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Data Management

The ESS Data Managment team strives to keep all public education agencies informed of upcoming deadlines, changes to data reporting, and updates to ESS applications or integrity rules.  To recieve Data Management Alerts in your inbox, please subscribe:

Subscribe to Data Management Alerts

 

DATA MANAGEMENT ALERT: ESS Portal information icon added for select applications.

  • Mon, Dec 12 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT 

Exceptional Student Services (ESS) Portal information icon added for select applications

To aid Public Education Agencies in their interaction with ESS applications, a new information icon is available for select applications in the ESS portal. Selecting the information icon will produce a pop-up window with more information about the application, roles required to access, contact information, and website links for more training or information.

The blue information icon can be found to the left of the application button if available for that application. Additional applications will have information icons added in the coming weeks.

  • Read more about DATA MANAGEMENT ALERT: ESS Portal information icon added for select applications.

DATA MANAGEMENT ALERT: Upcoming change for FY24 - SPED Needs allowable with Preschool Grade.

  • Wed, Dec 7 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT 

Upcoming change for Fiscal Year 2024 - Special Education Disabilities allowed for Preschool Programs for Students with Disabilities.

An update to allowable special education (SPED) disabilities for preschool programs will be introduced in Fiscal Year (FY) 2024. This update is a continuation of our effort to further validate SPED reporting and ensure accurate data for the state.

Updates to integrity rules and validation matrices will take effect on 7/1/23 to allow all SPED disabilities to be reported for preschool programs except EDP. 

  • Read more about DATA MANAGEMENT ALERT: Upcoming change for FY24 - SPED Needs allowable with Preschool Grade.

DATA MANAGEMENT ALERT: New Technical Assistance Document for Reporting Parentally-Placed Students on an ISP to AzEDS

  • Fri, Nov 18 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT      

New Technical Assistance Document for Reporting Parentally-Placed Students on an ISP to AzEDS

The following information applies to school districts with a geographic boundary only.

School districts with a geographic boundary providing Special Education (SPED) services to parentally-placed students on an Individual Service Plan (ISP) are required to report SPED services to AzEDS.

A new technical assistance document has been developed to assist school districts with this reporting requirement.

  • Read more about DATA MANAGEMENT ALERT: New Technical Assistance Document for Reporting Parentally-Placed Students on an ISP to AzEDS

DATA MANAGEMENT ALERT: October 1 Enrollment Data for Fiscal Year 2023 

  • Thu, Nov 17 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT       

October 1 Enrollment Data for Fiscal Year 2023  

Please review the October 1 Enrollment Data information below. This coincides with the ODC Phase II due date of January 18, 2023.

  • Read more about DATA MANAGEMENT ALERT: October 1 Enrollment Data for Fiscal Year 2023 

DATA MANAGEMENT ALERT: Special Education Data Updates Webinar Wednesday, November 16th

  • Wed, Nov 9 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT 

Special Education Data Updates Webinar Wednesday, November 16th 

 The Exceptional Student Services Data Management team will be hosting the next Special Education Data Updates live webinar on Wednesday, November 16th from 2pm – 3pm.

  • Read more about DATA MANAGEMENT ALERT: Special Education Data Updates Webinar Wednesday, November 16th

DATA MANAGEMENT ALERT: ESS Applications will be temporarily unavailable Saturday 11/5 to Monday 11/7

  • Wed, Nov 2 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT 

Weekend closure of Exceptional Student Services Portal and Applications

Please be aware that all ESS Applications will be unavailable on Saturday, November 5, 2022. The applications will be back up and running no later than Monday, November 7, 2022. We apologize for any inconvenience this may cause you.

The Exceptional Student Services IT team will be updating the Exceptional Student Services Portal and ESS Applications over the weekend.  During this update, all ESS Applications, Online Forms, and ESS Portal will be unavailable in ADEConnect and links will be deactivated on ESS websites.

  • Read more about DATA MANAGEMENT ALERT: ESS Applications will be temporarily unavailable Saturday 11/5 to Monday 11/7

DATA MANAGEMENT ALERT: Reminder - FY 2023 October 1 Data Collection Phase I Verification due 11/16 by 5pm

  • Tue, Nov 1 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT   

FY 2023 October 1 Data Collection Phase I Verification due 11/16 by 5pm

This is a reminder that the October 1 Data Collection (ODC) Phase I verification count is due Wednesday, November 16, 2022, by 5pm. This phase includes the submission of your Public Education Agency (PEA) Special Education (SPED) student count and personnel Full-Time Equivalency (FTE) data. 

All PEAs are required to verify the aggregate count of students receiving SPED services over October 1, including zero counts. This is an internal count using your student information systems and student rosters; AzEDS reports should not be used to gather Phase I Verification Count.

  • Read more about DATA MANAGEMENT ALERT: Reminder - FY 2023 October 1 Data Collection Phase I Verification due 11/16 by 5pm

DATA MANAGEMENT ALERT: SPED Need Autism concurrently reported with Emotional Disability

  • Mon, Oct 31 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT 

SPED Need Autism concurrently reported with Emotional Disability

Beginning FY23, an update to integrity rule -40000 took effect to allow SPED Need combination A (Autism) with ED or EDP (Emotional Disability). ESS determined this change to be in error and ESS will roll back the change to not allow this reporting combination. ESS reverted this change to maintain alignment with 34 CFR 300.8(c)(1)(ii) and A.R.S. § 15-761(1).

ESS has updated the Concurrent Need Eligibility Matrix for this correction and AzEDS will appropriately fail affected students within this fiscal year.

  • Read more about DATA MANAGEMENT ALERT: SPED Need Autism concurrently reported with Emotional Disability

DATA MANAGEMENT ALERT: -40071 Update to allow SPED10 exit code for students within 90 days of their third birthday with Board Approval

  • Tue, Oct 18 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT

-40071 Update to allow SPED10 exit code for students within 90 days of their third birthday with Board Approval

An update to integrity rule -40071 (SPED Exit code 10 may only be used for student 3-5yrs old, enrolled in PS, KG or UE grade, and exited from enrollment on same date) will take effect in AzEDS shortly.

This update will allow SPED Exit Code 10 (Withdrawn by Parent and no Longer enrolled) to be used for students within 90 days of their third birthday (the governing board of a school district or the appropriate approving body of a charter school may admit otherwise eligible children who are within ninety days of their third birthday, if it is determined to be in the best interest of the individual child per ARS § 15-771(G))

  • Read more about DATA MANAGEMENT ALERT: -40071 Update to allow SPED10 exit code for students within 90 days of their third birthday with Board Approval

DATA MANAGEMENT ALERT: ED-P reporting in Residential Treatment Centers

  • Fri, Oct 14 2022  •
    • Data Management
    • Updates

DATA MANAGEMENT ALERT 

ED-P reporting in Residential Treatment Centers

An update to allowable SPED Needs reported for Least Restrictive Environment (LRE) ES will take effect in AzEDS shortly. This update will allow the combination of SPED Need ED-P to be reported with LRE ES (Public or Private Residential Facility for greater than 50% of the school day placed by another state agency (not an IEP team decision)).

  • Read more about DATA MANAGEMENT ALERT: ED-P reporting in Residential Treatment Centers
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