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Special Education Data on Tour … Communication is Critical for Reporting Special Ed Data to PennData & PIMS… Congruency Matters for Future Funding!. Agenda. 9:00 – 9:15 Welcome – Jodi Rissinger Overview – Pat Hozella Agenda Review/Objectives – Jodi Rissinger 9:15 – 9:45
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Special Education Data on Tour… Communication is Critical for Reporting Special Ed Data to PennData & PIMS… Congruency Matters for Future Funding!
Agenda • 9:00 – 9:15 • Welcome – Jodi Rissinger • Overview – Pat Hozella • Agenda Review/Objectives – Jodi Rissinger • 9:15 – 9:45 • PennData Resource Guide 2011-12 – Sue Copella • 9:45 – 10:15 – Jodi Rissinger • Reporting Process • Procedures Review • PIMS Manual 2011-12 Changes • 10:15 – 10:30 – Break • 10:30 – 11:00 – IU Data Managers • Submission Procedures • Edit Checks • Helpful Hints • Resources • 11:00 – 11:45 • Regional Planning Meeting with IU • 11:45 – 12:00 • Next Steps - Jodi
Objectives Participants will review and discuss the requirements for timely and accurate submission of special education student data and resulting impacts on: • Federal IDEA funding • State Performance Plan/Annual Performance Report/Special Education Data Report Targets • Compliance Monitoring/Corrective Action and LEA Determinations
Questions • If you have questions throughout the presentation, please write them down and provide them to your downlink facilitator to email to Penndata@pattan.net • .
PennData Info • Training materials will be available in the 2011 Training Folder located on the PennData website at the following URL - http://penndata.hbg.psu.edu
New to PennData for 11-12 • Name Suffix • PASA Participation • blank if not taking PASA • 03 if taking by identified grade levels • Parent/Guardian Address information • Address 1 • Address 2 • City • Zip
Revisions to Data Items • PASecureID – now required in PennData • Ethnicity – must use 7 federal race categories:
Changes to Data Items 11-12 • Name fields – hyphens and apostrophes are permitted in the name fields (first and last name) • Gender – now report as M-Male; F-Female • Date – all dates by ISO format – yyyymmdd • LEP • 01 = LEP; • 99 = not LEP (99 was previously 02) • 1306 – will be reported by the District of Residence • Equitable Participation Service Plan (Unilateral Parental Placement in Private School) – Typically IU will add these students into the PennData/PIMS file. If a student is Dually Enrolled, the district would include the student in the same manner as any other public school enrollment since the student is enrolled in public school and has an IEP.
PIMS Revisions 2011-12 • Education Services and Special Education Events templates have been eliminated for 11-12 SY • New for 11-12 is the addition of a Student Snapshot template – mirror of Student including 12/1/2011 as the snapshot date. Student Student Snapshot – 12/1/2011 Special Education Snapshot • Data verification • File submission • Timelines • Cognos Reporting
Special Ed Funding (Based on 12/1 Child Count) • Currently, PIMS is not attached to your special education funding.
This is why… • In April 2011 we reviewed Congruency of data between PennData 12/1/10 and PIMS 12/1/10: • 12/1/10 – PennData (ID Match Only) 269,881 • 12/1/10 – PIMS (ID Match Only) 251,770 • Missing 18,111 Students = $20,897,733.59 LOSS to IUs (Ultimately a loss to LEAs)
This is why… • In July 2011 we gave you an opportunity to correct the inconsistencies with an updated submission: • 12/1/10 – Updated PennData (ID Match Only) 270,873 • 7/15/11 Updated 12/1– PIMS (ID Match Only) 254,458 • Missing 16,415 Students = $18,965,993.87 LOSS to IUs (Ultimately a loss to LEAs)
What Happens Next? • Data Verification • Congruency Checks • Sign Off – LEA/IU • Preparation of Federal Reports (EDFacts) • Submission of EDFacts Files • Federal Verification & Flags • Determinations
Current PennData Process Current PIMS Process New Special Ed Data Process CRITICAL REQUIREMENT – TIMELY & ACCURATE DATA TO USDE!
PIMS Reporting Coordination • Communication with LEA Special Education Office is imperative as PennData is the official federal reporting mechanism. • How PennData information is compared to the PIMS special education data for verification/ accuracy/congruency of data
IU Role & Responsibilities • IU PennData Managers will remain involved in the Data Submission/Verification for Special Education Reporting including: • Collect Special Ed Data (Child Count & Aggregate Tables) from LEAs • Review for Duplicates across IU Region • Review for errors and edit checks • Problem solve issues within LEA data systems • Maintain Superintendent/Special Ed Director Sign-off of Data Accuracy • Prepare file for LEA for PIMS Upload • Work with LEAs to review Congruency • Work with State Data Manager as liaison for Special Education Data related issues and information dissemination
Validation Requirements for 12/1 Count - Penn Data • Current IEP not greater than one year old as of 12/1 • Building Name – Actual Name of Building • Location Code (EdNA School/Branch Code) • Service Provider – AUN of the LEA/Facility providing special education services. If District of Residence provides the services then leave this field blank • Educational Environment v. Educational Environment Percent
Other Critical Considerations • Validation is critical to ensure accurate reporting • Data System Compliance • The data reported in December and July should be reflective of the IEP of the Student on 12/1 of the current school year. • LEAs are responsible for providing the IU with data files including all students receiving special education services during the current year to comply with 12/1 and end of year Table submissions.
Other Critical Considerations • LEAs are required to review and respond in a timely manner to verification reports including, but not limited to – percent change flags, duplicate reports, error reports, edit checks, sign-off requests, etc. • LEAs are responsible for maintaining their final 12/1 and end of year approved file submission. • Audits • Special Ed Data Report Review • Compliance Monitoring • Remember, the data you submit today will be displayed publicly in the future – is it accurate, will your Superintendent be happy when he/she sees it in the newspaper? http://penndata.hbg.psu.edu/BSEReports/AboutSPP.aspx
Resources • PennData/APS schools - http://penndata.hbg.psu.edu/ • Special Education Data Reports - http://penndata.hbg.psu.edu/BSEReports/AboutSPP.aspx • Pennsylvania Department of Education - http://www.education.state.pa.us • EdNA – http://edna.ed.state.pa.us/aun_listing.asp • Pennsylvania Information Management System - http://www.portal.state.pa.us/portal/server.pt/directory/pims_manuals/ • PaTTAN - http://www.pattan.net • Managing an identity crisis form guide to implementing new federal race and ethnicity categories – http://nces.ed.gov/pubs2008/2008802.pdf • PAsecureID– www.education.state.pa.us – login to PAPortal – need user id. • PDE fast facts-http://www.pde.state.pa.us/portal/server.pt/community/fast_facts%2C_data_and_stats_for_news_media/17426