This workshop will assist in auditing and reviewing Special Education data at the district and campus levels to ensure accuracy, maximum funding and minimize accountability triggers. Getting Started: Log in to your OnDataSuite Account

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

Use “Log In Assistance” if you are the OnDataSuite Admin ( Manager), or you do not know who to contact.

Data Source (s)

• The initial data source for summer SPED reports comes from Summer PEIMS TSDS XML interchange files extracted from the LEA’s Student Information System (SIS).

From the “File Center”, locate and select “Data Sources” and the TSDS PEIMS tab:

• Scroll down to view the data loaded by using the Info button to the right of the file

• Note the year and status of the file (final or preliminary).
• This data will populate the dashboards/reports you are about to view.
• We recommend a current year 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 Cambium/ETS/Pearson STAAR files depending on year.
• Third data source is from TEAL Accountability Account/ Cohort file – Final Longitudinal data files for the RDA SPED Graduation report.
• Other data sources reported in summer related to special education students, RF Tracker and SELA.

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

Check TSDS Rules for Fatals, Warnings, Specials – access to SSN required.

• PEIMS SUMR
• RFT
• SELA

Click to drill down to list of rules triggered, then continue to click and drill down to student list.

Option to Export to Excel at multiple levels.

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

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

Find SPED group(s)

Click on any value to display a detailed list of students.

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

Click on any value to display a detailed list of students. If a student was in attendance for at least one day during the year, they will be in the Days Membership sections.

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

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

• Enter identifying criteria and click on Search to pull up student(s)
• Once student list is displayed, use link under SID column (left), to access the Student Profile Dashboard

Best Practice: Right Click on SID to open Student Profile in new window.

Student Information>Overview

• Displays SPED status for the most recent PEIMS data load submission. Leaf icon indicates Fall; Sun icon indicates Summer.

Summer PEIMS>SPED Attendance

• Displays student’s special education attendance history reported in Summer PEIMS.

Summer PEIMS>Summer Enrollment

• Displays detailed multiyear information populated by the most current Summer PEIMS file loaded.

Summer PEIMS>Attendance

• Displays detailed multiyear attendance information for Mainstream Days populated by the Summer PEIMS file.

Summer PEIMS>Summer SPED Program Enrollment

• Displays multiyear special education data including effective dates for sped, sped disabilities info, and sped services elements, all reported in the PEIMS Summer submission.
  • Note: This information is used in both the PEIMS summer submission and the RF Tracker submission.

Summer PEIMS>Student Restraint

• Displays multiyear restraint incidents reported in a Summer PEIMS file.  A green check mark at the end of the “Special Education – Student Restraint” row indicates a special education student.

Accountability>Results Driven Accountability

• Displays which RDA-Result Driven Accountability indicators this student is incuded in and negatively impacting – based off of the most current Assessment files and PEIMS files loaded.

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

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

Student Data Validation folders that contain summer SPED Reports:

• Summer Limited Scope Attendance Audit Review (TEA Desk Audit)
  • LSA Of Early Education Students With No SPED Setting Or Speech Therapy Only
  • LSA Of Early Education Students With A Special Education Setting Of Mainstream
• Funding Data Validation
  • Students With Homebound Or Hospital Code And CTE Hours In Same Six Weeks Period
  • Student Excess Contact Hour Summary

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

Student Custom Reports for SPED Population

• Attendance Reports>Attendance Summary
  • ADA FTE Summary

 

• • Attendance Contact Hour Summary
  • Percentage in Attendance Comparison by Ethn, Gender, and Special Pop
    • Select Category: Special Population only to see Special Education PIA%

• Attendance Reports>Attendance Student Detail
  • Low Attendance Report
    • •  Select Program Code filter

• Average Daily Attendance (ADA) Reports
  • Refined ADA Report  
    • Use SPED Focus List
  • Special Education Mainstream Refined ADA Report 
• Discipline Reports>Action Reason Summary
  • Discipline Action Reason Code Trend Analysis
    • Use SPED Focus List
• Discipline Reports>Action Summary
  • Discipline Action Code Trend Analysis
    • Use SPED Focus List
• Discipline Reports>Special Programs
  • Discipline Action Reason Student Counts and Days by Gender/Ethn/Spec Pops
    • Special Ed Filter
    • Focus List
  • Discipline Action Student Counts and Days by Gender/Ethn/Spec Pops
    • Special Ed Filter
    • Focus List
  • Special Education Discipline Removals

• FTE Reports
  •  Special Education FTE Report

• Graduates / Dropouts 
  • Dropout Early Warning System
    • Focus List

• HB3 Funding – (New Location:  Finance (Blue Menu Bar)
  • HB3 Student ADA – Refined, HS, SPED Mainstrm, Bil, Early Ed, PEG, Res Facility
  • HB3 Student FTE – Spec Ed, CTE, PRS Post 2021

• PEIMS Summary and Review Reports
  • Summer PEIMS Checklist
    • FTE and SPED Rows

• SPED

• • Regional Day School for the Deaf (RDSPD) Student List
  • Student Special Education Contact Hours
  • SPED Student Instructional Settings by Six Weeks
  • Special Education Year Comparison Percentages
    • Summer Filter
  • Special Education Eligible Days and Contact Hours
  • Summer Student Special Ed Program Information for PEIMS/RF Tracker

• Special Programs
  • Ethnicity & Special Program Trends
    • Summer Filter

 Student Report Center – Create Ad Hoc Reports

Summer SPED Reports to Create:

• Attendance – (Percentage) filter for year (option)

Criteria 1=“Special Education – Summer”

Criteria 2= “Reporting Period”

                 Criteria 3 = “Campus” or “Grade”

• Course Completion – filter for year (option)

            Criteria 1=“Campus”

Criteria 2= “Special Education – Summer” – Filter =1

                   Criteria 3 = “Service ID” – filter = “English I”

• Disciplinary Incidents – filter for year (option)

Criteria 1 = “Special Education – Summer” – Filter =1

                   Criteria 2 = “Primary Disability”

Criteria 3 = “Discipline Action”

• SPED Attendance – (Counts) filter for year (option)

              Criteria 1= “Reporting Period”

• Summer Enrollment  – (Counts) filter for year (option)

Criteria 1= “Special Education -Summer”

Criteria 2= “Emergent Bilingual” or “Dyslexia Services Code”

• Summer SPED Program Enrollment – filter for year (option)

                  Criteria 1= “Primary Disability”

• Residential Facilities – filter for year (option)

                 No Criteria

• SELA – filter for year (option)

                 Criteria 1 = “Disability”

 Report Options – black box left side

• Export to Excel
• Edit Report – make year, criteria or filter changes
• Bookmark – saves the report and enables sharing
• Show Percents
• Zeroes – shows codes with zero counts
• Graphing – provides options for visualizing data
• Turn on Heatmap – aid in looking for data anomalies

Column Options

• Add SPED data via Column Options to any Student Detail Listing

• Use “Add New Column” and select appropriate information

• Click “Add” and elements selected will appear at end of query
• Click “Submit Changes” and the student detail list will run again with the additions
• Use Tools drop down options:
  • Export to Excel
  • Bookmark your favorite reports and enable sharing

Focus List

• Create a focus list of a student detail report to use in other reports and ad hoc querying

Custom reports for STAAR 3-8 and STAAR EOC

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

Most reports can be made to display SPED students:

• Using a Focus List – if option is provided
• Special Pops filter – if available
• Column Options – Add a column(s) sped data

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

Report Center – Create ad hoc reports  for STAAR 3-8 and STAAR EOC

Special Education data queries.

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

Want to see if students are coded differently in PEIMS than on test Answer Docs?

• Report Center: Administration – year filter
  • Criteria 1 = Special ED Indicator Code – filter for 01
    • Create Report
  • Column Options/Add Column
    • Student>Summer Enrollment>Special Education – Summer>Year
    • Submit Changes
• Check the last 2 columns for comparison of PEIMS/Answer Doc

 

Most reports in Accountability are built using manuals.

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

Federal

• 98 Category Significant Disproportionality Report
• Disproportionate Representation and Significant Disproportionality(IDEA reports)
  • State Performance Plan Indicator 4A: Suspension and Expulsion Rates
  • State Performance Plan Indicator 4B: Suspension and Expulsion Rates

State

• CCMR – College, Career, Military Ready
  • (CCMR) College, Career, Military Ready Early Warning System
    • Focus List
  • CCMR PEIMS Checklist
    • Focus List
• OnTAPR
  • Cohort Longitudinal Rates

Results Driven Accountability (RDA)

• RDA Summary Reports
  • SPED All RDA
• Indicators: Special Education
  • SPED Indicator #1(i-v): SPED STAAR 3-8 Passing Rate
  • SPED Indicator #2: SPED Dyslexia STAAR 3-8 Reading Passing Rate
  • SPED Indicator #3(i-v): SPED Year-After-Exit (YAE) STAAR 3-8 Passing Rate
  • SPED Indicator #4(i-v): SPED STAAR EOC Passing Rate
  • SPED Indicator #5: SPED STAAR Alternate 2 Participation Rate
  • SPED Indicator #6: SPED Graduation Rate
  • SPED Indicator #7: SPED Annual Dropout Rate (Grades 7-12)
  • SPED Indicator #8: SPED Dyslexia Representation (Ages 6-21)
  • SPED Indicator #9: SPED Regular Early Childhood Program Rate (Ages 3-5)
  • SPED Indicator #10: SPED Regular Class >=80% Rate (Ages 6-21)
  • SPED Indicator #11: SPED Regular Class <40% Rate (Ages 6-21)
  • SPED Indicator #12: SPED Separate Settings Rate (Ages 6-21)
  • SPED Indicator #13: SPED Representation (Ages 3-21)
  • SPED Indicator #14: SPED OSS and Expulsion <=10 Days Rate (Ages 3-21)
  • SPED Indicator #15: SPED OSS and Expulsion > 10 Days Rate (Ages 3-21)
  • SPED Indicator #16: SPED ISS <= 10 Days Rate( Ages 3-21)
  • SPED Indicator #17: SPED ISS > 10 Days Rate (Ages 3-21)
  • SPED Indicator #18: SPED Total Disciplinary Removals Rate (Ages 3-21)

Best Practice:

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

Support>Training>Webinars

• Past recorded and Future upcoming sessions

 

Submit Ticket – Use to enter a question, problem, or feature request with detailed information and click “Submit Ticket”.

As you type in the Subject box, the Knowledge base search results appear to the left to help with answering questions before submitting a ticket.

Knowledge Base – Use to search for information on the entire OnDataSuite system.