 Report (PET PID Statement of Discrepancies) to verify:

• If an error has occurred for this particular child, then the PEIMS Coordinator will need to check the PET Record to the PID database.

• If: The PET Record is incorrect, the PEIMS Coordinator will need to submit a corrected PET Record.

• OR

• If: The PID Record is incorrect the PEIMS Coordinator will need to provide copies of documents to verify any change. (Only designated personnel in each LEA are allowed this level of access to the system.)


User Import Document

• LEAs can enter data and

upload a file containing

multiple Entry Child

Outcomes

• The data must be in the

correct format or it will

not load into TEA's SPPI

system.

• Use the User Import

Document (for the

correct field formats and

descriptions).

• The import file must be

in a CSV format.

• Review the data once it

has been imported to

ensure that it is correct.


Policy46

.

Exit Child Outcomes

Creating an Exit Record

47

Exit Child Outcomes

Exit Child Outcomes Screen

• On menu, click on the Exit Child Outcomes tab to:

• Create exit record by completing exit record information, once a child’s entry record is complete.

• Edit a child’s record from current school year.


Exit Child Outcomes

Select year, district, and campus from the drop down menu.


Data Entry Agents will only see campuses that they listed in their TEASE account. District Certifiers will see all campuses.


Exit Child Outcomes

To add an Exit record, click on the Edit button located to the left of the child’s name.

The child’s information will pre-fill in text boxes.

TEA l Division of Federal and State Education Policy 50SPP7 Data Collection 2011-12

Exit Child Outcomes

Select an Exit Reason from the drop down list. Options are:

Child has aged out

Dismissed by ARDC

Enter the Date Services Ended.

Answer the Multiple Disabilities question.

Select the Instructional Setting.


Exit Child Outcomes

Scroll down to the next section of the screen.

Select the appropriate answers for questions 1a, 1b, 2a, 2b, 3a, and 3b. DON’T FORGET the b questions( progress).

Click on the Save Child Outcome button.


Exit Child Outcomes:

Editing Child’s Record


Edit

Edit Bunny

Duck Daisy

Bugs

7/7/07

7/17/07 Complete

CompleteExit

Exit

You may edit a child’s exit record once it has been saved and in complete status.

Any records entered in previous years cannot be edited. They will be in view only.

Once the campus data has been submitted, the record is view only and cannot be edited.


Exit Child Outcomes:

Things to Remember

After a child’s Entry Record is complete and the

child has been in the program for a least 6 months,

an Exit Record can be added for that child.

Once an Exit Record is started and saved the

Entry Record cannot be modified or changed.

Any Entry records from a previous year cannot be

modified.


User Import Document

• LEAs can enter data and

upload a file containing

multiple Exit Child

Outcomes

• The data must be in the

correct format or it will

not load into TEA's SPPI

system.

• Use the User Import

Document (for the

correct field formats and

descriptions).

• The import file must be

in a CSV format.

• Review the data once it

has been imported to

ensure that it is correct.


Policy55

.

Campus Administration

Page

Assessment

Viewing and Deleting Records

Submitting Data

SPP 7

56



• On menu, click the Campus Administration tab to:

• View and choose the assessment instruments used by each campus.

• Submit campus data to the District Certifier so the data can be certified.

• Delete a child’s record (from the current year only).




Campus information and status are displayed, including the nine digit campus number.

Select year and campus from the drop down menu.


Data Entry Agents can only select campuses that they listed in their TEASE account. District Certifiers can select all campuses.


Campus Administration Page:

View Child List

A list of children who have been submitted for the campus is displayed at the bottom of the screen.

All child data must be in “complete” status before the campus data can be submitted.


Duck Daisy

Bunny Bugs

7/7/77

1/1/77



Deleting Child’s Record

A campus in “Not Submitted” status may delete a child’s record

If an Exit record is deleted, the entry record will also be deleted.

The child’s record must be in “Complete” status before it can be deleted.

Previous year data cannot be deleted.

Data Entry and Certifier can delete data.



Submitting Campus Data

Before submitting:

• Verify all data is in “Complete” status.

• Make sure assessment tools have been marked.

• Confirm that assurance statements at the bottom of the screen have been reviewed and checked.

To submit, click the Submit Campus Student Record.

After submitting campus:

• Verify that the campus status changes from Not Submitted to Submitted.

• Contact district certifier to inform them the campus has been submitted.

TEA l Division of Federal and State Education Policy61


District Administration

Page

Certifying the Data

SPP 762

District Administration Page


• On menu, click the District Administration tab to:

• Verify every campus in district is in submitted status

• Verify that the data entered is accurate and reliable.

• Certify district data by clicking the Certify button

• Return campus level data

• Request data to be returned by TEA after certifying.




To validate that all data are accurately reported, every elementary campus located within the district will submit data for the SPP7 application.

Click on numbers at the

bottom of table to scroll

through campuses




Certifying Data

• All campuses MUSTbe in submitted status prior to certifying the district data.

• District Certifier role allows user to access and submit all campuses listed in application




The Certify button will be come active once all campuses are in “submitted” status.

• The District Certifier will be able to check the assurance statement.

• Click the Certify button.


Certifying Data

When you click the Certify button, you are assuring the State that you are submitting valid and reliable data.

NOTE: After the closing date of August 16, TEA cannot return data and there is no “appeals process”.

I understand and agree that submission of this information constitutes certification that this data are accurate and meets the reporting requirements

outlined by the Texas Education AgencyDivision of Federal and State Education Policy.

CERTIFY

District Administration

Page

Request Return from TEA

SPP 768

Overview of the Return Process


Request TEA Return: District Administration

• Certifier clicks “Request TEA Return” button only if District has certified data. District Status will indicate Certified.

• TEA responds by returning data.

• District Status: Certified changes to TEA Returned.

Returning Campus Data: District Home

• Certifier returns data to the Data Entry Agent.

• Campus Status: Submitted changes to LEA Returned.

Child Entry /Exit Outcome page

• Data Entry Agent or Certifier edits entry /exit record and saves the data.

Resubmit Campus Data: Campus Home Page

• Data Entry agent or Certifier resubmits data to be certified.

• Campus status: LEA Returned changes to Submitted.

Certifying TEA Returned: District Home page:

• Certifier certifies the data.

• Final District and Campus status changes from TEA Returned to Certified.


Request TEA Return: District Data


Once the district has Certified, the District Certifier can request TEA to return data by:

• Select District Admin screen, choose appropriate School Year and District.

• Clicking Go.

• Clicking the Request TEA Return button.

• An e-mail will be generated to TEA alerting them that district is requesting a return.

• Once TEA returns the data, the status will change to TEA Returned.

4

3

1

2

District Administration -

Returning Campus Data


District Admin: A status change from Certifiedto TEA Returned indicates the data has been returned by TEA.

If the district is in Not Certified or TEA Returned status, the campus level data may be returned by the Certifier to the Data Entry Agent through the “Campus Return Process”.

District Administration:

Campus Return Process


1

2

3

4

1.Select a campus by clicking the button next to the campus.

2.Select return reason from drop down menu.

3.Type notes in Return Notes text box.

4.Click “Return”.

District Administration Page:

Campus Return Process

Campus Administration:

Resubmit Campus Data


Notify the Data Entry agent that the campus data has been returned.

In LEA Returned status, the Data Entry agent may edit data. When finished, the campus will need to be resubmitted.

To resubmit to the Certifier, the Data Entry agent will click the campus home page.

Check the assurance statements and click Submit Campus Student Records. Status will change to Submitted.

District Administration:

Certifying “TEA Returned”


1. Verify all campuses are in submitted status.

2. Read and check assurance statement.

3. Click “Certify”.

4. The Status will change from TEA Returned, to Certified.

Certifying when there

is no Data to Submit

SPP 775

No Data to Submit


If your LEA has no data to submit, select the Entry Child Outcome page.

PLEASE NOTE: This is a rare occurrence. If you have any students age 3, 4, or 5 with an IEP, SPP 7 applies to you!



No Student Data to Submit

Select district and campus. Click “Go”. Scroll down to page.

Click the link below the student records table: “Click here if you have no student data to submit.”

SPP7 Data Collection TEA l Division of Federal and State Education Policy


Once the link is selected on the Entry Child Outcome page, the user will be directed to the Campus Admin page to complete the submission.

78

SPP7 Data Collection TEA l Division of Federal and State Education Policy


Scroll down page. Read and check assurances and click submit.

Status will change to “Submitted.”

Verify that the campus status changes from Not Submitted to Submitted.

Contact district certifier to inform them the campus has been submitted.

Campus Admin.

page

79

Locating Student

Records

Student Search Feature

Students with Entry Record and No Exit Record

SPP 7

80


The student search feature allows districts and campuses to search students that have been entered each year.

Search by SSN#, Student ID, Alt. ID, first and/or last name.

Data entry agents and certifiers have student search option listed on menu at the top of each page.

Students with entries only and students with entries and exit records will be listed.




Enter SSN#, first and/or last name

Click “Search”

Export list to Excel to print

Reports

SPP 7

83

User Roles:

Not all users can view all reports. View is based

on the user’s role in the application.

ESC Viewer

• ESC viewer has access to the districts and campuses that are within the ESC’s region. They also have access to statewide totals.

District Certifier

• Certifier has access to their district, campus, and child-level reports. They also have access to statewide totals and some regional data.

Data Entry Agent

• Data Entry Agent has access to their assigned campus and child-level reports. They also have access to statewide totals and some regional data.


Accessing Reports: SPP 7

Click on the “Reports” tab on navigation bar.


Accessing Reports: SPP 7

Most reports have the option of being run by district, campus or statewide level.

Choose the report type and click the desired report level.


Report

levels

Accessing Reports:

Confidential Information

The Confidential Information screen will appear once per day.

Key points to remember:

The information being accessed is confidential. Username and date is displayed on all pages.

Follow proper procedures when accessing or distributing confidential reports.


Accessing Reports: Options

Report options for most reports are similar.


Filtering

options

Report Features: Overview


13

2

1

2

3

4

5

4

5

Page Navigation-Allows user to scroll through pages

Sorting Options-alphabetically or numerically by using column hyperlinks

Printing options- Export

to PDF or Excel Printing

Header-Report type, level, & year

Footer-Date, additional info, & confidentiality message


Saving and Printing Reports



90

Click on the export icon

Choose type of export

Students with Entry Record and

No Exit Record


Student with Entry Records

and No Exit Records: allows

Certifiers to track and locate,

by campus and year, children

entered into online

application.

Students with Entry Record and

No Exit Record


District Certifier may

select one or multiple

years.

Data Integrity

SPP 7

93

Data Integrity

Why is data integrity important?

• States and LEAs are required to provide valid and reliable data that reflect the measurement for each SPP indicator.

• This requirement is a factor in the state and local determination process.


How can you ensure data integrity?

Review the SPP7 Data Integrity Checklist on the

TEA website at: http://tea.texas.gov/Curriculum_and_Instructional_Programs/Special_Education/Data_and_Repor

ts/General_Information_-_SPP_Indicator_7/

http://tea.texas.gov/Curriculum_and_Instructional_Programs/Special_Education/Data_and_Reports/General_Information_-_SPP_Indicator_7/

Data Integrity

Data Integrity Consequences

• Data submitted and certified by districts and charter schools through the TEASE applications for SPP Indicator 7 are considered final and will be used by the Agency in the annual Determinations Analysis on whether or not districts and charter schools are reporting valid and reliable data.

• Any issues related to the submission of inaccurate data or the non-submission of data will be addressed by the Division of Federal and State Education Policy.


Wrap-Up!

Thank you for your attendance today!

If you have personnel in your LEA that need professional development regarding the Child Outcome Summary Process, please let me know

If you have any questions or need technical assistance regarding SPP 7, please do not hesitate to contact us: Dr. Kelley Estes-Jones, 972-348-1780,

[email protected]

Daelynn Copeland, 972-348- , [email protected]


Policy96



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