Pre-Leadership Conference 2013
Contents
1. 2012 2013 STATE HEADCOUNT ENROLLMENT BY GRADE RACE AND GENDER ALL SCHOOLS AMER INDIAN OR REDUCED PRICE TOTAL TOTAL WHITE BLACK HISPANIC ALASKA NATIVE ASIAN MULTI ETHNIC FREE LUNCH LUNCH SPECIAL EDUC Au MALE FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE FEM MALE FEM MALE FEM 41096 21288 19808 14158 13003 3997 3790 139 8919 8498 2013 1804 3217 1514 20300 19573 13167 12811 3919 3732 177 989 8953 8592 1919 1843 3182 1556 19935 19002 13162 12444 3633 167 8528 8164 2039 1931 19866 18718 13146 12267 3589 176 8232 7916 1995 1837 19938 18761 13254 12461 3417 192 8097 7652 1850 19465 18614 12330 3334 185 7850 1788 19713 12571 3300 182 7603 1872 19764 12362 210 1880 12369 12635 12294 12203 Special Ed 3 amp 4 yr Nongraded 4 Year Old At Risk 2776 2613 7178 7117 11324 11295 100992 96232 25902 23638 49598 2712 438598 22712 514103 12 89 a Mason Vosburgh July 24 2013 Pre Leadership Conference K Time Stuff e Remember collecting participation in K time programs put students age 3 5 in a better LRE category e Several MIS clerks have never reported any K time participation e Several MIS clerks have never set up their MIS to account for K time even if the student participates Question for directors why K Time Questions DUPDPDDEDD EDDC e Do need to report every minutes of participation in regular early childhood programs witho2. Coop 18 Bates i eai LAD 297 Fi eee Coop AE avira C9 aa Fd Ca ESD 28 iaon AC BAI N krans ESC NEB OF Mosca Prati sop 401 High Plaine ECO USO 299 Hagena Poble Seha Caa 61 High Pars ECD USD211 Moree Loreen Soho Loop EJE Mort Central Ra S EBD 212 Portis Way XE Mort Central Wa SED Coop ED 21 iyisan Ci bi High Para ED LED 298 Lakin Coop 611 High Pais ECD EBC 8 Crid aog 1 Paine ECD USD 217 Riada Csap Gti High Ech iid eet hi i o a TEU Pre Leadership Conference ECHTE Fie Ea View Fiete Took Hela E Bing Ea Ja E User Login tor ESDE Web Ei 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 Ea Referral Sytem Reports Weer Macc The LEA SEA Riedel Reconciliation Sysiom was deweloped to cranio an aisy efficent method for loosing and mconcing discrmpences found in Ghd records dunng fhe Part C io Part B kansion poorss The purpose of hes syslen i fo pioni mulige Stale IDs KIDS 0s fon beng assagnedd fo the same chd and io unsure thal the infonmation boing tnareiened 5 acourahe Part B User Manual System Access The system may be accessed by legging into the ESIS web systheem at hitps an este net Upon login Part B KSDE users will be automatically directed to the LEA SEA Referral System Main Screen The main soreen of the system contains teo tabs Re
3. 6 Mason Vosburgh July 24 2013 Pre Leadership Conference Directory Updates DUPDPDDEDD EDD ED DEE EEE EEE e Foundations for School Success e New organization EO in the directory with new buildings used for assigning KIDS ID numbers for preschoolers These programs will be set up by operators of private or community based preschool programs They will enter all required directory data for their program They may enter schedule information will mark which USD they are bounded by Directory Updates Data Entry PUDDPDDEDD EEE EDD EEE e What if a Foundations student is on an IEP Minimal ramifications standard reporting requirements apply AKIDS collection record is required to associate the student to the USD List USD district central office as the funding school f the Foundations program is in a school building use the school building as location of services lf the Foundations program is in a private or community based preschool use the local private or community based preschool in directory as location of services Clerks will report all other MIS data is a similar way as any other preschooler on an IEP Mason Vosburgh July 24 2013 Pre Leadership Conference Reports Tips COCUPUDDDD EDD ED EDD DEDEDE EEE EEE ee e KAN _ Service delivers reports in PDF or Excel formats e Reports are found on the navigation pane eer Eyer Service Line Report Services Pro
4. Population Subtracted Initial Evaluations of all from the Evaluations NOT referrals Population within completed of all Timeline within the referrals Timeline as a result of Staff Error Evaluation Result Data Entry Result and Reasons Evaluation Conducted Within 60 School Day Timeframe Process ends S a 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 Tim Berens Pre Leadership Conference July 24 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
5. 20 Summary Substantially Comphartt hada bom FY POE teppei in he Ai FOG OR pearing Puport r a hare ee Ee Ee ee Eee epee eon cp Danigsiriorri purr in eile wilh tee akar tor Sanr LEELA Begala i BAM Ds NO PEL bten fone compiler eel i the gong 200 Level of Getermination Dik hi Substantially Compliant wien Tota 15 Dhiki h Riot Subwl and ially Compliant fies Told i pi 7 24 2013 Pre Leadership Conference Tim Berens July 24 2013 Pre Leadership Conference 36 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 Tim Berens 3 Pre Leadership Conference July 24 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
6. 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 The Other reasons are in the formula as another variable reason 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 Columa Part B not lumnB Za aa ompleted Column A suine Referrals CODE 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 When us
7. 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 other required data elements for the Part B indicator 12 colle
8. DE outside of KAN_ Service for the OSEP reporting requirements Mason Vosburgh July 24 2013 Pre Leadership Conference Data Dictionary Stuff e Reporting Standard Added Keep the data as current and up to date as possible e Monthly updates at a minimum e Constraints were added to the file specifications to clarify what fields are required optional or conditional e Re Evaluation Completion Date clarification added Data Dictionary Stuff e How to create data files is addressed in terms of the collection for the school year not as 2 points in time e Clarification to the K Time setting added to address the 10 hour 600 minute per week participation Mason Vosburgh July 24 2013 Pre Leadership Conference 14 Data Dictionary Stuff New Basis of Exit Status COCUUUDD DD DDEDED DEDEDE DEDEDE DEDEDE EEE EEE EEE ee 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 exiting 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 On the Horizon Changes COCUUPED ODED EDD ED ED EEE ED DEED OEE OEE e Consolidation of reporting all pullout locations to a single setting co
9. E EEE EEE EDD EEE EEE EEE EEE L What if there is no participation at all in Regular early childhood programs Then the student will fall in another OSEP Environment depending on the service locations reported e SP Separate class e SS Separate School e HO Home e PL Service provider location Mason Vosburgh July 24 2013 Pre Leadership Conference 10 Data Reporting Tips Private Parochial school calendars Be sure to discover the real calendar local Private Parochial schools follow They may not be the same as the local USD This directly effects several indicators including LRE child find etc Wrong calendars can have a negative effect on these Indicators Data Reporting Tips PUUDDED EDD ED EDD EED DEED e Recommendations e Check your preliminary December 1 report e Use Excel to find anomalies you may find 5 year old students in 4 grade Kindergarten students in preschool classrooms only e Why clerks are not changing location of service when student transitions to Kindergarten Mason Vosburgh July 24 2013 Pre Leadership Conference 11 Verification Clarification Verifications apply to a school year December 1 and June verifications are combined Recommendation Only re enter a student record if the data has changed e Why New imports remove resolved verifications and result in the same error to be corrected again Track exports and imports in local IEP prog
10. OE reduction KSDE is pleased to provide the Meets Requirements website banner in recognition of the dedication and commitment demonstrated by achieving this 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 OEE SL shen a 2 7 24 2013 nun Pr sbeadership Conference z Tim Berens July 24 2013 Pre Leadership Conference 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 Tim Berens 34 July 24 2013 Pre Leadership Conference Percent of youth with TEPs graduating from high school with a ron aena la A O O Eat 005 13 1 1 eh z0 Mach Particication Ami Ste participation rate for c
11. Pre Leadership Conference 2013 Presenters Mason Vosburgh KSDE Early Childhood Special Education Title services Data Manager LN mvosburgh ksde org TA Tiffany Smith KSDE Early Childhood Special Education Title Services 619 Coordinator tsmith ksde org Tim Berens KSDE TASN GSTAD Project Grant Coordinator toerens keystonelearning org July 24 2013 Pre Leadership Conference Leadership Conference MIS Session Agenda of Topics Help with KIDS Records Directory Updates Report Guidance K Time Tips Other Tips Data Dictionary e On the Horizon Changes e K_S Application Upgrade Mason Vosburgh July 24 2013 Pre Leadership Conference Parochial School KIDS Records by USD IILIIOAOOOAAANANAAANNAAANNNAAONAANANUNNAANUAUUOUUUANUUAAUOUONUAUUUAAOUUUACOOUAUOUOUAOCUONONOUCAAOCATEEEETANI 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 selects the correct student and the association is then made KIDS Rec
12. Y 2012 APR K Time factors into Indicator 6A LRE for children aged 3 through 5 with IEPs attending a Regular early childhood program and receiving the majority of special education and related services in the regular early childhood program 7 24 2013 Pre Leadership Conference Tim Berens July 24 2013 Pre Leadership Conference 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 M
13. able Tiffany Smith July 24 2013 Pre Leadership Conference 25 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 RIF file for future use or printing Tiffany Smith July 24 2013 Pre Leadership Conference 26 Contact Beccy Strohm bsirohnm 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 Tiffany Smith July 24 2013 Pre Leadersh
14. cation 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 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 will be referred to as the Transition Referral System The
15. ction Tiffany Smith Pre Leadership Conference 23 Early Childhood Special Education and Title Services 120 SE 10 Avenue Topeka Kansas 66612 1182 x 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 FAX 785 296 6715 Title Services Phone 785 296 3069 x FAX 785 296 5867 A Kansas P C state department of Education _ 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 System will be made available at the leadership conference i
16. de of Q Ramification remove the F code Why e Inconsistencies many clerks report preschool pull out of F for students grades KG and higher e A5 year old and a 6 year sit side by side 1 is F 1 is G e Simplify the begin year set up for the MIS clerks Effect on LRE calculation none Mason Vosburgh July 24 2013 Pre Leadership Conference 15 On the Horizon Changes PUPUDDED EDD DD DDE EEE 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 28 How will this work KSDE will run the preliminary child count for LEA review in January KSDE will run the final report and lock the data in te Mast week of March K_S Application Upgrade Summer 2014 Improvements to sync with KIDS functions Removed 54 verifications fixed logic for 11 Improvements to IEP and Evaluation due date reports MIS clerk request target dates are now optional Improvements to year to year data rollover Added navigation buttons on student records or easier movement between pages Mason Vosburgh July 24 2013 Pre Leadership Conference 16 K_S Application Upgrade Summer 2014 Removed calculation process from verification routine to speed up process Run calculations is a now a separate process Improvements to Indicator 12 Report document added to assist with resolving o
17. document at http www ksde org Default aspx tabid 2037 7 24 2013 Pre Leadership Conference 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 Tim Berens July 24 2013 Pre Leadership Conference 32 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 FF
18. ed 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 Tim Berens
19. elected 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 additional option to reopen cases Is avail
20. fermal 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 bution You will now seg ALL districts in the list on the night Wee the lt Ramowa Selected and ci Remar Al bothers to remove ham from the list of districts to 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 Tiffany Smith 21 Pre Leadership Conference 22 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 FAX 785 296 6715 Title Services Phone 785 296 3069 x FAX 785 296 5867 Kansas state department of Education _ Date May 6 2013 To Special Edu
21. he USD is Substantially Compliant on Indicator 12 when the number of students who are Non Compliant is lt 2 Pre Leadership Conference Tim Berens 28 Full page version on page 39 July 24 2013 Pre Leadership Conference 29 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 Tim Berens July 24 2013 Pre Leadership Conference 30 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 Evaluatio
22. hilean wth IEP for Math Reading Proficiency Rete Siete proficiency nate fer chidren with IEPs for Reacing Mach Proficiency Paste State proficiency rate for chidren with IEPs for Math Separate Cansroom traste the regular cass less than 40 of the dey Served in public or private seperste schools remctiectial placements of heaton or hpn plaremenks A eE 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 ae KAN DIS Table 7 618 Data Collections Decamber Junai IDEA gt Did the LEA report all of the nequered 618 data to KSEE by the submission deadlitucs D i the LEA submit complete daia during cach phase of the collection windaws 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 Yeu Yes Ves Yrs Yes Yes gt p i x F Indicator 1100 Indicator 13 Indicator 13 SPRAPR SPP APR Data Collections Chid Find EC Transitien Sec Transition Sub Total 5 T j q k 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 atiend a _MIS Workshop Indicator
23. ip Conference 27 Federal Fiscal Year 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 Tim Berens July 24 2013 7 24 2013 7 24 2013 Pre Leadership Conference 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 Determi
24. n 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 Tiffany Smith July 24 2013 Pre Leadership Conference 24 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 the left then press the Include s
25. n NOT Conducted Within 60 School Day Timeline 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 amd 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 38 Indicate TUE 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 Tim Berens Pre Leadership Conference July 24 2013 Pre Leadership Conference 31 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
26. ned Process ends 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 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 Comoliant 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 i2 Population Subtracted from the ind 12 Population An IEP SOT 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 iZ 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 t
27. ords 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 Last First Middle Grade Acct School StudentID Name Name Name Generation Gender Birth Date Level District School Year Frazier 06 06 2008 Kindergarten D0101 0111 Kindergarten D0101 0111 M gt _ IS with the ID district buildings and School Year Items is orange populate the student record in KAN_ Service Mason Vosburgh July 24 2013 Pre Leadership Conference KIDS Records e What does no record submitted it look like You see no data in the rows under each column Student History Record AccountabiliiResidence LastName FirstName Middle Generation Gender Date of Grade Level Local Type ty School ID District ID Name Code Birth Student ID Where do you find these records In KIDS Collection system student history by school year Directory Updates COCCUPEDEDED DDE ED EDD EEE EEE EEE e Directory is open for data entry e If Coop or Interlocal level programs have class schedules and session the local director of SPED has permissions to update these sessions e New directory field Contact e mail for student record exchanges KIDS Student Transfer Email Contacts Email Contact 1 clark sped618 org Email Contact 2 Student Record Exchange Email Contact liclark sped61 8 01g
28. rams to avoid re importing a record with no data changes Importing Clarification e Each record has an internal ID number X211P82 e Records may be imported to fix verifications Update IEP services etc e he 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 Why Because the record that counted X211P82 was deleted upon import The student by name is listed on the 12 1 report by the prior record 2 Mason Vosburgh July 24 2013 Pre Leadership Conference 12 Importing Issues CODDPEDED DEDEDE DEDEDE EEE EEE 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 school year prior to import New record becomes the only record Data Dictionary Stuff e New terminology Term AYP school has changed New term e Accountability School e Accountability School ID building number Used as the Responsible school in K_S Term Extracted is used to better describe how KSDE gets LEA data for the federal 618 submissions Additional data is not required to be submitted to KS
29. re 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 Tiffany Smith 20 July 24 2013 Pre Leadership Conference ORS ee ed Fit Eat wiew Fawontes Took Heip Dila ep E User Login for KODE Web _ E Agenc Information Ei Early Chichood Special KU Homepage Kantas imer E kancas APR Login Kansis Special Education RTI Training Webcast RT E Bee aaa I L UUS J LEA SEA Referral Reconcilitation System Referral System Reports Liver Maral Select Districts To Include In Report Select Report laa techy Saieeted Open Catan win a Daia Farga USD 173 Chin sop 6 Hi Warman ESE a p LED VIS Finskas County Casp BAF HW Karaan ESC Bhaje AJ E STSD 6 Wisin Paire Moog ET D SN Ka Ari CD From Ta ISD 08 Veepon Ca schoss oop 203 MCX Cap Estat i i La d RESO DA Fipubic C Coop 111 HE Coop im Edur SORTE Tindi Picks Fps 635 Hath Central ki SER Fiun Papet LESO 1 Denighhas Wast Sehoots Ceap 695 Doniphan Co EC i Feoemes Al ABD 11 Canisa Plani oop WE Cerial ki Coop in Election 7 TE EISD RAJ Femra Hilla Coes 1E peck E Cone pao iii Poets aap LED 2H Cornea Cipa Beie Diir arc al pee Fleterraiy mihin Ti age im paaepeecn Cara hy Diaria ate LD JH Rerenagton isbewnter
30. s Home Insert Page Layout Formulas Data Q E A FED B Connections 4 Z Reports PUPDPDDD EDD ED EDD EDDC e Excel Concern Several clerks have express that their Excel skills are not as good as they should be or in some cases have no Excel skills at all e Recommendation Have you clerk take an Excel class to come up to speed e Most high schools have classes that focus on Microsoft products such as Excel Excel could be given as a day long in service for your clerks Mason Vosburgh July 24 2013 Pre Leadership Conference State Level Reports Friday June 14 2013 Login Y f mh i j q gt oe eadership and support through student learning 7 l i y 4 L Parents Students Teachers Administrators Data Media and Reports M You are here Data Media amp Reports Topic ivisi D pa T Most Requested Topics Choose a opic Teams Divisions Select a Team SeachKSDE SOS KSDE Qa Dat dR rt Ind KSDE Data Media and Reporting Portal ESPERS S The Kansas Department of Education will mravtida linke and data racnurcac tarantad at KSDE provides the following forms of media to download and review For all streaming media items you must have an appropriate player to review them Click here for a list of players that will work B 1 Archived Medi Podcasts Live Streaming Media Media on Demand News Room a Label Creator a Customize or Design a Report m Request for Data
31. 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 Tiffany Smith July 24 2013 Pre Leadership Conference py amp 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 a https wwwksitsinet Referrals aspx p AROX File Edit View Favorites Tools Help X Esnat A X Conert v Esel jg WerloginforKSDEWed Agen Infomation Er Childhood Special E KU Homepage Kansas Inser Kansas APR Login E Kansas Special Education X RTI Training Webcast RT GS Kansas Infant Toddler System and Lmvronment Current User KSDE000 KSDE C to B Referral Reconciliation System Accept Selected Reject Unknown Reject Other Retum to Lookup Open Cases All Cases Accepted Rejected 12 Cur
32. ut support as k time is the more the better e The OSEP benchmark is 10 hours a week 600 minutes If child participation is less than 10 hours yes it helps to report up to 10 hours per week e Some kindergarteners have little IEP support is it better to report all time outside of special education as K time Once over 10 hours you are in the good category additional time keeps the same category To avoid doing the math on a daily basis a short cut can be made For example Student X does not get support 2 days a week The school day is 390 minutes Listing K time for 390 minutes 2 days a week gets you in the good category with 780 minutes ars Mason Vosburgh July 24 2013 Pre Leadership Conference K Time Questions COCUPUDDDD ED EDD ED EDD DDE lf use a short cut will it cause a verification Yes only if the service time and K Time exceed the daily session How do know if the students are in the good category or not Each student record that counts on December 1 has a 2 letter OSEP Environment code on student profile and in the Dec 1 final report T Total minutes in regular early childhood program is 10 hrs U lt 10 hours M Majority 50 of IEP services occur regular early childhood program L Less lt 50 of IEP services occur regular early childhood program Possible Combinations TM TL UM UL K Time Questions COCUPUD EDD EE
33. verlapping students Improvements to roster reports Additional data fields added to Final OSEP reports Indicator 20 DUUPPDD DEDEDE EEE EEE EEE EEE e Please remind your MIS clerks Attaching confidential student information to e mail is in violation of KSDE security policy e Doing so can result in a loss of point on Indicator 20 Reporting program locations such as the K Time day care building for participation time in elementary school buildings for example may be considered inaccurate reporting amd resulting in a loss of Indicator 20 points Mason Vosburgh July 24 2013 Pre Leadership Conference Questions Mason Vosburgh July 24 2013 Pre Leadership Conference 18 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 tsmith ksde 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 Tiffany Smith July 24 2013 Pre Leadership Conference 19 Identify and designate staff who will be responsible to updated transition referral
34. vider by Se December 1st projected End of Year projected Indicator 11 Indicator 12 e Indicator Projected and Final 8 Indicator 6 projected R e DO rts Indicator 7 projected Indicator 9 projected OSEP Table 4 Exit Report projected Full Session Report OSEP Child Count Summary projected SEP ation Environ proj OSEP Placements projected NPE Contract Report Summary Gifted Summary Report projected Final Reports Reports Tips COOUPUDDDD ED EDD EDD EEE EEE EEE EEE EEE 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 and filtering e Enable editing first unwrap text and remove merge and center z YD BG 2z 8 amp B Sls ReportWizard__20130708_1025 4 t Home Insert Page Layout Formulas Data Review Home Insert Page Layout Formulas Data amp Cut Arial ga Copy Paste i B ZI U gt F Format Painter Clipboard Mason Vosburgh July 24 2013 Pre Leadership Conference Reports Tips DUPDDDDD EDDC ED DEDEDE EDD EEE e Excel Many clerks create reports that contain duplicate student records depending on how the data was entered e Recommendation Use the Remove Duplicate tool found on the Data tab X W 2 g 7 D SERBA T Final_Report_EndOfYear_20130621_145633 xl
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