Communication is Critical for Reporting Special Ed

Special Education Data …
Communication is Critical for
Reporting Special Ed Data to
PennData & PIMS…
Congruency Matters for
Future Funding!
Participants will review and discuss the
requirements for timely and accurate
submission of special education student
data and resulting impacts on:
• Federal IDEA funding
• State Performance Plan/Annual Performance
Report/Special Education Data Report Targets
• Compliance Monitoring/Corrective Action and
LEA Determinations
– Welcome
– Objectives
– PennData Resource Guide 2012-13
– PIMS Data Changes & Reporting Process
– Special Education PIMS Manual 2012-13
– Congruency – what does it mean?
– Data Validation/Edits
– Critical Consideration
– Verification/Comparison Reports
– Helpful Hints
– Resources
– Next Steps
IU Role & Responsibilities
• IU Special Education Data Managers will remain
involved in the Data Submission/Verification for
Special Education Reporting including:
Collect Special Ed Data from LEAs
Review for duplicates across IU Region
Review for errors and edit checks
Problem solve issues within LEA submissions
Maintain Superintendent/Special Ed Director Sign-off of
Data Accuracy
– Prepare Special Ed Snapshot file for LEA for PIMS Upload
– Work with LEAs to review Congruency
– Work with State Data Manager as liaison for Special
Education Data related issues and information
Changes to PennData for 2012-13
– Amended Field #10 – Code 2124 Intellectual
Disability (Mental Retardation)
– Amended Field #11 – Code 2124 Intellectual
Disability (Mental Retardation)
– Remove Field #25 – Parentally Placed (Equitable
Participation info will come from the IU) Table 14
Submitted with December files.
– Amended Field #26 – Neighborhood School – Y/N
– Amended Field #35 - PASA Participation – Y/N
(Indicated in IEP – Used to verify participation)
– Add Field #40 – State – Parent/Guardian Address
(Should always be PA)
PIMS Changes 2012-13
Special Education Snapshot Changes:
• Added Field #23 – Planned Participation in PASA – Y/N
• Removed Field #27 – Equitable Participation Services Plan
for Non-Public Schools
• Amended Field #34 - Exit Date – Changed from Optional to
Conditionally Required
• Amended Field #41 – Neighborhood School – Y/N
• Amended Field #44 – Educational Environment – Changed
from Conditionally Required to Required
PIMS Submission 2012-13
District of Residence (Home District) or Charter School is
responsible for uploading Special Education Data to
• Required Templates include:
1. Student
2. Student Snapshot
3. Special Education Snapshot
• 12/1/2012 Students with IEPs as of 12/1
• 7/16/2013 ALL Students with IEPs 7/1- 6/30 including an
exit date and reason for any student who may have exited
between 7/1/2012 to 6/30/2013
• PennData Child Count Submission:
– IU to PSU by 12/6/2012
– Errors Resolved by 12/11/2012
– Resolution of Duplicates by 12/14/2012
• PIMS Submission Windows:
– December Collection – 12/17/2012 through
12/28/2012 – Snapshot Date 12/1/2012
PIMS 2012-13
• Data Verification/Coordination – Student and
Student Snapshot should match Special Ed
Snapshot – Student demographics (PASecureID,
Name, Date of Birth, Disability, Educational
Environment, Race, LEP, Gender, etc.)
• File submission - coordination between IU, LEA
Special Ed Office, and PIMS Office is key.
• Cognos Reporting – we are in the process of
creating reports in Cognos that mirror the reports
currently received via PennData.
Validation Requirements for 12/1 Count - Penn Data
Current IEP not greater than one year old as of 12/1
Building Name – Actual Name of Building
Location Code (EdNA School/Branch Code of Building)
Service Provider – AUN of the LEA/Facility providing
special education services.
– Educational Environment v. Educational Environment
• Age is calculated as 12/1 of the current school
year for all reporting.
• School year is defined as 7/1 through 6/30.
• Exiting information, regardless of PIMS or
PennData, should reflect information on students
Notice of Recommended Educational Placement
(NOREP). Returned to Reg Ed, Graduated w/ HS
Diploma or Reached Maximum Age, etc.
• IUS DO NOT HAVE STUDENTS – Only Classrooms
Other Critical Considerations
– Data System Compliance
– The data reported in December should be
reflective of the IEP of the Student on 12/1 of
the current school year.
– The data reported in July should be reflective
of the most recent IEP of the Student.
– LEAs are responsible for providing the IU with
data files including all students receiving
special education services during the current
year to comply with 12/1 and end of year
Table submissions.
Other Critical Considerations
– LEAs are required to review and respond in a timely
manner to verification reports including, but not limited
to – percent change flags, duplicate reports, error
reports, edit checks, sign-off requests, etc.
– Timely and Accurate Data Submission is part of the LEA
Determination Process and will be reflective in Annual
LEA Determination Letters.
– LEAs are responsible for maintaining their final 12/1 and
end of year approved file submission.
• Audits
• Special Ed Data Report Review
• Compliance Monitoring
Verification/Comparison Reports
• Flag Reports – sent after each submission to ensure accuracy of
the data submitted.
– Data are compared year to year – LEA is to verify/justify any
areas flagged in the statistical comparison. These
justifications are used in developing statewide response to
data trends and used for consideration in the LEA
Determination Process as required by OSEP in the SPP/APR.
– It is important that all areas indicated with a Flag are
explained in detail or amended if appropriate. Note, after
sign-off prior year data cannot be amended.
– N-Size Designation may appear. Where small Number Size is
justified (i.e. 1 to 2 or other small cell changes) For these
instances LEAs are encouraged to review for accuracy.
PIMS Reporting Coordination
• LEA Special Ed offices will continue to submit
their data to the IU for processing, IU will in turn
provide LEA with clean, Special Ed Snapshot file
for LEA to upload. LEA PIMS Admin/Tech will
ensure Student and Student Snapshot is PIMSready and includes student demographic
information for all special education students
identified by District of Residence.
• PennData information is compared to the PIMS
special education data for verification/
accuracy/congruency of data
From PennData to PIMS –
How do we get there?
• Currently, PIMS is not attached to your special
education funding.
• Remember, the data you submit today will
be displayed publicly in the future – is it
accurate, will your Superintendent be
happy when he/she sees it in the
PennData/APS schools -
Special Education Data Reports
Pennsylvania Department of Education
EdNA –
Pennsylvania Information Management System
PAsecureID – – login to PAPortal – need
user id.
PDE fast facts

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