Cultivating the Special Education Event Garden

1. Cultivating the Special EducationEvent Garden Georgia Department of Education Special Education Leadership Conference Athens, Georgia March 19-21, 2012

2. Do You Know Who I Am? • I am a person. • I have a history file. • I have a student profile. • I am in the LDS. Thank you for making sure others see the real me.

3. Special Education Events Progression of Special Education Events • ‘01’ = Babies Can’t Wait Notification • ‘02’ = Parent Consent to Evaluation • ‘03’ = Initial Evaluation • ‘04’ = Initial Eligibility Determination • ‘05’ = Initial IEP Meeting • ‘06’ = Initial IEP Placement/Transition Service Begin (PRIMARY AREA) • ‘07’ = IEP Annual Review (PRIMARY AREA) • ‘08’ = Re-Eligibility Determination (PRIMARY AREA) • ‘09’ = Special Education Exit OR (PRIMARY AREA) • ‘10’ = Parent Revoked Consent (PRIMARY AREA) • ‘02’ = Parent Consent to Evaluation • ‘03’ = Initial Evaluation • ‘04’ = Initial Eligibility Determination • ‘05’ = Initial IEP Meeting • ETC…

4. Concerns You Have Expressed • (Weeding the Garden) • “Dirty Data” • I cannot correct data that are not accurate. • Errors • I have to correct the same errors over and over again. • Not in My District • I just want to enter the events that occur in my district. Multiple Annual Reviews ●I need to report more than one annual review for the same student.

5. Special Education History • Recovered Events • Included in Special Education History • Eliminate Previously Associated Errors Special Education Record Rejected Events Special Education History Recovered Events • Previously Reported/Accepted Events • Recovered Events

6. I want Special Education History to accurately reflect all events for students. • What Happened in FY11. • Annual Review– March 19, 2010 (Event 07) • Annual Review – October 19, 2010 • Annual Review – May 19, 2011 (Event 07) NEW NEW • What if a student had two Annual Reviews in one month? • Both 07 Events may be reported but must be recovered to place in the Special Education History. • Reporting Multiple 07 Events • Multiple 07 Events within appropriate FY12 date ranges will be loaded into Special Education History (Only one Event 07 per month will be accepted.) • What will happen in FY12. • Annual Review– March 19, 2011 (Event 07) • Annual Review – October 19, 2011 (Event 07) • Annual Review – May 19, 2012 (Event 07)

7. Student reported with PRIMARY AREA and no exit event last school year, but student not reported with PRIMARY AREA this school year. • Why I may have received this error in FY11. • Student is no longer special education. A prior year exit event (Event 09 or10) may have been rejected. NEW • Reporting Events outside Accepted Date Range • Events rejected because they are outside the accepted data range (fiscal year + padding) can be recovered from “rejected records” and placed in Special Education History. E872 Why I will not receive this error in FY12. Events 09 and 10 from prior years moved to history meet the required condition that primary area must be reported unless the student has an exit event (Event 09 or 10).

10. Recovery – Rejection Codes 01 through 08 • (Seeding the Garden) • Already in History • Same event with same date is already in history. • Why are you submitting again? • Check Dates • This event did not occur during this fiscal year. • This event did not occur while this student was enrolled in your district. • Are you sure your dates are correct? • Check Enrollment • This student does not have an enrollment record for your district. • Why are reporting a student not enrolled in your district? SIS Vendor Issue The same event with the same date is being reported more than once in the same file.

11. Rejection Codes 01-08 • R01 - Event is not within the current fiscal year*.   • R02 - Event has duplicate in upload file based on system code. (Events 01-06.) • R03 - No Enrollment level record found for same System Code, School Code, and Student ID*. (Events 06-10) • R04 – Upload file has duplicate for System Code, Student ID, Event Code, and Event Date. (Events 07-10) • R05 – Date of event is not within Enrollment dates for reporting school*.  (Events 07-10) • R06 – Babies Can’t Wait event has already been reported. (Event 01)R07 – Event already exists but No Exit Event is Reported.  (Events 02-06). • R08 - Event is already reported for the fiscal year (YYYY) and event month (MM).  (Events 07-10) (* For this data collection, dates from May/June of prior fiscal year will be accepted.)

12. Rejection Codes • Ignore • Clean Dirty Data • Unreported Exit? • Event Code 01 • BCW Transition • This event is already in history. Why are you submitting again? • Event Codes 02-06 • Initial Placement • This event is already in history. Why are you submitting again? • Event Codes 07-10 • Multiple Events • This event is already in history with same month/year but with a different day. • Why are you submitting again? R08 R07 • Ignore • Clean Dirty Data • Multiple Events R06 Possible Actions Possible Actions Possible Actions • Ignore • Clean Dirty Data

13. Rejection Codes R05 • Event Codes 06-10 • Valid Event BUT • No Enrollment Level Record found for student. • Event Codes 01-10 • Valid Event BUT • The event date is not within the fiscal year. • (Padding to back to May 1) • Event Codes 07-10 • Valid Event BUT • The event date is not within student enrollment dates for your district. R03 R01 Possible Actions Possible Actions Possible Actions • Clean Dirty Data • Submit previously unreported events from other states or districts • Check GTID/ID • Clean Dirty Data • Submit previously unreported events

14. Rejection Codes – Vendor Issues • R02 and R04 • Duplicate Events • Multiple submissions of the same event with the same date are being reported in the same extract file. • Talk to SIS Vendor

16. SE076a

17. SE076b

19. Special EdRejection Recovery To select rejected record(s) for move to Current History, click on the check box to the right of each needed record. Comments will be required, and should be related to the records checked. 1 1 Enter comments for checked record(s): 2 Select reason for move, or select Other to enter explanation 3 MOVE RECORDS TO CURRENT HISTORY • Then click Move button

20. Special EdRejection Recovery • DROP-DOWN COMMENT OPTIONS: • 1) Event occurred at this school prior to the enrollment date (example: over the summer). • Reporting event that occurred at a previously attended school in Georgia. • Event occurred prior to enrollment in Georgia. • 4) Other: (Enter at least 10-word-minimum explanation why checked records require move to history.) • . To select rejected record(s) for move to Current History, click on the check box to the right of each needed record. Comments will be required, and should be related to the records checked. 1 1 Enter comments for checked record(s): 2 Select reason for move, or select Other to enter explanation 3 MOVE RECORDS TO CURRENT HISTORY • Then click Move button

21. Special EdRejection Recovery 4 “results” Selected records are removed from rejected list and added to current special ed events.