[ODE-IT] Special Education Spring 2006 Data Collections

Wed Apr 19 14:55:01 PDT 2006

TO:       All District and ESD Special Education Directors

The message below is being sent to you on behalf of:

Nancy Latini, PhD
Assistant Superintendent
Student Learning & Partnerships
______________________________________________ 
April 19, 2006

TO:      All District and ESD Special Education Directors

RE:      Special Education Spring 2006 Data Collections  

This information is provided to clarify upcoming spring 2006 special
education data collections. 

Special Education Personnel Census Collection
This collection will remain substantially unchanged from previous years.
It will be conducted online and will ask for an aggregate number of
staff your agency has involved with the delivery of special education
and related services.  The collection will open on May 1 and close on
June 30.  Please contact Alex Toth, 503 378-3600 x2315,
alex.toth at state.or.us, regarding this collection.

Suspension, Expulsion, (Removal) and Truancy (SET) Collection 
There is no longer a separate special education discipline collection.
Instead, beginning with the 2005-06 school year, the data is a
combination of the previous SET collection and the SPED Discipline
collection. These collections form the data used in a number of mandated
federal reports: Gun-Free Schools Act Report, Safe and Drug-Free Schools
and Communities Consolidated State Performance Report, Unsafe School
Choice: Persistently Dangerous Schools Report and the Special Education
Discipline Collection Report. Now districts (LEA) must submit
suspension, expulsion, removal and truancy data for all children via the
SET Collection. These data sets are combined into one consolidated
student file layout. SET data are collected at the student level and
will include disciplinary data on regular and students in special
education in a single collection.  Once the collection closes, June
30th, 2006, ODE staff will extract the special education specific data
necessary for completion of federally required special education
discipline reports.  The SET collection will open on May 1 and close
June 30, 2006.  For a PowerPoint, file format or FAQ with more specific
information for this collection please see the following:
https://district.ode.state.or.us/training/documents/VTel0506/default.asp
x or
https://district.ode.state.or.us/apps/info/DataCllctnDetail.aspx?id=75
Please contact Jennifer Doolittle (jennifer.doolittle at state.or.us) with
questions regarding SPED data or Phyllis Rock (phyllis.rock at state.or.us)
for all other questions regarding this collection.

Special Education Child Find Collection
There is a new special education Child Find Collection.  This is the
data ODE needs to report to OSEP on indicator 11 of the State
Performance Plan.  Indicator 11 asks about: the percent of children with
parental consent to evaluate, who were evaluated and eligibility
determined within 60 days.  This Child Find Collection is a student
level collection, separate from all other collections; it opens on May 1
and closes on June 30.  Information on the Child Find Collection can be
found at: http://www.ode.state.or.us/search/results/?id=260  under the
heading "SPP Indicator 11".  The contact for the Child Find Collection
is: Valerie Miller; 503 378-3600 x2340; valerie.miller at state.or.us .

Special Education Exit Collection (Sped Exit Collection)
The Sped Exit Collection is a new collection.  It is required for ODE to
comply with the US Dept of Education's requirement to align special
education exit data on the same 12 month period across all states.
Previously, ODE collected special education exit data with the December
SECC.  Now exit data will be collected in the late spring of each year
to cover the July 1 - June 30 school year.

The Sped Exit Collection replaces the previously planned June SECC which
would have collected data on both exited and eligible students.  Based
on the number of new and revised collections this spring, ODE has
decided to drop the requirement to submit eligible records.  (Eligible
records would have been used for data verification and AYP purposes but
were not specifically required for the exit collection.) 

Sped Exit Collection Details
1.	Open Dates:  The Sped Exit Collection will be open for
submissions of exited data from May 1, 2006 until July 15, 2006.

	2.   Cleaning Dates:  The collection will reopen for districts
to review and edit their submitted data from August 15, 2006 until
September 30, 2006. 

	3.   Records to be submitted:  For purposes of data verification
and data matching, ODE encourages all submitting agencies to submit
records for all their students exiting special education at any time
between July 1, 2005 and June 30, 2006.  But at a minimum, records
required for this collection include: 
a.	All children who left an EI program (including those who went
directly into the ECSE program) from July 1, 2005 through June 30, 2006.
(A new code will be incorporated in the application to facilitate
reporting children that transitioned directly from EI to ECSE.)
b.	All school age students who: 
i.	Left special education from July 1, 2005 through June 30, 2006,
and
ii.	Were 14 or older on the most recent December SECC.  (Or 13 or
older as of time of exit.) 

		Although only exited special education records will be
utilized in this collection, a submitting agency may choose to submit
all special education records, including children and students eligible
and currently receiving special education.  ODE will accept submissions
that contain both exited and eligible records, as well as submissions
that contain exited records only.  

		Most agencies submitted exit record data in their
December 2005 SECC for the previous 12 months.  These agencies may find
it more convenient to submit data only on those children and students
who exited special education after December 1, 2005.  The application
validations will be designed to accept exited records for the entire 12
month period of July 1, 2005 through June 30, 2006.  But agencies who
earlier submitted exited records through December 1, 2005 may choose to
submit exited records from December 2, 2005 through June 30, 2006. 

	4.   Data Application:  The Sped Exit web application (utilizing
the consolidated file layout) is basically the same as used in the
December SECC.  Some of the required fields for eligible records will
not be required for exited records (e.g., related services).  ODE is in
the final process of updating and modifying the SECC Application to meet
the needs of the Sped Exit Collection.  Relatively minor programming and
validation changes are required.  The Sped Exit application will have
the same look and feel as the December SECC application.

	5.   Application Location: Once available (May 1, 2006) the
application will be available at:
www.ode.state.or.us/search/results/?id=167

	6.   Contact Person: Alex Toth and Trish Black will be the
points of contact for this collection.  They can be reached at
503.378.3600 x2315 and x2323 respectively.  Email addresses are:
alex.toth at state.or.us or trish.black at state.or.us.

ODE realizes that the Sped Exit Collection is a new collection; required
to comply with changes in federal data policy.  We have attempted to
minimize the complexity and impact of the collection by using familiar
existing systems to the greatest extend possible.  Thank you for your
contribution to this work. 

Nancy Latini, PhD
Assistant Superintendent
Student Learning & Partnerships

Messages to and from this e-mail address may be made available to the
public under Oregon law.

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