A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 1 Welcome / Introductions Hello. I m Jennifer Sims, Regional Trainer for Region 1/ The Northeast, Region 2/ The Southeast, Region 3/ The North Central, Region 4/ The Sandhills and The State Operated Programs of the North Carolina Department Of Public Instruction and I d like to welcome you to this CECAS Preparing for the December Child Count training webinar. Please note that this training session will be recorded for training purposes. Agenda Review / Handouts Before we begin the training, I d like to first review the agenda. On your screen, you should see the topics that will be covered today. We will begin with a review of the required data elements for a student record to be included in the Active Child Count. Next, we will review a few reports prior to conducting the child count submission to ensure that the student records are ready to be counted in the upcoming December Child Count. Those reports include: o The Periodic Count Export Student List Report o The Active Student Services Report o The Closed Services by Student Report o The Case Manager Report Next, will be a demonstration of how to initiate and certify the December Child Count. There is a possibility that the child count submission may result in some technical data errors. So, we will review how to resolve data errors and continue the submission process to completion. The next demonstration will be a few reports to review the child count submission data. Those reports include: o The Special Ed Student Count Report o The Submission Count Changes Report o The Periodic Count Online Data Edit Report At the end of the session, we ll wrap up and address any unanswered questions, and discuss how you will be able to evaluate this training session. At this time, I would like to review the training objectives for this session. At the completion of this training session: o Trainees will be able to identify necessary reports in preparation of Periodic Child Count submissions. o Trainees will be able to identify the process to submit the Periodic Child Count and correct Technical Manual Data Errors. o Trainees will be able to identify the process to certify the Periodic Child Count submission. Review CECAS Information Site and Other Associated Handouts To review the associated handouts for this session, I d like to take you to the CECAS Information Website, located at www.nccecas.org.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 2 To view the list of associated handouts for this session, click the Training tab and select the Description link. Scroll to the session, A11 April/Dec Child Count. We see the course content, the associated handouts, which are A11, C1, C2, D1 and D8, along with the recommended pre-requisite training session. To download the handouts, scroll back to the top of the screen and select the link, Handouts. So, let s take a brief look at the associated handouts for today s session: o A11 is the Training Agenda & Objectives handout, which we ve already reviewed. So, I will move on to the next handout. o C1 is the Periodic Child Count Submission handout. This handout provides detailed information about our state and federal child counts, discusses reports to review student data, and identifies the steps to conduct and certify the child count submission. o C2 is the Active Count Reminders handout. This handout provides a few reminders of things to do surrounding your child count submission. o D1 is the CECAS Reports Summary handout. This handout provides detailed information about all of the pre-built reports in CECAS. It provides a description of the reports, as well as the reports suggested usage. o D8 is the Preparing and Maintaining Student Records for April/December Child Count Submission handout. This handout provides a step-by-step guide of how to update the student records in preparation for the child count submission. Now that we have reviewed the associated handouts for this session, it is time to begin the demonstrations in the CECAS Training site. Logging into the Training Site You may login to the CECAS Training site from the CECAS Information site at www.nccecas.org. Click the Training tab once you reach the CECAS Information site. From the Training tab, you ll see the link, Login. Once you click that link, it will take you directly to the CECAS Training site. At this time, I will login with my User ID and Password. Student Record Review For a student record to be included in an Active Child Count, there are required data elements that must be documented in CECAS. Let s take a moment to review those required data elements. On the Child Demographics screen, the Region/LEA Begin Date must be on or before the Periodic Count Submission date. On the Special Ed screen: o The Current Status must be Active. In the case of Non-Active students (i.e., Pending, Referral in Progress, Determining Eligibility or Developing Plan), the student record must have a documented Comparable Services Plan.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 3 o The Current Status Date must be on or before the Periodic Count Submission Date. So, for the December Child Count, the Current Status Date must be on or before December 1 st. o The Entitlement check box must be checked. On the Child Plan Detail screen: o The Plan Date must be on or before the Periodic Count Submission Date. So, for the December Child Count, the Plan Date must be on or before December 1 st. o The current plan must not expire prior to the Periodic Count Submission Date. So, for the December Child Count, the Programs/Services End Date must not be before December 1 st. So, that was a brief review of what is required for the student record to be included in an Active Child Count. Now, let s move forward with reviewing a few Reports. Review of Data Manager Reports One of the system requirements to reviewing CECAS reports in PDF format is to have access to Adobe reader. Also, make sure your browser pop-up blockers are turned off to view the reports. The first report we will review is the Periodic Count Export Student List Report. Periodic Count Export Student List Report This particular report is one of the Special Ed reports. To access this report from the left navigation menu: o Click to expand the Reports section. o Click to expand the Special Ed section. o Then, select the Periodic Count Export Student List Report from the list of reports. This report provides a list of Active-Entitled, Active-Not Entitled, or Exited students who are eligible for special education with a current plan during the specified count period. This report also includes students with a Comparable Services Plan. With this report, CECAS calculates as of the first day of child count reporting period the records that are to be included in the submission, based on documented data in CECAS. So, the report displays which records meet all of the application requirements to be included in the child count. As previously mentioned, the Periodic Count Export Student List Report allows you to select either entitled or non-entitled for active students. So, I will demonstrate how to run this report two different ways, Active-Entitled and Active-Not Entitled. First, I will demonstrate Active-Entitled for the December Child Count. o Select the Region and LEA. o There is the option to select a school, or leave it default to all schools. o Select the Count Period. o There is the option to sort by Student Name or School. o Leave the option selected as Active. o Leave the Entitlement option selected as Entitled. o With the report criteria selected, click the Preview button.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 4 Let s look at the report in detail for a second. o The top of the report identifies the date and time the report was generated as well as the criteria that were used for my search. o The column headers provide the students demographic data, disability, current school and grade. o The students displayed in the report have a current plan or comparable services plan in CECAS with the plan date documented as on or before the child count submission date. Now, let s run this same report by Active-Not Entitled. o This option gives me a count of student that will not be included in the selected child count for my LEA. o When you run this report by Active-Not Entitled, you need to be sure that any student on this list is truly not entitled to be included in child count. If the student is truly not entitled to be included in the child count, leave the Entitlement box on the Special Ed screen unchecked. Also, remember that this report may change as more data is documented in the application. So run this report frequently as you get closer and closer to the child count date. Again, this report displays the number of students that will be included in your child count submission. Active Student Services Report The next report we will review is the Active Student Services Report. The Active Student Services Report displays a list of all active students with a current plan as of the date entered in the As of Date field on the report criteria The report includes both entitled and not entitled students. The As of Date defaults to the current date. When preparing for an active child count, be sure to change the As of Date to the first day of the count period. For example, change the As of Date to December 1 st when preparing for the December Child Count. Select your Region and LEA. You have the option to select a school, or leave it default to all schools within your LEA. You have the option to select a specific grade. You can even multi-select specific grades. To multi-select specific grades, click the select the first option; then, hold the Ctrl key from the keyboard and click the select the other options. You have the option to sort by Student Name, Grade or Age. You have the option to group by School or choose No grouping. You can select a specific Exceptionality category or leave it default to all. You can select Output as Detailed, which will display students names and other detailed information, or Summary, which will only display the total number. The last field on this screen is LEA/School Type with two choices of Primary and Secondary. Leave this as default to Primary. The Primary/Secondary feature of CECAS is not utilized. After I have selected the report criteria. I will click the Preview button. In the report, you ll see the following information: o The date and time the report was generated;
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 5 o The parameters selected to query the report; o General demographic data of the students; o The Prog/Srv Begin and End Dates, which indicates the dates of the most current IEP; o The Next Eval Date, which indicates the date as documented on the Special Ed screen; o The Programs and Services the student is receiving on the current plan; and o The totals number of records that display in the report. You ll notice the total number that displays on this report may be different from the total number on the Periodic Count Export Student List Report. o As a reminder, the Active Student Services Report includes both entitled and non-entitled students with a current plan; whereas, the Periodic Count Export Student List Report gives the option to run the report by Active- Entitled or Active-Not Entitled. o Also, the Periodic Count Export Student List Report includes non-active students with a current Comparable Services Plan; whereas, the Active Student Services Report only includes student with a Current Status as Active and a current plan. Closed Services By Student Report The next report we will review is the Closed Services By Student Report. This report indicates which students are active but have expired IEPs. Select your Region and LEA. You can select a school, or leave it default to all schools in your LEA. You can select a specific grade or multi-select specific grades. You can sort by Student Name or School. This report runs as of the current day, and should be reviewed periodically to identify: o The student records have expired plans that need to be updated; and o The student records need to be exited if they are no longer receiving services in your LEA or Charter. So be sure to address each student record on this report to ensure that your data is current and accurate. Case Manager Student List Report The next report we will review is the Case Manager Student List Report. This report lists students for all or a selected case manager. Use this report to generate a list of students assigned to a specific case manager. Select your Region and LEA. You can select a particular school, or leave it default to all schools in your LEA. You have the option to select a specific grade or multi-select specific grades. You can select a specific case manager or multi-select case managers. You can select a particular Exceptionality or leave if default to All. You can group by School or choose No Grouping. You can sort by Student, Birth Date, Grade, Primary Exceptionality, Status Date, Last IEP or Last Eval IEP.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 6 You can select the report output as Detailed or Summary. Detailed will display students names and other detailed information; whereas, Summary will only display the total number. In the report, you ll see the following information: o General demographic data for students assigned to a particular case manager; o The student s setting and current status, along with the status date; o The Last IEP and Next Eval IEP. Now that we ve reviewed the reports, let s move forward with initiating the submission. If you have any questions, take a moment to type your question in the question field so we may respond. Initiating the Periodic Count Submission The first submission that I will demonstrate is one that of the Perfect World. What I mean is that once I initiate the submission, it will go immediately to Validation Completed status, with no errors. Hopefully, this is what will happen for each of you when you conduct your December Child Count. To initiate the submission, the EC Director must first login to CECAS and navigate to the Periodic Count Submissions From the left navigation menu: o Click Data Exchange to expand the section. o Click Periodic Count to expand the section. o Click the link, Periodic Count Submissions. o The Periodic Count Submissions screen displays. The Periodic Count Submissions screen allows users to search for an existing submission or initiate a new submission. o The top of the screen displays the search criteria. o The bottom of the screen displays the search results. o Each submission has its own ID number. The column headers represent the: o The ID# of each submission o The particular type of submission or Count Period o The Region and LEA o The file type o Who actually submitted and when, which is based on the logged in user id that submits. For all submissions, it is expected that the EC Director initiates and certifies the count. However, if the EC Director is not the logged in user to initiate and certify the submission, then the Child Count Verification form needs to be documented and signed by the EC Director and mailed to DPI. o The status of each submission is also presented in this section. To begin a new submission, click the New Submission button. The New Periodic Count Submission Step #1 screen displays.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 7 o Always document the screens from top to bottom because what you select in the fields determine what is available in certain drop lists. o Select EC Child Count as the Count Period Type. o Select the Region. o Select the LEA. o Select the Count Period. Please note that the December Test Count is currently available in the production site until the live submission begins on December 1 st. The December 2017 Test Child Count allows LEAs/Charters to check for and correct any data errors in student records prior to the "live" child count submission. o Select CECAS as the Code Set Type. CECAS refers to daily users; Non- CECAS refers to Reporting LEAs. o Select Student as the Type. o Ensure the Email address is correct. The email address listed will receive any notifications from the CECAS application about the submission. It is based on the logged in user s email address; however, it can be edited if someone else should receive the emails about the submission. o Enter the count for Active Students. This is the number of students that should be counted in this submission. I am going to enter an incorrect number so that you can see how the application provides you a rejection message and offers you the correct number of students. o Click the Next button. o The Periodic Request screen displays indicating the rejection message. o Click the Close button and begin your submission again by clicking the New Submission button and enter the correct count. I will take a moment to begin the new submission again, and enter the correct count for Active Students. After I entered the correct count for Active Students and clicked Next, the Periodic Request screen displays with the message that my periodic request was successfully updated. This does not mean I have completed the submission. I will now click Close to return to the main Periodic Count Submission screen to view my submission status. The child count that I just initiated displays at the top of the list on the Periodic Count Submission When the submission status updates to Validation Completed or No Data, you can proceed to certify the submission. From the Periodic Count Submission screen, select the following: o Select Count Period Type. o Select Count Period. o DO NOT select File type. o Select your Region.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 8 o Select your LEA. o Click the Search button. The Periodic Count Submission for the matching LEA/Charter School will display in the results list. You will then see the Certify button at the top right corner of the Click the Certify button to display the Certification Confirmation Page. You may print a copy of the certification confirmation page to keep for records. If you have any questions now, take a moment to type your question in the question field so we may respond. Next, I will demonstrate how to resolve technical manual data errors you may experience in your child count submission. Correcting Technical Manual Data Errors Depending on the type of data error received in the child count submission, you may need to make the correction within the student record or within the actual submission. For the data errors that need to be corrected in the student record, be sure to correct those first as you will need to resubmit the child count. If you correct errors within the submission and then resubmit your child count, those same data errors will reappear. So, the order of correcting child count submission data errors are as follows: o Errors that need to be corrected within the student record (then resubmit child count) o Errors that need to be corrected within the child count submission The first scenario I will demonstrate is how to correct the error within the student record. Correcting Data Errors within the Student Record From the Periodic Count Submission screen, I will search for the submission with the status of Technical Manual Data Errors. o Select the Count Period Type. o Select the Count Period. o Leave File Type blank. o Select the Region. o Select the LEA. o If the submission does not automatically display in the list, click Search. o You ll see the submission display in the results list. Click the ID link to display the Submission Processing Work Box From the Submission Processing Work Box screen, click the Data Error Summary link. Once you click the Data Error Summary link, the Online Error Correction Edit Agreement screen displays. This screen displays as a reminder that if data changes are made within the submission, the changes will not be aligned with the data in the student record. In other words, the data in the student record will not match the changes made within the submission. But this is ok to move forward by clicking the Edit button to find out what the data errors are.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 9 The Periodic Count Submission Data Errors screen displays the following data error: Exceptionality Category The Students age is invalid for the Primary Handicapping Condition. This data error occurs when the student s disability as documented in the current plan still displays as DD/Developmental Delay and the student is now 8. To view more information about the student record that displays under this data error, click the Record # link. o The Online Data Error Correction screen displays more detailed information on the student record. o You can click to expand the section, All General Fields, to view more demographic data on that student record or click to expand the section, All Related Program Services fields, to view EC data. Now that I see which student record I need to update, I will need to search for that record. In this scenario, the IEP Team conducted a reevaluation and updated the Special Ed screen, but the Reevaluation IEP was not documented to reflect the student s new exceptionality category. So, I will take a moment to update the information in the student record. o From the Plans screen, I ll click the review the current plan as documented and see that the student s exceptionality still displays as Developmental Delay. So, I will need to document the new plan to reflect the student s updated exceptionality category. o Now, I will take a moment to document the plan information. In order to update the child count submission with the data I just corrected in the student record, I need to resubmit the child count. So, I will navigate back to the Submission Processing Work Box At the top right of the Submission Processing Work Box screen, I will click the Resubmit button so the correction I made in the student will update in the submission. When I click Resubmit, I get a message that a submission for this file already exists. I will click OK to overwrite the existing submission because I want to include the updated information. Then I will click Close to return to the Periodic Count Submissions I see that my submission status still displays Technical Manual Data Errors because there are other data errors I need to resolve. The next scenario I will demonstrate is when to submit a data request through RemedyOnDemand to correct the error within the student record. Correcting Data Errors within the Student Record Submitting data request From the Submission Processing Work Box screen, click the Data Error Summary link. The Periodic Count Submission Data Errors screen displays the following data error: ID Type Invalid ID Type. This data error occurs when the NC Student ID field on the Child Demographics screen is blank in the student record. To view more information about the student record that displays under this data error, click the Record # link. The Online Data Error Correction screen displays more detailed information on the student record.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 10 Now that I see which student record that needs to be updated, the EC Director or CECAS Contact will need to submit a data request to RemedyOnDemand and request the NC Student ID field updated with the correct PowerSchool ID. In the data request, be sure to include the CECAS UID, PowerSchool ID and description of the request. After viewing in the Remedy Portal that the data request was completed, proceed with resubmitting the child count. As a reminder, to update the child count submission with the data corrected in the student record, resubmit the child count. To resubmit the child count, navigate back to the Submission Processing Work Box At the top right of the Submission Processing Work Box screen, click the Resubmit button so the correction made in the student record will update in the submission. When I click Resubmit, I get a message that a submission for this file already exists. I will click OK to overwrite the existing submission because I want to include the updated information. Then, I will click Close to return to the Periodic Count Submissions I see that my submission status still displays Technical Manual Data Errors because there are other data errors I need to resolve. The next scenario I will demonstrate is how to correct the error within the submission by deleting the student record from the submission. Correcting Data Errors within the Submission Deleting Student Record Click the Periodic Count ID link to navigate back to the Submission Processing Work Box Now, click the Data Error Summary link to view the other data errors. We still see the same data error, Exceptionality Category The Students age is invalid for the Primary Handicapping Condition, for a different student. In this scenario, the IEP Team did not conduct a reevaluation to determine the student s new exceptionality category. So, the record needs to be deleted from the submission. I see which student record needs to be deleted from the submission, so I have to search for the record within the submission. To do so, I will click Cancel to return to the Submission Processing Work Box From the Submission Processing Work Box screen, I will click the Move to Active, Exited or Delete Student link. I will now search for the student record. Select the radio button in front of the student name and click the Delete button. Click OK to confirm removal of the record from the submission. Click Cancel to return to the Submission Processing Work Box When you correct a data error from within the submission, DO NOT click the Resubmit button. The last scenario I will demonstrate is how to correct the error within the submission by changing the value of the incorrect information. Correcting Data Errors within the Submission Changing the Incorrect Value From the Submission Processing Work Box screen, click the Data Error Summary link to view the other data errors.
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 11 The Periodic Count Submission Data Errors screen displays the following data error: Setting The Students age is invalid for the Primary Educational Setting. This data error occurs when the student s educational setting as documented in the current plan still displays as an early childhood educational setting and the student is now age 6. This type of data error will need to be corrected within the submission. Click the Record # link to navigate to the Online Data Error Correction In the middle section of the screen, you ll see General Fields with Errors, which displays the Current Value along with the drop list field to select the correct information. Correct the data error by selecting the appropriate option from the New Value drop list field. DO NOT select the Chg All check box. Selecting this check box will change the setting of all the students in the submission to what is selected for this student. Click the Save button to save this change. The Periodic Count Submission Data Errors screen displays with the message, There are no data errors. Click the Cancel button to navigate back to the Submission Processing Work Box As a reminder, DO NOT click the Resubmit button after you correct a data error from within the submission. You should now see the submission status update the Validation Completed. When the submission status updates to Validation Completed or No Data, you can proceed to certify the submission. From the Periodic Count Submission screen, select the following: o Select Count Period Type. o Select Count Period. o DO NOT select File type. o Select your Region. o Select your LEA. o Click the Search button. The Periodic Count Submission for the matching LEA/Charter School will display in the results list. You will then see the Certify button at the top right corner of the Click the Certify button to display the Certification Confirmation Page. You may print a copy of the certification confirmation page to keep for records. If you have any questions at this time, take a moment to type your question in the question field so we may respond. Next, I will demonstrate a few reports to review the child count submission data. Review of Data Exchange Reports
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 12 The first report to review the child count submission data is the Special Ed Student Count Report. Special Ed Student Count Report The Special Ed Student Count Report is one of the Data Exchange reports. To access this report: o Click to expand the Data Exchange section. o Click to expand the Periodic Count to section. o Click to expand the Reports section. o Click to expand the Submitted Data section. o Then, select Spl Ed Student Count from the list of reports. The options for the Report Type are Detailed Report, which provides student names, or Summary Report, which provides the total number. Select the Region and LEA. Select the Count Period. You have the option to Group By Exceptionality, Age, Race or No Grouping. You have the option to view Active child count data or Exited child count data. Now that I have selected the report criteria, I will click the Preview button. This report can be used to identify specific students that were included in periodic count submission. The next report is the Submission Count Changes Report. Submission Count Changes Report After the child count submission has closed, LEAs may need to make corrections to their certified submission using the Child Count Reduction/Correction link. You may view the list of corrections to the certified submission in the Submission Count Changes Report. First, search for the child count submission from the Periodic Count Submissions Then, click the Periodic Count ID link to navigate to the Periodic Request View Only Click the Submission Count Changes Report link to view the report. This report displays information regarding any changes made using the Child Count Reduction/Correction link. If you want to access this information without pulling up the actual submission, you may review the Child Count Reduction Report located in the Certified Data reports section. o From the left navigation menu, click Data Exchange to expand. o Click Periodic Count to expand. o Click Reports to expand. o Click Certified Data to expand. o Click the link, Child Count Reduction. o Select your Region and LEA. o Select the Count Period and click Preview. The last report is the Periodic Count Online Data Edit Report
A11 Preparing for the CECAS December Child Count Training Transcript (11.27.17) 13 Periodic Count Online Data Edit Report This report displays a listing of all changes to student records that were made within the child count submission. The link to view this report is also located on the Submission Processing Workbox So, you will need to search for the child count submission. Click the Periodic Count ID link to navigate to the Submission Processing Work Box Click the Periodic Count Online Data Edit Report link to view the report. This report shows the students for which changes were made within the submission, the old values that presented the errors and the changed or new values that corrected the errors within the submission. It also shows you the date the change was made. Wrap Up Electronic Evaluation Link During this webinar, we have covered the following: o A review of the required data elements for a student record to be included in the Active Child Count. o A demonstration of reports to review prior to conducting a child count submission to ensure that student records are ready to be counted in the upcoming December Child Count. o A demonstration of how to initiate the December Child Count. o A demonstration of how to resolve data errors and certify the submission. o A demonstration of reports to review child count submission data. Now, let me take a moment to show you how to access the electronic evaluation survey. Go to the CEACS Information Site at www.nccecas.org. In the section, Training Evaluation Survey, click the link to access the survey. Click the link and complete the 1 st screen with the following information: o Select April/December Child Count. o Select virtual session. o Enter the date of the training using the 2-digit month, 2-digit day, and 4- digit year. o Select my name, Jennifer Sims, as the trainer. o Proceed with completing the electronic evaluation. Once you complete the electronic evaluation, be sure to click Finish. I certainly appreciate your time and attention, and would like to thank the other trainer for their assistance during this training session. This concludes the training webinar. Everyone, have a fantastic rest of the day!