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Special Education Report Update

Special Education Report Update. Data Quality Council Meeting November 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???.

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Special Education Report Update

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  1. Special Education Report Update Data Quality Council Meeting November 7, 2013

  2. 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

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

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

  5. 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

  6. 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

  7. 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

  8. LEA Role • Special Ed office and PIMS Admins • Student Snapshot and Special Ed Snapshot for ENROLLED students • Send snapshot to Kris Pope

  9. 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

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

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

  12. 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.**

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

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

  15. BURNING QUESTIONS

  16. Students Placed in Other Home/Facility • PASA Participation • 38 E – Leave types • Federal Tables • Gifted

  17. Students Placed in Other Home/Facility

  18. PASA Participation

  19. 38 E – Leave types

  20. Federal Tables

  21. Gifted

  22. ACTIVITYDEVELOP AND ID STRATEGIES TO IMPROVE DATA QUALITY

  23. 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

  24. 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

  25. 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

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

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

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