spp 11: timely evaluation

Training: Data Collection 2011-12

SPP 11: TIMELY EVALUATION

SPP 11 Data Collection 2011-12 TEA | Division of Federal and State Education Policy 1

Table of Contents: SPP 11

• State Performance Plan Overview ………………. slides 3-6

• SPP Indicator 11 Overview ………………………… slides 7-18

• Access the SPP 11-12 Online Application………….. slides 19-37

• Saving and Certifying Data………………………… slides 38-44

• Requesting a Return of Data……………………… slides 45-48

• Certifying when there is no Data to Submit……… slides 49-57

• Reports……………………………………………… slides 58-75• Data Integrity………………………………………. slides 76-85• Resources…………………………………………… slides 86-87SPP 11 Data Collection 2011-12 TEA | Division of Federal and State Education Policy 2

State Performance Planoverview

Law requires Texas to

collect data on 20

indicators

SPP Indicator 11: Timely

Initial Evaluation

Districts adhere to the timeline for

initial evaluations

Data is entered in online data collection

application

Compliance percentage is calculated and reported

State, ESCs and LEAs use

data to improve

programs for children with disabilities

Data Collection Process:

Improving Program

Effectiveness

State Performance Plan Process

Federal Requirements: Data Collection

When the IDEA was reauthorized in 2004, the law was amended to require that each State develop a State Performance Plan (SPP). • The SPP helps the State evaluate its efforts in

implementing the requirements and purposes of the IDEA.

• The SPP includes baseline data, measurable and rigorous targets, and improvement activities for 20 SPP indicators such as meeting evaluation timelines for early childhood transition (SPP 12) and early childhood outcomes (SPP 7). The SPP can be found at http://www.tea.state.tx.us/index2.aspx?id=2147497591

• Data is used for LEA determinations. SPP targets are publicly reported and accessible online.

By Publicly Reporting the SPP Targets:• Schools make informed, data

driven decisions in order to impact program effectiveness.

• Children and youth experience effective programs and services that ensure positive outcomes.

SPP 11 Data Collection 2011-12

SPP: Improving Education

TEA | Division of Federal and State Education Policy 6

SPP Indicator 11:Timely Initial Evaluation

Evaluation Timelines:State and Federal Regulations

Sixty day timeline

• Once consent is signed, school districts and charter schools have 60 calendar days in which to complete the initial evaluation. TEC §29.004, 34 CFR §300.301

Thirty day timeline

• In Texas, completion of the Full Individual Evaluation (FIE) begins a second timeline. From the completion of the report, the school district or charter school must convene an Admission, Review, or Dismissal (ARD) meeting within 30 calendar days. The ARD committee determines eligibility, the Individual Education Program (IEP), and placement for the student at this meeting. 34 CFR §300.323, 19 TAC §89.1050 (d)

Indicator 11: Timely Initial Evaluation

SPP Indicator 11 :

• The percentage of children with parental consent to evaluate, who were evaluated and eligibility determined within 90 days (state established timeline)

Evaluation Timeline and Data Collection

The 90 days used to collect data for SPP 11 is for data collection purposes only.

• Districts and Charters must complete the initial evaluation within 60 calendar days and hold the ARD within 30 calendar days

Indicator 11: Timely Initial Evaluation

Compliance Target: • 100% of children with parental consent to evaluate, who were evaluated and eligibility determined with in 90 days (State established timeline)

• This is a compliance target set by the Office of Special Education Programs (OSEP)

Reporting Accurate Data: Understanding SPP 11

Who is included in the SPP 11 data collection:

• Report all eligibility determinations completed between July 1, 2011 and June 30, 2012.

• Report children who are transitioning from Part C to Part B under both SPP 11 (Timely Evaluations) and SPP 12 (Early Childhood Transition).

• Include children referred to the district before age 3, but not served in Part C (ECI).

Reporting Accurate Data: Understanding SPP 11

Who is not included SPP 11 data collection:

• Do not report students for whom the evaluation process was interrupted and the district was unable to complete the evaluation process• For example:

• Student moves out of state• Parent withdraws consent• Parent repeatedly refused or failed to produce child therefore leaving the process

incomplete

Submitting Data to TEA

The State developed a web-based State Performance Plan Indicator 11 Application (SPP 11) to collect data on meeting the transition timeline. Data is calculated for each district/ charter’s program and the state totals are publicly reported in the Annual Performance Report (APR) and TEA website

The SPP 11 Application can be accessed through the Texas Education Agency Security Environment (TEASE). In order for school personnel to access the application, TEASE roles must be obtained for the appropriate staff (See TEASE PPT for further information)

Submitting Data to TEA

TEASE roles allow staff personnel to enter, save, submit and certify data. Every district and charter must have one Certifier identified

For Security purposes, there can only be one Certifier per district for the SPP 11 online data collection application

Revoking User Roles

If the person established as the Certifier has left that position or the district, that role will need to be revoked by the Superintendent before a new Certifier can have access.

The Superintendent must log into TEASE and access User Administration+ to revoke the role.

More information including a self guided training presentation can be found at: http://ritter.tea.state.tx.us/webappaccess/AppRef.htm

Timeline for Submitting to TEA

For 2011-12 school year:

• Application will open July 1, 2012.• Application will close on August 31, 2012.• The application will only allow data from the current fiscal year to be entered.• Date when the eligibility is determined must be between July 1, 2011 – June

30, 2012.

Before Using the Application

Did you read the help file?

Did you read the FAQ?

Did you receive training from the ESC?

Is your TEASE account set up correctly?

SPP Indicator 11:Accessing the Online Data Collection Application

SPP 11 Roles

District Certifier - Save and edit data & certify district data for single districts or SSA.

Data Entry Agent Multiple Districts - Save and edit data for all member districts of the SSA.

Data Entry Agent Single District - Save and edit data for one district.

ESC Viewer: Can view regional data. Can access-Child Find Status , Reports, and FAQ

Once TEASE approval for SPP 11 & 12 has been received the user may access SPP 11 & 12 through the TEASE portal at https://seguin.tea.state.tx.us/apps/logon.asp

The user’s role of District Certifier, Data Entry Agent- multiple district or Data Entry Agent - single district will determine the level of access to the online application.

Click link for SPP 11 and 12

SPP 11 and 12 Home Page

Click SPP 11 Tab

SPP 11: Child Find (Timely Evaluation) Screen

Click SPP 11 tab and choose Child Find.

Select district and current year. Click Go.

Verify that the district information and school year on the page is correct.

Scroll down page to continue.

SPP 11: Child Find (Timely Evaluation) Screen

View of SPP 11 Screen

Section one

Section Two:

Student determined not eligible

Section Two:

Student determined

eligible

Data Collection: Section One

Who is reported in SPP 11-a

Who is reported in row a:

• Report all eligibility determinations completed between July 1, 2011 to June 30, 2012

• Report children who are transitioning from Part C to Part B under both SPP 11 (Timely evaluations) and SPP 12 (Early Childhood Transition)

• Include children referred to the district before age 3, but not served in Part C (ECI)

Who is NOT reported in SPP 11-a

Who is not included in row a:

• Do not report students for whom the evaluation process was interrupted and the district was unable to complete the evaluation process. • Examples:

• Student moves out of state• Parent withdraws consent• Parent repeatedly refused or failed to

produce child therefore leaving the process incomplete.

Who is reported in SPP 11-a: Exception to Timeline

Parent caused Delay:

• Report any students for whom the evaluation process was delayed (and later completed) because the parent of the child repeatedly failed or refused to produce the child for evaluation.§300.302(d)(1)

• The district should count this student in a. and in compliance in row b or c (subset of a.)

Who is reported in SPP 11-a: Exceptions to Timeline

Student moves prior to eligibility determination:

• Report any students that enrolls into district B after the timeline has begun but prior to eligibility determination by district A. The receiving district B must be making sufficient progress to ensure a prompt completion of the evaluation and the district and the parent must agree to a specific time when the evaluation will be completed.§300.301(d)(2)(e)

• The District holding the ARDC meeting should count this student in row a and in compliance in rows b or c (subset of a).

Section One: Parent consent was received; ARDC held within 90 calendar days

a. Enter the total number of students ages 3-21 for whom signed, written consent to evaluate was received and eligibility process was completed. • b. Enter total number of students not determined eligible (subset

of a). • c. Enter the total number of students determined eligible (subset

of a).

Enter only students in subset b and c for whom the eligibility process was completed within 90 calendar days (subset of a).

The district percentage is automatically populated by the data collection application. Data can not be entered or edited in this field.

Section One: Compliance Calculation

Data Collection: Section Two

Section Two: Enter students for whom the eligibility process was not completed within 90 calendar days (subset of a).

• d.1. Enter the number of students whose ARDC was held between 91-120 calendar days.• d.2. Enter the number of students whose ARDC was held between 120 + calendar days.

d. Enter the number of students that were determined not eligible .

Section Two-d:Not eligible, Not held within 90 calendar days

d.3. Indicate all possible reasons for delays.

IMPORTANT!!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance.

Section Two-d: Reasons for delay

e. Enter the number of students that were determined eligible .

• e.1. Enter the number of students whose ARDC was held between 91-120 calendar days.

• e.2. Enter the number of students whose ARDC was held 120 + calendar days.

Section Two-e: Eligible, Not held within 90 calendar days

e.3. Indicate all possible reasons for delays.

IMPORTANT!!! All reasons for delay are for data collection purposes only. The reasons do not serve as an explanation for compliance or noncompliance.

Section Two-e: Reasons for delay

SPP 11 : Saving or Certifying

To save, click the save button. If the data is saved correctly, the message, Data successfully saved and ready to be certified will be displayed.

To reset and clear the application, click the Reset button.

Saving Data

Data Entry Agent View

Certifying Data

Once data is ready to be certified, the LEA Certifier will check the assurance statement and click Save. The message Data successfully saved and certified will display when saved.

District Certifier View

Certified Status

Once the data has been certified, the status at the top of the page will indicate Certified

Status: Certified, Complete, Returned

Check Status Page

• Certified: District Certifier has certified data, district is finished. No other action is required.

• Complete: Data Entry Agent has entered data, but it has not been certified. Certifying of data is required.

• Incomplete: Data has been entered and saved but is incomplete. Certifying of data is required

• Inactive: No data has been entered.• Returned: Data has been returned. Certifying of data

is required.

Search Feature: Status Page

Search feature has been added to Status page. The ESC Viewer may search by District ID, District Name, or Status.

Certifying Data

When you click the Certify button, you are assuring the State that you are submitting valid and reliable data.

NOTE: After the closing date of August 31, TEA can not return data and there is no “appeals process”. Once your data has been submitted for SPP 11, 12 or 13, it is final.

I understand and agree that submission of this information constitutes certification that this data are accurate and meets the reporting requirements

outlined by the Texas Education AgencyDivision of IDEA Coordination.

CERTIFY

SPP 11 : Request ReturnEnhancement 2012

TEA | Division of Federal and State Education Policy 46SPP 12 Data Collection 2011-12

Request TEA Return Steps:

Once the district has Certified, the District Certifier can request TEA to return data by:

•Accessing the Child Find screen, selecting the appropriate School Year and District.

•Clicking Go.•Clicking the Request TEA Return button.

•An e-mail will be generated to TEA that the district is requesting a return.

•Once TEA returns the data, the status will change to TEA Returned.

Once the data is returned, the District Certifier will see the status TEA Returned.

With the status of TEA Returned a district may add, delete and/or correct SPP 11 data.

When the district has completed all corrections, deletions and/or additions to their SPP 11 data, the District Certifier must Certify the data again.

Request TEA Return Steps:

Certified Status: SPP 11

Check District Status

• Once the data has been certified, the status at the top of the page will indicate Certified.

SPP 11:Certifying when there is no Data to Submit

How to Certify SPP 11 when there is no data to report

Log in to TEASEClick link for SPP 11 and 12

Select SPP 11

Click on Child Find from drop down.

Choose correct date and district from drop down and click Go

Enter a zero in row a, b, and c

District percentage will calculate 100.0

Enter a zero in row d

All other fields will populate zeros

Enter a zero in row e

All other fields will populate zeros

Finally:

• Click Save• Check the assurance box • Click Certify

2nd check box

last Certify 1st save

Once the data has been certified, the status at the top of the page will indicate Certified

SPP 11: Reports

Accessing Reports: SPP 11

Select SPP 11 tab on Home page.

Select Reports from gray box.

Confidential Information

The Confidential Information screen will appear once per day.

Key points to remember: The information being accessed is confidential. Follow proper procedures when accessing or distributing confidential reports.

Filter Options

Select filtering options.

Filtering options

Report Features: Overview

Page Navigation- Allows user to scroll through pages

Sorting Options- alphabetically or numerically by using column hyperlinks

Printing options- Export to PDF or Excel Printing

Header-Report type, level, & year

Footer-Date, additional info, & confidentiality message

PDF: Printing and Saving

•Click print icon, choose PDF format from drop down.

PDF Format: Save, print, or scroll through multiple pages.

Excel Spreadsheet: Printing and Saving

•Click print icon, choose Excel format from drop down.

Excel Format: Save, change format, and organize data to meet specific needs.

OVERVIEW OF REPORT TYPES

•SPP 11

User Roles: Not all users can view all report levels. View is based on the user’s role in the application.

ESC Viewer• ESC viewer has access to the districts and campuses

that are within the ESC’s region.

District Certifier• Certifier has access to their district, and campus

reports. They also have access to statewide totals and some regional data.

Data Entry Agent• Data Entry Agent has access to their assigned

campus reports. They also have access to statewide totals and some regional data.

SPP 11- Reports Types

Timely Initial Evaluation

Timely Initial Evaluation/ Reasons for Delay

Timely Initial Evaluation/Reasons for Delay: Other

ESC VIEWERSPP 11 Reports Types and Level

ESC Viewer: SPP 11

Report TypeTimely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular year

• Regional Report by District: View own region only

• District Report: View districts in region only

• Statewide Report: View regional total (Spring 2011)

• View statewide total when application closes

ESC Viewer: SPP 11

Report TypeTimely Initial Evaluation/ Reasons for Delay: Displays reasons for a delay in a particular school year

• District Report: View districts in region only SPP 11 Data Collection 2011-12

ESC Viewer: SPP 11

• District Report: View districts in region only

SPP 11 Data Collection 2011-12TEA | Division of Federal and State Education Policy 71

DISTRICT CERTIFIER AND DATA ENTRYSPP 11 Reports Types and Level

District Certifier and Data Entry : SPP 11

Report TypeTimely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular school year.

• District Report: View own district(s)only

• Statewide Report: View regional total

• View statewide total when application closes

District Certifier and Data Entry : SPP 11

Report TypeTimely Initial Evaluation/ Reasons for Delay: Displays each reason for a delay in particular school year

• District Report: View own district(s) only

District Certifier and Data Entry: SPP 11

Report TypeTimely Initial Evaluation/Reasons for Delay- Other: Displays the textual descriptions for the "Other" reason for delay

• District Report: View own district (s) only

SPP 11 Data Integrity

Why is data integrity important?

States and LEAs are required to provide valid and reliable data that reflect the measurement for each SPP indicator.

This requirement is a factor in the state and local determination processes.

PEIMS data are subjected to edit checks and validation (SPP Indicators 1, 2, 4, 5, 6, 9, 10)

AYP Data are processed and validated(SPP Indicator 3)

Currently, the State is focusing on ensuring data integrity for SPP Indicators 7, 11, 12, 13, and 14

How does the State ensuredata integrity for SPP Indicators?

How can you ensuredata integrity for SPP Indicators?

Data Integrity Checklist for SPP Indicator 11

• Did you follow the data collection requirements outlined in the instructions?

• Did you review the previous year’s submission to determine whether or not the current year’s submission data were consistent? If not, do you have an explanation.

Indicator 11 Example:

In 2010-11, District A submitted that 350 students were evaluated. In 2011-12, District A is about to report that 250 students were evaluated. The difference between the two years was 100 students.

This type of analysis of the data provides an opportunity for the district to check if it is under reporting data in 2011-12.

• Did you check your math?

• If you are reporting noncompliance, are you aware of the issues resulting in the noncompliance and they are not the result of not following directions.

Data Integrity: Certification

When you click the button, you are assuring the State that you are submitting valid and reliable data.

There is no appeals process once your data has been submitted for SPP 11, 12, or 13.

I understand and agree that submission of this information constitutes certification that this data are accurate and meets the reporting requirements

outlined by the Texas Education AgencyDivision of IDEA Coordination.

CERTIFY

Data certified and submitted by districts through the TEASE applications for Indicators 11, 12, and 13 are considered final and the district’s performance on the compliance indicators will be used by the Agency in the annual Determinations analysis.

District’s performance on the compliance indicators will be reflected in the district public reporting on SPP Indicators in the spring.

Any issues related to the submission of inaccurate data or the non submission of data will be addressed by the Division of Program Monitoring and Intervention.

Data Integrity: Consequences

Data Integrity Checklists for SPP Indicatorscan be found on the TEA Website at:http://www.tea.state.tx.us/index2.aspx?id=2147497590

When in doubt…•read the instructions again•consult the FAQ on the web •contact your ESC

…prior to certifying your data!

Data Integrity: Tech Assistance

For More Information:

The TEASE Applications Reference: http://www.tea.state.tx.us/index2.aspx?id=2684

For TEASE account troubleshooting: computer.access@tea.state.tx.us

Request New TEASE User Account:https://sequin.tea.state.tx.us/appsng/um/apply.aspx

Logon Page:https://seguin.tea.state.tx.us/apps/logon.asp

Contact your Regional Education Service

Center for additional information.http://www.tea.state.tx.us/index2.aspx?id=2147497535

spp 11: timely evaluation

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