Sped-Data Review ( Fall)

1.Introduction #

This workshop will assist in auditing and reviewing Special Education data at both the district and campus levels to ensure accuracy for Fall PEIMS reporting. 

Getting Started:

Log in to your OnDataSuite Account

  • Contact the District’s OnDataSuite Administrator:
    •        For URL to data warehouse
    • For User Name/Password 
    • For Change in access
    •        For Lost password
  • Chrome is preferred browser.

2.File Center #

Data Source (s)

  • The initial data source for the SPED reports comes from Fall TSDS xml interchange files. These files originate from the district’s Student Information System (SIS)/ State Reporting/ PEIMS extract.

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 dashboards/reports you are about to view.
  • A current year FALL  PEIMS file  should be loaded as often as possible, to keep the data current/ up to date during the clean up process.

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

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

 

  • Review PEIMS TSDS Edits / RF Tracker

 

 

  • Business Rules Notification – allows a campus/district user to receive email notifications for all edits or specific Program Areas ( IE…SPED), every time a new PEIMS file is loaded in the file center. – NEW!

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.

  • Prior to snapshot – count will represent student/staff coding as of the day the file was created/loaded.
  •  After snapshot day (Last Friday in October), the count will represent student/staff coding on snapshot.

  • Option to view which PEIMS codes create the count of students, go to My Account/User Settings – “Turn ON”
  • Click on the links to provide a list of students. (Student Detail Access required)
  •  

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.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.

NOTE: Black Navigational List-left

Fall PEIMS / Sped Program Enrollment

 

Fall PEIMS / Leaver & Final Grad Status

3.3.My Dashboard #

Customize a dashboard with your hot topics and set it as your homepage.

  1. Watch 3 min training video under My Dashboards tab
  2. See Handout Link – top left – under My Dashboards tab, for more details
  3. Set up Widgets
  4. Star your favorite Bookmarks
  5. Set My Dashboard as your homepage
    • Hamburger menu – top right – 3 horizontal bars
    • My Account
    • User Settings/Change default 

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.Student Validation Reports - SPED #

Check the following Validation Folders that contain SPED Reports:

  • “Fall Pre -Validation LSA”

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

4.2.Student Custom Reports - SPED #

“Custom” Reports for SPED Population

 

 

 

 

 

SPED data added to student lists

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

  • “Submit Changes” (top right)

4.3.AdHoc-Student Report Center - SPED #

 Student Report Center – Create Ad Hoc Reports

 

SPED Reports to Create:

  • Fall PEIMS -Fall Enrollment (snapshot data)

Criteria 1 = “Campus”

Criteria 2 = “Special Education – Fall”

Criteria 3 “Intervention Strategy or 504 Indicator

 

  • Fall PEIMS -Fall Enrollment (snapshot data)

Criteria 1 = “Primary Disability”

Criteria 2 = “Secondary Disability”

Criteria 3 = “Tertiary Disability”

 

 

 

  • Fall PEIMS -Leaver  the year displayed correlates to the year the student left the district, not the year the data is being reported:

SPPI 14   –  SPED Leavers

    • Criteria 1 = “Grade” – Filter 9-12
    • Criteria 2= “Leaver Reason” –     (Check 01,24,88,90,98)
    • Criteria 3 = “SPED”

 

CCMR – SPED Grads

      • Criteria 1= “Leaver Reason” – filter “1” (Graduates)     
  •                   Criteria 2= “Graduation Type”        
  •                      Criteria 3 = “Special Education”  – filter “1”

 

    •  Leaver
      • Criteria 1= “IGC”
      • Criteria 2 = “Sped”

 

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

    Criteria 2 = “Instructional Setting”

 

Criteria 1 = “Instructional Setting

                Criteria 2 = “Primary Disability”

 

  Criteria 1 = “Speech Therapy

                Criteria 2 = “Instructional Setting”*

 

Criteria 1 = “PPCD Services Location

 

 “Report Options” – black box on left

  • 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

5.Accountability #

Most reports in the Accountability section are built using state/federal manuals.

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

 

Federal

 

STATE Accountability 

 

 

RDA – Results Driven Accountability – 2021

 

6.Support and Training #

“Support” tab– top black menu bar

  • Training / Webinars – recorded session and upcoming sessions

 

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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