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Keeping It All Together

Keeping It All Together. Special education data collection & reporting for large school districts. Cameron Milton , Philadelphia (IU26) Erica Grant, Pittsburgh (IU2). Objective.

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Keeping It All Together

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  1. Keeping It All Together Special education data collection & reporting for large school districts Cameron Milton,Philadelphia (IU26) Erica Grant,Pittsburgh (IU2)

  2. Objective For large metropolitan districts, the management of special education data submissions can sometime be a challenging task: dealing with issues such as sizeable student population that is often transient, multiple schools with multiple school calendars, interactions with educational management companies, staff turnover and basic communication amongst a large group people. This session will provide with examples, tips and simple guidelines on how to manage this process as it relates special education data collection, reporting and “keeping it all together.”

  3. 5 mins Financial Impact 5 mins Audience 30 mins Organization & Communication 5 mins Documents & Resources 15 mins Questions & Comments Keeping It All Together...

  4. Financial Impact Dollars, Dimes, Pennies & Penalties!

  5. When you don’t submit or submit incorrect information… LEA Loss of Funding • Affecting supplementary aids and services provides to students Returning of Funds • LEAs can be forced to return funds to the state Corrective Action • Can lead to spending mandates

  6. $1,000* *Exact dollar amount varies for each IU Per Special Education Student w/valid IEP on December 1st. Approximately

  7. Special Education Directors/Managers • Business Managers • PIMS Administrators • Special Education Admin Support Staff Know your Audience

  8. Organization is Key Managing timelines, inbox and other issues...

  9. Timelines Clear and concise for all parties. • For Managers - This is a key step because often you work is depending on what's collected from other people. • For LEAs - Outline, chart or Diagram • Detailing what’s due, when it's due, and what is the purpose or impact.

  10. Controlling Your Inbox • Email Filters • Respond in a timely manner (48hrs) • Grouping email messages/conversations

  11. Processing Files Paper • Wall Chart • Checklist Electronic • Spreadsheets What should you be documenting?

  12. Processing Files (continued) Folder Organization: • Submitted Folder • Processing Folder • Completed/Final Folder

  13. Using Technology • Google Apps For Education • Drive • Sheets (Excel) • Documents (Word) • Slides (PowerPoint) • Forms • Calendly • Dropbox • CSVed

  14. Communication Emails • Listservs - Email addresses of all SpEd Directors/Managers Memos • Child Count Announcements • Process Requirements • Upcoming Trainings • Common Errors

  15. Trainings Several Types: • Large Group • Small group • Drop-in Centers (working sessions) • Conference Calls • Site Visits (if needed)

  16. Documents & Resources

  17. Documents Although much of this information is provided in manuals - We still provide LEA’s with: • Sample files • Types of list • List AUN# • State Location Codes • Disability Codes • Educational Environmental Codes • Ethnicity Codes • Common Errors

  18. Resources • PennData Resource Manual • PIMS Manual • EDNA • Newsletters • Helpful Hints/Quick Tips

  19. Principals • CEO/CAO • Business/Finance Manager • State Advisors • PennData Manager (IU Data Manager) Who Can I turn to for help? Often there are issues with responses or information submitted...

  20. Questions & Comments

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