DATA MANAGEMENT ALERT 

RESCHEDULED FY20 ESS Discipline Data Training Webinar

Due to unforeseen circumstances beyond our control, ESS Data Management has rescheduled the Discipline Data Collection (DDC) training webinar from August 25 to September 2, 2020, from 10am - 11am. For previously registered attendees, no further action is required.

This training will expand on the overview training presented on February 25, 2020, available on the training videos webpage:

/specialeducation/data-management/dmtrainingvideos/.

Click here to register.

If you have any questions, please direct them to [email protected].

DATA MANAGEMENT ALERT 

Integrity Error -10003 will be Deactivated

Integrity Error -10003: For Public SPED Institution districts, DOR must match the DOA 

Due to changes in reporting to Arizona State School for the Deaf and Blind (ASDB) sites in FY21, Integrity Error -10003 will be deactivated.  Any PEA currently failing this rule should disregard.   

Beginning FY21, regardless of how the student is placed at ASDB, whether through a voucher or  fee-for-service, the AzEDS reporting responsibility defaults to the district of residence (DOR). ASDB can no longer be reported as a valid DOR.  Please refer to the ASDB Student Reporting document for more information. 

DATA MANAGEMENT ALERT 

NEW FY20 ESS Discipline Data Training Webinar

ESS Data Management will be hosting a training webinar for Discipline Data Collection (DDC) on August 11, 2020, from 10am - 11am. This training will expand on the overview training presented on February 25, 2020, available on the training videos webpage.

If you have any questions, please direct them to [email protected]

DATA MANAGEMENT ALERT

Annual Data Collection Application Closed for Maintenance Until 8/5/20

 Due to necessary maintenance and IT related delays impacted by COVID-19 priorities, the Annual Data Collection (ADC) application will be temporarily unavailable between July 22 – August 5.

This data collection requirement is due in its entirety on September 15, 2020.  We apologize for the delay.

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

DATA MANAGEMENT ALERT

Annual Data Collection (ADC) Final Submission Process

Due to COVID-19 and IT related delays, the final submission process for the ESS Annual Data application will not begin until July 20, 2020. The Annual Data Collection is due in its entirety on  September 15, 2020.  We apologize for the delay. The application language stating the final submission July 15, 2020 due date will be updated as soon as possible.

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

DATA MANAGEMENT ALERT

New SPED Integrity Rule -40076

Effective Fiscal Year 2021, a new integrity rule will be implemented for SPED Least Restrictive Environment Exit Code SPED13 (School is Out).

This integrity rule will validate the date of a SPED13 exit is the last in-session day of the reported calendar for the student.  This rule will not apply to entities without calendars.

This rule has been added to the SPED Integrity Rules Reference document. A new integrity one-sheet tool has been published on the ESS Data Management website to aid troubleshooting this error: Integrity Tool -40076.

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

DATA MANAGEMENT ALERT

Arizona State School for the Deaf and Blind (ASDB) Student Reporting

This alert serves as a notice to all public education agencies (PEAs) of upcoming changes to how ASDB students are to be reported for FY 2021. The attached document will assist PEAs in their understanding of how ASDB students are reported in:

• The Arizona Education Data Standards (AzEDS) for Special Education (SPED) participation, enrollment, and graduation status;
• The October 1 Data Collection (ODC) application, specific to Personnel Data;
• The Annual Data Collection (ADC) application in various report sections;
• Discipline Data Collection (DDC) application for disciplinary incidents.

This guidance applies to students placed on an institutional voucher through ASDB as well as those that are determined to be fee-for-service students.

For specific information on all reporting responsibilities, please review the ASDB Student Reporting document. This document will also be available within the AzEDS section of the ESS Data Management website.

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

DATA MANAGEMENT ALERT

ESS Discipline Data Collection Application XML Upload Feature

This alert serves as a notice to all PEAs that bulk upload feature in ESS Discipline Data Collection will be made available on 6/17/20.  Please released memo for more information.  This menu option will be available under Incident within the application.

Users will have the option to bulk upload with XML exports from your Student Information System.  Link to the XML schema is available on the Home page in the ESS Discipline Data Collection application.  Please contact your student information system vendor to specifically modify your XML export to match the new XML schema.

Please note:  File uploads will override all of the discipline data for the current fiscal year only for sites included in your XML file.

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

DATA MANAGEMENT ALERT

NEW INTEGRITY RULE: Integrity Rule -40077

Effective Fiscal Year 2021, a new field will be required in AzEDS for SPED Least Restrictive Environment (LRE) records:  Resident School ID.  Student Information Systems (SIS) should be updated by your vendor to allow this new field according to the FY21 AzEDS API.

Integrity rule -40077 will validate every SPED LRE reported has an associated Resident School ID, identified in the API as Student Education Organization Responsibility Association.  Regardless of enrollment, this is defined as the EntityID of the site the student would attend within the District of Residence (DOR) without an IEP:

• Private Day School - the public school site where the student would be enrolled and attending if not placed in the private day school.
• Voucher - the public school site where the student would be enrolled and attending if not placed in the residential treatment center or a state institution.
• Public Education Agency Placement (PEA) - the public school site where the student would be enrolled and attending if not placed in another PEA.
• Head Start Programs - the public school site where the student would be enrolled and attending if not placed in the Head Start program.
• Public School - defaults to the public school site where the student is currently enrolled & attending.

A new integrity one-sheet tool has been published on our website to aid troubleshooting this error:  Integrity Tool -40077

Special Education Directors,

Beginning in the fiscal year 2021, the Arizona State School for the Deaf and Blind (ASDB) will no longer be reporting student-level data through Arizona Education Data Standards (AzEDS)  and a variety of other applications. The reporting responsibility for the students on an institutional voucher will fall back on the originating district of residence (DOR) or the public education agency (PEA) responsible for implementing the individualized education program of the child. This should align with the home school district (HSD) that has approved the institutional voucher with ASDB. This shift in data reporting responsibility does not change how the ESS voucher process works. Please see this memo for additional guidance.

For any questions, please contact ESS Data Management at [email protected].