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Notifications for the 2014-2015 Child Count and Exiting Collections

General notifications sent to the field via email or the Child Count listserv for the 2014-2015 school year are listed below (the most recent notification is first in the tab order).

Subject: Child Count Exiting Collection (Due Wednesday, July 15, 2015)

To: Child Count listserv Special Education Administrators listserv

From: Lucinda Morabito, Child Count Data and Reporting Coordinator, Vermont Agency of Education

The Child Count Exiting Collection submission is due Wednesday, July 15, 2015. The Child Count Application database you used with the December 1, 2014 Child Count data is the same database used with the Exiting Collection. The Exiting Collection data is submitted on the Data Management and Analysis Team's secure server at https://secure.education.state.vt.us. Contact the AOE Helpdesk at (802) 479-1044 if you need a username/password or assistance in submitting your data.

The following records are included in the Exiting Collection:

  • • Special education students who were included in the December 1, 2014 Child Count and who exited Child Count (i.e., special education) between December 2, 2014 and June 30, 2015.

  • NEW: Beginning this year, we are collecting all Early Childhood Outcomes data, including new EEE students since December 2, 2014, in the Exiting Collection. (Note: Students must be at least three-years-old on the Child Count date of December 1, 2014 in order to be included in the Child Count Exiting Collection.) Please make sure students meeting these criteria are entered and any changes to existing EEE records (e.g., EEE exit information) are included before exporting your data from the Child Count Access Application and submitting your data.

You can submit your Exiting Collection data as soon as your school year has ended as long as all exiting and EEE information is up-to-date. Please encourage your case managers to document exits and update EEE records at the end of school year so that your submitted data is as complete and as accurate as possible.

RESOURCES

Both DMAT's Data Collection webpage (http://education.vermont.gov/information-technology/data-collection under Child Count) and the Vermont Education Exchange (VE2) Child Count webpage (ve2.vermont.gov/child_count under Child Count Documentation & Instructions) have the following documents:

  • • Child Count Reporting Instructions

  • • Child Count Software Instructions

  • • Secure File Transfer Instructions

The VE2 Child Count webpage (ve2.vermont.gov/child_count) under Presentations and Webinars) also has a:

  • • 10-minute 2014-2015 Child Count Exiting Presentation (best viewed in Internet Explorer)

If you have questions about how to report a student or general questions about the Child Count Exiting Collection, please contact me at lucinda.morabito@state.vt.us or at (802) 479-1208. For assistance with the data submission process, password information, or technical issues, please contact the AOE/DMAT Helpdesk at (802) 479-1044.

Sincerely,
Lucinda

Lucinda Morabito
Child Count Data and Reporting Coordinator
Vermont Agency of Education
(802) 479-1208

12-1-2014 Child Count Public Reporting Data Now Available on AOE Website

The December 1, 2014 Child Count collection is final, and the federally-required public reporting of the December 1, 2014 Child Count data is available online at (http://education.vermont.gov/special-education/publications/child-count-data/2014. Race/Ethnicity data have been added to this year’s public reporting data in order to comply with federal requirements.

12-1-2014 Child Count Reports Available: Final Verification Report (Due March 25), Data Changes Report, and Student ID Corrections Report

To: Special Education Administrators & Child Count Coordinators

The following reports are now available for your SU on the EFT server in your From AOE folder:

    • Data Changes Report. This report lists changes I have made to your December 1, 2014 Child Count data. Please contact me immediately if you have questions or find any errors. This report does not need to be returned to the AOE.

    • Final Verification Report. The information contained in the Final Verification Report reflects the December 1, 2014 Child Count data that will used for federal data submissions, your proportionate share funding calculations, public reporting of special education data, etc. Carefully review this report and contact me immediately if you have questions or if you discover any discrepancies between my data and your data. Do not make any changes to this report; if any information is incorrect, I will need to make the needed corrections and create a revised version of your Final Verification Report. Remember, data listed in the report should reflect special education data on the collection date of December 1, 2014. Our auditor has confirmed that we no longer need to collect original signatures on the Final Verification Report, so submitting your signed and initialed Final Verification Report will be easier this year. To submit your approved Final Verification Report:
      • The special education director must initial or sign all pages where indicated.

      • A copy of the entire Final Verification Report must be sent to me by Wednesday, March 25. The copy can be:

      • Faxed to me at (802) 479-1822;

      • Uploaded to your To AOE folder on the AOE's EFT server; or

      • Mailed to me at:
        Lucinda Morabito
        Vermont Agency of Education
        219 North Main Street, Suite 402
        Barre, VT 05641.

      • I will confirm with you that I received your returned Final Verification Report.

      • Student ID Correction Report. If you were missing any Student ID numbers, if you were using any incorrect Student IDs, or if any Student IDs have been updated by the AOE, they will be listed on this report. Please update your records with the indicated Student ID. Contact me or contact the AOE Helpdesk at (802) 479-1044 with any questions. This report does not need to be returned to the AOE.

      You can access the EFT server through https://secure.education.state.vt.us. If you need your username/password or assistance accessing the server, contact the AOE Helpdesk at (802) 479-1044.

      After all signed Final Verification Reports have been received, I will finalize federal and public reporting. I will also create additional reports and spreadsheets for you this year that I hope will help you utilize your data more effectively. These documents will be shared using the AOE EFT server, and I will let you know when they are available.

      Sincerely,
      Lucinda

      Lucinda Morabito
      Child Count Data and Reporting Coordinator
      Vermont Agency of Education
      (802) 479-1208
      lucinda.morabito@state.vt.us

      12-1-2014 Child Count Cleaning Process Update

      To: Special Education Administrators & Child Count Coordinators

      I now have access to the EFT server that you used to submit your Child Count data, so we can share student data and reports more easily.

      Here's a summary of what to expect over the next several weeks:

      • Next week I should receive a “backend” database from DMAT that contains all of your submitted data. I will then begin cleaning the data and making any changes or additions that you have sent to me.

      • During the cleaning and Error Report process, I can continue to accept additions and corrections to your submitted data. If you discover any corrections that need to be made or students that need to be added, please get the information to me as quickly as possible. For a student that needs to be added to Child Count, you can send me the student information report from SpEdDoc or the Current Student Report in the Add/Edit Student Records form in the Child Count Access Application. There are several ways to get changes/additions to me:

      • EFT Server. You can upload lists of changes or student reports to your "To AOE" folder on the EFT server. Full names are permitted.

      • Email. You can use email to send me simple changes (such as changes to a disability category or an IEP date). ID numbers, initials, and birthdates can be used. The Agency of Education cannot accept emails or email attachments with student names. My email is lucinda.morabito@state.vt.us.

      • Fax. You can fax me student reports and changes to make. Full names are permitted. My fax number is (802) 479-1822.
      • Call. For simple changes, you can call me with the information. My voicemail is confidential if you need to leave me a message. My phone number is (802) 479-1208.

      • Soon I will create an Error Report (errors for all students) and a EEE Error Report (errors related specifically to Early Childhood Outcomes data) for your SU's 12-1-2014 Child Count data and upload the reports to the EFT server. These reports may contain both critical errors that must be corrected as well as data we would to like to verify. I'll send each of you an email when your Error Reports are available.

      • I will continue to share information with you about the cleaning process. When all changes have been made and all errors have been corrected or verified, I will upload a Final Verification Report for each SU that must be signed and returned to me.

      • After all signed Final Verification Reports have been received, I will finalize federal and public reporting.

      • I've also created an additional report that compares your SU's data to state-level data, as well as a spreadsheet you can use to explore your data. I will share these with you via the EFT server when all data is final.

      Sincerely
      Lucinda Morabito
      Child Count Data and Reporting Coordinator
      Vermont Agency of Education
      (802) 479-1208
      lucinda.morabito@state.vt.us

      December 1st is the Child Count Date

      To: Child Count Coordinators, Special Education Administrators

      December 1st is Vermont’s Child Count date: The data you submit for the December 1, 2014 Child Count Collection should reflect the status of your Ages 3-21 active and eligible special education students as it exists on Monday, December 1, 2014. Students who exited special education between July 1, 2014 and December 1, 2014 are also included in this data collection. The due date for your data submission is Monday, December 15, 2014.

      Reporting Instructions and Software instructions can be found at ve2.vermont.gov/child_count or at http://education.vermont.gov/information-technology/data-collection.

      Please contact me at lucinda.morabito@state.vt.us or at 802-479-1208 if you have data reporting questions, or contact the IT Helpdesk at 802-479-1044 if you need technical assistance.

      Thank you!

      Lucinda

      Lucinda Morabito
      Child Count Data and Reporting Coordinator
      Vermont Agency of Education
      (802) 479-1208
      lucinda.morabito@state.vt.us

       

      Change to Ages 6-21 Separate School Educational Environment Definition

      To: Child Count Coordinators listserv, Special Education Administrators listserv

      Based on federal guidance, we have modified our definition of the Ages 6 to 21 Separate School educational environment to specify that, for Ages 6 to 21, a separate school refers to a day school where 100% of the student population receives special education services. The updated definition shown here is in the December 1, 2014 Child Count Reporting Instructions:

      • Ages 6 to 21 Separate School–Public or Private
      • Placement for students who receive education programs in public or private/ independent day school facilities where 100% of the student population receives special education services. This includes children with disabilities receiving special education and related services, at public expense, for greater than 50% of the school day in public or private separate schools. This may include students placed in:
        • Day schools for students with disabilities;
        • Day schools for students with disabilities for a portion of the school day (greater than 50 percent) and in regular school buildings for the remainder of the school day; or
        • Residential facilities if the student does not live at the facility.

      Educational environments are determined at the time the IEP/ISP is written, so the new Ages 6 to 21 Separate School educational environment definition applies to all future IEPs and ISPs. In many situations where you have previously used the Ages 6 to 21 Separate School educational environment, a Regular Classroom educational environment will now be appropriate. Over time, this change may also positively affect your Indicator 5 data in your Annual Performance Report.

      504 students are considered regular education students, not special education students. So, a school that includes 504 students and IEP students would be a regular classroom environment.

      Examples (Ages 6 to 21):

        At the time an IEP student's IEP is written, one 504 student is attending the School/Educational Location. Use one of the Regular Classroom educational environments.

        Sometimes an Ages 6 to 21 Separate School educational environment is appropriate for a student reported with a Tutoring Services-Any Setting School/Educational Location. For example, an IEP student who receives 4 hours of one-on-one tutorial services per day, attends no other educational programs, and does not interact with regular education students during any part of the student’s school day would have an Ages 6 to 21 Separate School educational environment.

        A program exclusively for students receiving special education services within a high school where the students have lunch, recess, study periods, etc. with the regular education population is considered to be a Regular Classroom educational environment.

      It is very important to note that a different set of educational environment definitions are used for Ages 3 to 5, and the change to the Ages 6 to 21 Separate School educational environment definition does not affect the Special Education Program or Separate School definitions used with Ages 3 to 5.

      For questions related to the Ages 6 to 21 Separate School educational environment and Child Count, contact Lucinda Morabito at lucinda.morabito@state.vt.us or at 802-479-1208.

      December 1, 2014 Child Count Access Application, Instructions, and Training Presentation

      To: Child Count Listserv
      From: Lucinda Morabito, Vermont Agency of Education

      Child Count Access Application

      The December 1, 2014 Child Count Access Application is available for download. All Child Count Coordinators should have received two emails from Andrew McAvoy, Education Research and Information Specialist with the Data Management Analysis Team (DMAT). One email contains instructions on using the new Secure File Transfer server as well as software and reporting instructions, and the other contains your username and password to use with the new Secure File Transfer server.

      If you did not receive these emails from Andrew, please let me know.

      Child Count Reporting, Software, and File Sharing Instructions

      Child Count Reporting, Software, and File Sharing (Secure File Transfer) instructions for 2014-2015 are available both on the VE2 webpage (https://ve2.vermont.gov/child_count) under Child Count Instructions and Documentation and on DMAT’s Data Collection webpage at http://education.vermont.gov/information-technology/data-collection.

      Child Count Training Presentation

      The December 1, 2014 Child Count Training PowerPoint presentation is available on the Vermont Education Exchange (VE2) webpage; see the Child Count Presentations and Webinars section of the VE2 webpage.

      The presentation is almost 90 minutes long, so it is segmented into seven sections to make viewing easier:
      • • Introduction and Overview
      • • Child Count Changes for 2014-2015
      • • Child Count Collection Process and Child Count Application
      • • Reporting Topics Part 1
      • • Reporting Topics Part 2
      • • Reporting Topics Part 3
      • • Information Sources and Contacts
      There are two viewable formats of the presentation:
      • • Windows Media Video (.wmv) files that you can view online in Internet Explorer
      • • PowerPoint files to download to your computer.

      There are also PDFs of the PowerPoint slides.

      Questions?

      Please get in touch with me if you have questions. I look forward to working with all of you this year!

      Sincerely
      Lucinda Morabito
      Child Count Data and Reporting Coordinator
      Vermont Agency of Education
      (802) 479-1208
      lucinda.morabito@state.vt.us