IDEA ED Facts File Specifications 101

1. IDEA EDFacts File Specifications 101 Anne Rainey, IDEA Part B Data Manager, Montana Kelley Blas, IDEA Part B Data Manager, North Carolina

2. OSEP Disclaimer 2019 OSEP Leadership Conference DISCLAIMER: The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e-3 and 3474)

3. Objectives • How to read the EDFacts File Specifications. • What is the connections between EMAPS and EDFacts. • The relationships between the IDEA data submitted for different EDFacts files. • How the data are depicted in the EDFacts Reporting System (ERS). • How the data are analyzed in the Data Quality Report. • How to submit data notes.

4. What’s the connection between EDFacts and EMAPS? • EDFacts: The database/data submission system used by USED to collect, analyze, report, and promote high quality data. • EMAPS: a web-based tool used to provide SEAs with a way to report and maintain information related to metadata and to aid in the analysis of data collected.

5. What is submitted in EMAPS? • State Supplemental Survey (SSS-IDEA) (February each year) • This is the metadata survey that tells OSEP what specific data elements your State will be reporting on for all collections except Assessment. • Maintenance of Effort Reduction and Coordinated Early Intervening Services (MOE and CEIS) (1st Wednesday in May each year). • IDEA Part B Dispute Resolution (1st Wednesday in November each year). • Assessment Metadata Survey • Completed by each State’s Assessment Coordinator, read-only access for the Part B Data Manager. • Tells USED what specific data elements your State will be reporting on for Assessment.

6. What is reported in EDFacts? • Assessment (December 15th each year) • Discipline (1st Wednesday of November each year) • Child Count/Ed Environments (1st Wednesday of April each year) • Exiting (1st Wednesday of November each year) • Personnel (1st Wednesday of November each year)

7. The EDFacts File Specification Documents • It is important to review the File Specifications Documents prior to beginning your data collection to ensure there are no changes that will affect how the data is collected. • The documents can be found on the EDFactsInitativesWebsite.

8. File Specification Overview • Document Control • Document History • Large document changes lead to new version number

9. 2.0 Guidance for Submitting This File • This section contains information related to any changes that have occurred since the last reporting cycle for the specific data, and the core requirements for submitting this file.

10. Changes from the SYXXXX-XX File Specifications • If there are changes being made to the file, they will be listed here. • If no changes are being made, this note will appear

11. Core Requirements for Submitting This File • Core Reporting Requirements Table • Lists reporting requirements by submission level (SEA, LEA, SCH) • Type of Count • Unduplicated vs. Duplicate • Zero counts • Be sure to check EVERY reporting level – it can be different depending on the level being submitted • Zero Exceptions • Missing Data

12. Required Categories and Totals

13. 2.4 Guidance • 2.4 Guidance • When is this file due? • Which students should be reported in this file? • Which students should not be reported in this file? • How are students reported by disability category (IDEA)? • How are students reported by LEP status(both)? • Do other files collect related data? • Etc.…

14. 4.1 Header Record Definition • Table 4.1-1 Header Record • File Naming Convention • Table 4.2–1: File Name • Permitted Values • Misspelled permitted value will trigger a error • Filler rows

15. Assessment file specifications • FS175 — Academic Achievement in Mathematics • FS178 — Academic Achievement in Reading (Language Arts) • FS185 — Assessment Participation in Mathematics • FS188 — Assessment Participation in Reading/Language Arts

16. Achievement Metadata Matching • Achievement data (FS175 & FS185) submitted for regular assessments based on grade level achievement standards with and without accommodations has data for all performance levels (ex.PERF LEVEL 1-4). • SEA data file must include all performance levels (ex. PERF LEVEL 1-4) for all data categories including zero counts.

17. Participation Metadata • Participation data (FS 185 & FS188) submitted for assessments based on grade level achievement standards with and without accommodations must match the grades offered within EMAPS assessment metadata survey.

18. Across File Comparison • The number of students with disabilities (IDEA) who took a Reading assessment and received a valid score (FS 178) for regular assessments based on grade level achievement standards must equal the number of students with disabilities (IDEA) who participated in the assessment (FS 188). • The number of students with disabilities (IDEA) who took a Math assessment and received a valid score (FS 175) for regular assessments based on grade level achievement standards must equal the number of students with disabilities (IDEA) who participated in the assessment (FS 185).

19. Discipline EDFacts Files • FS005 – Children with Disabilities (IDEA) Removal to Interim Alternative Educational Setting • FS006 – Children with Disabilities (IDEA) Suspensions/Expulsions • FS007 – Children with Disabilities (IDEA) Reasons for Unilateral Removal • FS088 – Children with Disabilities (IDEA) Disciplinary Removals • FS143 – Children with Disabilities (IDEA) Total Disciplinary Removals • FS144 – Educational Services During Expulsion

20. Things to look for in the file specifications • Is it a duplicated or unduplicated count? • Are you counting children or incidents? • Are you counting all types of incidents or only certain ones? • Are you counting all types of removals or only certain ones? • Are you counting cumulative removals? • Are you counting all or just those that cumulatively equal more than half a day? • Do you report zero counts? • What level (SEA, LEA, School) or levels is the file reported at?

21. Reporting Across Multiple Files

22. How does the SSS-IDEA survey affect discipline? • There is one question related to discipline on the SSS-IDEA survey

23. Child Count and Ed Environment File Specifications • FS089-Children with Disabilities (IDEA) Early Childhood (ages 3-5) • FS002-Children with Disabilities (IDEA) School Age (ages 6-21) • Note – the age groups on this slide will change if needed after the final 2019-2020 file specifications are released

24. EMAPS SSS-IDEA and Child Count (categories) • What Disability Categories are used by your State?

25. EMAPS SSS-IDEA and Child Count (DD) • What ages are included in your State’s definition for developmental delay for children with disabilities (IDEA)?

26. EMAPS SSS-IDEA and Ed Environments-School Age (Ages 6-21) • Please indicate whether your State permits placement of children with disabilities (IDEA), ages 6 through 21, in the following educational environments • Regular Class • Separate School • Residential Facility • Homebound/Hospital • Correctional Facility • Parentally Placed in Private Schools

27. EMAPS SSS-IDEA and Ed Environments-Early Childhood (ages 3-5) • Please indicate whether your State permits the placement of children with disabilities (IDEA) ages (3 through 5) in the following educational environments • Regular Early Childhood Program • Separate Special Education Class • Separate School • Residential Facility • Home • Service Provider Location

28. EDFacts Reporting System (ERS) • Is the U.S. Department of Education’s reporting system for K through 12 data for use in policy, planning and management. • Allows users to view information that has been extracted from various data sources such as the Consolidated State Performance Reports (CSPR), Office of Special Education Programs (OSEP) and the Education Data Exchange Network (EDEN) Submission System (ESS). • Empowers users with the analytical and reporting tools required to review submitted data for performance, trends, and patterns.

29. ERS Reports Reporting Areas Example Reports

30. Sample ERS Report

31. Data Quality Reports • OSEP’s communication tool regarding the State’s data submission. • Provides State with: • OSEP’s evaluation of the timeliness, completeness, and accuracy of the State’s data submission. • OSEP’s data quality inquiries. • OSEP’s expectation to either resubmit data/metadata or provide an explanation in the form of a data note. • Location: • Posted on OMB Max.

32. Data Notes • Opportunity for the State to clarify situation(s) associated with the submission of the assessment data and metadata. • Possible situations: • Data collection or reporting anomalies. • Relevant changes in data collection/reporting processes from previous year. • Implementation of new initiatives, processes that may impact data or metadata. • Opportunity for the State to respond to OSEP’s data quality inquiries.

33. Changes to the 2019-2020 Package? • Changes to the 2019-2020 package are anticipated. • This package should be released in August 2019. • The anticipated changes were discussed in the Large Group 618 Data Panel held yesterday morning (Monday, July 22).

34. Questions? • Any questions? • Contact us: • Anne Rainey, Part B Data Manager, MT (arainey@mt.gov) • Kelley Blas, Part B Data Manager, NC (Kelley.Steen@dpi.nc.gov)

35. OSEP Disclaimer 2019 OSEP Leadership Conference DISCLAIMER: The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e-3 and 3474)