OREGON Department of Education

1. OREGON Department of Education SECC Fall Regional Training: 2014-15 Special Education Data Collections October 2014

2. Today’sAgenda Information Security & ODE Help Desk Collection Timelines Child Find December Child Count June Exit Data Quality Connection to SPR&I Welcome

3. Before we start….

4. Non-discrimination Statement It is the policy of the State Board of Education and a priority of the Oregon Department of Education that there will be no discrimination or harassment on the grounds of race, color, religion, sex, marital status, sexual orientation, national origin, age or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Deputy Superintendent of Public Instruction at the Oregon Department of Education, 255 Capitol Street NE, Salem, Oregon 97310; phone 503-947-5740 or fax 503-378-4772.

5. Information Security & ODE HelpDesk

6. Information Security & Student Data • Data are confidential • FERPA • Oregon Identity Theft Protection Act • HIPAA • Consequences: • Loss of protected data = Loss of $$$ • 10/23/2014

7. Student Data: Handle With Care Basic tips to protect student data • Never share your username and password • Use a Passphrase or a “strong” Password 10/23/2014

8. Student Data: Handle With Care Basic tips to protect student data • Lock your computer monitor (Window key +L) • Never store or transport data on thumb drive/flash drive 10/23/2014

9. Student Data: Handle With Care Basic tips to protect student data • Never send personally identifiable information via email • Name • Birth Date • Telephone Number • Grade, etc. Note: Acceptable to send just the student’s SSID number w/o other info. 10/23/2014

10. Information Security & Student Data • The privacy and security of student data depends upon you. • People are the most important part of information security. The three legs of information security: People, Process & Technology 10/23/2014

11. ODE Help Desk: Services • Technical assistance submitting your data • See if data submitted • Questions about access rights and permissions • ODE Help Desk cannot • Submit your data • Make changes to your data

12. ODE Help Desk: What to Expect • When you call or email ODE Help Desk: • Please note that the best way to obtain assistance is to contact the ODE Help Desk at our central email and phone number. • ODE.helpdesk@state.or.us • 503.947.5715

13. Information Security Questions? • Contact ODE Chief Information Security Officer and Team at ODE.Infosec@ode.state.or.us 10/23/2014

14. Questions?

15. IDEA Collection Timelines

16. IDEA Collection Timelines Responsibility of Agency or District: October Communications -Regional Programs -OSD Sept. 19 Electronic Corrections -June Exit -Child Find Oct. 3 CEIS Collectioncloses

17. IDEA Collection Timelines Responsibility of Agency or District: Nov. 7 Private School Data Collection Closes Dec. 1 December SECC OfficialCount Date Dec. 19 December SECC Closes Feb. 13 December SECC ECRs Closes Feb. 2 Staff Position Closes

18. IDEA Collection Timelines Responsibility of Agency or District: June 1 IDEA Annual Application Due June 29 End of Year Collections Close -Discipline Incidents -June Exit SECC -Child Find

19. Opens: 5/14/2015 Closes: 06/29/2015 2014-15 Child Find Patrick Kelly–Data Owner

20. Child Find Purpose: To locate, evaluate, and identify children with disabilities in a timely manner.

21. Child Find Data Use: To meet reporting requirements for Indicator B11 – State Performance Plan (SPP) regarding compliance with IDEA

22. Child Find • Data as of July 1, 2014 – June 30, 2015 • Determination date must fall within date range. • Students not completed within date range are reported the following year. • Submitted: May 14, 2015 – June 29, 2015 • CF ECRs: completed by Sept 18, 2015

23. Child Find What’s new: • BIG Change - Inter-district Transfer students reported by Attending District • OARS: • http://www.ode.state.or.us/stateboard/new-rule-581-021-0019--8-8-08.doc • Revised Manual at: http://www.ode.state.or.us/search/page/?id=2964\

24. Child Find District Responsibility • The resident district Exceptions: • Parentally Placed Private School • Charter School • Open Enrollment • Inter-District Transfer

25. Child Find Who is reported? • Initial referrals to SpEd (Eligible & Not Eligible records) • Exited students returning to SpEd • Moved to Oregon with out of state eligibility

26. Child Find Who is NOT reported? • Currently eligible for SpEd • Currently eligible and moved within state • Transitioning from ECSE to Kinder • Do not report Developmental Delay Disability Code 98

27. Child Find • IDEA requires comprehensive evaluation in all areas of suspected disability • If only reviewing existing information and no consent required then not Child Find • The eligibility process does not stop for the medical statement

28. Child Find Reason Codes • 0 – Not Applicable • 2– Parent / guardian did not present child / student for testing (comment required) * • 3 – Parent / guardian did not attend eligibility meeting • 4 – Initial testing results indicated need for additional testing not identified through initial evaluation planning • 5 – Delay by doctor/medical personnel (comment required) * • 6 – Delay by district / program evaluation staff • 7 – Within extended timeline by written agreement for a transfer student • 8 – Within extended timeline by written agreement to determine if a student has a specific learning disability. • 9 – Other (comment required) *

29. Child Find Medical statement review Family delayed in making doctor appointment due to lack of insurance. Once the doctor was identified by the school’s case manager, paperwork was taken to the doctor by school personnel. The evaluation meeting was held on the 67th day. • What code should be used if a delay is caused by this situation? • Would this be an allowable exemption?

30. Child Find Problem Areas: • Student double entry reporting • Lack of response for corrections/recode audit – 4districts

31. Questions?

32. Opens: 11/20/2014 Closes: 12/19/2014 2014-15 December SpEd Child Count (SECC) Trish Lutgen – Data Owner

33. December SECC Purpose: • Reporting to the U.S. Department of Education • Fiscal • Statistical

34. December SECC Data as of December 1, 2014 Data submitted between Nov. 20 and Dec. 19, 2014 ECRs completed by Feb. 13, 2015

35. December SECC Who is reported? All eligible students • Valid Oregon eligibility • Valid IEP • Receiving services

36. December SECC Who is NOT reported? • Students in referral status • Exited students • Students who graduated with a regular diploma

37. December SECC What’s new: • BIG CHANGE - Inter-district Transfer • OARS: http://www.ode.state.or.us/search/page/?=4100 • Revised User Guide and Revised P&C Manual http://www.ode.state.or.us/search/page/?id=2964 • Pediatric Nursing Facility – Only One PNF

38. December SECC What’s new (continued): • More time to complete Collection & ECRs!

39. December SECC District Responsibility • The resident district Exceptions: • Parentally Placed Private School • Charter School • Open Enrollment • Inter-District Transfer

40. December SECC Problem Areas: • Claiming students who are not eligible on Dec 1st • Web submission after verifying reports • Reporting OSD students • Timely & Accurate

41. Secondary Federal Placement ECSE or Kindergarten Age 5 on Dec. 1: • M1 - EC ≥10 Hrs. & ≥50% Services in EC • M2 - EC ≥10 Hrs. & <50% Services in EC • L1 - EC <10 Hrs. &≥50% Services in EC • L2 - EC <10 Hrs. & <50% Services in EC

42. Regional Programs • Eight Regional Contractors • Qualifying Disabilities (Primary or Otherwise) • Hearing Impairment • Visual Impairment • Deaf-Blind • Orthopedic Impairment (severe) • Autism Spectrum Disorder • Traumatic Brain Injury

43. Questions?

44. Opens: 5/14/2015 Closes: 06/29/2015 2014-15 June Exit Trish Lutgen – Data Owner

45. June Exit Purpose: • Reporting to the U.S. Department of Education • Statistical

46. June SpEd Exit Collection • Report Incudes : • EI students who exited Part C (E1) • EI students who successfully transitioned from EI to ECSE on their 3rd birthday (A2 with Exit Reason 00) • ECSE and School Age Students who exited special education (E2 & E3)

47. June Exit • Data as of July 1, 2014 – June 30, 2015 • If a student moves then comes back, not reported • If a student moves over the summer, use the first day of school as the exit date. • Submitted: May 14, 2015 – June 29, 2015 • ECRs: completed by Sept 18, 2015

48. June Exit Who is reported? All students who have left special education • Graduated • No longer Eligible • Reached Maximum Age • Moved • Dropped Out • Deceased

49. June Exit Who is NOTreported? • Students in referral status found not eligible • Eligible students under age 21 receiving services • Students who receive a modified diploma*

50. June Exit • We are asking how the student left special education. • If the student has moved and returned within the same year, you will not report an exited record. • Electronic Correction Reports (ECRs) - Once Closed….