Annual Reports: Data Collections & Submissions

1. Annual Reports: Data Collections & Submissions Novice Coordinator’s Meeting Clanton, Alabama September 16, 2013

2. Annual Data Reports & Collections State Performance Plan/Annual Performance Report (SPP/APR) Indicators Indicator 1: Graduation (ESEA) Indicator 2: Dropout (ESEA) Indicator 3: Participation and Performance on SWA Indicator 4: Discipline (Suspension/Expulsion) Indicator 5: Education Environment (LRE Placement) Indicator 6: Early Childhood Placement Indicator 7: Early Childhood Outcomes Indicator 8: Parental Involvement Indicator 9: Disproportionality (in special education) Indicator 10: Disproportionality (in specific disability categories) Indicator 11: Evaluation (60 day) Timeline (Child Find) Indicator 12: Part C to B Transition Indicator 13: Secondary Transition Indicator 14: Post-School Outcomes Indicator 20: State Reported Data • Table 1: Child Count • Table 2: Personnel • Table 3: Educational Environment • Table 4: Exiting (IDEA) • Table 5: Discipline • Table 6: Assessment • Table 7: Dispute Resolution • Table 8: CEIS/MOE

3. Data Flow From Districts to US Department of Education (USED)

4. Data Quality • Ensure that all data are of high quality (i.e., data are timely, complete, and accurate) • Data submitted through the District Approved Process must be reviewed for accuracy. • Preview Data and Review Data in STISETS should always be compared for consistency and accuracy. • Failure to provide timely and accurate data may impact the District’s determination.

5. Data Submission Processes • Prior to submission, select Preview Data and review the report to determine data inaccuracies. • All Errors (X) must be corrected prior to submission; all warnings (W) should be checked to determine if appropriate changes need to be made (For Child Count Error List, refer to p. 8, Child Count Help Document).

6. District Approved Indicator Reports • Students Evaluated within Timeline (E60 Data Report) • SPP/APR Indicator 11 • EI to Preschool Tracking Data Report • SPP/APR Indicator 12 • Transition Verification Data Report (TVR) • SPP/APR Indicator 13 • Post School Survey Report (sample of districts) • SPP/APR Indicator 14

7. Child Count • The Child Count Snap Shot must be taken in STISETS on October 1stonly; it should not be taken before or after this date except with ALSDE approval. • Data Collection Window: October 1-8, 2013

8. Child Count • To ensure that all students are counted accurately, each agency should review the Child Count data Errors and Warnings beginning in August. • Resubmissions of a corrected data file during the data collection window will not be determined untimely; agencies should closely review the data file for errors and needed additions prior to selecting the District Approved box in order to avoid resubmission. • Questions regarding the data elements should be directed to the ALSDE prior to the data collection window.

9. Child Count • Although the submission process is completed electronically, the Child Count Certification Form (Attachment 1 in the Child Count Help Document) with the LEA Superintendent’s/Agency Director’s original signature must be provided to the ALSDE.

10. Child Count • If a school system pays a private provider or another education agency to furnish special education services to students, then the education agency that pays should include those students on the Child Count. • If a student is being provided special education services by more than one education agency, then the participating agencies must determine which education agencies will claim the student prior to submitting the student information for Child Count.

11. Child Count • Students who exited your school system in a previous school year should not be reported on Child Count. • The status in the Student Folder for each student who exited must be changed to Inactive or Archived to prevent the student from being included inaccurately on your Child Count student list.

12. Child Count • No Start Date or End Date should be entered for the Child Count report for the District Approved process under the State Report Desktop in STISETS.

13. Child Count • A student that has transferred to your system from out-of-state may be counted on Child Count even though the initial evaluation has not been completed.

14. Child Count • Only a valid ALSDE issued school code may be used. • Students with disabilities who are expelled/receiving services should be assigned to the school in which they are zoned.

15. Child Count • Preschool students should be assigned to school code 0000 (*see page 4 of the Child Count Help Document). • Only parentally placed private school and home school students should be assigned to school code 4999.

16. Child Count • The LRE code in the Student Folder should match the current IEP. • Refer to p. 6 in the Child Count Help Document for a list of valid LRE codes

17. Annual Data Reports • Student Exiting Information • Special Education Personnel Data • Special Education Supplemental Data

18. Student Exiting Report • Only students age 14-21 should have exiting information entered into the STISETS Student Folder. • Exiting data fields includes Date Exited Spec Ed, Reason Exited from Special Ed Program, &Exiting Exceptionality. • All data fields in the Student Folder must be completed in order for the student to appear on the Student Exiting Report.

19. Student Exiting Report • The Child Count date in STISETS must be set to 10/01/2013. The Child Count date should be changed annually on or after July 1 (i.e., after the end of the school year). • To change the Child Count date in STISETS, go to Utilities Desktop, System Files; enter the appropriate Child Count date and click Save Settings.

20. Student Exiting Report • Ensure that all student records for those who exited during a given school year are reviewed for accuracy and that all indicated student records display an Exiting Exceptionality. • Directions for performing a query to identify student records for those who exited, including inactive or archived student files that requires a manual entry, may be found on p. 6 in the Annual Data Report Help Document.

21. Student Exiting Report Exiting Reasons: • Transferred to regular education • Graduated with regular high school diploma • Received a certificate • Reached maximum age • Died • Moved, known to be continuing • Dropped out

22. Student Exiting Report • Out-of-State Transfers: Students who transfer into the public agency from out-of-state and are provided comparable services, but are determined not eligible for services after completion of an initial evaluation should be exited as “Transferred to Regular Education”.

23. Student Exiting Report • Exiting data remains in the STISETS Student Folder of the electronically transferred student record • When a student, age 14-21, transfers from an LEA or an SSSO to another LEA or SSSO, the exiting data remains in the STISETS Student Folder • If the data is not removed, the student will be incorrectly included on the following year’s Student Exiting Report of the receiving LEA or SSSO

24. Student Exiting Report • Students with disabilities, ages 14 to 21 years (age as of October 1, 2013) should be included on the Student Exiting report. • Only students age 21 years on or before October 1 may be reported as “Reached Maximum Age”.Exiting students ages 14-20 years must be reported in another exiting category.

25. Student Exiting Report • Students below age 17 reported as a “Dropped Out” on the date of exit. • Students between the ages of 14-16 may be reported as a “Dropped Out” if they have (1) transferred out of the LEA or SSSO and, despite all efforts, (2) cannot be located in order to determine whether student is “Moved, Known to be Continuing” his/her education

26. Student Exiting Report • Students who are identified as “no shows” at the beginning of the school year, which includes the beginning of the reporting period of July 1 through the start of the school year, should not be reported on the Student Exiting Report. • Students who pass the Alabama High School Graduation Exam during the July administration should be counted on the upcoming school year’s Student Exiting Report.

27. Personnel Data Report • Provide the number of full-time equivalent (FTE) personnel employed or contracted to provide special education and related services on or about the Child Count date (October 1st). • Only count teachers and other instructional personnel who served students with disabilities ages 3 through 21. • No date range should be entered for report submission in STISETS.

28. Supplemental Data Report • The Supplemental Data Report information may be entered in either one of two areas in STISETS. Directions to these areas, and the data requirements are listed on page 10 of the Annual Data Report Help Document. • No date range should be entered for report submission.

29. Resources • To access the Child Count Help Document and the Annual Data Report Help Document, go to the ALSDE’s website at www.alsde.edu and click the following links: Offices > Office of Learning Support > Special Education > Statistical Information. • Instructions for District Approved process can be found at www.sti-k12.com; select Support and then complete login. Click on Documentation, Quick Reference Guides, and then STISETS and STIHealth Guides. Select document STISETS AL – State Reports.

30. Technical Assistance • For questions related to data requirements, contact Eric Dickson at 334-242-8114 or edickson@alsde.edu. • For technical assistance with the submission of reports through the STISETS program, contact the STI helpline at 1-800-844-0884. • To unlock reports for corrections and resubmissions prior tothe submission timeframe, contact Data Collection through the Helpdesk at 334-353-1250.