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Special Education Data Collection and Reporting

Sara Berscheit / Steve W. Smith 2009 COSA Conference October 2009. Special Education Data Collection and Reporting. Data Collection, Verification, and Reporting Timelines . Objectives. Know where to find data collection documentation

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Special Education Data Collection and Reporting

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  1. Sara Berscheit / Steve W. Smith 2009 COSA Conference October 2009 Special Education Data Collection and Reporting Data Collection, Verification, and Reporting Timelines

  2. Objectives • Know where to find data collection documentation • Understand why the data is collected and how the data is used by ODE • Understand the importance of reporting timely and accurate data Student Learning & Partnerships 2

  3. District Website • District Homepage: https://district.ode.state.or.us/ • Schedule of Due Dates: https://district.ode.state.or.us/apps/info/ Student Learning & Partnerships 3

  4. District Website • Data Collection Committee (DCC)Purpose: Advisory committee to ODE on the collection of data from Oregon schools, school districts and educational service districts. • Quarterly Meetings • Website: https://district.ode.state.or.us/search/results/?id=402 • Data NEWSLineTo join the listserv: http://listsmart.osl.state.or.us/mailman/listinfo/datacollection Student Learning & Partnerships 4

  5. Special Education Data Collection (SEDC) Webpage • Special Education Post School Outcomes • Special Education Child Find (Indicator 11) • Special Education Child Count (SECC) > Includes June Special Education Exit Collection • Special Education Data Collection Trainings > 2 Boot camp trainings for new staff > 5 Regional trainings • Website: http://www.ode.state.or.us/search/results/?id=167 Student Learning & Partnerships 5

  6. Special Education Data Collection (SEDC) Webpage • Special Education Agency Contact Form:http://www.ode.state.or.us/data/schoolanddistrict/funding/sped/secc/5815167n_district.doc Submit a new form anytime there is a change! • Special Education Data Collection (SEDC) Listserv To join, email Claire Kemmererclaire.kemmerer@state.or.us Student Learning & Partnerships 6

  7. Data Collections • Special Education Collections • EI/ECSE Monthly Child Count (ongoing) • Coordinated Early Intervening Services (CEIS) 08-09 • Private School Enrollment 09-10 • Post School Outcomes: Exit Interviews 09-10 and One -Year Follow-up 08-09 • December Special Education Child Count (SECC) 09-10 • High Cost Disability (HCD) 08-09 Student Learning & Partnerships 7

  8. Data Collections • Special Education Collections (continued) • IDEA Excess Cost Calculation 08-09 • Extended Assessments (M, R, S, W) and Mathematics FIELD TEST 09-10 • IDEA Annual Application for Federal Funds 10-11 • June Special Education Exit Collection 09-10 • Special Ed Child Find (Indicator 11) 09-10 Student Learning & Partnerships 8

  9. Data Collections • Non Special Education Collections • SSID (ongoing) • USID (ongoing) • Early Leavers 08-09 • Cumulative ADM 1st Period (7/1 - 10/1) 2nd Period (7/1 - 12/31) 3rd Period (7/1 – 5/3) Annual (7/1 – 6/30) • Actual Expenditures 08-09 Student Learning & Partnerships 9

  10. Data Collections • Non Special Education Collections (continued) • American Recovery and Reinvestment Act (ARRA) Section 1512 – 4 quarters • Staff Assignment 09-10 • Staff Position 09-10 • Discipline Incidents 09-10 Student Learning & Partnerships 10

  11. Data Use for Federal, State, and Public Reporting • Fiscal Data and Reports • Significant Disproportionality Calculations • IDEA Federal Data Reports • State Performance Plan and Annual Performance Report for Special Education (SPP/APR) • System Performance Review and Improvement (SPR&I) • Special Education Report Cards Student Learning & Partnerships 11

  12. IDEA 2004 • The general purposes of the Individuals with Disabilities Education Act (IDEA 2004) are “to ensure that all children with disabilities have available a free appropriate public education that emphasizes special education and related services designed to meet their unique needs and prepare them for further education, employment, and independent living.” [20.U.S.C. Sec. 1401(d)(1)(A)] Student Learning & Partnerships 12

  13. Fiscal Data and Reports • IDEA Funding for Districts • Base payment of IDEA funds based on FY 1999 • 85% of remaining IDEA funds based on public/private enrollment Source: Fall Student Membership and Private School Enrollment Form • 15% of remaining IDEA funds based on children living in poverty (Free & Reduced Lunch) Student Learning & Partnerships 13

  14. Fiscal Data and Reports • Special Education Funding website: http://www.ode.state.or.us/search/page/?id=894 • Federal IDEA Estimates • Federal IDEA Distribution • IDEA District/Consortium Annual Application • State Annual Application for Funds Student Learning & Partnerships 14

  15. Fiscal Data and Reports Special Education Funding website: • 11% Cap Waiver • High Cost Disability>Contact Michael Wiltfong at 503-947-5914 or michael.wiltfong@state.or.us • Special Education Funding Q & A • Special Education Funding Question? Eric Richards at 503-947-5786 or eric.richards@state.or.us Student Learning & Partnerships 15

  16. Significant Disproportionality Calculations • IDEA 2004 requires states to define significant disproportionality of racial/ethnic groups with regards to four areas: • Identification in special education • Identification in specific disability categories • Placement • Discipline • Significant Disproportionality Criteria - http://www.ode.state.or.us/schoolimprovement/accountability/monitoring/sigdispthreshjust.doc Student Learning & Partnerships 16

  17. Significant Disproportionality Calculations Data Collections Utilized: • December Special Education Child Count (SECC) • Fall Student Membership • Discipline Incidents Any district found significantly disproportionate in any of the four areas, will have preventative measures enforced by ODE, including the required use of 15% of IDEA funds for Coordinated Early Intervening Services (CEIS) • Disproportionality Question? Dianna Carrizales at 503-947-5634 or dianna.carrizales@state.or.us Student Learning & Partnerships 17

  18. IDEA Federal Data Reports • IDEA 2004 requires states to submit 11 state-level reports regarding aspects of special education in Oregon: • Part B, ages 3 through 21 • Part C, ages birth though 2 • Reports Due Annually: • Due February 1st or November 1st Student Learning & Partnerships 18

  19. IDEA Federal Data Reports • Part B (ages 3-21) • Table 1: Children with Disabilities Receiving Special EducationSource: December Special Education Child Count (SECC) • Table 2: Personnel Employed to Provide Special Education and Related Services for Children with DisabilitiesSource: Staff Position, Staff Assignment • Table 3: Educational EnvironmentsSource: December Special Education Child Count (SECC) • Table 4: Children with Disabilities Exiting Special EducationSource: June Special Education Exit Collection Student Learning & Partnerships 19

  20. IDEA Federal Data Reports • Part B (ages 3-21) • Table 5: Children with Disabilities Subject to Disciplinary RemovalSource: Discipline Incidents • Table 6: Participation and Performance of Students with Disabilities on State Assessments Source: Assessments, Spring Membership, December Special Education Child Count (SECC) • Table 7: Dispute Resolution Under Part B of IDEA Source: Dispute Resolution Database Student Learning & Partnerships 20

  21. IDEA Federal Data Reports • Part C (ages Birth - 2) • Table 1: Children Receiving Early Intervention Services in Accordance with Part C Source: December Special Education Child Count (SECC) • Table 2: Program Settings Where Early Intervention Services are Provided to Children with Disabilities and Their Families in Accordance with Part C Source: December Special Education Child Count (SECC) • Table 3: Infants and Toddlers Exiting Part C Source: June Special Education Exit Collection • Table 4: Dispute Resolution Under Part C of IDEA Source: Dispute Resolution Database Student Learning & Partnerships 21

  22. State Performance Plan and Annual Performance Report for Special Education (SPP/APR) • Six-year State Performance Plan • Annual Performance Report • 20 Part B Indicators • 14 Part C Indicators • Website:http://www.ode.state.or.us/search/page/?id=1813 Student Learning & Partnerships 22

  23. SPP/APR for Special EducationPart B Indicators: 12: Timely Transition from Part C to Part B 13: Secondary Transition Goals and Services 14: Postsecondary Outcomes 15: Identification and Correction of Noncompliance 16: 60-day Timeline for Complaint Resolution 17: 45-day Timeline for Due Process Hearings 18: Resolution Settlements 19: Mediation Agreements 20: Timely and Accurate Data Reporting 1: Graduation Rate 2: Dropout Rate 3: Statewide Assessment 4: Suspension and Expulsion Rate 5: Placement in the LRE for School Age 6: Placement in the LRE for Preschool 7: Improved Outcomes for Preschool 8: Parent Involvement 9: Disproportionate Representation 10. Disproportionate Representation by Disability 11: Timely Evaluation within 60 School Days Student Learning & Partnerships 23

  24. SPP/APR for Special EducationPart C Indicators: 1: Timely IFSP Services 2: Early Intervention Services in Natural Environment 3: Improved Child Outcomes 4: Family Involvement 5: Child Find Birth to One with IFSPs 6: Child Find Birth to Three with IFSPs 7: Timely Evaluation within 45 Days 8: Timely Transition Planning 9: Identification and Correction of Noncompliance 10: 60-day Timeline for Complaint Resolution 11: 45-day Timeline for Due Process Hearings 12: Resolution Settlements 13: Mediation Agreements 14: Timely and Accurate Data Reporting Student Learning & Partnerships 24

  25. SPP/APR for Special Education Heavy emphasis on: • Timely and accurate data – Indicators B20 and C14 • Timely correction of all non-compliance identified through any means – Indicators B15 and C9: • File reviews or any findings from an on-site monitoring visit • Data collections • Complaints or due process investigations Student Learning & Partnerships 25

  26. System Performance Review and Improvement (SPR&I) • A statewide special education monitoring system • Aligns with IDEA General Supervision requirements • Supports improvement planning through: • collection and interpretation of data, • development and implementation of an improvement plan, • evaluation of impact and effectiveness of improvement strategies Website:http://www.ode.state.or.us/search/results/?id=253 Student Learning & Partnerships 26

  27. SPR&IDistrict Reports: • Federal Placement (B5)Source: December Special Education Child Count (SECC) • Disproportionality (B9 & B10)Source: December Special Education Child Count (SECC), Fall Student Membership • Leaver (B1-B2)Source: Early Leavers, High School Completers, Fall Student Membership, December Special Education Child Count (SECC) • Assessment (B3)Source: Students Assessments, Spring Membership, December Special Education Child Count (SECC) • Discipline (B4)Source: Discipline Incidents • Child Find (B11)Source: Special Ed Child Find (Indicator 11) Student Learning & Partnerships 27

  28. SPR&IProgram Reports: • Child Identification: Birth-1, Birth-2 (EI), ECSE (3-4+)Source: US Census data from Population Research Center, December Special Education Child Count (SECC) • Federal Placement: EI, ECSESource: December Special Education Child Count (SECC) • Child Find (B11)Source: Special Ed Child Find (Indicator 11) • Primary Disability Distribution – EI, ECSESource: December Special Education Child Count (SECC) • Ethnicity Distribution - EI/ECSE CombinedSource: December Special Education Child Count (SECC), Fall Student Membership • Procedural Compliance Review (File Reviews)Source: December Special Education Child Count (SECC) Student Learning & Partnerships 28

  29. SPR&IDistrict and Program Determinations • Annual Review of District Performance Towards Meeting IDEA Requirements • Criteria used by the ODE include: • the extent of current compliance; • timeliness and accuracy of data reporting; • procedural non-compliance (audit) findings that have been corrected within required timelines; • additional noncompliance identified through other sources; and • compliance indicators from the State Performance Plan (SPP) Student Learning & Partnerships 29

  30. SPR&IDistrict and Program DeterminationsDistrict Indicators: • Procedural Compliance Review (File Reviews) • B15: Identification and Correction of Noncompliance • B13: Secondary Transition Goals and Services • SPP Compliance Indicators • B9: Disproportionate Representation • B10: Disproportionate Representation by Disability • B11: Timely Evaluation within 60 School Days • Timely and Accurate Data Submissions Student Learning & Partnerships 30

  31. SPR&IDistrict and Program DeterminationsProgram Indicators: • Procedural Compliance Review (File Reviews) • C1: Timely IFSP Services • C7: Timely Evaluation within 45 Days • C8: Timely Transition Planning • C9: Identification and Correction of Noncompliance • B11: Timely Evaluation within 60 School Days • B12: Timely Transition from Part C to Part B • Timely and Accurate Data Submission Student Learning & Partnerships 31

  32. SPR&I • Questions?Always start with your County ContactList posted: http://www.ode.state.or.us/search/page/?=2550 • Regional TrainingsGo to ODE Calendar of Events for dates and locations:http://www.ode.state.or.us/news/events/ Student Learning & Partnerships 32

  33. Timely and Accurate Data • Timeliness and Accuracy are tracked for three collections: • December Special Education Child Count (SECC) • June Special Education Exit Collection • Special Ed Child Find (Indicator 11) Student Learning & Partnerships 33

  34. Timely and Accurate Data Criteria used for tracking Timeliness: • Untimely: • No data submitted by the close of the Collection • Have uncorrected errors after the close of the Collection • Did not complete the correction process during the Electronic Correction period Student Learning & Partnerships 34

  35. Timely and Accurate Data Criteria used for tracking Accuracy: • Inaccurate: • Collection had to be opened or left open after the Electronic Correction period closed • A Post-Submission Correction form was submitted Student Learning & Partnerships 35

  36. Timely and Accurate Data Accuracy as it relates to Noncompliance: • Any potential noncompliance reported in data collections must be followed-up on by ODE • Data Collections examples: • Special Ed Child Find (Indicator 11) • Discipline Incidents Student Learning & Partnerships 36

  37. Timely and Accurate Data • Always review reported data for accuracy! Student Learning & Partnerships 37

  38. Special Education Report Cards • Developed to inform parents and the community about the special education programs and services provided by Oregon school districts and Oregon EI/ECSE county programs • Technical Assistance Documentation is available on the Report Cards webpage: • Report Templates • How-to-Read guides • Distribution Information • Technical Manuals with explanations of data sources, calculations, and contact information. Website:http://www.ode.state.or.us/search/page/?=1831 Student Learning & Partnerships 38

  39. Special Education Report Cards District Report Card • Graduation and Dropout Rates • Least Restrictive Environment (LRE) • Calculating Academic Achievement: Performance • Calculating Academic Achievement: Participation • Adequate Yearly Progress • Parent Survey Results • Student Receiving Special Education Services • Timeline for Eligibility • IEP Goals and Transition Services • Suspension / Expulsion • Post School Outcomes • Local Information Provided by Your District Student Learning & Partnerships 39 Student Learning & Partnerships 39

  40. Special Education Report Cards Program Report Card • Timely EI Services • Timeline for EI IFSP • Services in Natural Setting • Services in Typical Setting • Timely Transition • Individual Family Services Plan (IFSP) • Family and Parent Survey • Timeline for ECSE Eligibility Student Learning & Partnerships 40

  41. Special Education Report Cards • Important Dates • March 9-17, 2010Special Education Report Validation Period • March 29, 2010Final Special Education Reports available to Districts and Programs • March 31, 2010Public Release of the Special Education Reports • Questions?Email the District Special Education Reports mailbox at ODE.SchoolAgeRpt@state.or.usor Program Special Education Reports mailbox at ODE.EIECSERpt@state.or.us Student Learning & Partnerships 41

  42. Special Education Data Contacts Data Unit • Sara Berscheit – Data Coordinator sara.berscheit@state.or.us or 503-947-5872 • Trish Lutgen – Research Analyst trish.lutgen@state.or.us or 503-947-5798 • Alex Toth – Research Analyst alex.toth@state.or.us or 503-947-5795 • Gretchen Gear – Research Analyst gretchen.gear@state.or.us or 503-947-5817 • Claire Kemmerer – Data Unit Support Specialist claire.kemmerer@state.or.us or 503-947-5696 Student Learning & Partnerships 42

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