SPP 12: Early Childhood TransitionTraining: Data Collection 2011-12

Amy Strauch210-370-5440amy.strauch@esc20.net

Law requires Texas to collect

data on 20 indicators

SPP Indicator 12: Early Childhood Transition

District collaborate with ECI and meet

the early childhood transition timeline

Data is entered in online data

collection application

Compliance percentage is calculated and

reported

State, ESCs and LEAs use data

to improve programs for children with disabilities Data

Collection Process:

Improving Program

Effectiveness

State Performance Plan Process

Federal Requirements: Data CollectionWhen the IDEA was reauthorized in 2004, the law was amended to require that each State develop a State Performance Plan (SPP). • The SPP helps the State evaluate its efforts in

implementing the requirements and purposes of the IDEA.

• The SPP includes baseline data, measurable and rigorous targets, and improvement activities for 20 SPP indicators such as meeting evaluation timelines for early childhood transition (SPP 12) and early childhood outcomes (SPP 7). The SPP can be found at http://www.tea.state.tx.us/index2.aspx?id=2147497591

• Data is used for LEA determinations. SPP targets are publicly reported and accessible online.

Federal Regulation Requires:Children participating in early intervention programs (ECI) and who will participate in preschool programs in a District or Charter school must experience a smooth and effective transition to those preschool programs.

Transition Between ECI and DistrictsEarly Childhood Interventions Services (ECI): • In Texas infants and toddlers with disabilities

(birth-3) and their families receive early intervention services from ECI

• Sometimes referred to as Part C

Districts and Charter schools:• In Texas children and youth (ages 3-22) with

disabilities receive special education and related services from either a district or charter school

• Sometimes referred to as Part B

Texas Education Agency March 2013

Child is NOT referred from

ECI ----------

No required action

necessary from the LEA where

the child resides

Fewer than 45 days prior to the child’s 3rd birthday

The LEA, after obtaining consent for evaluation, will

conduct the evaluation within 60 calendar days

from date of parental consent, and eligibility

determination (ARD meeting) within 30 days

from evaluation.

ECI obtains parental consent to refer to the LEA where the

child resides

More than 90 days prior to the child’s 3rd birthday

More than 45 days but less than 90 days prior to the child’s 3rd birthday

ECI must notify the LEA where the child resides for potential

eligibility under Part B, as soon as possible after determining eligibility under Part C (ECI).

The LEA, after obtaining consent for evaluation, will

conduct the evaluation within 60 calendar days

from date of parental consent, and eligibility

determination (ARD meeting) within 30 days

from evaluation.

ECI must notify the LEA where the child resides of potential

eligibility under Part B at least 14 days in advance of, and

convene a transition conference not fewer than 90

days and not more than 9 months prior to the child’s 3rd

birthday.

The LEA, after obtaining consent for evaluation, will conduct the evaluation and

if eligible, develop and implement an IEP by the

child’s 3rd birthday.

ECI notifies parent of their right to object (Opt Out) to disclosure of personally identifiable information

Parent does not Opt Out YES NO

Follow Part B referral and eligibility determination

process. NO Child receiving services

under Part C (ECI)

YES

Parent Opts Out

Child is NOT

referred from ECI

------ No

required action

necessary from the

LEA where the child resides

Parent changes mind and consents to referral

Parent changes

mind more than 90

days prior to the

child’s 3rd birthday

Parent changes mind less than 90 days prior to the child’s 3rd birthday

ECI (Part C) to LEA (Part B) Flowchart based on Federal and State Regulatory Requirements

Indicator 12: Early Childhood Transition

SPP Indicator 12 :• The percentage of children referred by Part C (ECI) prior to age3,who are found eligible for Part B(districts/charters), and who have an IEP developed and implemented by their 3rd birthday.

Indicator 12: Early Childhood Transition

Compliance Target: • 100% of children referred by Part C (ECI) prior to age 3, who are found eligible for Part B, have an IEP developed and implemented by their third birthdays. This is a compliance target set by the Office of Special Education Programs (OSEP).

Reporting Data: Understanding SPP 12Who is included in the SPP 12 data collection:• All children who have been served in Part C

(ECI), referred to Part B, regardless of when the district or charter school received the notification from Part C (ECI). This includes students referred less than 90 days before their third birthday.

• Referred means the district received the “LEA Notification of Potentially Eligible” from ECI and/or was invited to the transition conference of a child who is potentially eligible to receive services under Part B

Reporting Data: Understanding SPP 12Who is included in the SPP 12 data collection:• Report all children whose completed eligibility

was determined by ARDC between July 1, 2012 to June 30, 2013.

• Include students whose consent was obtained in 2011-2012 school year, but the eligibility process was not complete until after July 1, 2012.

Reporting Data: Understanding SPP 12Who is NOT included SPP 12 data collection:• A child who has NOT been evaluated or

determined eligible for Part C (ECI) and therefore did not receive services.

• A child who received services from ECI and enrolls in another district after the child has been referred but before the evaluation to determine eligibility has been completed.

Timeline for Submitting to TEAFor 2012-13 school year:

• Application will open July 1, 2013• Application will close on August 30, 2013• The application will only allow data from

the current fiscal year to be entered• Date when the eligibility is determined

must be between July 1, 2012 – June 30, 2013

SPP 12 Home Page

Click SPP 12 Tab

Verify that the district information and school year on the page is correct.

Scroll down page to continue.

SPP 12: Child Find (Early Childhood Transition) Screen

Provided link to searchable help database of help topics for the SPP

application

Click link to pop-down help with entry

calculations.

SPP 12: Child Find - New Features

Part One: A child who has been served in Part C (ECI) and referred to Part B for Part B eligibility

Section One: Referrals from Part C

(ECI)

View of SPP 12

Section Two: Determinations by the

Third Birthday

Section Three: Eligibility Determination Delays Beyond the 3rd Birthday - Exceptions

Part C (ECI) Notification to Part B (LEA Notification of Potentially Eligible)

Notification to Part B for the purpose of reporting in SPP 12 occurs when the District/Charter has been notified that a child who is served in Part C (ECI) is Potentially Eligible for services under Part B. Once the district/charter receives the notification of potentially eligible (LEA Potentially Eligible Notification), the district/charter must treat this as an initial referral.

Data Collection: Section One

a. Enter the total number of children served in Part C/ECI and referred to Part B/District Special Education Services for eligibility determination.

DO NOT report a child that transfers to another school after being referred.

DO NOT report a child that was not determined eligible and served by Part C/ECI

Who is reported in row a:

Data Collection: Section Two

b. Enter the total number of children from row a. whom the district determined were NOT eligible for special education services under Part B by the third birthday.

Who is reported in row b:

c. Enter the total number of children from row a. whom the district determined were eligible for special education services under Part B by the third birthday.

Who is reported in row c:

Data Collection: Section Three EXCEPTIONS

Required Entry cells are WHITEColor cells will be automatically populated

d. Enter the total number of children for whom the parent refusal to provide consent caused delay in the evaluation or initial services or to whom exceptions under 34 CFR 300.300 (b) or 300.301 (d) applied.

34 CFR 300.301 (d) Exception. The timeframe described in paragraph (c)(1) of this section does not apply to a public agency if—(1) The parent of a child repeatedly fails or refuses to produce the child for the evaluation; or(2) A child enrolls in a school of another public agency after the relevant timeframe in paragraph (c)(1) of this section 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 under § 300.8. 34CFR300.300(b)(3)(ii)Will not be considered to be in violation of the requirement to make FAPE available to the child because of the failure to provide the child with the special education and related services for which the parent refuses to or fails to provide consent; and

Who is reported in row d:

e. Enter the number of children referred to Part C/ECI less than 90 days before third third birthdays.

EXCEPTIONS counted in Section 3 rows d & e will be subtracted OUT of the compliance calculation.

Who is reported in row e:

Data Collection: Section Four Non-EXCEPTIONS

Row f is automatically calculated upon entry of rows f.1. & f.2.

Row f.1. enter the number of children referred from ECI Part C that were determined NOT eligible 1-30 days after their third birthday.

Row f.2. enter the number of children referred from ECI Part C that were determined NOT eligible 31 days or more after their third birthday.

Who is reported in row f:

Row g is automatically calculated upon entry of rows g.1. & g.2.

Row g.1. enter the number of children referred from ECI Part C that were determined eligible 1-30 days after their third birthday.

Row g.2. enter the number of children referred from ECI Part C that were determined eligible 31 days or more after their third birthday.

Who is reported in row g:

h. Value will be automatically populated once h.1 h.6 are entered

Values entered in each category h.1 h.6 pertain to reasons for delay in rows f & g.

h.1 h.6 Enter the number of students in the appropriate reason for delay category. Enter 1 reason code for each student in row f & 1 reason code for was student in row g.

Reporting row h:

h.1 + h.2 + h.3 + h.4 + h.5 + h.6 = (f+g)

The district percentage is automatically populated by the data collection application. Data can not be entered or edited in this field.

Section Four: Compliance Calculation

The percentage is based on (c/(a-b-d-e).

X100

Number of children who were determined eligible by the 3rd

birthdayTotal number of children

referred – (# DNQ by 3 - # parent delay –

ECI <90 days)

To save, click the save button. If the data is saved correctly, the message, Data successfully saved and ready to be certified will be displayed.

To reset and clear the application, click the Reset button.

Saving Data

Certifying Data

Once data is ready to be certified, the LEA Certifier will check the assurance statement and click Save. The message Data successfully saved and certified will display when saved.

Certifying DataWhen you click the Certify button, you are assuring the State that you are submitting valid and reliable data.

I understand and agree that submission of this information constitutes certification that this data

are accurate and meets the reporting requirements outlined by the Texas Education Agency

Division of IDEA Coordination.

CERTIFY

Check District Status

Check Status Page• Certified: The district data

has been certified by and sent to TEA. No other action is required

• Complete: The data has been entered and saved. The data has not been certified by the district certifier. Certification is required.

• Incomplete: The data has been entered but is incomplete.

• Inactive: No data has been entered

• TEA Returned: Data has been returned. Certification is required.

Check Status

SPP Data Clarification Period(SPP 11, 12, & 13)• Only LEAS that report less than 100% compliance in SPP 11, 12, or 13 as of August 30, 2013 • The application will be returned in TEASE• Electronic Assurance page will be sent via TEASE

application

Pre-Finding Correction OpportunityAllows correction of data entry mistakes

AND

Allows districts to document corrections of ANY POTENTIAL NONCOMPLIANCE found in the indicator prior to the state issuing a finding of noncompliance.

Will Allow LEAs to…• Report corrections to any inaccurate or clerical errors and make assurance to those corrections• If data was accurately reported, demonstrate corrections have been made, although late, utilizing a provided data collection template• Report verification of corrections, prior to any findings being issued, using both prongs of OSEP Memorandum 09-02, and make proper assurances and certification statements for review by TEA• Prong 1 – LEA has corrected each individual case of

noncompliance; and • Prong 2 – LEA is correctly implementing the specific regulatory

requirements (i.e. achieved 100% compliance), based on the State’s review of updated data.

Clarification of Data:• Clerical Error Correction• Access Data Entry Screen

that has been returned• Enters Corrected Data• Completes the Explanation

field in detail• Check YES or NO for the

need to provide Clarification• SAVE• CONSENT to certifier

assurances again

• Compliance Correction Clarification • Access District Admin screen and

provide clarification by completing student data fields ONLY if the LEA can demonstrate compliance under OSEP Prong 1 AND Prong 2

• Clarification ONLY for EACH student where the compliance requirement was complete but late.

• SAVE after each data field• Click Expand to review data

entries• Edit entries as needed• SAVE• CONSENT to certifier assurances

again

Recertified Data MUST be returned to TEA by

September 30, 2013

Application returned but LEA not making changes• LEAs who do not re-submit information through electronic assurance form will remain in standing as reported in original submission• Still need to recertify

For More Information:The TEASE Applications Reference: http://www.tea.state.tx.us/index2.aspx?id=2684

For TEASE account troubleshooting: computer.access@tea.state.tx.us

Request New TEASE User Account:https://sequin.tea.state.tx.us/appsng/um/apply.aspx

Logon Page:https://seguin.tea.state.tx.us/apps/logon.asp