Early Childhood OutcomesEarly Childhood OutcomesIndicator 7Indicator 7

Data Collection Application ReviewData Collection Application Review

Overview of the Overview of the Enhancements Made to Enhancements Made to

Indicator 7Indicator 7

1.1. The Entry /Exit screen has been split into two The Entry /Exit screen has been split into two screens. You navigate between them by selecting screens. You navigate between them by selecting your choice in the toolbar at the top of the screen.your choice in the toolbar at the top of the screen.

2.2. All students will need to have a valid student ID All students will need to have a valid student ID number before any data can be entered. The number before any data can be entered. The application will automatically make a Match and application will automatically make a Match and provide the student’s demographic data in the provide the student’s demographic data in the fields on the screen. fields on the screen.

SPP 7 OverviewSPP 7 OverviewEach screen in the SPP 7 Application has a toolbar located at the Each screen in the SPP 7 Application has a toolbar located at the top that allows the user to navigate to other screens. The options top that allows the user to navigate to other screens. The options offered in the top toolbar depend on your user role.offered in the top toolbar depend on your user role.

Campus Data Entry Agent- (Home, Entry Child Outcomes, Exit Child

Outcomes, Campus Home, Exit) LEA Certifier- (Home, Entry Child Outcomes, Exit Child Outcomes, Campus Home, LEA Home, Exit) ESC Viewer- (Home, LEA Home, Exit)

Entry Child OutcomesEntry Child Outcomes

The Entry Child Outcomes Screen is used to enter information for each NEW student enrolled in the preschool program for children with disabilities (PPCD).

“Rollover” Entry data from the previous school year will only automatically appear on the Exit Child Outcomes Screen.

However, you may view entries from previous year/years on the Entry screen by selecting the appropriate School Year, District, and Campus from the drop-down lists and then click on the GO button. The records will be for view only and will be cleared when you navigate from the page. (This could be a good function to use to check that all student entries from the previous year are in the system.)

Entry Child OutcomesEntry Child OutcomesSTEPS TO ADD A NEW STUDENT RECORD:1. Click on the Entry Child Outcomes button in the navigation

toolbar. The Child Outcomes Entry form will be displayed.

2. Select the appropriate School Year, District, and Campus from the drop-down lists and then click on the GO button. (The current year is the default school year and options in District and Campus are based on your user role.)

STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

3. Scroll to the PET match section at the bottom of the screen and enter the student’s SSN in the SSN/Alt ID field, then click on the PET Match button. The system will find a matching record from the PET database.

IF NO MATCH IS FOUND:-Check to be sure you have entered the SSN

correctly, then-Check with your PEIMS representative to be sure

you have the correct SSN.

THE SYSTEM WILL ALLOW STUDENT DATA ENTRY ONLY AFTER A MATCH IS MADE.

STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

4. 4. When the system has found a matching record from the PET database,

click on the student name and then click on the Select Student button.

STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

5. The system will fill in the student’s first name, last name, and date of birth.

6. Select the student’s Primary Disability from the drop-down list and select the appropriate answer for Multiple Disabilities.

Please note: A student’s Entry record can be saved with a status of “incomplete” as long as the following fields are complete: SSN, First Name, Last Name, DOB, Primary Disability, Multiply Disability and Date Services Began.

STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

7.7. Scroll down to the next section of the screen and select the Scroll down to the next section of the screen and select the appropriate answers for questions 1a., 2a., and 3a., and then appropriate answers for questions 1a., 2a., and 3a., and then click on the click on the Save Child OutcomeSave Child Outcome button. If all questions are button. If all questions are not answered, the data can still be saved and the student’s not answered, the data can still be saved and the student’s survey status will show as “Incomplete”. survey status will show as “Incomplete”. BUT, PLEASE BUT, PLEASE REMEMBER ALL STUDENT RECORDS MUST BE REMEMBER ALL STUDENT RECORDS MUST BE COMPLETED BEFORE THE CAMPUS CAN BE SUBMITTED.COMPLETED BEFORE THE CAMPUS CAN BE SUBMITTED.

Exit Child OutcomesExit Child Outcomes Student Entry records that have been “rolled over” from a Student Entry records that have been “rolled over” from a

previous year will appear on the Exit screen. previous year will appear on the Exit screen.

After a student’s Entry record is complete, an Exit record can After a student’s Entry record is complete, an Exit record can be added for that student. Once an Exit Survey is started be added for that student. Once an Exit Survey is started and saved the Entry record cannot be modified or changed. and saved the Entry record cannot be modified or changed. Remember changes can only be made to Entry records from Remember changes can only be made to Entry records from the current year. All Entry records “rolled over” from a the current year. All Entry records “rolled over” from a previous year cannot be modified.previous year cannot be modified.

It is critical that you complete and save a student’s Exit It is critical that you complete and save a student’s Exit Survey prior to proceeding to the next student or signing out Survey prior to proceeding to the next student or signing out of the application for the day. of the application for the day. IT IS NOT RECOMMENDED IT IS NOT RECOMMENDED TO LEAVE ANY EXIT SURVEYS IN AN INCOMPLETE TO LEAVE ANY EXIT SURVEYS IN AN INCOMPLETE STATUS. STATUS.

Exit Child OutcomesExit Child Outcomes

STEPS TO ADD AN EXIT RECORD:

1.1. Select the Select the Exit Child OutcomesExit Child Outcomes button on the navigation button on the navigation toolbar. The Exit Child Outcomes Summary Form screen is toolbar. The Exit Child Outcomes Summary Form screen is displayed.displayed.

STEPS TO ADD AN EXIT RECORD(Continued)

2.2. Select the appropriate School Year from the drop-down list (the current year Select the appropriate School Year from the drop-down list (the current year is the default). If you are authorized for more than one District or Campus, is the default). If you are authorized for more than one District or Campus, make the necessary selections and then click on the make the necessary selections and then click on the Go button. Information button. Information for the selected district and campus is displayed.for the selected district and campus is displayed.

STEPS TO ADD AN EXIT RECORD(Continued)

3.3. All students listed will have Edit buttons next to their name, unless their record has been submitted. After records are submitted, the All students listed will have Edit buttons next to their name, unless their record has been submitted. After records are submitted, the Edit button changes to View and no additional edits can be made to the record.Edit button changes to View and no additional edits can be made to the record.

4.4. To add an Exit record, click on the Edit button shown to the left of the student’s name. The student’s information will be filled in To add an Exit record, click on the Edit button shown to the left of the student’s name. The student’s information will be filled in automatically.automatically.

STEPS TO ADD AN EXIT RECORD(Continued)

5.5. Select an Exit Reason from the drop-down list. Options are:Select an Exit Reason from the drop-down list. Options are: Child has aged outChild has aged out Dismissed by ARD Dismissed by ARD Child is deceasedChild is deceased

6.6. Enter the Date Services Ended. You cannot change the student’s Primary Disability on the Exit Record. Then Enter the Date Services Ended. You cannot change the student’s Primary Disability on the Exit Record. Then answer the Multiple Disabilities question.answer the Multiple Disabilities question.

STEPS TO ADD AN EXIT RECORD(Continued)

7.7. Scroll down to the next section of the screen and select the appropriate answers for questions 1a., 1b.,2a., 2b., and 3a., 3b., and then click on the Scroll down to the next section of the screen and select the appropriate answers for questions 1a., 1b.,2a., 2b., and 3a., 3b., and then click on the Save Child OutcomeSave Child Outcome button. button.

Campus AdministrationCampus Administration

The Campus Administration screen is used to track the The Campus Administration screen is used to track the assessment instruments used by each campus and to submit assessment instruments used by each campus and to submit student records to the LEA Certifier. student records to the LEA Certifier.

As student records are entered on the Entry and Exit Child As student records are entered on the Entry and Exit Child Outcome screens, their names will appear in a list at the Outcome screens, their names will appear in a list at the bottom of the Campus Administration screen with a status of bottom of the Campus Administration screen with a status of either “Complete” or “Incomplete”. either “Complete” or “Incomplete”.

Every student record Every student record MUSTMUST have a status of “Complete” have a status of “Complete” before records for a campus can be submitted and at least before records for a campus can be submitted and at least one assessment instrument must be marked.one assessment instrument must be marked.

Campus AdministrationCampus Administration

How to Complete the Campus Administration Screen:How to Complete the Campus Administration Screen:

1.1. Click on the Campus Home button on the navigation Click on the Campus Home button on the navigation toolbar at toolbar at the top of any screen to access Campus the top of any screen to access Campus Administration.Administration.

2.2. Select the appropriate campus using the Search Select the appropriate campus using the Search Campus drop- Campus drop- down list and then click on the down list and then click on the Go Go button. Campus button. Campus detail detail information is displayed, including the nine digit information is displayed, including the nine digit campus campus number.number.

How to Complete the Campus Administration How to Complete the Campus Administration ScreenScreen

(Continued)(Continued)

How to Complete the Campus Administration How to Complete the Campus Administration ScreenScreen

(Continued)(Continued)

3.3. Click the check box in front of each assessment instrument Click the check box in front of each assessment instrument used by the campus. At least used by the campus. At least ONEONE assessment instrument assessment instrument must be selected. If must be selected. If OtherOther is selected, you must enter the is selected, you must enter the name/names of the assessment tool/tools used in the text name/names of the assessment tool/tools used in the text box provided. box provided.

How to Complete the Campus Administration How to Complete the Campus Administration ScreenScreen

(Continued) (Continued)

4.4. A list of students who have been submitted for the campus is displayed at A list of students who have been submitted for the campus is displayed at the bottom of the screen. If a student’s survey status is “the bottom of the screen. If a student’s survey status is “IncompleteIncomplete” , all of ” , all of their data must be entered and the form status changed to “their data must be entered and the form status changed to “CompleteComplete” ” before the campus data can be submitted.before the campus data can be submitted.

How to Complete the Campus Administration How to Complete the Campus Administration ScreenScreen

(Continued) (Continued)

5.5. After all students have been entered into the system and After all students have been entered into the system and have a survey status of have a survey status of “Complete” “Complete” and assessment tools and assessment tools have been marked then the assurance statements at the have been marked then the assurance statements at the bottom of the screen need to be review and checked. Then bottom of the screen need to be review and checked. Then click on the click on the Submit Campus Student RecordsSubmit Campus Student Records button. button. The campus status changes from The campus status changes from Not SubmittedNot Submitted to to SubmittedSubmitted and is now transferred to the LEA Certifier and is now transferred to the LEA Certifier screen. screen.

6.6. If you have an Entry or Exit record for the current year, only If you have an Entry or Exit record for the current year, only the last two assurance statements will be enabled and need the last two assurance statements will be enabled and need to be checked. to be checked.

How to Indicate No New Student Records to Submit for the Current Year

If you have If you have NO new students and new students and NO students that need to be students that need to be exited exited

from your program during the current school year, then follow from your program during the current school year, then follow thethe

steps below:steps below:

1. Click on the Campus Home button on the navigation toolbar at the top of any screen to access Campus Administration.

2. Select the appropriate campus using the Search Campus drop-down list and then click on the Go button. Campus detail information is displayed, including the nine digit campus number.

3. Scroll to the bottom of the screen to review and check the assurance statements and then click on the Submit Campus Student Records button. The campus status changes from Not Submitted to Submitted and is now transferred to the LEA Certifier screen.

LEA Administration

The LEA Administration screen is used by the LEA Certifier to accept or reject a campus’s data. After all the data in the LEA’s campuses has been accepted, the LEA Certifier can certify the records. When the LEA records are certified, they are automatically submitted to TEA.

If an LEA Certifier needs data returned after submitting it to TEA, an email should be sent to the SPP mailbox at SPP@TEA.state.tx.us with the following text in the subject line- “SPP 7 Data Return Requested”.

LEA Administration

STEPS TO CERTIFY CAMPUS RECORDS:1. Click on the LEA Home button from the menu at the top of any screen to

access the LEA Administration screen.

2. The name of the assigned LEA will be displayed in the Search LEAs field. Click the Go button and the system will display specific LEA information.

3. A list of submitted campuses is displayed at the bottom of the screen. To see detailed information for a campus, click on the campus name.

LEA Administration5. Click on the Accept button for each campus that is complete. If data for a campus needs to be corrected, use the Return Notes text field to enter information

regarding the reason for the return. Be sure to enter Return Notes before clicking on the Return button. Click on the Return button to return records to the Data Entry Agent.

6. After all campuses have been accepted, click on the Certify button to submit the data to TEA. Please note the certification statement shown above the Certify button.

7.7. TheThe Certify Certify button will not be activated until all campus records have been submitted. button will not be activated until all campus records have been submitted.

Student ScenariosStudent Scenarios

Students Moving within the SAME District (Campus to Campus):Students Moving within the SAME District (Campus to Campus):

A student has an Entry record at Campus A with the status of A student has an Entry record at Campus A with the status of CompleteComplete

Then the student moves to Campus B, within the same DistrictThen the student moves to Campus B, within the same District When Campus B enters the SSN for the PID Match, and selects When Campus B enters the SSN for the PID Match, and selects

the student record a message will appear asking “the student record a message will appear asking “Do you want Do you want to transfer the student to your campus?”to transfer the student to your campus?” After responding Yes, After responding Yes, then all of the completed data for that student is displayed and then all of the completed data for that student is displayed and transferred to Campus B. (The transfer record is View only)transferred to Campus B. (The transfer record is View only)

Students Moving from District to District:Students Moving from District to District:

Every time a student changes Districts, a new Entry record Every time a student changes Districts, a new Entry record must be created.must be created.