[ODE-IT] Update on 2004-05 SET & SPED Discipline Data Collection

Tue Jun 7 11:23:03 PDT 2005

				Update regarding the 2004-2005
Suspension, Expulsion and Truancy (SET) & SPED Discipline data
collection : 
				 
				The original correspondence to districts
in the summer/fall of 2004 was that school year 04-05 discipline data
could be submitted to ODE using either the aggregated SPED Discipline
collection or the SET student level collection.  Recently, the ODE
office of Student Learning and Partnerships determined that the Student
SET collection would not meet the reporting needs of the federal
discipline reporting requirements.   A message was crafted and sent to
district SPED program contacts but was not sent to IT staff.   The
following is a copy of a memo sent the field about this issue and some
more specific information reflecting questions ODE received from the
field.   Unfortunately, some districts spent time programming to submit
data only for the student level collection.  We apologize for any
additional work and expense this change has cost you.       

				1)  Since the discipline data required
for IDEA reporting purposes are being collected in the SPED Discipline
data collection, districts/agencies do not need to determine whether a
child is on an IEP for the purposes of SET reporting.  All students
suspended, expelled or truant should be reported in the SET collection,
regardless of whether or not they were special education students.  And
this year only, districts can ignore SPED fields in the SET collection
such as the "Source" field (not applicable, Hearing officer, School
personnel), and the "Special ED disability" field (listing primary
handicapping conditions for students on IEP's). This data will not be
needed for the SET collection for this year only. We apologize in
advance to districts who have applied the extra effort to provide this
information.
				 
				 2) This spring (2005), as in the past
several years, discipline data for Special Education students
(suspensions, expulsions and "removals") will be collected as part of
the June web based SPED Discipline collection.  Data for this collection
are submitted in aggregate, not at the student level, and this
collection is totally separate from the December SPED Child Count, and
the spring SET data collection.
				 
				3) Our goal was to have a single
combined SET and SPED Discipline collection - unfortunately this will
have to wait one more year, there are still some remaining issues which
make the current SET data collection inadequate for meeting all IDEA
discipline reporting requirements (such as IEP students "removed" but
not expelled).  Because of potential coding confusion relating to these
issues, it was necessary to require the separate SPED Discipline
collection for one more year.  The 2004-05 SET collection addresses
federal reporting requirements, and for that collection
districts/agencies should report all suspensions, expulsions &
truancies, without regard to whether or not a student was on an IEP.
				 
				4) For the 2005 - 2006 school year - the
SPED aggregate Discipline collection will cease to exist.  All
discipline data requirements for SPED students will be collected at the
student level as part of a combined/revised SET collection.
				 
				For questions to this memo, please
contact either the SPED aggregate Discipline collection data owner,
Brian Johnson  (503) 378-3600 x2316 brian.johnson at state.or.us or the SET
data collection owner, Phyllis Rock  (503) 378-3600 x 2343
phyllis.rock at state.or.us for further information. 


				May 23, 2004 
				Many of you are involved with the
collection and submission of IDEA Personnel Census and Discipline Data.
Those of you who are not, can ignore the remainder of this message.
				ODE is now sending written notice to
special education directors of EI/ECSE, LEA, ESD and state operated and
state supported programs alerting them to the need to submit their
2004-05 Personnel Census and Discipline Data.  Data are collected via a
secure web-based application.  Authorized users should login at the
district web site https://district.ode.state.or.us/apps/login/ to access
and complete these forms then submit their data.  (Important: Users must
be associated with an agency, not a school.)
				The result of internal ODE discussions
was that 2004-05 Discipline Data will be submitted to ODE in aggregate
by all agencies.  Earlier plans were to allow districts to submit
Discipline Data either in aggregate or at the individual student level
for this year (2004-05).    The details associated with collecting
student level IDEA discipline data via the consolidated format are not
yet efficient enough to support easy submission of 2004-05 IDEA
discipline data.  However, ODE would like to have an agency or two help
us troubleshoot submitting student level data.  IF your agency would be
willing to submit their current 2004-05 IDEA discipline data in BOTH the
required aggregate level via the online forms AND at the individual
student level via the consolidated layout, please contact Brian Johnson
to discuss.  Note however that next year, the 2005-06 IDEA discipline
data will be collected at the student level (in conjunction with the
Title IV-A Safe and Drug-Free data) from all agencies.
				Those agencies who function as
consortium manager and/or hold contracts for the delivery of special
education services to state operated or state supported programs (e.g.,
YCEP, JDEP, LTCT, Hospital programs) must submit the required web
form(s) for all programs they administer.  
				All data must be received by ODE no
later than June 30, 2005. 
				For further information regarding
content or the submission process, please contact
trish.black at ode.state.or.us, 503.378.3600 x2323

				 Your agency security administrator
grants  user access.  If you need assistance accessing a specific
application, please contact your agency security administrator or for a
complete review of the process consult the User Guide at
https://district.ode.state.or.us/training/documents/Applications/websecu
rity.pdf If you have questions regarding technical issues, please
contact the ODE Helpdesk at 503.378.3600, Ext. 2645,
ode.helpdesk at state.or.us.

				Mariana Turnbull
				503.378.3600 ext 2314
				http://www.ode.state.or.us 
				   

Peggy Kouf
Executive Assistant to Doug Kosty
   Assistant Superintendent of
 Assessment & Information Services
503-378-3600, ext 2637
peggy.kouf at state.or.us <mailto:peggy.kouf at state.or.us>
Visit our website at http://www.ode.state.or.us
		Messages to & from this e-mail address may be made
available to the public under Oregon law


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