SPP 11: TIMELY EVALUATION

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1 SPP 11: TIMELY EVALUATION Training: Data Collection TEA Division of Federal and State Education Policy 1

2 Table of Contents: SPP 11 State Performance Plan Overview. slides 3-6 SPP Indicator 11 Overview slides 7-18 Access the SPP Online Application.. slides Saving and Certifying Data slides Requesting a Return of Data slides Certifying when there is no Data to Submit slides Reports slides Data Integrity. slides Resources slides TEA Division of Federal and State Education Policy 2

3 State Performance Plan overview TEA Division of Federal and State Education Policy 3

4 State Performance Plan Process Law requires Texas to collect data on 20 indicators State, ESCs and LEAs use data to improve programs for children with disabilities Data Collection Process: Improving Program Effectiveness SPP Indicator 11: Timely Initial Evaluation Compliance percentage is calculated and reported Data is entered in online data collection application Districts adhere to the timeline for initial evaluations TEA Division of Federal and State Education Policy 4

5 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 Data is used for LEA determinations. SPP targets are publicly reported and accessible online. TEA Division of Federal and State Education Policy 5

6 SPP: Improving Education 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. TEA Division of Federal and State Education Policy 6

7 SPP Indicator 11: Timely Initial Evaluation TEA Division of Federal and State Education Policy 7

8 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 , 34 CFR 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 , 19 TAC (d) TEA Division of Federal and State Education Policy 8

9 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) TEA Division of Federal and State Education Policy 9

10 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 TEA Division of Federal and State Education Policy 10

11 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) TEA Division of Federal and State Education Policy 11

12 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, 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). TEA Division of Federal and State Education Policy 12

13 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 TEA Division of Federal and State Education Policy 13

14 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) TEA Division of Federal and State Education Policy 14

15 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 TEA Division of Federal and State Education Policy 15

16 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: TEA Division of Federal and State Education Policy 16

17 Timeline for Submitting to TEA For school year: Application will open July 1, Application will close on August 31, 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, TEA Division of Federal and State Education Policy 17

18 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? TEA Division of Federal and State Education Policy 18

19 SPP Indicator 11: Accessing the Online Data Collection Application TEA Division of Federal and State Education Policy 19

20 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 TEA Division of Federal and State Education Policy 20

21 Once TEASE approval for SPP 11 & 12 has been received the user may access SPP 11 & 12 through the TEASE portal at on.asp TEASE 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 TEA Division of Federal and State Education Policy 21

22 SPP 11 and 12 Home Page Click SPP 11 Tab TEA Division of Federal and State Education Policy 22

23 SPP 11: Child Find (Timely Evaluation) Screen Click SPP 11 tab and choose Child Find. Select district and current year. Click Go. TEA Division of Federal and State Education Policy 23

24 SPP 11: Child Find (Timely Evaluation) Screen Verify that the district information and school year on the page is correct. Scroll down page to continue. TEA Division of Federal and State Education Policy 24

25 View of SPP 11 Screen Section one Section Two: Student determined not eligible Section Two: Student determined eligible TEA Division of Federal and State Education Policy 25

26 Data Collection: Section One TEA Division of Federal and State Education Policy 26

27 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) TEA Division of Federal and State Education Policy 27

28 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. TEA Division of Federal and State Education Policy 28

29 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 (d)(1) The district should count this student in a. and in compliance in row b or c (subset of a.) TEA Division of Federal and State Education Policy 29

30 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 (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). TEA Division of Federal and State Education Policy 30

31 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. Enter only students in subset b and c for whom the eligibility process was completed within 90 calendar days (subset of a). b. Enter total number of students not determined eligible (subset of a). c. Enter the total number of students determined eligible (subset of a). TEA Division of Federal and State Education Policy 31

32 Section One: Compliance Calculation The district percentage is automatically populated by the data collection application. Data can not be entered or edited in this field. TEA Division of Federal and State Education Policy 32

33 Data Collection: Section Two TEA Division of Federal and State Education Policy 33

Section Two-d:Not eligible, Not held within 90 calendar days Section Two: Enter students for whom the eligibility process was not completed within 90 calendar days (subset of a). d. Enter the number of students that were determined not eligible.

34 Section Two-d:Not eligible, Not held within 90 calendar days Section Two: Enter students for whom the eligibility process was not completed within 90 calendar days (subset of a). d. Enter the number of students that were determined not eligible. d.1. Enter the number of students whose ARDC was held between calendar days. d.2. Enter the number of students whose ARDC was held between calendar days. TEA Division of Federal and State Education Policy 34

35 Section Two-d: Reasons for delay 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. TEA Division of Federal and State Education Policy 35

36 Section Two-e: Eligible, Not held within 90 calendar days e. Enter the number of students that were determined eligible. e.1. Enter the number of students whose ARDC was held between calendar days. e.2. Enter the number of students whose ARDC was held calendar days. TEA Division of Federal and State Education Policy 36

37 Section Two-e: Reasons for delay 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. TEA Division of Federal and State Education Policy 37

38 SPP 11 : Saving or Certifying TEA Division of Federal and State Education Policy 38

39 Saving Data Data Entry Agent View 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. TEA Division of Federal and State Education Policy 39

40 Certifying Data District Certifier View 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. TEA Division of Federal and State Education Policy 40

41 Certified Status Once the data has been certified, the status at the top of the page will indicate Certified TEA Division of Federal and State Education Policy 41

Status: Certified, Complete, Returned Check Status Page Certified: District Certifier has certified data, district is finished. No other action is required.

42 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. Click TEA Division of Federal and State Education Policy 42

43 Search Feature: Status Page Search feature has been added to Status page. The ESC Viewer may search by District ID, District Name, or Status. TEA Division of Federal and State Education Policy 43

44 Certifying Data When you click the Certify button, you are assuring the State that you are submitting valid and reliable data. 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 Agency Division of IDEA Coordination. CERTIFY 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. TEA Division of Federal and State Education Policy 44

45 SPP 11 : Request Return Enhancement 2012 TEA Division of Federal and State Education Policy 45

Clicking the Request TEA Return button. An e-mail will be generated to TEA that the district is requesting a return.

46 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 will be generated to TEA that the district is requesting a return. Once TEA returns the data, the status will change to TEA Returned. SPP 12 Data Collection TEA Division of Federal and State Education Policy 46

Request TEA Return Steps: Once the data is

deletions and/or additions to their SPP 11 data,

47 Request TEA Return Steps: 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. TEA Division of Federal and State Education Policy 47

48 Check District Status Once the data has been certified, the status at the top of the page will indicate Certified. Certified Status: SPP 11 TEA Division of Federal and State Education Policy 48

49 SPP 11: Certifying when there is no Data to Submit TEA Division of Federal and State Education Policy 49

50 How to Certify SPP 11 when there is no data to report Log in to TEASE Click link for SPP 11 and 12 TEA Division of Federal and State Education Policy 50

51 How to Certify SPP 11 when there is no data to report Select SPP 11 Click on Child Find from drop down. TEA Division of Federal and State Education Policy 51

52 How to Certify SPP 11 when there is no data to report Choose correct date and district from drop down and click Go TEA Division of Federal and State Education Policy 52

Enter a zero in row a, b, and c District percentage will calculate 100.

53 Enter a zero in row a, b, and c District percentage will calculate Row a Row b Row c TEA Division of Federal and State Education Policy 53

54 Enter a zero in row d All other fields will populate zeros Row d TEA Division of Federal and State Education Policy 54

55 Enter a zero in row e All other fields will populate zeros Row e TEA Division of Federal and State Education Policy 55

56 How to Certify SPP 11 when there is no data to report Finally: Click Save Check the assurance box Click Certify 1 st save last Certify TEA Division of Federal and State Education Policy 56

57 How to Certify SPP 11 when there is no data to report Once the data has been certified, the status at the top of the page will indicate Certified TEA Division of Federal and State Education Policy 57

58 SPP 11: Reports TEA Division of Federal and State Education Policy 58

59 Accessing Reports: SPP 11 Select SPP 11 tab on Home page. Select Reports from gray box. TEA Division of Federal and State Education Policy 59

60 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. TEA Division of Federal and State Education Policy 60

61 Filter Options Select filtering options. Filtering options TEA Division of Federal and State Education Policy 61

Report Features: Overview 1 2 Page Navigation- Allows user to scroll through pages Sorting Optionsalphabetically or numerically by using column hyperlinks 2 1 3 4 3 Printing options-

62 Report Features: Overview 1 2 Page Navigation- Allows user to scroll through pages Sorting Optionsalphabetically or numerically by using column hyperlinks Printing options- Export to PDF or Excel Printing 4 Header-Report type, level, & year 5 Footer- Date, additional info, & confidentiality message 5 TEA Division of Federal and State Education Policy 62

63 PDF: Printing and Saving Click print icon, choose PDF format from drop down. PDF Format: Save, print, or scroll through multiple pages. TEA Division of Federal and State Education Policy 63

Excel Format: Save, change format, and organize data to

64 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. TEA Division of Federal and State Education Policy 64

65 SPP 11 OVERVIEW OF REPORT TYPES TEA Division of Federal and State Education Policy 65

66 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. TEA Division of Federal and State Education Policy 66

67 SPP 11- Reports Types Timely Initial Evaluation Timely Initial Evaluation/ Reasons for Delay Timely Initial Evaluation/Reasons for Delay: Other TEA Division of Federal and State Education Policy 67

68 ESC VIEWER SPP 11 Reports Types and Level TEA Division of Federal and State Education Policy 68

ESC Viewer: SPP 11 Report Type Timely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular year Regional Report by District: View own region only

69 ESC Viewer: SPP 11 Report Type Timely 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 TEA Division of Federal and State Education Policy 69

70 ESC Viewer: SPP 11 Report Type Timely Initial Evaluation/ Reasons for Delay: Displays reasons for a delay in a particular school year Regional Report by District: View own region only District Report: View districts in region only TEA Division of Federal and State Education Policy 70

71 ESC Viewer: SPP 11 Report Type Timely Initial Evaluation/Reasons for Delay- Other: Displays the textual descriptions for the "Other" reason for delay Regional Report by District: View own region only District Report: View districts in region only TEA Division of Federal and State Education Policy 71

72 DISTRICT CERTIFIER AND DATA ENTRY SPP 11 Reports Types and Level TEA Division of Federal and State Education Policy 72

District Certifier and Data Entry : SPP 11 Report Type Timely Initial Evaluation: Displays the student counts, compliance percentage and status for a particular school year.

73 District Certifier and Data Entry : SPP 11 Report Type Timely 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 TEA Division of Federal and State Education Policy 73

74 District Certifier and Data Entry : SPP 11 Report Type Timely Initial Evaluation/ Reasons for Delay: Displays each reason for a delay in particular school year District Report: View own district(s) only TEA Division of Federal and State Education Policy 74

descriptions for the "Other" reason for delay District Report: View

75 District Certifier and Data Entry: SPP 11 Report Type Timely Initial Evaluation/Reasons for Delay- Other: Displays the textual descriptions for the "Other" reason for delay District Report: View own district (s) only TEA Division of Federal and State Education Policy 75

76 SPP 11 Data Integrity TEA Division of Federal and State Education Policy 76

77 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. TEA Division of Federal and State Education Policy 77

78 How does the State ensure data integrity for SPP Indicators? 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 TEA Division of Federal and State Education Policy 78

79 How can you ensure data integrity for SPP Indicators? TEA Division of Federal and State Education Policy 79

80 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. TEA Division of Federal and State Education Policy 80

81 Data Integrity Checklist for SPP Indicator 11 Indicator 11 Example: In , District A submitted that 350 students were evaluated. In , 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 TEA Division of Federal and State Education Policy 81

82 Data Integrity Checklist for SPP Indicator 11 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. TEA Division of Federal and State Education Policy 82

83 Data Integrity: Certification When you click the CERTIFY button, you are assuring the State that you are submitting valid and reliable data. 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 Agency Division of IDEA Coordination. CERTIFY There is no appeals process once your data has been submitted for SPP 11, 12, or 13. TEA Division of Federal and State Education Policy 83

84 Data Integrity: Consequences 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. TEA Division of Federal and State Education Policy 84

85 Data Integrity: Tech Assistance Data Integrity Checklists for SPP Indicators can be found on the TEA Website at: When in doubt read the instructions again consult the FAQ on the web contact your ESC prior to certifying your data! TEA Division of Federal and State Education Policy 85

86 For More Information: The TEASE Applications Reference: For TEASE account troubleshooting: Request New TEASE User Account: Logon Page: TEA Division of Federal and State Education Policy 86

87 Contact your Regional Education Service Center for additional information. TEA Division of Federal and State Education Policy 87

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