Special Education Data Review

1.Introduction #

This workshop will assist in auditing and reviewing Special Education data at both the district and campus levels to ensure accuracy, maximum funding and minimize accountability triggers.

Getting Started:

Log in to your OnDataSuite Account

  • URL: districtname.ondatasuite.com
  • Contact the District’s OnDataSuite Administrator, if a new password is needed.
  • Chrome is preferred browser.

NOTE: If you have campus (es) level access, select the campus to view. 

2.File Center #

Data Source (s)

  • The initial data source for the SPED reports comes from Fall and Summer PEIMS TSDS interchange files. These files are produced by the district’s Student Information System (SIS) for the current year and then uploaded into the  OnPoint “File Center”- top black menu bar of OnDataSuite.

From the “File Center”, locate and select “Data Sources” and the TSDS PEIMS tab: Scroll down to view the data loaded. Note the year, the submissions and status of the files (final or preliminary). This data will populate the reports you are about to view. We recommend a current year FALL and SUMMER PEIMS file  be loaded as soon as possible, even though it may be a “preliminary” file.

 “PRELIMINARY file” means that the data is NOT the “FINAL” file that will be sent to TEA and therefore expect counts to change.


  • The second data source is from ETS STAAR files.
  • Third data source is from TEAL Accountability Account/ Cohort filePrelim and Longitudinal


NOTE: Contact your OnDataSuite Administrator if  “fresh”, more current file(s) need to be loaded.


  • Review PEIMS TSDS Edits

3.Dashboards #

Utilize Dashboards to get a quick overview, at the district or campus level, of the SPED data.

3.1.Fall Dashboard #

The Fall Dashboard will provide a count and percent of the district or campus Special Education students as of snapshot. (Last Friday in October)

  • Option to view coding from PEIMS. ( My Account/User Settings)
  • Click on the links to provide a list of students. (Student Detail Access required)
  • Focus List Functionality


Best Practice: Use a “list” of SPED students to create a Focus List.

This will enable only the students in this group to be pulled for selected reports.


Review counts and percents from prior year(s), by using the “Information Year” drop down.

(Top right of screen)           

3.2.Summer Dashboard #

Summer Cumulative Dashboard – provides a count of any student who had at least 1 day of attendance throughout the year.


Summer Membership Dashboard – displays the count of days (in membership, absent, ect) not a count of students.

Click on the count to display the list of students who created the days of membership. This will include any student had at least 1 day of funded attendance during the year.

NOTE:  Any student enrolled, but not in membership will not be included.

3.3.Individual Student Profile #

NOTE: To view Student Dashboard and Profile, user must have access to “Student Details”.

Locate the “Search” tab, at the end of the blue menu bar.

Enter “Search” criteria to pull up student(s)

Once student list is displayed, use link under SID column (left), to access the Student Profile Dashboard


The Student Information/Overview tab displays SPED status for the most recent Fall (leaf icon)  PEIMS data loads.

From Student Information tab, select SPED Hours to view student’s contact hour history.


From the Enrollment tab of the dashboard, select the SPED tab to view detailed multiyear information populated by the most current Fall PEIMS file loaded.

From the Enrollment tab of the dashboard, select the PEIMS Basic Attendance tab to view detailed attendance information for Mainstream days – populated by the most recent Summer PEIMS file.


From the Enrollment tab of the dashboard, select Restraint, to review any incidences reported in a Summer PEIMS file.


Select the PBM tab to view which PBMAS indicators this student is triggering based off of the most current Assessment files and PEIMS files loaded.

4.Student #

Locate  “Student” on the blue menu bar to view Special Education and related reports.

NOTE: Use Search to assist in locating a report by title. 

4.1.Special Education Validation Reports #

Check the following Validation Folders that contain SPED Reports:

  • “Fall Pre -Validation LSA”
  • “Summer Pre-Validation LSA”
  • “Funding Data Validation”

Best Practice: Review Report Notes in “Tools”/ Report Info 

4.2.SPED Custom Reports #

“Custom” Reports for SPED Population








SPED data added to student lists

  • Any report that displays as a Student List.
  • Use “Column Options” 



  • “Submit Changes”


NOTE: Every blue count is a live clickable link to enable drill down to list of students if the user has student “details” access.

Use Tools drop down options:

  • Export to Excel
  • Read Report Info to review a description of the report
  • Bookmark your favorite reports and enable sharing.


4.3.SPED AdHoc Reports #

 Student Report Center – Create Ad Hoc Reports

NOTE: The blue “?” displays help, which provides a description of the categories.

SPED Reports to Create:

  • Fall Enrollment (Fall PEIMS file – snapshot data)

Criteria 1 = “Campus”

Criteria 2 = “Special Education – Fall”

Criteria 3 “Intervention Strategy or 504 Indicator


  • Fall Enrollment (Fall PEIMS file – snapshot data)

Criteria 1 = “Primary Disability”

Criteria 2 = “Secondary Disability”

Criteria 3 = “Tertiary Disability”


  • Leaver –(Fall PEIMS) the year displayed correlates to the year the student left the district, not the year the data is being reported:
    • SPPI 14
      •    Criteria 1= “Leaver Reason”   
        •   (Check 01,24,88,90,98)
    • CCMR
      • Criteria 1= “Leaver Reason” – filter “1” (Graduates)     
  •                   Criteria 2= “Graduation Type”        
  •                      Criteria 3 = “Special Education”  – filter “1”


  • SPED Enrollment (Fall PEIMS)
  •               Criteria 1 = “Campus” or “Grade”

    Criteria 2 = “Instructional Setting”*


Criteria 1 = “Instructional Setting“*

                Criteria 2 = “Primary Disability”

 (* Criteria specific to the record)


  Criteria 1 = “Speech Therapy

                Criteria 2 = “Instructional Setting”*


Criteria 1 = “PPCD Services Location


  • Attendance (Summer PEIMS files)

Criteria 1=“Special Education”

Criteria 2= “Reporting Period”

                 Criteria 3 = “Campus” or “Grade”


  • Course Completion (Summer PEIMS)

              Criteria 1=“Campus”

Criteria 2= “Special Education” – filter = “1”

                   Criteria 3 = “Course Completion” – filter = “English I”


  • Discipline Incidences (Summer PEIMS) 

Federal Reporting:

Criteria 1 = “Special Education” – Filter =1

                   Criteria 2 = “Primary Disability”

Criteria 3 = “Multiply- Disabled”



  1. SPED Attendance (Summer PEIMS)

              Criteria 1= “Reporting Period”


     Best Practice: Use Adhoc reports to full fill data request and audit data across multiple years. Don’t be shy, experiment.

See TEDS Section 2.4 41163 – StudentSpecialEdProgramAssociationExtenson Complex Type


 “Report Options” 

  • Bookmark – saves the report and enables sharing
  • Export to Excel
  • Show Percents 
  • Turn on heatmap – aid in looking for data anomalies
  • Graph Control – provides options for visualizing data

Step 1 -Select the type of graph

Step 2 -Select the rows to include on the graph

Step 3 – Click “Graph”

Use “Print” to create a hard copy – Top left

Click the “X” to remove the graph – bottom right

5.Accountability #

Most reports in Accountability are built using manuals.

Refer to Report Info for documentation regarding each manual and sections utilized to build each report.




STATE Accountability 



Best Practice:

  • Create “Focus Lists” for students “not Passing”
  • Add Columns


2019 Results Driven Accountability (RDA)*

Special Education (SPED)

In 2019, the only new indicator is SPED Indicator #5: SPED STAAR® Alternate 2 Overall Participation Rate.

Both SPED Indicator #4: SPED STAAR® Alternate Participation and SPED STAAR® Alternate 2 Overall will be report-only indicators. No performance level will be assigned for either indicator.

Performance levels for significant disproportionality SPED Indicators #9-#16 will be assigned using significant disproportionality (SD) (Year 1), SD (Year 2), SD (Year 3), or SD (RP) for any racial/ethnic group if the racial/ethnic group’s risk ratio exceeds 2.5. As required by federal regulations under 34 CFR Part 300, each LEA’s indicator for SD will be based on disaggregated data by the following racial and ethnic groups: (1) Hispanic/Latino; (2) American Indian or Alaska Native; (3) Asian; (4) Black or African American; (5) Native Hawaiian or Other Pacific Islander; (6) White; and (7) Two or More Races. Reasonable Progress will also be applied to determine SD.


6.Assessment #

Reports will be built from Assessment files loaded into OnDataSuite.

6.1.STAAR 3-8 and EOC (+Alt) #

Custom reports for STAAR 3-8 and STAAR EOC

Note: SPED coding comes from the ETS STAAR file (not PEIMS)

  1. STAAR Accommodations – Use Focus List (SPED Students) to isolate students.
  2. STAAR  Analysis Report  – Focus List  (3-8 and EOC)
  3. Achievement vs. Growth Matrix – Filter for Special Pops (3-8 and EOC and ALT)
  4. STAAR Frequency Distributions – Filter for Special Pops (3-8 and EOC)
  5. STAAR Differential Report – Focus list and Filter for Special Pops (3-8 and EOC)
  6. STAAR Academic Performance – Filter for Special Pops (3-8 and EOC)
  7. STAAR Student SE Breakdown – Focus List (3-8 and EOC)
  8. STAAR EOC Cumulative Performance Analysis – Focus list


Add a column:

NOTE: ALT files/Reports “should” only be SPED students 


Report Center – Create ad hoc reports



The STAAR report centers allow users to query all uploaded STAAR data files and are not dependent on the test version. When querying for Special Education specific data results, users are encouraged to start their criteria as follows:

  • Select tested subject – Reading, Science, Math, Social Studies, Writing
  • Criteria 1: Select “Special Education Code” – filter (optional)
  • Criteria 2+: Other criteria added on after criteria 1 from this point will be specific to Special Education coding.

7.Bonus: Staff #


1. Payroll Accounting

  • Criteria 1- “Function”
  • Criteria 2= “Program Intent” – filter = “23” (Services to students with disabilities)

2. Responsibility (record)

  • Criteria 1 = “Role ID”- filter = “87” (teacher)
  • Criteria 2 = “Pop Severed” = “06” (SP)

3. Staff

  • Criteria 1 = “Role ID”- filter = “87” (teacher)
  • Criteria 2 = “Program Intent” = “23” (Services to students with disabilities)

8.Best Practices #

To enhance data quality, we have provided some best practices.

Review the Special Education data at the end of every six weeks and prior to each PEIMS submission.

The staff below should have access to review Sped ED data/reports:

  • SPED Coordinator and staff
  • Assessment/Test Coordinator
  • Accountability Director/Staff
  • Personnel responsible for inputting discipline
  • PEIMS staff
  • Human Resources
  • Financial Office
  • Campus Admin

Use Bookmarks to share reports internally or export to excel for filtering/sorting.

Look for data swings and dive into the granular level to discover.

Be predictive and proactive when discovering issues.

Review policies and procedures.

Use data to support decisions.

View Pre- Release Reports (Under “Support” )

9.Support and Training #

Support link – top black menu bar

  • Training – recorded session and upcoming sessions


NEW! Training Videos


Submit Ticket Icon – Use to enter a question, problem, or feature request with detailed information and click “Submit Ticket”. To remove the box without submitting a ticket, simply click the top ‘Submit Ticket’ button again.

Manual Icon – Use to search for information on reports and functionality.

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