October 1 Data Collection

Annually, the Arizona Department of Education (ADE) is required to report Special Education data to federal government. The October 1 Data Collection is part of that process and occurs in three phases.

Important Documents:

The Important Dates document outlines the various deadlines for ESS Data Management data collections.

The October 1 Data Collection Manual includes documentation of the entire process of October 1 Special Education data collection, including frequently asked questions. You may download the manual from this link or click on any topic below.

The Personnel Blank Report Form tool provides a form to use when gathering your aggregate personnel data by FTE prior to submitting within the the October 1 Data Collection (ODC) application.

October Overview Training:

FY22 IDEA October 1 Data Collection Presentation

FY22 IDEA October 1 Data Collection Presentation Slides

FY21 October 1 Data Collection Overview Training - Video

FY21 October 1 Data Collection Overview Training Power Point Slides

Phase I: Personnel & Verification Count

Phase I data collection begins by having each PEA count the number of students that are provided SPED services on October 1st. PEA’s are also required to collect the number of full-time equivalent personnel (employed and contracted) to provide special education and related services on or about October 1 of the reporting year. More in depth detail can be found in the October 1 Data Collection Manual. 

• Phase I Data Collection
  • Verification Count
  • How to Count SPED Students
  • October 1 Data Collection Checklist
  • Reporting Verification Counts to ADE
  • Reporting Parentally Placed Students
  • Personnel Employed to Provide Special Education and Related Services for Students with Disabilities

Step 1 of Phase I Training - How to count your students:

Phase I Training - Counting Your Students, Step 1 - Video

Phase I Training - Counting Your Students, Step 1 - Power Point Slides

Phase I Training - Counting Your Parentally-Placed Students - Video

Phase I Training - Counting Your Parentally-Placed Students - Power Point Slides

Step 2 of Phase I Training - Verify your student count:

Phase I Training - Verifying Your Student Count, Step 2 - Video

Phase I Training - Verifying Your Student Count, Step 2 - Power Point Slides

Phase II: Reconciliation

Phase II is the process in which PEA’s ensure that all the students that were receiving SPED services on October 1st are reported in AzEDS without error.

• Phase II Reconciliation                                                                         
  • SPED07 Report
  • AzEDS Reports
  • SPED07 Reconciliation Checklist

SPED Integrity Error Tools

Phase II Training - Reconciliation:

October 1 Data Collection - Phase II: Reconciliation - Training Video

October 1 Data Collection - Phase II: Reconciliation - Power Point Slides

Phase II Training - Reconciliation, Case Study:

October 1 Data Collection - Phase II: Reconciliation - Case Study - Training Video

October 1 Data Collection - Phase II: Reconciliation - Case Study - Power Point Slides

Phase III: Non-Reconciliation

Phase III is only for the PEAs that were unable to match the number of SPED students submitted in Phase I with the number of SPED students in AzEDS during Phase II. If a PEA is required to complete phase III, they will be notified by ESS Data Management.

• Phase III: Non-Reconciliation
  • October 1 Data Federal Reports and Citations

Phase III Training - Non-Reconciliation:

October 1 Data Collection - Phase III: Non-Reconciliation - Training Video

October 1 Data Collection - Phase III: Non-Reconciliation - Power Point Slides

Frequently Asked Questions:

• Frequently Asked Questions
  • Phase I Verification
  • Parentally Placed Students
  • Personnel