2018-19 Special Education End of Year Training

1. 2018-19 Special Education End of Year Training

2. Content Summary CSI SPED EOY Contact Information Submissions_CSI@csi.state.co.us

3. Purpose of SPED EOY Collection The SPED End of Year Snapshot collects the following information for students who were referred, evaluated, and/or received Special Education services during the specified reporting period (July 1, 2018-June 30, 2019):

4. Required Files To create the SPED EOY report, each school will be submitting the following interchange files to CSI: • Child [file layout & definitions]* • 1 record per child • Staff Assignment [file layout & definitions]* • Can have multiple records per child • * All File Layout and Definition Documents from CSI website contain additional CSI specific details pertaining to fields in green.

5. Difference Between December Count and SPED EOY

6. SPED EOY Collection Process

7. SPED EOY Data Collection in 4 Steps Repeat steps 1-3 until data is complete and accurate!

8. Step 1: Data Collection/Entry What Data to Collect • Information pertaining to all Students who were referred, evaluated and/or received services during the 2018-19 school year Resources Utilized • File Layout and Definition Documents • Data Validations for the Child and Participation Files Resource

9. File Layout and Definition Documents – CSI Additions

10. Data Validation Strategies Checklist for DC Collection https://resources.csi.state.co.us/data-validation-strategies-checklist-child-and-participation-special-education-sped/

11. Data Validation Strategies Example • As you are going through your Child file, you cannot remember what is needed to be coded for the District of Residence, District of Parents Residence, and State of Parents Residence as they all are similar fields. Use the Data Verification Strategies! • Based on this information, you know that: • District of Students Residence and District of Parents Residence must be completed and match • The State of Parents Residence should be zero filled if District of Parents Residence is completed to avoid errors • A great reminder to also check that all students have at least one Race selected • For more guidance on finding District of Residence, navigate to the following resource: • https://resources.csi.state.co.us/guidance-on-finding-district-of-residence/

12. Where should Data be Entered for SPED EOY? • Plan Management System (Infinite Campus) OR • Alpine Achievement December Count/Special Education End of Year – Alpine Achievement – IEP Sections Child and ParticipationInfinite Campus - IEP Development[Campus Community login required]

13. Participation File Coding Scenarios https://resources.csi.state.co.us/special-education-sped-participation-file-coding-scenarios/

14. Participation File Coding Scenarios Example • As initial evaluations are being completed by the SPED Team and you are ready to enter your information into Alpine or IC - you cannot remember the correct fields to input for a new student who is receiving an initial evaluation, was determined eligible, and began receiving services (compared to a returning student). The Participation Coding Scenarios Document/Supplemental Guidance will walk you through this process! • Based on this information, you know that: • All receiving initial evaluations need to have an 03 in the SPED Part C Referral field and 02 for Eligibility and Services if deemed eligible • Students receiving initial evaluations need to have Path 3 Dates completed for all CSI schools with Paths 1 and 2 zero filled • The Primary Disability Field is required for all Special Education students along with an 04 in Pupil Attendance • Other required fields include Service Provider EDIDs, Funding Status, Hours Per Week and Start Date of SPED

15. Alpine and Infinite Campus Crosswalks https://resources.csi.state.co.us/infinite-campus-and-sped-collection-crosswalk/ https://resources.csi.state.co.us/alpine-sped-data-collection-crosswalk/

16. Example of Using the Crosswalk • You are working on adding information into Alpine and need to enter the SPED Hours Per Week for students, but are unsure on where that is located in your Plan Management System. The Alpine Crosswalk will be a great resource! • Based on this information, you know that: • This field is located within Section 13 of the IEP in Alpine under the subheading of Frequency of DIRECT Special Education/Related Services.

17. Step 2: Submission to CSI • Extract data from the plan management system: • Infinite Campus – Campus Community • IEP Child and Participation Guides • Alpine Achievement • SPED EOY Steps for Extracting Data

18. Alpine Tip – Keep Option As you are extracting your files, please note: Step 2 in Alpine provides schools the opportunity to “Keep” students or exclude them from Steps 3 and 4 if you do not need to report them (see column G in Step 2)

19. Infinite Campus – State Exclude Option Infinite Campus has a similar option in terms of excluding a student on their specific enrollment page. Check the “State Exclude” box

20. Step 2: Submission to CSI Correct Naming of Files • School Code, School name/abbreviation, interchange type, and date Examples: • 8821TRCSChild03122019 • 3326GVACSParticipation03142019 • Files should not contain any spaces in order to upload to the data pipeline • Ensure you are uploading them to the correct folder in FileZilla. It should be: • FileZilla>SPED EOY>SY 18-19>Files to Run • Email the submissions inbox (Submissions_CSI@csi.state.co.us) once file is available to process

21. Step 3: Error Resolution • Error Reports loaded to SPED EOY  Error Reports • CSI Troubleshooting Errors Resource • Child Errors tab • Participation Errors tab • SPED EOY – Level 2 Errors

22. Step 3: Error Resolution

23. Example of Using the Troubleshooting Errors Resource

24. Step 4: Data Review Summary/certification report will be provided once error free Steps to Complete: • Review each tab thoroughly to determine accuracy of data • If accurate, ensure all applicable parties (below) have signed and return scanned version of the signed Certification tab to CSI • School Leader, Data Submissions Coordinator, HR Contact, and the SPED Contact • If errors are found, modify most recent error free files or reach out to CSI for assistance • Changes will be uploaded to the Data Pipeline and a new summary report provided • Once data is accurate, sign and return prior to the due date.

25. SPED EOY File Overview Child and Participation Files

26. Child File • Captures and verifies attributes of children with disabilities while he/she attended CSI at any point during the current school year. • Limited to one record per student, per school. • Supplies the information about who a student is. • 18-19 Child File Layout and Definition Document (CSI) https://resources.csi.state.co.us/2018-2019-special-education-sped-child-file-layout-and-definitions-csi-additions/

27. Child Fields CSI Reminders: Admin Unit Code = 80010 Student’s District of Residence: use 4 digit code of geographic district in which student resides (Not 8001) State of Parent’s Residence: can be zero filled for in-State families District of Parent’s Residence: Typically same as Student’s District of Residence.

28. Participation File • Collects information on the services students in Special Education are receiving. • One record submitted for every student referred, evaluated, or received special education services at your school • Must be a corresponding record in the Child file. • 18-19 Participation File Layout and Definition Document (CSI) https://resources.csi.state.co.us/2018-2019-special-education-sped-participation-file-layout-and-definitions-csi-additions/

29. Participation Fields • KEY • Path 1: Ages 0-3 • Path 2: Ages 2.5 but not yet 4 who were referred from Part C to Part B services • Path 3: Ages 2.5 through 21 who were not receiving Part C services immediately prior to being referred to Part B (MOST COMMON)

30. The Three Paths

31. Summary of Path 2

32. Summary of Path 3(most common)

33. Path 3: Referred for an Initial Evaluation for Part B Services

34. Data Fields Collected – Path 3

35. Data Fields Collected – Path 3

36. Special Education Part C Referral

37. CSI Specific Reminders

38. Differences in Reporting Year

39. Exit Code Tips

40. Exit Information in SIS

41. EOY and SPED EOY Discrepancies

42. Expulsions

43. Hints and Tips

44. Other Considerations

45. SPED EOY Scenarios

46. Scenario 1

47. Scenario 2

48. Timelines and Deadlines

49. SPED EOY Timelines and Deadlines *Dependent upon all schools clearing errors by specified deadlines **Any requests for changes must be received by CSI on or before 6/24/2019

50. Thank you for Reviewing this Training Contact the Submissions Inbox with Questions: Submissions_CSI@csi.state.co.us