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Child Count October 1, 2015OSDE, Special Education Services
Agenda
1. The Fundamentals2. Logging into Single Sign On: Child Count3. Working in Single Sign On: Child Count4. Data Accuracy5. Certification of Child Count6. Contact Information
The Fundamentals
Child Count Collected from Single Sign On October 2, 2014 – June 30, 2015
SSO: Child Count (Oct. 5-20)
• Enter suspected disability for developmental delay• Enter related service • Correct any incorrect information• Exit students no longer enrolled
• *Note: Any corrected information in SSO Child Count will not appear in OK EdPlan. Information must be corrected also in OK EdPlan (prior to June 30, 2016) through a finalized event as eligibility/IEP is due.
Dates
• The October 1, 2015 Child Count Report opens Monday, October 5, 2015. It closes, and MUST BE CERTIFIED on Tuesday, October 20, 2015.
Responsibility for Completing ReportTo ensure accuracy, this report must be completed by persons having access to a variety of special education information. This may include:•Superintendent;•Special services director;•Special education teacher(s); and/or•Superintendent’s secretary, etc.
StudentDistrict
Responsible for Data Reporting
Resident students enrolled in public schools Resident district
Students enrolled in private schools by their parents/parentally placed in private schools (not Lindsey Nicole Henry Scholarship)
The district providing IEP services
Students placed by an IEP team decision in a private school or residential facility
Resident district
Student placed by parents in a residential facility or court ordered placement in juvenile facility
Receiving district
Students enrolled by an emergency transfer in a district that is not their legal district of residence
Receiving district
Students enrolled by an open transfer in a district that is not their legal district of residence
Receiving district
Individualized Education Program (IEP) Service Agreement Resident district
Students residing in an elementary school district and attending a high school in an independent school district
Independent district
Students who are residential students at Oklahoma School for the Deaf (OSD) or Oklahoma School for the Blind (OSB)
OSD or OSB
Students who receive services at OSD or OSB but are not residential students (i.e., they are day students only)
Resident district
Student Data Needed
Before entering any data, make sure you have all the data you need:• STN (Student Testing Number)• Demographic information• Disability categories• Program code• Early Childhood Outcomes if student under six• Assessment type• Exit information for exits since July 1, 2015
NOTE: This would be a good time to check if all students with an IEP are marked on your Student Information System (SIS) and/or the WAVE. Also, check that the student appears in OK EdPlan.
You MUST have the STN for all students. If you do not have STN, you should obtain it from your district enrollment staff.
All students must have an assigned STN.
Student Testing Number (STN)
Steps to Complete Report
1. Update the Child Count data by:entering data directly in the Child Count System
2. Superintendent will certify that the Child Count information is accurate and true before the deadline date.
Print reports to review for accuracy.
Access OSDE website
Step 1: Begin by accessing the
Oklahoma State Department of
Education website: http://ok.gov/sde/
Step 2: Click on the link in blue labeled Single
Sign On to access your account
Step 3: Enter your Username and Password.
Step 4: Pick Special Education – Child Count.
Login to Single Sign On
NOTE: If you have any problems, this is where you can
find help.
NOTE: You can also contact the OMES Help Desk at (405) 521-2444 or at (866) 521-2444.
Step 1: Pick The District Profile tab.
Step 2: Make sure that your Fiscal Year is 2016 and the correct district is shown.
Working in Child Count
Step 1: Pick the District Profile tab.
Working in Child Count
Step 2: Make sure that your Fiscal Year is 2016 and the correct district
is shown.
NOTE: Check the information on the yellow banner, too.
Working in Child Count
Step 3: Pick the Child tab to start making edits for students’ information.
Step 4: Identify the school site.
NOTE: You can search for a student by STN.
Working in Child Count
NOTE: Both Ethnicity and Race must be chosen.
Remember that this is a two part question.
Disability Categories
Step 6: There are only three options for Participation in Assessment.
Step 5: Mark any that apply to the student.
Disability CategoriesStep 7b: You MUST have a
Suspected Disability if Developmental Delay is the Primary
Disability.
Step 7c: Does the student have a Secondary Disability?
Disability Categories
REMEMBER: This category should not be related to Primary or Suspected disability.
Disability Categories
Step 7d: Does the student have a Related Service?
REMEMBER: Program codes are AGE SPECIFIC! EC codes
are for students who are 3 through 5 years old. Once a student turns six, the code
should change.
Step 8a: Is the student 3 to 5 years old? If so, then indicate the location or
program identifier.
Transition Year: EC Program Codes will reflect Oklahoma EC Codes. End of Year Report and
current information in OK EdPlan will reflect federal
codes. Use State Codes for Child Count 2015.
REMEMBER: Program codes are AGE SPECIFIC! Once a student turns 6 years old,
the code should change.
Step 8b: Is the student 6 years old or older? If so, then indicate the location or program identifier.
REMEMBER: Early Childhood Outcomes (ECO) MUST be completed on ALL students between 3 and 6 years old when they enter and leave your district! ECOs
are age specific.
An exit ECO must be completed for any student who turns six years old or leaves special
education before turning six. Both the date and outcome level must be present.
An entry ECO must be completed for any student under 6 who enters into an IEP with your district. Both the date and outcome
level must be present.
REMEMBER: Only enter exits that have occurred since July 1, 2014.
Exiting Information must have an exiting reason and the date.
Be sure to click “Save”for changes on each child.
OK EdPlan data
• Data from OK EdPlan will be submitted automatically into SSO: Child Count for Out of State move-in students and New Eligibility Since July 1, 2015.
• Data submission from OK EdPlan does not require anything for districts. It is an automated process.
• Any information corrected in SSO: Child Count (October 5-20) must be corrected in OK EdPlan (prior to June 30, 2016).
July 1- October 1 Report in OK EdPlan
Generate a report in OK EdPlanto search for active students with no eligibility date.
Select: Administrator Reports,All Student Export
• DD suspected category are not available. Will be able to type in SSO: Child Count.
• Disregard opening your e-mail. Report will appear in OK EdPlan in Reports once processed.
• Select “Yes” • Select: Sort & Filter
Uncheck I for Inactive. Select OK.
Primary (Column G). Uncheck Select All
Primary (Column G). check Blanks
Districts will need to be prepared to add the following information in SSO: Child Count• Suspected Disability for Developmentally Delay• Related Service• Program Code for Least Restrictive Environment• Early Childhood Program Code
EC Program Codes
• E1 (A1) Regular EC Program >= 10 hrs/wk (majority sped/related services in regular EC)• E2 (A2) Regular EC Program >= 10 hrs/wk (majority
sped/related services in other location)• E3 (B1) - Regular EC Program <10 hrs/wk (majority
sped/related services in regular EC program)• E4 (B2) - Regular EC Program <10 hrs/wk (majority
sped/related services in other location)
EC Program Codes
• B1/C1 - Special Education Program: Separate Class
• B2/C2 - Special Education Program: Separate School
• B3/C3 - Special Education Program: Residential Facilities
• B4/D1 - Special Education Program: Home
• B5/D2 - Special Education Program: Service provider location
• P1 - Parentally Placed in Private school Through LNH Scholarship
School Age Program Codes (6-21)• (1) Inside the regular class 80% or more of the day• (2) Inside the regular class 40% to 79% of the day • (3) Inside the regular class less than 40% of the day • (4) Public/Private Separate Day School Facility• (5) Public/Private Residential Facility• (6) Home Instruction/Hospital Environment• (7) Correctional Facility• (8) Parentally Placed in Private Schools• (9) Lindsey Nicole Henry Scholarship
Data Accuracy
Before the report is certified by the district superintendent, check the data for accuracy.
Under the Reports tab, you can print copies of results to review.
Data Accuracy
Step 1: Go to the “Reports” tab.
Step 2: Select the “Child List” report.
Step 3: Click on “Run Report.”
Data Accuracy
Step 4: Select “Current.”
Step 5: Click on “Run.”
Data Accuracy
Note: If you find any errors, go back to correct them now, before the Child Count is certified.
Step 6: Print out the report to review the list of students. This example is from a district with no students entered on the Child
Count.
Data Accuracy
Step 7: Go back to the “Reports” tab.
Step 8: Select the “Child Count” report.
Step 9: Click on “Run Report.”
Data Accuracy
Step 10: Until the Snapshot is taken for the entire state,
select “Current.”
Step 11: Click on “Run.”
Data Accuracy
Note: If you find any errors, go back to correct them now, before the Child Count is certified.
Step 12: Print out the report to review the list of students. This example is from a district with no students entered on the Child
Count.
Certify the October 1, 2015Child Count
Step 2: The district superintendent must login and certify that the data
being submitted is accurate and true.
REMEMBER: This must be certified before the deadline, Tuesday, October 20, 2015. Any activities, late entries, or corrections will be
reflected in not meeting the target of 100% for this data submission.
Step 1: Go back to the “District Profile” tab to “Certify”
SDE Contact Information
Our team is here to help you complete the Child Count. Each region is assigned to one of the Compliance, Data, and Finance staff. They will personally be your guide through any questions on our data collection and reporting in addition to helping with finance and compliance activities.
SDE Contact InformationFelica DentonRegions 5 and 6(405) [email protected]
Janet FeltonRegions 3 and 4(405) [email protected]
Karen HowardRegions 1, 2, and 7(405) [email protected]
Carole TomlinRegions 8, 9, and 10(405) [email protected]
Anita EccardExecutive Director of Compliance, Data & Finance(405) [email protected]
Angela KwokProject Specialist(405) [email protected]
Shawna KeeneSpecialist(405) [email protected]
Mark EverhartCompliance/Complaints Specialist(405) [email protected]
OK EdPlan Contact Information
• Vendor: Public Consulting Group (PCG)• Submit message to the message board on OK EdPlan• 1-866-702-6489 (available for OK EdPlan Administrators)• Email: [email protected]
OMES Contact Information
If you are having trouble signing in to SSO: Child Count or
other assistance pertaining to the WAVE please contact
the OMES Help Desk at (405) 521-2444 or at (866) 521-
2444.
Access to Policies and Handbooks
http://ok.gov/sde/documents-forms
