FY 2014 - MISDATA Home
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1. How to Run Verifications fixed Allen and put him in queue 20 minutes ago why is the verification still on the verification list Because he is still in the queue once he comes out then it clears from the verification list Open Unresolved v Student Name 94 result s Verification Report e Notes 0 128010479 e 0013 EN2 KIDS 1D 3591473987 e Student Open Unresolved Student Adale Allen e IEP Service Line Error IEP 08 15 2012 Service end date is IEP SL 08 15 2013 08 14 2013 before the earliest District USD 111 Doniphan West start date on student Schools profile Building 0201 Doniphan West Middle School 11 8 2 2013 How to Run Verifications Why do old and cleared verifications come back 1 You imported the same student in again erased the cleared record and replaced it with a new one with the same issue 2 You are looking at either All school year verifications or only those that have been resolved Verification List Help L4 2013 2014 All Organizations 0200 Doniphan West High School REMOVE 0077 TME Closed Resolved v Student Name 94 result s Verification Report How to Run Verifications How dol know when the process is done When results shows zero Oresult S es No verifications are running on students for which you have access Refresh List Adae _ 3801473987 moos foams tre 29 00 12 8 2 2013 How2. W Building Information USD 383 Manhattan Ogden z 1 result s 5133 U 83 Type District N Kime Level Grades 1 12 480 EE 5 Program W O Grade s All Grades E SPED Start 8 21 2012 End 5 23 2013 Days 168 Pre K All other district sponsored preschool Page 28 14 8 2 2013 K Time Explanations e What settings besides K are possible service settings in this building 5133 None K is the only setting Building Information USD 383 Manhattan Ogden b 5133 1 5133 U 83 Type District Level Program W O Grade s All Grades SPED Start 8 21 2012 End 5 23 2013 Days 168 Pre K All other district sponsored preschool K Time Explanations e How can this program schedule be improved session should be 480 Preschool Program type is not All other Days should be 5 KG is missing Should have only 1 calendar Building Information USD 462 Central z 7249 USD 462 K Time Program W O SPED v 1 result s 7249 USD 462 K Type District Time Program W O Level Grades 1 SPED Grade s All Grades 12 8 15 2012 5 23 2013 Page 30 15 8 2 2013 K Time Explanations What 2 settings tell you the class or program has K time by default B Early childhood locations C Regular Education Classrooms in Elementary schools 0911 Fort Scott F K Type District acu i oe G
3. Retum to Lookup Open Cases All Cases Accepted Rejected 12 Curre IFSP D BRef BContact B Contact Date Name Phone B Contact Email B Status Kosim uon etC CAE LastName Erst Miodle Dateof Parent First ParentLast Addas City state Zip eny No Name it Bith Name Name 7 24 2013 Pre Leadership Conference 6 52 07 17 2013 FY 2014 MIS Workshops ORS D DC X lt I Fe Eat View Favoris Took Help Mopti M ef ep E Liver Login for KDE Web Agency Information El Early Chichood Special KU Homepage Kantas imer E Kances APR Login Kansis Special Education AT Training Webcast RT E Bee aaa eee LEA SEA Referral Reconcilitation System Referral System Reports Liver Maral Select Districts To Include In Report Select Report LE incit Suisrteu Open Catan win a Daia Farga USD 97 Chin sop BEC MN Warman ESE a p LED ES Finskas County Casp BAF HW Karaan ESC chuis ee SD 6 Wisin Palen Moog ET D SAN Aria CDI From Ta USD 08 sq Ce schoss oop TIY NOK Cap Ed i i La d RESO 894 F pubie C Coop AI HE Coop im Edur SORTE Tindi Fiche Css 635 Hath Central ki SER Fur Papet LESO 44 Denighhas Wast Scoot Ceap 695 Doniphan Co EC i Berger M ABD 11 Cr Phares oop WE Cerial ki Coop in Etain 7 TE EISD RAJ Fruit Hilla Coes 1E peck E Cone pao CET Poets aap LED EN Cornea Crus Selected Diir mul all pee leletats ethan
4. The Other reasons are in the formula as another variable reason When used for the Level of Determination The USD is Substantially Compliant on Indicator 12 when the number of stus in Col D lt 2 The USD is not Substantially Compliant on Indicator 12 when the number of stus in Col D gt 2 District Level Indicator 12 Compliance Status 1 If Column D 0 100 Compliance 2 If Column D 1 Noncompliance demonstrated 3 If Column D gt 1 Noncompliance demonstrated Column D Referrals to Part B not Column C Column B gt completed Column A Referrals Populatia ation Referrals to Part B on or before P Subtracted 3rd Birthday of all on or from the a as aresult referrals before 3 Population of Staff Non Compliance 1 Parent refusal to provide consent caused delays in evaluation or initial services 2 Parent repeatedly failed or refused to produce the child for the evaluation 3 Staff error caused delays in IEP development 1 Child moved after eligibility determination and before 3rd birthday 2 Parent refused or revoked consent for services 3 Staff error caused delays Process ends 1 Parent refusal to provide consent caused delays in evaluation 2 Parent repeatedly failed or refused to produce the child for the evaluation 3 Staff error caused delays 1 Child moved or the Parent refused or revoked consent for the evaluation
5. All Staff v How to Run Verifications Is there only 1 way to verify records No you can choose subsets by Building search Provider search Name search Everybody by not selecting a subset Student Search 2013 2014 v All Organizations x All Buildings z Page 18 8 2 2013 How to Run Verifications What is the next step When the desired group of students appear on screen click the Run All Verification button once to start the process click the Run All Verification button again de to put the found set in queue 2013 2014 sa 42 result s Run All Verifications me Select Aen Adale 3591473987 11100408 11 3 2008 Page 19 How to Run Verifications How do I know if students got into queue or not The number of students in queue is displayed on the left A RER Refresh List 16751 T Goodeute 1645447057 11100133 TETA em 0199 16579 16757 16649 16647 16756 owen Hoskie 9966913769 11100282 52271998 D0111 0199 1 Page Size z 100 7 2013 2014 v 10 8 2 2013 How to Run Verifications How do know if students are going in or coming out By using the refresh button An increasing number of students means more students are going in A decreasing number means more students are going in 12 a qn rd Refresh List 16751 148113 H 18109 18115 16763 16746 16579 16757 16649 16647 46756 O g Pigi Size Ze 100 z
6. class minutes when the settings are special education programs only It looks at the services that cover in effect on December 1 of the current school year For the given range of services it adds all direct service lines and divides by the session minutes e If the result is a number divisible by session minutes the records passes the test and no verification regardless how many days a week the tudent participates in the program 8 2 2013 Data Entry Tips How does the system test to see if it is a full session 180 minute session 60 x 135 40 x 135 80 x 135 24 300 total minutes 180 1 week s Choose 25304 8 15 2013 3 14 2014 a ez 80 minutes day 5 day s week Every 1 weeks 135 total day s 135 1856 All Saints Catholic Elem R Integrated Special Education Setting age 3 4 5 OT Occupational Therapy Ht 1414 Dinosaur Barney Choose 27151 8 15 2013 3 14 2014 60 minutes day Z0031 Wichita Catholic Diocese 5 day s week Every 1 weeks 1 week s 135 total day s Z0031 Wichita Catholic Diocese 1856 All Saints Catholic Elem R Integrated Special Education Setting age 3 4 5 SE Special Education Services 1414 Dinosaur Barney Page 7 Data Entry Tips What can cause the verification to trigger Total days are not equal with same days per week and frequency Why Service end dates are not equal time is 60 minute
7. 2012 SY 2012 13 APR Data Reported on March 15 2014 Pre Leadership Conference MIS Presentation July 24 2013 Tim L Berens KSDE TASN General Supervision Timely Accurate Data GSTAD Project tberens keystonelearning org e Indicator 12 measures the percent of children Transitioning from Part C to Part B whose IEP or Eligibility meeting was held before the child s third birthday Target 100 FFY 2012 FY2013 Indicator 12 Data Collection via Kan_Service A reason must be provided when the IEP or Eligibility meeting was not held before the child s third birthday e Process KDHE sends FFY 2012 FY2013 C to B Referrals to KSDE In Aug KSDE sends LEAs FFY 2012 FY2013 C to B Referrals In Aug LEA examines each Part C to B Referral and enters data LEA returns the completed FFY 2012 FY2013 C to B Referrals to KSDE by Sept 15th 7 24 2013 Pre Leadership Conference 07 17 2013 7 24 2013 7 24 2013 FY 2014 MIS Workshops Monday July 11 2011 Referral LFIEP on or before 3rd Birthday IIEP after 3rd Birthday select IEP Reason Delayed Lf Eligibility was Determined but an IEP was NOT Written select a reason the IEF was Not Written If Eligibility Determination on or before 3rd Birthday If Eligibility Determination after 3rd Birthday select Reason Delayed Eligibility Reason NOT Eligibility NOT Determined Determined Process ends 1 Parent refusal to provide consent
8. 28 How will this work BEDE will run the preliminary child count for LEA dE willacun the final report and lock the data in myer k of March Page 48 24 8 2 2013 Questions Page 49 f 7 s NEC x S Na YS DTK eX LAS 29 Reporting Full Time Interpreter Attendant Care and Nursing Services Accounting Services Delivered Simultaneously for a Full School Day 1 Interpreter Services Homer has an interpreter with him during the entire school day Jefferson Elementary has 400 minutes of class time 180 day school calendar Special Education 30 minutes of speech in resource room 3 times a week every week 40 minutes with the hearing impaired teacher every day in resource room 50 minutes of PT once month Wednesday Thursday Speech pull out EE EE SF SPED pull out PT pullout onceamonth PSH Reg Ed Oppositeweek p80 Pull out services are itemized the remainder of the school day is allocated to the regular classroom setting MIS data entry ag ne BO SL ee eee ee ee Ta Line SE G 30 3 i08 142013 52120141458 1 Line 2 IN_ G 30 3 108 8 14 2013 5 21 2014 4589 Line 7 PT_ G_ 50 1 9 8 14 2013 5 21 2014 4589 j4 Line 8 IN G 5o 1 9 8 14 2013 5 21 2014 4589 4 Line 9 IN C 280 1 9 8 14 2013 5 21 2014 4589 4 2 AC service Moe has an Attendant Care Provider with him during the entire school day Ferguson Jr High has 400 minutes
9. Lots 11 France Citrus hy Diet Ca LD JH Fharrengon vlrecster Coop 18 Bates i eai LAD 297 Fa eee Coop dE avira Co Special Ed Ce LESC 398 Wepre AC ET M areas ESC LPSC OF Mosca Prati sop 401 High Plaine ECO USO 299 Hagena Poble Seha Caa 61 High Pars ECD UC 27 Moree Loreen Soho Loop EJE Mort Central Ka SF LESC 312 Portis ler EE Mort Central Wa SED Coop LC 21 L yasen Ci 611 High Para ED LED 298 Lakin Coop 611 High Pais ECD LC 8 Crid aog 1 Paine ED LPO 217 Pk Csap Gti High Ech SE hi i _ 5 GG D Pre Leadership Conference QE tensioner Deters D BOX Fie Ea View Fiete Took Hela E Bing Ea Ja E User Login tor ESDE Web Te Agency Information Early Childhood Special E KL Homepage Kansas inser E Kanma APR Login E Karar Special Education RTI Training Webcant T LEA SEA Referral Reconcilitation System ee Referral Sen Reports J Weer Macc The LEA SEA Radar Reconciliation Sysiom was deweloped to cranio an aisy efficent method for loosing and mconcing disco found im Ghd records dunng fhe Part C io Part B kansion cocrss The purpose of hes syslen i fo pioni mulige Stale IDs KIDS 0s fon beng assagnedd fo the same chd and lo unsure thal the information boing tree 5 acourahe Part B User Manual System Access The system may be accessed by legging into the ESIS web system at hitps even este net Upon login Part 6 KSDE users will be automatically directes to the LEA SEA Referr
10. Middle Grade Acct School StudentID Name Name Name Generation Gender Birth Date Level District School Year a alo ll ee D D Frazier 06 06 2008 2008 Kindergarten pour 101 ou 111 zum 14 8 nn i Pama Ee 101 KR 11 su 14 oN x EN NA Page 36 18 8 2 2013 KIDS Records e What does no record submitted it look like You see no data in the rows under each column Where do you find these records In KIDS Collection system student history by school year Student History Accountabili Residence LastName FirstName Middle Generation Gender Date of ty School ID District ID Nam de Birth Page 37 KIDS Records e Term AYP school has changed New term e Accountability School ID Page 38 19 8 2 2013 Parochial School KIDS Records by USD When a private school won t cooperate and send the public school building as the funding or attendance school on a KIDS Collection record we offer the following as a solution to your local KIDS administrator Public school should send a KIDS ASGT record type Put the private school building as the AYP USD building as the funding The appropriate attendance building Report all remaining required KIDS data but Leave the Student ID KIDS number blank The USD will get back from the system a list of students with near matches The USD then Page 39 Application Upgrade Summer 2013 e Improvements to sync with KIDS functions e Improvement
11. Ses fone compiler eel i the Gore 200 Level of Getermination Dik hi Substantially Compliant wien Total 15 Dhiki h Riot Subwl and ially Compliant fies Told LA 7 24 2013 Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops 68 e Cluster Reports contain data for all districts on one report e Clusters Compliance Cluster all the compliance indicators Cluster 1 Inds 1 2 4 13 and 14 Cluster 2 Inds 3 and 5 Indicator 20 Ind 20 questions and score sheet score Substantial Compliance and LOD whether an Indicator is substantially compliant and the Level of Determination Level of Determination List of districts and the Level of Determination Early Childhood Cluster Inds 6 and 7 7 24 2013 Pre Leadership Conference Additional Questions Thank you for attending the Pre Leadership Conference Meeting 69 FY 2014 MIS Workshops 07 17 2013 District Level Indicator 12 Compliance Status District Level Indicator 11 Post Data Review Compliance Results Tabulation Business Rules 1 If Column D 0 100 Compliance 2 If Column D 1 Noncompliance demonstrated 3 If Column D gt 1 Noncompliance demonstrated Column A Column B Column C Column D Population Subtracted Initial Evaluations of all from the Evaluations NOT referrals Population within completed of all Timeline within the Evaluation Result Data Entry Result and Reasons Re Re a result of Staff Error Evaluation Conducted W
12. Status T To qualify as T student has to be continuing in a regular education or special education program in the same school year in another Kansas organization Federal Requirement Is request for records alone sufficient Does enrollment alone count Why A request does not mean the student is continuing in all cases A student can enroll and never show up __ Kan Service associated with KIDS collection which tells the system 2 dubsequent days of membership and attendance Page 14 8 2 2013 How to Run Verifications First double clicking on the Run Verification does what Checking to see if any records are in verification queue 0 result s No verifications are running on students for which you have access All Organizations All Buildings 623 result s 1 i L 2 a oo Page 15 na arl arles ts How to Run Verifications What does this message mean Currently there are no students in the verification queue Oresult s om No verifications are running on students for which you have access All Organizations All Buildings j 18112 3591473987 11100408 11 3 2008 1643620878 11100358 125999 Page 16 8 2 2013 How to Run Verifications How do I get students into the Queue Search for the students you want verify 0 result s Refresh List No verifications are running on students for which you have access 2012 2013 ad All Organizations All Buildings v
13. Wichita Catholic Diocese v 1856 All Saints Catholic Elem z R Integrated Special Education Setting age 3 4 5 z SE Special Education Services x 08 15 2013 Enter Total Days 02 11 2014 D 2 n yp Save and Back _ Save Cancel ESS eN N 8 2 2013 Data Entry Tips Gaps in service Verification 0146 When a student exits and returns Mark Gap Allowed Yes on service line end dates starting the gap and service lines ending the gap to avoid numerous verifications Choose Choose RER eae ee 2 om e Once this task is done the IEP list display Allow E Data Entry Tips Importing Issues e Duplicate records can be created if the new imports have a different responsible building How to prevent duplicate records e Change the responsible building to the new building in the existing record prior to import Match is made New record replaces original record e Delete the original student profile for the 8 2 2013 Importing Clarification e Each record has an internal ID number X211P82 e Records may be imported to fix verifications Update IEP services etc e The act of importing removes the original record and replaces with the new The original record counted on December 1 Table 1 Yes New imports of the same student does not say Table 1 Yes g the 12 1 report by the prior record Page 13 Exit Data Moved known to be continuing
14. of class time and a 25 minute lunch period 180 day school calendar Special Education 50 minutes of LD service 3 times a week in the resource room 30 minutes of OT service 1 day in resource room every other week 60 minutes of inclusion para support everyday in the regular classroom SE pilat ES OS LOT pull out P80 SE inclusion OO 00 OO OO 60 Reg Ed Opposite week lo 320 S Note Inclusion time is not subtracted from amount of time the student spends in regular class MIS data entry __ Service Setting Min _ Days week Total days Start End Building Frequency E n me T po Pp O Line 3 SE C 60 5 180 8 14 2013 5 21 2014 2103 1 8 14 2013 2 AC IN SH amp NU services are mirrored for pullout and the remainder of the day is allocated to regular class 07 17 2013 FY 2014 MIS Workshops 50 IDEA Indicator 12 Early Childhood Transition Referral System Pre Leadership Conference MIS Presentation July 24 2013 Tiffany J Smith KSDE Early Childhood Special Education Title Services ECSETS tsmit sde org e Need for further accountability with specific referral dates and reconciliation real time rather than annually e Part C is required to notify both LEA and SEA of all referrals including dates and results of referral e Ensure referral is made to the accurate district where the child resides as required by law 7 24 2013 Pre Leadership Conference 07 17 2013 F
15. refuses to produce the child for the evaluation 2 child enrolls in a school of another district after the timeframe for initial evaluations has begun and prior to a determination by the child s previous public agency as to whether the child is a child with a disability 3 The district has obtained written parental consent to an extension of time 4 Stalf error caused delays Pre Leadership Conference Full page version on page 69 Indicate UE Initial Evaluations within Timeframe Compliant Federal Exemption from 60 school day Timeframe Federal Exemption from 60 school day Timeframe Compliant Federal Exemption from 60 school day Timeframe Evaluations NOT completed within the Timeline as a result of Stalf Error Non Compliant When an Other Data Entry reason is reported the evaluation is reclassified into one of the above reasons When used for the Level of Determination the USD is Substantially Compliant on Indicator 11 when the number of students who are Non Compliant is lt 2 7 24 2013 Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops 63 e Indicator 11 measures the percent Initial Evaluations completed within 60 school days Target 100 Data Verification period More information can be found in the Kansas Integrated Accountability System document at http www ksde org Default aspx tabid 2037 7 24 2013 Pre Leadership Conference Indicator 7 Verificati
16. 9 x FAX 785 296 5867 Date May 6 2013 To Special Education Directors Early Childhood Coordinators Early Childhood Transition Coordinators From Tiffany Smith Re Accessing New Kansas IDEA Early Childhood Transition Referral System for State Performance Plan SPP Indicator 12 States must have in place policies and procedures to ensure a smooth transition for toddlers receiving early intervention services under Part C to preschool or other appropriate services or exiting the program for infants and toddlers with disabilities Part C regulation 303 209 a 1 1 and 11 To meet this regulation the Office of Special Education Programs requires transition referral data reported from KDHE Part C Infant Toddler Programs and KSDE Part B 619 be mutually agreed and approved by both agencies In addition the recent promulgation of regulations for IDEA Part C includes a requirement that the SEA be notified of all referrals to the appropriate district 303 209 b To improve the accuracy of data reported by both KDHE and KSDE a new reporting method outlined in this memo is being established to meet these regulatory requirements and assist the state in the goal of promoting collaborative timely and effective transition practices for children transitioning from Part C to Part B early childhood special education services A real time web based application for the collection of early childhood transition referral data has been created and wi
17. MIS Workshops FY2014 Reporting Parochial School Students in KIDS Data Entry Tips Annual service e Gaps e Full sessions e Total days e Directory K time e How to run verifications Reports Attendant Care Services with different frequency Data Dictionary Updates 8 2 2013 8 2 2013 Agenda e Participation in the Presentation The presentation will have a number of question and answer sides The handouts do not have all the answers To help remember the answers please write your answers in your handouts Data Entry Tips Reporting Annual Service one time a year service Pick a day any day first day last day of school as service line start and end date Report this day separately from all other service lines no overlapping services Subtract the annual service minutes from the remaining other IEP services This will avoid numerous verifications and calendar issues resulting in total days of 999 8 2 2013 Data Entry Tips Reporting Full Time services with varying frequencies See handout Monthly service Select 1 day the monthly service occurs Report that day separately from the others in terms of frequency A combination of once per month and 3 of 4 weeks is used to account for all 4 week of the month Every other week and other frequency combinations apply the same technique Data Entry Tips How does the system test to see if it is a full session e The application looks at session
18. V Legal_First_Name V Birth_Date v OK Cancel 1 Page 33 Reports Tips e Sorting and filtering Excel files have default safety features the prevent accidental corruption of the spreadsheet data A protected view banner e Recommendation Disable these defaults before sorting ang nitering ie amp v amp S 4_ File Home Insert Page Layout Formulas Data Review View 1 File Home Insert Page Layout Formulas Data N B abia Arial 14 YA aae COPY rom aste F Noa TE v F Format Painter B am a a ik Ch SR 17 8 2 2013 New Requirements New Basis of Exit Status Code S services cease due to suspension or expulsion What students can use this code Gifted only Eligibility funding code 4 When can the code be used When a gifted only student is subject to a suspension or expulsion and services are no longer provided Are there additional data requirements No the same rules for reporting exits apply Exit date and service end date are equal mark gap in service when student returns etc Page 35 KIDS Records e To report a student on an IEP there has to be an association of the student to the organization This association is made in the KIDS Collection system What does it look like Association is made with the ID district buildings and School Year Item is orange populate the student record in KAN Service Last First
19. Y 2014 MIS Workshops 51 Identify and designate staff who will be responsible to updated transition referral system with KDHE send information to Beccy Strohm bstrohm ksde org and include position title first and last name USD s Special Education Coop if appropriate phone number and email address KSDE will notify KDHE those school personnel who will have access and staff will set up account with password information 7 24 2013 Pre Leadership Conference Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops 2 User Login for KSDE Web Agency information Early Childhood Special E KL Homepage Karsas inser Kamas APR Login Kansas Special Education A RTI Training Webcast AT LEA SEA Referral Reconcilitation System _ Referral System Reports User Manual Select Districts To Open uso lt Lirmeood Coop 453 Leavenworth Co Special Ed Coop 7 24 2013 Pre Leadership Conference 5 a https wwwksitsinet Referrals aspx p AROX File Edit View Favorites Tools Help X Esnat amp X Boner v Sel jg WerloginforKSDEWed Agen Infomation Eat Childhood Special E KU Homepage Kansas Inser Kansas APR Login E Kansas Special Education X RTI Training Webcast RT ey Kansas Infant Toddler System and Lmaronment Current User KSDE000 KSDE C to B Referral Reconciliation System Accept Selected Reject Unknown Reject Other
20. al System Main Screen The main soreen of the system contains teo tabs Refermal System and Reports The Referral System tab is selected by default when the system is first opened In this tab there are two list boxes and 4 buttons ued for selecting the districts to open The list box on the loft showa the school districts avilable for the user bo seksti The list boot on the right shows the currently aetected districts to be opened To select a district to open first sieci it from the list on the left teen press the Include Selected gt button You will now see the selected district in the list on the right To select all districts press the Include All gt gt button You will now seg ALL districts in the list on the night Wee the lt Remove Selected and RC Remote Al buttons to remove Dem from the list of districts bo open Once you have the selected the districts you wish bo open press the Open button to open the Referral System for the selected districts Referral System a G s 7 24 2013 Pre Leadership Conference 93 07 17 2043 o FY 2014 MIS Workshops 54 i Early Childhood Special Education and Title Services Y i 120 SE 10 Avenue Topeka Kansas 66612 1182 Toll Free 800 203 9462 www ksde org Kansas P N Early Childhood Services Phone 785 296 6602 x FAX 785 296 6715 state department of Special Education Services Phone 785 291 3097 x FAX 785 296 6715 Education Title Services Phone 785 296 306
21. ame first name DOB KIDSID Latestserviceenddate Statuscode subsequent organization example D0610 D0309 Jones Tom 5 22 1999 5566118833 5 25 2013 C D0233 D0233 Wilson Bill 8 8 2000 1599511591 6 1 2013 N D0501 T Nk PEN ON NS N CA N ath TL 22 Application Upgrade Summer 2013 e Improvements to Indicator 12 e Improvements to roster reports Returns active students only regardless of date selected e Additional data fields added to Final OSEP reports Page 45 Application Upgrade summer 2013 e Removed 54 verifications e Fixed the logic for 11 verifications e Removed calculation process from verification routine to speed up process Run calculations is a now a separate process Run calculation before verification checks to speed verification process gt Page 46 8 2 2013 23 8 2 2013 Future Requirements e Consolidation of reporting all pullout locations to a single setting code of G Ramification remove the F code Why Inconsistencies many clerks report preschool pull out of F for students grades KG and higher e A 5 year old and a 6 year sit side by side 1 is F 1 is Q ey the begin year set i for the MIS clerks Page 47 On the Horizon Changes Extension of the December 1 collection window OSEP is proposing a later due date in April This may mean an extension of the finalization of data by the LEA from February
22. caused delays in evaluation or initial services 2 Parent repeatedly failed or refused to produce the child for the evaluation mcm 3 Staff error caused delays in IEP development 1 Parent disappeared or moved between eligibility determination and IEP development 2 Parent refused revoked consent 3 Stall error caused delays Pre Leadership Conference Data Entry Result and Reasons Process ends 1 Parent refusal to provide consent caused delays in evaluation 2 Parent repeatedly failed or refused to produce the child for the evaluation 3 Staff error caused delays 1 Child moved or the Parent refused or revoked consent for the evaluation IEP within Timeframe Compliant Federal Exemption z li Federal Exemption Compliant An IEP NOT completed within the Timeline as a result of Stalf Error Non Compliant Subtracted from the Ind 1 Population Subtracted from the ind 12 Population An IEP NOT completed within the Timeline as a result of Stall Error Non Compliant IEP within Timelrame Federal Exemption Compliant Federal Exemption An IEP NOT completed within the Timeline as a result of Stalf Error Non Compliant Subtracted from the Ind 12 Population When an Other Data Entry reason is reported the evaluation is reclassified into one of the above reasons When used for the Level of Determination the USD is Substantially Compliant on Indicator 12 when t
23. gram and receiving the majority of special education and related services in the regular early childhood program 7 24 2013 Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops e District Level APR Data available on the Kansas APR Reports website Go to www ksdetasn org Click on the Current Kansas APR Reports Login Required link on the left side of screen Login If you need help contact Tim Berens at tberens keystonelearning org A guide to the reports and the indicators is available by clicking on the View Guide link at the top of the page 7 24 2013 Pre Leadership Conference e Expanded Report Performance on all indicators regardless of district size Level of Determination Rewards and Enforcements Current Year Level of Determination Meets Requirements Substantial Compliance Met for Fiscal Management and Indicator 4B 9 10 11 12 13 15 and 20 Previous Year Level of Determination Meets Requirements FFY 2011 Rewards amp Enforcements Written notification to Special Education Directors Superintendents Local Board LEA may use condensed format for TIP application SEA provides leadership stipends for participation in professional development Official Recognition Banner for Websites District may use 50 MOE reduction KSDE is pleased to provide the Meets Requirements website banner in recognition of the dedication and commitment demonstrated by achieving th
24. he number of students who are Non Compliant is lt 2 Pre Leadership Conference 60 Full page version on page 70 07 17 2013 FY 2014 MIS Workshops 61 e Indicator 11 measures the percent Initial Evaluations completed within 60 school days Target 100 Data Verification period More information can be found in the Kansas Integrated Accountability System document at http www ksde org Default aspx tabid 2037 7 24 2013 Pre Leadership Conference e Indicator 11 measures the percent Initial Evaluations completed within 60 school days Target 100 e The 60 School Day Initial Evaluation Timeframe For the purposes of measuring compliance with the Federal 60 day evaluation timeline the timeline for Eligible and Not Eligible students begins with the date the Consent for Evaluation Received and ends with date of the Eligibility Determination Meeting 7 24 2013 Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops 62 e Indicator 11 measures the percent Initial Evaluations completed within 60 school days Target 100 Data Collection Window Opened July 1 2013 Some districts have reported their results Data Collection Window Closes September 15 2013 7 24 2013 Monday Jub 11 2011 Evaluation Result Data Entry Evaluation Process ends Conducted Within 60 School Day Timeline Evaluation NOT Conducted Within 60 School Day Timeline 1 The parent of a child repeatedly fails or
25. is highest level of determination Please share this banner with the district tech person for posting and proudly display on the district s website until the next round of LODs is announced The banner is available in three different sizes Click on each of the links below to download one of the three Meets Requirements banners Select the size that best fits your pics banners 2013 banne trict 4 A 8 SAS SL shen a 2 7 24 2013 nun Pr sbeadership Conference gt 07 17 2013 FY 2014 MIS Workshops 66 e Progress amp Slippage Report Numerator and Denominator Whether the Target was met Whether Progress or Slippage occurred e EC Report Numerator and Denominator Whether the Target was met 7 24 2013 Pre Leadership Conference e Numerator Difference Report Report the difference between Current Numerator and Projected Numerator for the next year based next year s Target and this year s Denominator Number of students necessary to meet next year s Target 7 24 2013 Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops Percent of youth with TEPs graduating from high school with a ron A A O O ESC 005 13 11 11 na Eu Mach Participation Fate te participation rate for Chaleur wth IEP for Math Reading Proficiency Rete Siete proficiency rate fer chidren with IEPs for Reacing Mach Proficiency Rate State proficiency rate for children with IEPs for Math Separate Cansro
26. ithin 60 School Day Timeframe Process ends o o ou 1 The parent of a child repeatedly fails or refuses to produce the child for the evaluation 2 A child enrolls in a school of another district after the timeframe for initial evaluations has begun and prior to a determination by the child s previous public agency as to whether the child is a child with a disability 3 The district has obtained written parental consent to an extension of time 4 Staff error caused delays Timeframe The Other reasons are in the formula as another variable reason When used for the Level of Determination The USD is Substantially Compliant on Indicator 11 when the number of stus in Col D lt 2 The USD is not Substantially Compliant on Indicator 12 when the number of stus in Col D gt 2 v Q O V X pa S n wz vo N gt L 07 17 2013 District Level Indicator 12 FY 2011 Data Post Review Compliance Results Tabulation Business Rules Referral Result Eligible IEP Written Eligible IEP Not Written Not Eligible Eligibility NOT Determined Condition If IEP on or before 3rd Birthday If IEP after 3rd Birthday select IEP Reason Delayed If Eligibility was Determined but an IEP was NOT Written select a reason the IEP was Not Written If Eligibility Determination on or before 3rd Birthday If Eligibility Determination after 3rd Birthday select Reason Delayed Reason Eligibility NOT Determined
27. l option to reopen cases Is available 07 17 2013 FY 2014 MIS Workshops 57 The Return to Lookup button will close the Referral System and return the user to the main screen Reports The Reports tab on the main screen allows users to run reports by district and within a specified date range Users may select to run the report for All cases Open cases Accepted cases or Rejected cases Districts are selected in the same manner as mentioned for the referral system Reports will only show cases for the districts shown in the list box on the right Once the districts have been selected choose the desired report from the drop down list then enter the date range the report should include referrals for Press the Run Report button to create the report The report will then open in a new window for viewing and may be downloaded as a PDF XLS HTML or RTF file for future use or printing 07 17 2013 FY 2014 MIS Workshops 58 Contact Beccy Strohm bstronm ksde org for form needed to submit information for access Other questions Contact Tiffany Smith tsmith ksde org or 785 296 1944 e Indicator 12 information http Awww ksde org Default aspx tabid 2291 Ind12 e Early Childhood Special Education Contacts for both Part C and Part B http Awww ksde org Default aspx tabid 4745 7 24 2013 Pre Leadership Conference Additional Questions 7 24 2013 Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops 59 Federal Fiscal Year
28. ll be referred to as the Transition Referral System The Transition Referral System will contain specific referral dates for children transitioning from Part C tiny k programs to LEA s and or Special Education Cooperatives The data provided by the local tiny k programs for this system will include all elements of a required referral child s name parent s name s address and contact information Districts will mark each referral as either accepted the child resides in their district or reyected the child does not reside in their district and be able to print out or save listings of accepted or rejected referrals Tiny k programs will be instructed to continue their current practice of contacting the district by phone or email for referrals The electronic reporting element is an addition to assist with monitoring and will also ensure the referral to the appropriate responsible LEA and SEA The Transition Referral System will allow for confirmation of the accuracy of referral dates reported by both tiny k and local Part B programs and will assist with the verification of required timelines for compliance Processes established in connection with the reporting will assist local tiny k programs LEAs and the SEA in resolving any rejected referrals in a timely manner Please note the new Transition Referral System does NOT eliminate the current data collection by KSDE for Indicator 12 KSDE will also continue the current process to capture o
29. om rie the regular cass less than 40 of the dey Served in public or private seperste schools resdentisl placements of heaton or hpn placements A SE 7 24 2013 Pre Leadership Conference e Indicator 20 Report Kansas IDEA SPP Indicator 20 District Report FFY 2011 Data Reported on March 15 2013 z re KAN DIS Table 7 618 Data Collections Decamber Jane ds IDEA End the LEA report all of the requered 618 data to KSEE by the submission desdlines D i the LEA submit complete daia during cach phase of the collection window 03 Ded the LEA address the verifications and discrepancies daring each phase of the collection and completely resolve Yes Yes all issnes by the close of the collection window gt Dad the LEA follow inshroctions by complying with the reporting standards and guidance of support sinit Yes es Tes Ves Yrs Yes Yes gt p j x F Indicator 1100 Indicator 13 Indicator 11 SPRAPR SPP APR Data Collections Chid Find EC Transition Sec Transition Sub Total 5 T j L A i 7 gs Se Po RENS complete data by the close of ibe dmn Yes Yes Yes 3 Workshop Workshop Attendance Aditi Data Chek Sub Total i Did the LEA Administrator and LEA Data Clerk attend a _MIS Workshop Indicator 20 Summary Substantially Comphartt Cle bom FY POE reporte in Een Ai OL OR pearing Brpori r dc hare ee Ee Ee ee Lien epee eon cp Danigsiriorri mdrr in eile wilh tee akar tor Sanr LEELA Begala bn AM Ds 20 OL L
30. on End of July Memo will ask you to verify The children who entered an Early Childhood program during FFY 2011 FY2012 have been entered into the Early Childhood Outcomes Web System OWS system The children who exited from Early Childhood during FFY 2011 FY2012 have been entered into the Early Childhood Outcomes Web System OWS system The Kan_Service Indicator 7 Entry and Exit can be used to verify the FFY 2010 FY2012 Indicator 7 data 7 24 2013 Pre Leadership Conference 07 17 2013 FY 2014 MIS Workshops 64 Indicator 7 Verification End of July Memo will ask you to verify The children who entered an Early Childhood program during FFY 2011 FY2012 have been entered into the Early Childhood Outcomes Web System OWS system The children who exited from Early Childhood during FFY 2011 FY2012 have been entered into the Early Childhood Outcomes Web System OWS system The Kan_Service Indicator 7 Entry and Exit can be used to verify the FFY 2010 FY2012 Indicator 7 data 7 24 2013 Pre Leadership Conference Baseline Dec 1 2011 Education Environments Targets Based on Dec 1 2011 Educational Environments Measurement Against Targets Dec 1 2012 Educational Environments will be used to measure performance against Targets and will appear in the FFY 2012 APR K Time factors into Indicator 6A LRE for children aged 3 through 5 with IEPs attending a Regular early childhood pro
31. rades 1 12 300 435 5 Grade s All Grades 300 435 S Start 8 21 2012 End 5 24 2013 Start Days 177 Pre K 4 year old 150 435 5 at risk 0779 Overland Trail C G K Type District SL i Level Grades 1 12 395 425 5 Grade s All Grades 395 425 5 Start 8 16 2012 End 5 30 2013 Days 178 se IVP N A X Whe f NE x N TA Report Tips current school year use the report Wizard and select the current school year as the only criteria To get all students for the Reports gt Report Wizard se Da student school year X Use Excel to sort and filter to get the desired subset of information or tels will be added in the nex application upgrade AND orf Report Criteria Delete student school year in 2012 2013 Student Run Report ave Page 32 16 8 2 2013 Report Tips lf duplicate records are found in the Excel report they can be removed using the tool on the Data tab ME D Review View d a E pm ED ai Filter h Textto Remove ata Consolidate What If e eu Advanced Columns Duplicates Vall 7 Analysis 7 onnections Sort amp Filter Data Too Select the criteria for 2 x o delete duplicate values select one or more columns that contain determining the duplicate rie removal select Al Unselect All Jv My data has headers M kids_id M Local_Student_Identifier m M Legal_Last_Name
32. s short 4 da Choose x 27151 8 15 2013 3 10 2014 60 minutes day 5 day s week Every 1 weeks eek s otal day s Choose 27152 8 15 2013 3 14 2014 40 minutes day 5 day s week Every 1 weeks week s tal day s Z0031 Wichita Catholic Diocese 1856 All Saints Catholic Elem R Integrated Special Education Setting age 3 4 5 OT Occupational Therapy 1414 Dinosaur Barney Z0031 Wichita Catholic Diocese 1856 All Saints Catholic Elem G Special Ed Direct Services ina Special Ed Classroom SE Special Education Services 1414 Dinosaur Barney 8 2 2013 Data Entry Tips What can cause the verification to trigger Total days do not add up 67 45 112 not 113 Fix Change 113 to 112 Choose 27151 8 15 2013 0 minute ay Z0031 Wichita Catholic Diocese 1856 All Saints Catholic Elem R Integrated Special Education Setting age 3 4 5 OT Occupational Therapy HH 1414 Dinosaur Barney Choose 25304 8 15 2013 2 11 2014 80 minutes day Z0031 Wichita Catholic Diocese 5 day s week 1856 All Saints Catholic Elem Every 1 weeks R Integrated Special Education 1 week s Setting age 3 4 5 113 total day s SE Special Education Services HH 1414 Dinosaur Barney Choose Data Entry Tips How to Change 113 to 112 Switch frequency mode to total days only Enter in new number of days Save fix Z0031
33. s to year to year data rollover When a building closes for the new year e Improvements to IEP and Evaluation due date reports MIS clerk request target dates are now optional 20 8 2 2013 Application Upgrade Summer 2013 e Added navigation buttons on student records For easier movement between pages Student Search gt Profile List gt Profile gt IEP List Help Student Search Profile List Student Profile Catastrophic Aid _NewIEP EP Page 41 Application Upgrade Summer 2013 e New Reports added to assist with resolving overlapping students and unresolved exits SEE Child Count Summary projected E Contract Kepc n Gifted Summary Report rer Low R Population Detail OC lati JH SUHT AI Unknown Exit PE xit Status Page 42 21 8 2 2013 Application Upgrade Summer 2013 e New Report document added to assist with resolving overlapping students LEA ORG USD ORG Last name firstname DOB KIDSID Verification code s status exitdate agency start overlap starts overlap ends example D0700 10 18 2003 4561237895 0123 0124 E 9 15 2013 9 15 2013 10 1 2013 D0501 10 18 2003 4561237895 0123 0124 T 10 1 2013 8 18 2013 9 15 2013 10 1 2013 D0229 i 2 20 2010 9879633698 0085 8 16 2013 8 21 2013 3 16 2014 D0610 i 2 20 2010 9879633698 0085 8 21 2013 8 21 2013 3 16 2014 Page 43 Application Upgrade Summer 2013 e New Report added to assist with unreported exits LEA ORG USD ORG Last n
34. tem will be made available at the leadership conference in July Also please keep your superintendent s informed of this process so they will be aware of the information being collected by KSDE For further clarification or questions please contact Tiffany Smith at tsmith ksde org or 785 296 1944 Thank you for your assistance 07 17 2013 FY 2014 MIS Workshops 56 The LEA SEA Referral Reconciliation System was developed to create an easy efficient method for locating and reconciling discrepancies found in child records during the Part C to Part B transition process The purpose of this system is to prevent multiple State IDs KIDS IDs from being assigned to the same child and to ensure that the information being transferred is accurate Part B User Manual System Access The system may be accessed by logging into the KSITS web system at https www ksits net Upon login Part B KSDE users will be automatically directed to the LEA SEA Referral System Main Screen The main screen of the system contains two tabs Referral System and Reports The Referral System tab is selected by default when the system is first opened In this tab there are two list boxes and 4 buttons used for selecting the districts to open The list box on the left shows the school districts available for the user to select The list box on the right shows the currently selected districts to be opened To select a district to open first select it from the list on
35. the left then press the Include selected gt button You will now see the selected district in the list on the right To select all districts press the Include All gt gt button You will now see ALL districts in the list on the right Use the lt Remove Selected and lt lt Remove All buttons to remove them from the list of districts to open Once you have the selected the districts you wish to open press the Open button to open the Referral System for the selected districts Referral System Once you have selected the district s the Referral System will be opened The Referral system contains 4 tabs Open Cases All Cases Accepted and Rejected The Open Cases tab is selected by default when the system is opened The grid is filled with cases which have been referred to Part B and have not yet been accepted or rejected by your agency Cases may be accepted rejected as unknown or rejected for other reason by marking the checkbox for each case and then pressing the appropriate button at the top of the screen All cases may be selected by marking the checkbox at the top of the grid Cases Rejected for Other reason require a reason to be selected When this option is selected a screen will appear with a list of the cases selected and a drop down list to select the reason for rejecting Use the tabs to view all cases only cases which have been accepted or cases that have been rejected When viewing these tabs an additiona
36. ther required data elements for the Part B indicator 12 collection 07 1 2 ty aud A Kansas P C state department of Education _ FY 2014 MIS Workshops 55 Early Childhood Special Education and Title Services 120 SE 10 Avenue Topeka Kansas 66612 1182 Toll Free 800 203 9462 www ksde org Early Childhood Services Phone 785 296 6602 x FAX 785 296 6715 Special Education Services Phone 785 291 3097 x FAX 785 296 6715 Title Services Phone 785 296 3069 x FAX 785 296 5867 Access to the Transition Referral System requires prior approval from KSDE and password authentication for entry This ensures personally identifiable data in the system is secure and confidential To enter data and accept referrals from local tiny k programs districts must designate staff members who they would like to have access to the system Please use the attached excel sheet to identify responsible staff by position title first and last name USD number s Special Education Coop if appropriate phone number and email address and send to Becky Strohm at bstrohm ksde org by June 30 2013 These individuals will have access to the early childhood Transition Referral System when it becomes operational on or before August 1 2013 You will also need to update your list with KSDE as you identify new staff who need to have access to the system and as staff leave or change Further information and a User s Manual for the new Transition Referral Sys
37. to Run Verifications Other issues Does the process ever run automatically Yes It runs automatically upon import on the batch import Can others run my checks Yes by anybody in your agency at the Director level or District user access It can also be run at the KSDE level by the data manager Why do some checks come and go KSDE can turn specific verification on or off depending on how they are working or the t Page 25 Verification Clarification e Verifications apply to a school year e December 1 and June verifications are combined e Recommendation e Only re enter a student record if the data has changed e Why e New imports remove resolved verifications and result in the same error to be corrected again e Track exports and imports in local IEP programs to avoid re importing a ecord with no data changes 13 8 2 2013 K Time Explanations What locations does this building 5133 represent For example Day care child facility Building Information USD 383 Manhattan Ogden v 1 result s 5133 USD 383 Type District Level rogram W O Grade s All Grades Start 8 21 2012 End 5 23 2013 Days 168 Pre K All other district sponsored preschool K Time Explanations What locations does this building 5133 not represent Preschool class Community based preschools Kindergarten classrooms Student s home residence school buildings Special education programs R
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