Topics · 3 SE C 100 145 10/16/2015 5/29/2016 LD Yes 8899 4 GI G 45 96 10/16/2015 5/29/2016 LD Yes 8899 Page 26 New Import Specifications Student level Import Area of disability,

7/15/2015

Mason Vosburgh PreLeadership Presentation 1

Page 1

FY2016 Leadership ConferenceMIS Updates

Page 2

Topics:New MIS collection application – SPEDPro

New Import specifications

Provider ID

Data Dictionary Updates

NPE payment calculation change

Timely Reporting – reminder letter

MIS Workshops

7/15/2015


Page 3

SPEDPro:Acronym stands for ?

Special Education

Data

Project

Page 4

SPEDPro:Why change in systems ?

Flaws in the original design and structure of the application.

Flaws in the data reporting logic.

Needed streamlining. Some data collected was leftover for the LEAMIS system.

Needed data clerk issues addressed.Application speed

Most data Clerks Hated KAN_Service

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Page 5

SPEDPro:How was the new system design determined ?

1. Feedback received from MIS clerks. 2. FY2015 application upgrade was not completed

a. 90% of the requirements carried over3. State level issues found on the KSDE end4. Contributions from an Advisory Committee of local

users.

Page 6

SPEDPro Timeline:SPEDPRo will be available in the summer of 2015 for reporting FY2015-2016 MIS data

1. KAN_Service will remain open through the end of the FY2015 MIS collection

2. After the FY2015 collection is complete and finalized, the application will be locked

a) Users will be unable to add, delete or edit existing records

b) Importing will be locked3. The application will keep reports and reporting

functions open through June 2016A. July 1, 2016 KAN_Service will go off

line

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Page 7

SPEDPro:What is Gone ?

Evidence box for where a student moved to.

Why?

The text box had no functionality.

Page 8


Evaluation Dates

Why?

Evaluation data is collected in the Indicator 11 & 12 District Data System for Indicator 11

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Page 9


Primary Provider logicPrimary Service location logic

Why?

KSDE does not use this information. Some, none or all providers can be designated as Primary and no alerts or verifications will flag

Same applies to Primary Service location

Page 10


Social security numbers

Why?

KSDE is moving away from the SSN in all of the data collections

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Page 11

SPEDPro:What’s the same?

Reporting and submission schedules are unchanged

IEP and service data

Calendar and building / directory functions

Page 12

What is New?

Central Authentication System - CAS

Replacement of the Common Authentication System

Establishes access to multiple KSDE web applications for the same user role, only requiring a single user name and password

It will start will new applications released – CAPS, gradually adding new applications over time

It will not require new registration

It will run behind the scenes, though the look of CAS will be different

SPEDPro:

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Page 13

What is New?

Central Authentication System - CAS

SPEDPro:

Page 14

How will CAS work?

It looks at user profiles and recognizes them as one. Switching accounts does not require log out and back in

User role – District level user, Dandy DirectorManaged account with Registered E-mail DirectorD@USD123

1. User name - DDirectora. Directory Updates

2. User name - DandyDa. SPEDPro

3. User name - DialDirect750a. KIDS Collection

A log in under any of these user profile will grant access to Directory, SPEDPro and KIDS Collection because the user role is the same = District level user

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Page 15

SPEDPro:New functionality

Addressingprocessing time

Import validation

Records will fail toimport as whole orpartially if reportedvalues are invalid

Whole records will fail if the profile cannot be created due to invalid data.

An individual service line may fail to import while others pass import

Invalid

KIDS IDYearAssign Child countBuildingsGradeStatusPlaced by valueClaim indicator

BuildingsSettingsServices outside of

school yearService codesProvider ID

Page 16

New Import Specifications

Specifications sent to IEP vendors in March 2015

Changes were made to:

Student level ImportProvider ImportNPE ImportCatastrophic Aid Import

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Page 17

New Import SpecificationsStudent level Import

Import contraints

Required fields – data must match permitted value orrecord fails to import

Permitted value or blank – Only specific codes can bereported. A temporary null value can be initially submitted

Optional fields – Permanent Null values are permitted

Conditional fields – reported valuespartner with values from otherreported fields

Page 18


Import contraints

Match dependent or blank – Last Name, Date of Birth,Gender are match dependent.

Decision – List some or all match dependent values in theimport record or omit all match dependent values ?

KIDS ID - number is required.

If - Last Name, Date of Birth, Gender are reported, theymust match the KIDS records or they will fail to import.

If - Last Name, Date of Birth, Gender are not reported,The import passes and the demographics defaults to theKIDS record value.

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Page 19


Import contraints

Listing all, some or none of the match dependent values–What are the ramifications?

Not reporting risks associating to the wrong student.On 12-1-14 1,640 unique names were shared by 3,759 different students. 15 different students have 1 particular name.

Reporting provides better accuracy of correctly matching to the right student. Near match associations in KIDS can be avoided with the additional demographics

Page 20


Matching KIDS records

Are match dependencies all 3 demographics or nothing?

No, the process applies to any combination of 1, 2 or all 3.

Student Last name, Gender & Date of birth

If blank– record passes import

If data values matches exactly– record passes import

If any data value does not match– record fails import

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Page 21


Matching criteria to KIDS records

Matching applies to the collective group of allKIDS records for the school year.

The demographics from the current most recent KIDS record displays on the student profile

If the demographics change(name, DOB, gender, etc.) toinvalid values on the studentprofile, then new KIDS recordsare required to make thecorrection.

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Permitted values or blank

Boolean fields such as Yes / No, & permitted values are 1, 0

If reported value = 1– then value = Yes

If reported value = 0– then value = No

If reported value = Null / Blank– then value = No

Except as otherwise noted, Claiming code is required.

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Page 23

New Import Specifications

Student level Import

Area of disability, Gifted and responsible school moved to the service lines.

Why – To use the date ranges for better alignment of data by time

- To avoid false verifications and overrides

Page 24

New Import SpecificationsArea of disability, Gifted and responsible school moved tothe service lines.

Quality check – Assure 12-1 values are correct

Responsible building, area of disability and Gifted indicator must be consistent within a range of IEP services. If responsible building, area of disability or gifted change due to an amendment, (not a new IEP), then all service lines endwith the old values and start anew with the new values.

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Page 25

New Import SpecificationsAmendments well require services to be

reported in stages .

Line Service Setting MinTotal days start End

Disability 1

Disability 2 GI Build

1 SE C 100 39 8/21/2015 10/15/2015 OI LD No 1234

2 PT G 50 21 8/21/2015 10/15/2015 OI LD No 1234

3 SE C 100 145 10/16/2015 5/29/2016 LD Yes 8899

4 GI G 45 96 10/16/2015 5/29/2016 LD Yes 8899

Page 26


Area of disability, Gifted and responsible school moved to the service lines.

Why – To use the date ranges for better alignment of data by time

- To avoid false verifications and overrides

Weeks per year have been removed from the import specifications.

Allow gap in IEP services added to import specifications

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Page 27

K-S to SPEDPro:How will the conversion between the 2 systems work?

Because the SPEDPro was designed differently to address the processing speed and response time issues, the 2 applications have different structures. So data sets between applications are not compatible. For example

Students – Area of disability and responsible school moved from the profile to the service lines to track by date.

Providers – SSN was replaced by provider ID, No license field

Begin year set up will require initial population of Calendars, Providers, Settings and lastly students.

Page 28

Provider ID:What is new ?

Provider ID numbers - Replaces SSN

What if the provider has no KSDE ID number ?

Provider ID can be created in the new Personnel system CAPS – Categorical Aid Personnel System

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Page 29

Provider ID:What is new ?

Provider ID numbers - Replaces SSNWhere are the provider ID numbers found?

Educator license look up at WWW.KSDE.org

Page 30

Provider ID:How do I get an Educator ID for a related service provider?

New Categorical Aid Personnel System “CAPS” has a search and Create tool.

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Provider ID:If the Educator ID is not found, the option to create a new ID

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Provider ID:If found, the Educator ID is displayed

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Provider ID:If the Educator ID might be found, a near match is displayed with the option to use or create a new ID

Page 34

Data Dictionary:What is Gone ?

Suspension and Expulsion status

K – out of school expulsionQ – out of school suspension

Why?

Disciplinary removal incidences are pulled from the KAN_DIS system by date. A crosscheck between student status and disciplinary incident is not needed to find unreported incidences.

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Page 35


Funding code

Fund 1 – IDEA, public schoolFund 2 – IDEA, state / special purpose schoolFund 4 – Gifted onlyFund 5 – Not claimed

Why?

Funding codes originally factored in assigning the IDEA payments (LEAMIS). KAN_Service never listed them on reports.Codes were not used effectively in verification logic.

Page 36


Funding code

Fund 1 – IDEA, public schoolFund 2 – IDEA, state / special purpose schoolFund 4 – Gifted onlyFund 5 – Not claimed

Why?

Funding codes originally factored in assigning the IDEA payments (LEAMIS). KAN_Service never listed them on reports.Codes were not used effectively in verification logic.

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Page 37

Data Dictionary:What is new ?

Claiming indicator –

Replaces funding code

1 = Yes - Student is to be counted / claimed for Federal and State MIS collections and reports by the submitting organization.

0 = No – Student is not being counted / claimed for Federal and State MIS collections and reports by the submitting organization. These students are not required to be submitted to KSDE

Page 38

Data Dictionary:What is new ?

Claiming indicator –

Replaces funding code

1 = Yes - Student is to be counted / claimed for Federal and State MIS collections and reports by the submitting organization.

0 = No – Student is not being counted / claimed for Federal and State MIS collections and reports by the submitting organization. These students are not required to be submitted to KSDE

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Page 39

Data Dictionary:

Gifted Service location

Locations for Gifted services do not factor in the OSEP Environment calculations for LRE, or Indicators 5 & 6Why?

Under the IDEA, Gifted exceptionality is not classified as special education. Gifted services / support is considered to be part of the student’s general education curriculum.

As a result:

All Service types of GI = Gifted, can be reported under setting “C” = Regular class

Page 40

Directrory Minutes:Directory will be the sole source for all building, program and session minutes.

Non-Public, Private and Parochial schools with missing minutes will pull zero values into SPEDPro

Zero values will skew OSEP Environment calculations

How do the zero values get corrected?

1. Contact school and request a Directory update

2. Unresolved zero values can be corrected by KSDE. Contact Mason

Result: Edit Minutes feature for MIS clerk entry will be removed

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Page 41

NPE calculationsProvider license may determine rate of payment.

Example:

Licensed Speech language provider reported as providing an Autism service to be paid at Autism rate

Verification 0219 will flag cases when specific services do not align with the provider license.

Page 42

NPE calculations

If License isThen NPE

payment rate GI GISL SLHI HIVI VIOT OTPT PTBD ED

MR ID

VO VO

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Page 43

Timely Reporting:Keeping Data Current

A minimum of monthly updates

Benefits:• Late August / Early September submission

• Catch Unresolved exits from prior year• 35 USD may have avoid Indicator 20

issues had the data been reported early• Monthly updates

• Catches current year exits• Discovers duplicates & overlaps• Addresses verifications before Dec. 1• Avoids log jams of work near deadlines• Legislative inquiry of SPED status in KS

can be address close to real time.

Page 44

Timely Reporting:What if the data is reported late ?

Likely to result in an Indicator 20 issue

Creates barriers to OSEP reporting such as KSDE meeting the OSEP deadlines.

Notification of deadline passing:• Letter send to SPED director and all

Superintendents

• Notification of suspension of funds:• Letter send to SPED director and all

Superintendents

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Page 45

Timely Reporting:

Passed Deadline:

Found on the special education Fiscal page at www.KSDE.org

Page 46

Timely Reporting:

Suspension of Funds:

Found on the special education Fiscal page at www.KSDE.org

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Page 47

Directors Call:

Monthly Friday call:

Only a few MIS clerks indicate they participate in the monthly calls.

I am on the agenda with MIS updates about 5 times during the school year.

Please have your MIS clerk participate in these calls for timely MIS news and updates

Page 48

MIS Procedural Manual• As a reminder:

– The introduction of SPEDPro and it’s reporting conditions may require updates to your local MIS procedural manuals

– Outdated policies and practices, Change in SPED staff, New Provider ID’s, new In-service needs, Indicator 20 issues, etc. may necessitate the need for a new manual based on how you choose to manage MIS business practices.

– Data Disconnections resulting in Indicator 20 issues can be identified and corrected in the manual

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Page 49

MIS WorkshopsAugust 4, 6, 25, 26 2015

Lawrence, Wichita, Manhattan, Hays

Additional Information Presented

MIS Task Gantt chart – Mapping routine tasks and duties that are routinely done on a monthly basis

Settings and SPED program alignment guidance –matching building and SPED programs by name to determine the possible service settings

Understanding K time guidance and K time exercises.

Break Time

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Indicator 6 was publicly reported in 2014 for the first time in

several years using new definitions of early childhood educational environments and new state targets

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Indicator 6 Measurement:A. Percent of children aged 3 - 5 with IEPs

attending a regular early childhood program and receiving the majority of special education and related services in the regular early childhood program

B. Percent of children aged 3 - 5 with IEPs attending a separate special education class, separate school or residential facility

Definitions:• Early childhood program. A

program that includes at least 50 percent nondisabled children.

• Special education program. A program that includes less than 50 percent nondisabled children.

54

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What and WhereWhere• Where the

majority of special education and related services delivered.

55

What Program Type• Regular early

childhood program• Special education

program• Neither regular or

special education program

AND

Row Set (A)

CHILDREN ATTENDING A REGULAR EARLY CHILDHOOD PROGRAM AT LEAST 10 HRS PER WEEK, …

(A1) And receiving the MAJORITY of SPECIAL EDUCATION and related SERVICES in the REGULAR EARLY CHILDHOOD PROGRAM

(A2) …and receiving the majority of SPECIAL EDUCATION and related SERVICES in some OTHER LOCATION

Row Set (B)

CHILDREN ATTENDING A REGULAR EARLY CHILDHOOD PROGRAM LESS THAN 10 HRS PER WEEK, …

(B1) And receiving the MAJORITY of SPECIAL EDUCATION and related SERVICES in the REGULAR EARLY CHILDHOOD PROGRAM

(B2) …and RECEIVING the majority of SPECIAL EDUCATION and related SERVICES in some OTHER LOCATION

Row Set (C)

CHILDREN ATTENDING A SPECIAL EDUCATIONPROGRAM (NOT in any regular early childhood program), …

(C1) Separate Special Education Class

(C2) Separate School

(C3) Residential Facility

Row Set (D)

CHILDREN ATTENDING NEITHER A REGULAR EARLY CHILDHOOD PROGRAM NOR A SPECIAL EDUCATION PROGRAM (NOT INCLUDED IN ROW SETS A, B, OR C)

(D1) receiving the MAJORITY of SPECIAL EDUCATION and related SERVICES in the home

(D2) Receiving special education and related at service provider location

Educational Environments Data Collection

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6A - > 38.40%6B - < 33.21%

Identify the type program the child attends

Identify the number of hours per week in attendance

Identify the setting in which the child receives the majority of special education & related services

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KSDE uses two sources of data for Indicator 6

1) The service setting codes reported on each child’s IEP2) The time in service for each service code

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A- Home-BasedB- Early Childhood LocationsG- Special Ed Direct Services Outside Regular Ed Classrooms/LocationsK- Early Childhood Program Time Without ServicesR- Integrated Special Education W- Reverse Mainstream ECSE ClassroomX- Indirect Services

Early Childhood Program Time without Services• Include the amount

of time the child spends in a regular early childhood program, excluding time when special education services are delivered.

Head Start Kindergarten Community based or

private preschool Group child care facilities 4 year old at risk program Other district administered

preschool

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The Outcome Web System will now be separate systems for Part C and Part B-ECSE. Both Part C staff at KDHE and Part B staff at KSDE have been involved in making these changes in an effort to support the entering of data into Part C’s IFSP. Children coming into the Part C program July 1, 2015 and after will have only the KSITS ID number.

7/15/2015


It will be up to local programs to determine when the best time is to obtain the KIDS ID number. Before assigning a KIDS ID number you must have 1) parental consent to share information with Part B from Part C for transition purposes, and 2) parental consent to share the child’s early intervention record so it will become part of his or her long–term school record to track a student’s progress from cradle to career.

In order to assist in this process, three fields will be added to the C to B referral system (CBER). 1) There is permission to hold a transition conference, 2) There is permission to share information for the purposes of transition with Part B, and 3) There is a parental agreement to share the child’s early intervention record so it becomes part of his or her school record to track student’s progress from cradle to career (birth through age 21).

KDHE has developed a Universal Referral Form with required information that we can legally release to LEAs and KSDE with no additional consent from parents

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7A - Positive social-emotional skills (including social relationships)

7B - Acquisition and use of knowledge and skills (including early language/communication [and early literacy*])

7C - Use of appropriate behaviors to meet their needs

*for 3-5 67

All children entering B (3-5) services must have a COSF rating completed if they can be in the program for at least 6 month (3 months in C, 3 months in B = 6 months).

All children who have been in a Kansas Part C or B program for 6 months or longer and permanently exit Kansas Part C or B services must have a COSF exit rating completed

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COSF Ratings must be completed within 30 calendar days of:

• the first day of services for program entry

• The last date of service for a permanent exit.

COSF information can be entered into the OWS until after the date the first date of service (entry) or the last date of service (permanent exit) (not to exceed 30 days)

Permanent Exit is defined as: • Leaving Preschool Services to go to

Kindergarten• Turning 6 years old (for a child still in

preschool services)• IEP completed and child no longer requires

services under IDEA• Child moved out of Kansas• Child is withdrawn from services by their

parent/guardian• Deceased.

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Organizational Exits and Entries Once a child has an entry COSF

completed, each move into or out of an organization (district) is entered into the OWS regardless of how long he/she was receiving services in that organization.

July 31st

• Last date for submitting COSF rating data to KSDE for all newly identified children entering a B Program

• Last date for submitting child outcome exit summary ratings data for children permanently exiting a Part B Program between July 31st and June 30th of the current year

• Verification period from August 1-31st allows changes to be made to data entry errorsonly

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Required Summary Statement 1: Of those children who entered or exited the program below age expectations in each Outcome, the percent who substantially increased their rate of growth by the time they exited the program.

c+d __ a+b+c+d

Required Summary Statement 2: The percent of children who were functioning within age expectations in each Outcome by the time they exited the program.

d+e __ a+b+c+d+e

73

Outcome 1 Outcome 2 Outcome 3

Summary Statement 1

% of children who moved closer to same age peers

88.06% 87.42% 88.15%

Summary Statement 2

% of children who exited at age level

66.73% 63.38% 79.13%

74

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Percent of children referred by Part C prior to age 3, who are found eligible for Part B, and who have an IEP developed and implemented by their third birthdays.

Compliance Indicator with a target of 100%

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The Part C to Part B Electronic Referral (CBER) User Guide

http://www.ksde.org/Portals/0/SES/KIAS/indicators/Ind12-CtoBElectRefUserGuide.pdf.

http://www.ksdetasn.org/

Indicator 11 and 12Federal Fiscal Year 2014

USED OSEP APRReported on March 15, 2016

Using SY 2014‐15 Data

KSDE PRE‐LEADERSHIP CONFERENCE PRESENTATION

JULY 28, 2015

Tim L. Berens General Supervision Timely Accurate Data (GSTAD) Project Coordinator [email protected]

Indicator 11‐ Child Find (Timely Evaluations)

Indicator 11 measures the percent Initial Evaluations completed within 60 school days during FFY 2014 (SY 2014‐15) Target: 100%

The 60 School Day Initial Evaluation Timeframe ◦ For the purposes of measuring compliance with the Federal 60 day evaluation timeline, the timeline for Eligible and Not Eligible students begins with the date the Consent for Evaluation Received and ends with date of the Eligibility Determination Meeting

7/28/2015 PRE‐LEADERSHIP CONFERENCE 2

07/14/2015 1

Tim Berens APR PreLeadership Presentation

Indicator 11‐ Child Find (Timely Evaluations)

Data Collection◦ Indicator 11 data collected through Indicator 11 and 12 District Data system

◦ Data clerks and directors can access Indicator 11 and 12 District Data system and obtain User’s Guide by going to www.misdata.org

◦ Data Collection Window Opened July 1, 2015

◦ Some districts have reported their results

◦ Data Collection Window Closes September 1, 2015

◦ More information can be found in the Indicator 11 FAQ document at http://www.ksde.org/Default.aspx?tabid=511

◦ Please adjust email to allow emails from [email protected]. Verification and Compliance emails are sent from [email protected]



Indicator 11 Data Entry, Data Disposition,Data Verification and Correction of Noncompliance

See next pages

07/14/2015 2


InitialData Entry Process Begins Random Sample Selected

Initial Eval Completed within 60 School Day Timeframe?

Yes

Clerk Selects one of the following Reasons:1‐ The parent of a child repeatedly fails or refuses to produce the child for the evaluation. 2‐ A child enrolls in a school of another district after the timeframe for initial evaluations has begun and prior to a determination by the child's previous public agency as to whether the child is a child with a disability.

3‐ The district has obtained written parental consent to an extension of time.

4‐ The parent has revoked written parental consent to conduct the evaluation.

5‐ Staff Error. Clerk must also enter a text description of the Staff Error reason in the text box.

6‐ Other. Clerk must also enter a text description of the Other reason in the text box.

InitialData Entry Process Ends

No

Indicator 11 Timely Evaluations Data Entry Process07/14/2015 3


Indicator11PostSubmissionDisposition

TheDataClerksubmitsIndicator11data.ThesystemassignsaDisposition.TheKSDETeamreviewsallofthestudentswhoseDispositionequalsFollow‐Up.TheKSDETeammustchangeallstudentswithanDispositionofFollow‐Uptoeither,FederalException,StateException,CompliantorNon‐Compliant.TheKSDETeamcanchangetheDispositionofanystudenttoanyoftheotherdispositions.InadditiontochangesintheDisposition,thestudentcanberemovedfromthesample.

Table1InitialEvaluationtookplaceduring60orfewerSchoolDays.

ReasonEntered Post‐SubmissionDispositionandtheSelf‐ReportedandVerificationEmails

DispositionFactorsintoMeasurement:

MaybechangedtoDispositionof:

None,Fewerthan60SchoolDaysbetweenConsentReceivedandEligibilityDeterminationdate.

Compliant

TheCompliantdispositionstudentsareincludedinthepopulationofstudentsfromwhomthe20randomlyselectedstudentswhoareselectedfortheSelf‐ReportedDataEmails.

Isinnumeratoranddenominator.Benefitspercentage.

FederalException,StateExceptionorNon‐Compliant

07/14/2015 4


Table2InitialEvaluationtookplaceduringmorethan60SchoolDays.




Morethan60SchoolDaysbetweenConsentReceivedandEligibilityDeterminationdate.

Clerkindicatesreasonlateiseither#1‐Theparentofachildrepeatedlyfailsorrefusestoproducethechildfortheevaluation,or,#2‐Achildenrollsinaschoolofanotherdistrictafterthetimeframeforinitialevaluationshasbegunandpriortoadeterminationbythechild'spreviouspublicagencyastowhetherthechildisachildwithadisability.

FederalException

TheFederalExceptiondispositionstudentsincludedinthepopulationofstudentsfromwhomthe20randomlyselectedstudentswhoareselectedfortheSelf‐ReportedDataEmails.

Subtractedfromtotalinrandomsample.Donotappearinnumeratorordenominator.Maintainspercentage.

StateException,CompliantorNon‐Compliant.

IfDispositionchanged,theReasonLatemustbechangedtoadheretotheDisposition.

07/14/2015 5







Clerkindicatesreasonlateis#3‐Thedistricthasobtainedwrittenparentalconsenttoanextensionoftime.

StateException

TheStateExceptiondispositionstudentsincludedinthepopulationofstudentsfromwhomthe20randomlyselectedstudentswhoareselectedfortheSelf‐ReportedDataEmails.

Includedintotalinrandomsample.Appearinnumeratoranddenominator.Maintainspercentage.

FederalException,CompliantorNon‐Compliant.







Clerkindicatesreasonlateis#4‐Theparenthasrevokedwrittenparentalconsenttoconducttheevaluation.

Follow‐Up/PotentialNoncompliance

TheFollow‐Up/PotentialNoncompliancedispositionstudentsareincludedinthepopulationofstudentswhoareintheVerificationEmails.

Ifreasonischangedto#5StaffError,thedispositionmustbeNoncompliant.Thismustbedoneinordertoobtainan

Doesnotfactorinbecauseitmustbechangedtooneotherdispositions.

FederalException,StateException,CompliantorNon‐Compliant


07/14/2015 6


accuratemeasurement.Dispositionmustbechangedtooneofanotherdispositions.CannotbeleftasFollow‐Up.Thismustbedoneinordertoobtainanaccuratemeasurement.






Clerkindicatesreasonlateis#5‐StaffError.



Mustbechangedtooneofanotherdispositions.CannotbeleftasFollow‐Up.Ifleftas#5StaffError,thedispositionmustbeNoncompliant.Thismustbedoneinordertoobtainanaccuratemeasurement.

Noncompliantisincludedintotalinrandomsample.Isnotinnumeratorbutisindenominator.Decreasespercentage.

FederalException,StateExceptionorCompliant.


07/14/2015 7







Clerkindicatesreasonlateis#6‐Other.



Reasonmustbechangedtooneoftheotherreasons.Ifreasonischangedto#5StaffError,thedispositionmustbeNoncompliant.Thismustbedoneinordertoobtainanaccuratemeasurement.Dispositionmustbechangedtooneofanotherdispositions.CannotbeleftasFollow‐Up.Thismustbedoneinordertoobtainanaccuratemeasurement.

Doesnotfactorinbecauseitmustbechangedtooneotherdispositions.

FederalException,StateException,CompliantorNon‐Compliant


07/14/2015 8


Ind

icator 11 an

d 12 D

ata Verificatio

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d C

orrectio

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f No

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rocess

Correction of Noncompliance

Start Data VerificationEnd

LEA

submits

DC

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. DC

AP

m

ust be approved by

KS

DE

LEA

collects updated data

KS

DE

Review

s updated data

KS

DE

issues correction of

noncompliance

letter

Directors notified

of 20 Random

ly S

elected 100%

compliant initial

submissions and

High R

isk initial subm

issions

Directors

notified of potentially

noncompliant

initialsubm

issions

KS

DE

makes final

compliance

decisions

KS

DE

reviews

verification/further

explanation data.

LEA

s submit

data that verifies or

further explains the random

ly selected, H

igh R

isk and potentially

noncompliant

initialsubm

issions

KS

DE

sends com

pliance status letters

to LEA

s

Data V

erification and C

orrection of Noncom

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egins

Data V

erification and C

orrection of Noncom

plianceE

nds

07/14/2015 9


Indicator 12‐Transition from Part C to Part B

Indicator 12 measures the percent of children Transitioning from Part C to Part B whose IEP or Eligibility meeting was held before the child's third birthday during FFY 2014 (SY 2014‐15) Target: 100%


Indicator 12‐Transition from Part C to Part B

Data Collection◦ KDHE sends FFY 2014 (SY 2014‐15) C to B Referrals to KSDE In Aug

◦ KSDE provides LEAs with FFY 2014 (SY 2014‐15) C to B Referrals In Aug

◦ Indicator 12 data collected through Indicator 11 and 12 District Data system

◦ Data clerks and directors can access Indicator 11 and 12 District Data system and obtain User’s Guide by going to www.misdata.org

◦ Data Collection Window Opens August 15, 2015

◦ Some districts have reported their results

◦ Data Collection Window Closes September 15, 2015

◦ More information can be found in the Indicator 11 FAQ document at http://www.ksde.org/Default.aspx?tabid=511

◦ Please adjust email to allow emails from [email protected]. Verification and Compliance emails are sent from [email protected]


07/14/2015 10



Indicator 12 Data Entry, Data Disposition,Data Verification and Correction of Noncompliance

See next pages

07/14/2015 11


Data Entry Process Begins

Was Eligibility Determined?

Child moved or the Parent refused or revoked consent for the evaluation

[Status 1.1.1]

Other[Status 1.1.3]

Enter Other Text Description

Result of Eligibility Determination.

Clerk select one of these three results.

Yes

Eligible, IEP Was Written

Eligible, IEP Was NOT Written

Not Eligible

IEP is on or before 3rd birthday

Clerk Selects one of the following Reasons:1. Child moved after eligibility determination and before 3rdbirthday.[Status 2.2.1]2. Parent refused or revoked consent for services.[Status 2.2.2]3. Staff error: [Status 2.2.3] Clerk must also enter a text description of the Staff Error in the Staff Error text box. 4. Other: [Status 2.2.4]Clerk must also enter a text description of the Other reason in the Other text box.

Clerk Selects one of the following Reasons:1. Parent refusal to provide consent caused delays in evaluation or initial services.[Status 2.1.1]2. Parent repeatedly failed or refused to produce the child for evaluation.[Status 2.1.2]3. Staff error: [Status 2.1.3] Clerk must also enter a text description of the Staff Error in the Staff Error text box. 4. Other: [Status 2.1.4]Clerk must also enter a text description of the Other reason in the Other text box.

No

IEP is on or before 3rd birthday

Clerk Selects one of the following Reasons:1. Parent refusal to provide consent caused delays in evaluation or initial services.[Status 2.3.1]2. Parent repeatedly failed or refused to produce the child for evaluation.[Status 2.3.2]3. Staff error: [Status 2.3.3]Clerk must also enter a text description of the Staff Error in the Staff Error text box. 4. Other: [Status 2.3.4]Clerk must also enter a text description of the Other reason in the Other text box.

No

Data Entry Process Ends

Yes Yes

Eligibility not determined, Clerk supplies a reason

NoChild was not referred

to this district. [Status 1.1.2]

Optional‐ Enter District Child was referred to in a text

box.

Eligible and IEP On Time

[Status 2.1.0]

Not Elig and On Time

[Status 2.3.0]

Indicator 12 C to B

Transition Data Entry Process

07/14/2015 12


Indicator12PostSubmissionDisposition

TheDataClerksubmitsIndicator12data.ThesystemassignsaDisposition.TheKSDETeamreviewsallofthestudentswhoseDispositionequalsFollow‐Up.TheKSDETeammustchangeallstudentswithanDispositionofFollow‐Uptoeither,FederalException,StateException,CompliantorNon‐Compliant.TheKSDETeamcanchangetheDispositionofanystudenttoanyoftheotherdispositions.InadditiontochangesintheDisposition,thestudentcanberemovedfromthesample.

TheusersubmitsdatatheInd12data.ThesystemassignsaDisposition.TheKSDETeamreviewsallofthestudentswhoseDispositionequalsFollow‐Up.TheKSDETeamchangesallstudentswithanDispositionofFollow‐Uptoeither,FederalException,StateException,CompliantorNon‐Compliant.TheKSDETeamcanchangetheDispositionofanystudenttoanyoftheotherdispositions.

Table1EligibilityWasNotDeterminedbytheLEADataClerkEligibilityDeterminedquestionresponseisNo.DataClerkSelectsaReason&StatusCodeisAssigned

Post‐SubmissionDispositionandtheSelf‐reportedandVerificationEmails.

StatusCodeFactorsintoMeasurement:

Maybechangedto:

ChildmovedortheParentrefusedorrevokedconsentfortheevaluation.SC1.1.1

EligNotEstablished

1.1.1‐>MeasurementA1.1.1‐>MeasurementD

AnyoftheotherreasonsundertheEligibilityNoDeterminedsection.Ifeligibilitywasdetermined,theEligibilityDeterminationmustbechangedfromNotoYes.

Childwasnotreferredtothisdistrict.SC1.1.2

EligNotEstablished



Other.SC1.1.3 EligNotEstablished



07/14/2015 13


Table2EligibilityWasDeterminedbytheLEAAnIEPwaswrittenonorbeforechild’s3rdBD.StatusCode



Maybechangedto:

Statuscode2.1.0assigned.

CompliantTheCompliantdispositionstudentsareincludedinthepopulationofstudentsfromwhomthe20randomlyselectedstudentswhoareselectedfortheSelf‐ReportedDataEmails.

2.1.0‐>MeasurementA2.1.0‐>MeasurementC

FederalException,Non‐CompliantorRemovedfromthepopulation

Table3EligibilityWasDeterminedbytheLEA,ChildwasfoundEligibleAnIEPwaswrittenafterchild’s3rdBD,clerkmustselectareason:DataClerkSelectsaReason&StatusCodeisAssigned



Maybechangedto:

Reason‐Parentrefusaltoprovideconsentcauseddelaysinevaluationorinitialservices.SC2.1.1

FederalExceptionTheFederalExceptiondispositionstudentsincludedinthepopulationofstudentsfromwhomthe20randomlyselectedstudentswhoareselectedfortheSelf‐ReportedDataEmails.


Compliant,Non‐CompliantorRemovedfromthepopulation

Reason‐Parentrepeatedlyfailedorrefusedtoproducethechildforevaluation.SC2.1.2


07/14/2015 14


Table3EligibilityWasDeterminedbytheLEA,ChildwasfoundEligibleAnIEPwaswrittenafterchild’s3rdBD,clerkmustselectareason:DataClerkSelectsaReason&StatusCodeisAssigned



Maybechangedto:

Reason‐StaffErrorExplanationofStaffErrorreasonmustbeentered.SC2.1.3


TheFollow‐Up/PotentialNoncompliancedispositionstudentsincludedinthepopulationofstudentswhoareintheVerificationEmails.

Mustbechangedtooneofanotherdispositions.CannotbeleftasFollow‐Up.Ifreasonisleftas#3StaffError,thedispositionmustbeNoncompliant.Thismustbedoneinordertoobtainanaccuratemeasurement.


FederalException,Compliant,Non‐CompliantorRemovedfromthepopulation

Reason‐OtherExplanationofOtherreasonmustbeentered.SC2.1.4


TheFollow‐Up/PotentialNoncompliancedispositionstudentsincludedinthepopulationofstudentswhoareintheVerificationEmails.

Ifreasoncannotbeleftas#4Other.Itmustbechangedtooneoftheotherreasons.Thedispositionwillbechangedtomatchthereasonselected.

Otherreasonsmustbechanged.Thereforetheydonotfactorintothemeasurement.

07/14/2015 15


Table4EligibilityWasDeterminedbytheLEA,ChildwasfoundEligibleAnIEPwasNotwritten,clerkmustselectareason:DataClerkSelectsaReason&StatusCodeisAssigned



Maybechangedto:










Ifreasonisleftas#3StaffError,thedispositionmustbeNoncompliant.Thismustbedoneinordertoobtainanaccuratemeasurement.Dispostiionmustbechangedtooneofanotherdispositions.CannotbeleftasFollow‐Up.





TheFollow‐UpdispositionstudentsincludedinthepopulationofstudentswhoareintheVerificationEmails.



07/14/2015 16


Table5EligibilityWasDeterminedbytheLEA,ChildwasNOTfoundEligibleEligibilityDeterminationonorbeforechild’s3rdBD.StatusCodeisAssigned



Maybechangedto:

Statuscode2.3.0assigned.

CompliantTheCompliantdispositionstudentsareincludedinthepopulationofstudentsfromwhomthe20randomlyselectedstudentswhoareselectedfortheSelf‐ReportedDataEmails.

2.3.0‐>MeasurementA2.3.0‐>MeasurementC

FederalException,Non‐CompliantorRemovedfromthepopulation

Table6EligibilityWasDeterminedbytheLEA,ChildwasNOTfoundEligibleEligibilityDeterminationafterchild’s3rdBD,clerkmustselectareason:DataClerkSelectsaReason&StatusCodeisAssigned



Maybechangedto:







07/14/2015 17


Table6EligibilityWasDeterminedbytheLEA,ChildwasNOTfoundEligibleEligibilityDeterminationafterchild’s3rdBD,clerkmustselectareason:DataClerkSelectsaReason&StatusCodeisAssigned



Maybechangedto:




Mustbechangedtooneofanotherdispositions.CannotbeleftasFollow‐Up.Ifreasonisleftas#3StaffError,thedispositionmustbeNoncompliant.Thismustbedoneinordertoobtainanaccuratemeasurement.








07/14/2015 18


Ind

icator 11 an

d 12 D

ata Verificatio

n an

d C

orrectio

n o

f No

nco

mp

liance P

rocess

Correction of Noncompliance

Start Data VerificationEnd

LEA

submits

DC

AP

. DC

AP

m

ust be approved by

KS

DE

LEA

collects updated data

KS

DE

Review

s updated data

KS

DE

issues correction of

noncompliance

letter

Directors notified

of 20 Random

ly S

elected 100%

compliant initial

submissions and

High R

isk initial subm

issions

Directors

notified of potentially

noncompliant

initialsubm

issions

KS

DE

makes final

compliance

decisions

KS

DE

reviews

verification/further

explanation data.

LEA

s submit

data that verifies or

further explains the random

ly selected, H

igh R

isk and potentially

noncompliant

initialsubm

issions

KS

DE

sends com

pliance status letters

to LEA

s

Data V

erification and C

orrection of Noncom

plianceB

egins

Data V

erification and C

orrection of Noncom

plianceE

nds

07/14/2015 19


District Level Reports FromFederal Fiscal Year 2014

USED OSEP APR Reported on March 15, 2016

Using SY 2014‐15 Data

KSDE PRE‐LEADERSHIP CONFERENCE PRESENTATION

JULY 28, 2015

Tim L. Berens General Supervision Timely Accurate Data (GSTAD) Project Coordinator [email protected]

Kansas APR Reports

District Level APR Data available on the Kansas APR Reports website◦ Go to www.ksdetasn.org

◦ Click on the Current Kansas APR Reports (Login Required) link on the left side of screen.

◦ Login (If you need help, contact Tim Berens at [email protected])

◦ A guide to the reports and the indicators is available by clicking on the View Guide link at the top of the page


07/14/2015 20


Individual District Reports

Expanded Report:◦ Performance on all indicators

◦ Level of Determination

◦ Rewards and Enforcements


Timely and Accurate Data Report


07/14/2015 21


Cluster Reports

Cluster Reports contain data for all districts on one report

Clusters:◦ Compliance Cluster: all the compliance indicators

◦ Cluster 1: Inds 1, 2, 4, 13 and 14

◦ Cluster 2: Inds 3 and 5

◦ Indicator 20: Ind 20 questions and score sheet score

◦ Substantial Compliance and LOD: whether an Indicator is substantially compliant and the Level of Determination

◦ Level of Determination: List of districts and the Level of Determination

◦ Early Childhood Cluster: Inds 6 and 7


Data Sources, FFY and SY

See next page.


07/14/2015 22


IntroductiontoSPP/APRIndicatorsandtheDataSourceYearThetitleofeachAnnualPerformanceReport(APR)containstheFederalFiscalYear

(FFY)andthedateitwassubmittedtoOSEP.Inmostcases,thedatasourceforeachindicatorcontainsdatafromtheFederalFiscalYearcorrespondingtotheFFYinthetitleofthedocument.Forexample,theFFY2013APRwassubmittedtoOSEPonFebruary1,2015anditcontainsdatafrommorethanonesourceyear.ThetablebelowcontainsthesourceyearforeachindicatorbyFFY.*Insomecases,thedataislaggedwhenthedatafromthepreviousFFY(akaschoolyear)isreported.Indicator1,2and4containdatathatislaggedfromthepreviousyear.

SPP/APRIndicatorsandtheSourceDataSchoolYearandFFYSPP/APRIndicatorsandtheSchoolYearofSourceData

APRFederalFiscalYear(FFY)andDateSubmittedtoOSEP(Date)

FFYFFY2013APR

FFY2014APR

FFY2015APR

FFY2016APR

FFY2017APR

FFY2018APR

FFY2019APR

FFY2020APR

DateSubmittedToOSEP Feb15 Feb16 Feb17 Feb18 Feb19 Feb20 Feb21 Feb22

Indicator&DataSourceSchoolYear

1* SY12‐13 SY13‐14 SY14‐15 SY15‐16 SY16‐17 SY17‐18 SY18‐19 SY19‐20


3 SY13‐14 SY14‐15 SY15‐16 SY16‐17 SY17‐18 SY18‐19 SY19‐20 SY20‐21












CNC

SY13‐14 SY14‐15 SY15‐16 SY16‐17 SY17‐18 SY18‐19 SY19‐20 SY20‐21

TAD

SY13‐14 SY14‐15 SY15‐16 SY16‐17 SY17‐18 SY18‐19 SY19‐20 SY20‐21

SPP/APRTargetsTheSPP/APRTargetsforeachindicatorbyFFYcanbefoundontheKsAPRwebsite

byclickingontheViewTargetslinkatthetopofeachKansasAPRwebpage.

07/14/2015 23


Additional Questions?THANK YOU FOR ATTENDING THE PRE‐LEADERSHIP CONFERENCE MEETING


This presentation was produced by the KSDE TASN General Supervision Timely and Accurate Data Project at the Keystone Learning Services, Ozawkie Kansas. The KSDE TASN Keystone Learning Services GSTAD project does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the non‐discrimination policies: Human Resources Manager, Keystone Learning Services, 500 Sunflower, Ozawkie KS 66070, 785‐863‐3410. The Kansas Department of Education Early Childhood Special Education Title Programs team provides fiscal support through Federal Part B IDEA funds for the project. The contents of this presentation were developed under an agreement from the Federal Department of Education to the Kansas Department of Education. However, those contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Kansas Department of Education or the Federal Government.

07/14/2015 24


Documents

Topics · 3 SE C 100 145 10/16/2015 5/29/2016 LD Yes 8899 4 GI G 45 96 10/16/2015 5/29/2016 LD Yes 8899 Page 26 New Import Specifications Student level Import Area of disability,