DATA MANAGEMENT ALERT: FY 2021 Special Education Year-End Data Checklist

DATA MANAGEMENT ALERT

FY 2021 Special Education Year-End Data Checklist

This alert serves as a reminder to all PEAs that special education data should be reviewed for accuracy and edited if necessary, before the end of the fiscal year.

AzEDS is considered the system of record for the 2020-2021 school year and will close for current year data submissions at 5:00 PM on July 15, 2021. Data for all public education agencies (PEAs) must be complete and accurate in AzEDS for FY 2021. Data found to be inaccurate after the statewide data recalculation is subject to a data correction process (this may also meet the criteria of A.R.S. § 15-915) and must be corrected with the assistance of ADE School Finance personnel. ESS Data Management encourages our customers to strive for complete and accurate AzEDS data entry. Please see below for some helpful tips when submitting your data.

Reviewing AzEDS data:

Special education exit information must reside in AzEDS for all special education students: each student participating in your PEA's special education program must have both an exit date and exit reason in AzEDS, including students who stay in special education through the last scheduled day of school.

All students enrolled for membership must also have a year-end status or withdrawal code in AzEDS. Student records missing this information will fail AzEDS integrity processing. Students who are enrolled for membership through the last scheduled day of school must have a year-end status; students who withdraw before the last scheduled day of school must have a withdrawal code. Special education data coordinators may need to work with personnel at their PEA who submits membership information to AzEDS to ensure that the students' special education exit information and year-end or withdrawal status align.

Refer to the SPED Exit Validation Matrix to see which exit codes align with which withdrawal and year-end status codes.

Refer to the AzEDS SPED Codes document for a full description of all exit codes/reasons.

Review the SPED Participation Report (SPED72) for all schools in your PEA for Fiscal Year 2021 (July 1, 2020 – June 30, 2021).

Ensure that every student who participated in special education at your school(s) is listed on the report and that the students' data are accurate.  

Ensure that every student who participated in special education at a Non-Public Organization (approved private day school, residential treatment center, head start or other) with your PEA as the District of Residence (DOR) is listed on the report, and that the students' data are accurate.

Review the Student Data Integrity Report (INTEG15) to identify any student records failing State SPED integrity and FED SPED integrity. If possible, ensure that you have enough time to upload corrections to AzEDS and verify whether the uploaded data corrected the errors.  Troubleshooting documents to aid in resolving integrity errors can be found on our webpage under SPED Integrity Error Tools.

ESS Data Management encourages public education agencies (PEAs) to begin reviewing AzEDS data as soon as possible.

ESS Annual Data requirements:

The ESS Annual Data Collection (ADC) application extracts student exit data from AzEDS. Refer to the Exit instructions within the ADC application to ensure that all students' exit data are complete and accurate in AzEDS and aligns appropriately with withdrawal or yearend status by 5:00 PM on July 15, 2021 to ensure the data will be complete and accurate on the exit reports in ESS Annual Data.

Disciplinary data for all special education students must be submitted to the ESS Discipline Data Collection (DDC) application by 5:00 PM on July 15, 2021 for inclusion on the discipline reports in the ESS Annual Data application.

If you have any questions, please direct them to ESS Data Management.