Presented by Special Education Data Unit Gretchen Gear Greg Houser Trish Lutgen.
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Presented by Special Education Data Unit Gretchen Gear Greg Houser Trish Lutgen
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Transcript of Presented by Special Education Data Unit Gretchen Gear Greg Houser Trish Lutgen.
Presented by
Special Education Data UnitGretchen Gear
Greg HouserTrish Lutgen
Introductions SECC – Last Year in Review 2012 December SECC Changes Additional SECC Topics Special Education Report Cards Spring Collection Trainings
Greg HouserData Coordinator
Gretchen GearResearch Analyst
Claire KemmererAdministrative Support
Trish LutgenResearch Analyst
Survey Results Successes Challenges
◦ ODE◦ District
Posted on our website◦ http://www.ode.state.or.us/search/page/?id=1150
103 Surveys returned this year Documentation & Training
◦ 96.6% of the people who attended boot camp found it helpful. (11 more responses than attendees.)
◦ Regional Trainings – Overall there were 85 responses and the mean was 4.14 (out of 5).
◦ WebEx Trainings – Overall there were 78 responses and the mean was 3.94 (out of 5).
Application (SECC Data Manager)◦ 93.3% of the responders said the Data Manager
reports meet their needs.
◦ 12.36% of you would like to see additional features. Nobody wanted additional utilities. 45.5% would like added features. 54.5% would like something else.
Submission process was easy◦ There were 90 responses and the mean was 4.16.
Validation errors were easy to understand and correct◦ There were 89 responses and the mean was 4.06.
Verification reports were simple◦ There were 91 responses and the mean was 4.27.
Electronic Correction Reports/Review Audits◦ There were 88 responses and the mean was 3.95.
SECC Staff were knowledgeable & helpful◦ There were 92 responses and the mean was 4.47.
Received prompt service◦ There were 90 responses and the mean was 4.56.
Staff were courteous and friendly◦ There were 93 responses and the mean was 4.54.
Staff communicates with Agencies appropriately◦ There were 89 responses and the mean was 4.49.
Everyone submitted on time!! Smooth last minute change for LTCT coding
issue◦ Districts, who only had LTCT coding issues due to this
change, will not be considered late or inaccurate.
Questions or additions…
Electronic Correction Reports – ◦ 30 districts had to have the collection reopened or
made paper corrections after January 13th due to inaccurate data compared to last year when just 17 districts were reopened.
◦ 10 of the 30 districts ignored/confirmed the error during the ECR/Audit process.
Example error: Enrollment type should be C or attending school should not be a charter school.
Students attending programs◦ The Attending School and Attending District is the
District ID that is paying for the program placement.
Parentally placed private school students◦ Attending School is the Private School number. If the
school does not have a number, it’s the attending district ID.
Reports for Regional programs were not working
Communication between Agencies◦ Districts not receiving our emails
District Contact Information form located at http://www.ode.state.or.us/search/page/?id=47
Contact a member of the data unit
Check your SPAM folder or contact your IT department
Validation errors and ECRs reports-font size ◦ Font too small or large & zoom doesn’t help
Change your screen resolution
Last minute addition of Tribal enrollment fields◦ 1 year notice – file layout changes◦ Core & collection changes are announced at the Data
Collection Committee meetings https://district.ode.state.or.us/search/page/?id=209
◦ Collection changes are announced at this Feedback meeting
Placement code usage◦ Confusing for any student who is outside of the norm
Changes to the collection made AFTER submission ex. the homeless students ◦ Is not fair to a school district trying for accurate and
timely dataIf we (ODE) make a change in requirements or coding after the
submission, a district is not considered late or inaccurate.
Data Manager updates◦ MUST be available in working order so we can do
"trial" runs We will talk about this issue later in the presentation.
Successful submission notification◦ Go through the whole process, only to find more
errors.
◦ Capture errors more accurately on the first pass.
◦ Received an “error free” submission, then received a call from ODE that we had errors.
◦ It’s discouraging to keep going back and making changes when you think you are done.
◦ Checks and balances at the beginning of the submission.
Eliminate TXT Upload/Download New Agency Serving code
◦ Code 81 – Parentally Placed Private – Not Receiving Services Private school students who are eligible, and not receiving
services.
New Enrollment Type codes◦ E – Open Enrollment
Do not confuse with Inter-District Transfers SECC Resident District field will still contain the district where the
parent or legal guardian resides.
◦ M – Homeless Student must be enrolled in the McKinney-Vento Homeless
Assistance program All Ages
Field Correct Code
SECC Record Type = A3 – Active School Age
Resident District ID = Submitting Agency ID
Resident School ID = Submitting Agency ID
Attending District ID = District ID where the student is receiving instruction (Submitting Agency ID)
Attending School ID = Public School ID within the Attending District boundaries.
SECC Resident District
= The student’s true resident district ID. (The district where the child’s parents or legal guardian reside.)
SECC Agency Serving = (30) District Only or (33) Served by a Regional Program
SECC Enrollment Type
= E – Open Enrollment
Field Correct Code
SECC Record Type = A1- Active EI, A2- Active ECSE, or A3 – Active School Age
Resident District ID = Submitting Agency ID
Resident School ID = Submitting Agency ID
Attending District ID = District ID where the student is receiving instruction (Submitting Agency ID)
Attending School ID = Public School ID within the Attending District boundaries.
SECC Resident District
= The student’s true resident district ID. (If known)
SECC Agency Serving = (10) EI Program, (13) EI w/Regional, (20) ECSE Program, (23) ECSE w/Regional, (30) District Only or (33) Served by a Regional Program
SECC Enrollment Type
= M – Homeless
The collection will open
November 22, 2012
The collection will close
December 10, 2012
Remember the data submitted is as of
Nov 30th
Brain Storm Trainings
What would make it easier?
What do we need to do better?
Remember, getting rid of SECC is not an option
When do we update the Data Manager?◦ After June 30th reporting (July or August)?
OR◦ After June corrections in September?
Alignment of Placement Codes in Data Manager◦ Regular Class (80% or more) or SA – 80% or more in RC◦ Resource Room (40 – 79%) or SA – 40% to 79% in RC◦ Separate Class(Less than 40%) or SA – less than 40% in
RC
Run programs compatible with Apple Computers
◦ Until ODE supports other systems, this will not be an option.
validation process for SPED students for ADM◦ SpEd flag for ADM◦ Time Consuming
Print feature on verification reportsChanges need to be made early in the fall or
early spring ◦ Notification given at beginning of calendar year◦ Exceptions:
Legislative changes New processes (LTCT example)
Data Manager – Extracting reports◦ Easier format to review, sort and print◦ What would this look like?
Data Manager – another Print All option, same format as Print Current.
Add Teacher Name to production download from ODE.◦ Teacher Name field went away last year◦ Teacher Name still available in Data Manager
Anything else?
Regional trainings Same locations
◦ Portland, TBD◦ Albany, Oct. 17th
◦ Ashland, TBD◦ La Grande, Oct. 10th
◦ Bend, Oct. 11th
This training will cover what is new for the year, review problem areas, and clarify anything that may be confusing.
Boot camp trainings
2 trainings• September 25th
• September 27th
This training is for new staff who have never submitted SpEd data and are responsible for reporting SpEd data collections to ODE.
District Validation Calendar Technical Assistance
Special Education Report Cards Required by Individuals with Disabilities
Education Act (IDEA)
Purpose: To inform parents and the public about the special education programs and services provided by Oregon school district and county programs.
March 8-14, 2012◦ Drafts will be posted on the secure district site:
https://district.ode.state.or.us/apps/login/
◦ ODE expects each district to proof its district report and either “Accept” or “Appeal” the report.
◦ If there are errors, ODE will expect the district to click on the “Appeal” button and provide details of the correction(s) the district is suggesting.
◦ ODE will not change any data that have been submitted and previously validated by the district.
To access the Special Ed Report Card, select Report Card/AYP from the application list on the district website. If the application does not appear in your list, you will need to contact your security administrator to get access.
April 2, 2012: Final Special Education Reports Available to Districts
◦ Final reports on the secure district site
◦ No changes will be accepted on or after this date.
April 4, 2012: Public Release of the 2010-2011 Special Education Reports
◦ All district reports will be available to the public on the ODE website: http://www.ode.state.or.us/search/page/?=1831
◦ ODE will issue a press release to the media announcing the public reports.
Technical Assistance Documents◦ Documents are located at:
http://www.ode.state.or.us/search/page/?=1831
◦ Report formats in English and Spanish
◦ 2010-2011 Technical Manual
◦ Notes for the 2010-2011 School District Special Education Reports to be used in communicating the information to parents and community members. The English version is available now. The Spanish version will be posted in the near future.
Need Additional Information?
◦ Email the District Special Education Reports mailbox
School Age: [email protected]
EI/ECSE Age: [email protected]
June Exit Data Collection Child Find Data Collection Discipline Incidents Data Collection
WebEx Training April 26, 2-3:30pm
File Layout is the same as December SECC’s https://district.ode.state.or.us/search/page/?id=185
WebEx training April 26, 2-3:30pm What’s new for the 2011-12 collection:
◦ File Layout https://district.ode.state.or.us/search/page/?id=185
◦ Changed Primary Disability code 10 Mental Retardation to Intellectual Disability
Website:http://www.ode.state.or.us/search/page/?
id=2120
Contact Information:Data Owner: Coming Soon
orTechnical Assistance:
Trish Lutgen (503) [email protected]
Gretchen Gear (503) [email protected]
WebEx training April 24, 2-3:30pm◦ Review
Collection Dates Collection Changes
Discipline Data is IMPORTANT◦ It is used for:
B4 report in SPR&I Special Ed Report Card Significant disproportionality calculations
Website:http://www.ode.state.or.us/search/results/?
id=107
Contact Information:
Michael Mahoney (503) 947-5628
Gretchen Gear (503) 947-5817 [email protected]
Claire Kemmerer(503) 947-5696
Greg Houser(503) 947-5629
Trish Lutgen(503) 947-5798
