Early Childhood Outcomes Indicator 7 Data Collection Application Review

1
Early Childhood OutcomesIndicator 7Data
Collection Application Review
2
Overview of the Enhancements Made to Indicator
7

• 1. The Entry /Exit screen has been split into two
  screens. You navigate between them by selecting
  your choice in the toolbar at the top of the
  screen.
• 2. All students will need to have a valid student
  ID number before any data can be entered. The
  application will automatically make a Match and
  provide the students demographic data in the
  fields on the screen.

3
SPP 7 Overview

• Each screen in the SPP 7 Application has a
  toolbar located at the top that allows the user
  to navigate to other screens. The options offered
  in the top toolbar depend on your user role.
• Campus Data Entry Agent- (Home, Entry Child
  Outcomes, Exit Child
• Outcomes, Campus Home, Exit)
• LEA Certifier- (Home, Entry Child Outcomes,
  Exit Child Outcomes,
• Campus Home, LEA Home, Exit)
• ESC Viewer- (Home, LEA Home, Exit)

4
Entry Child Outcomes

• The Entry Child Outcomes Screen is used to enter
  information for each NEW student enrolled in the
  preschool program for children with disabilities
  (PPCD).
• Rollover Entry data from the previous school
  year will only automatically appear on the Exit
  Child Outcomes Screen.
• However, you may view entries from previous
  year/years on the Entry screen by selecting the
  appropriate School Year, District, and Campus
  from the drop-down lists and then click on the GO
  button. The records will be for view only and
  will be cleared when you navigate from the page.
  (This could be a good function to use to check
  that all student entries from the previous year
  are in the system.)

5
Entry Child Outcomes

• STEPS TO ADD A NEW STUDENT RECORD
• 1. Click on the Entry Child Outcomes button in
  the navigation toolbar. The Child Outcomes Entry
  form will be displayed.
• 2. Select the appropriate School Year, District,
  and Campus from the drop-down lists and then
  click on the GO button. (The current year is the
  default school year and options in District and
  Campus are based on your user role.)

6
STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

• 3. Scroll to the PET match section at the bottom
  of the screen and enter the students SSN in the
  SSN/Alt ID field, then click on the PET Match
  button. The system will find a matching record
  from the PET database.
• IF NO MATCH IS FOUND
• -Check to be sure you have entered the SSN
  correctly, then
• -Check with your PEIMS representative to be
  sure you have the
• correct SSN.
• THE SYSTEM WILL ALLOW STUDENT DATA ENTRY ONLY
  AFTER A MATCH IS MADE.

7
STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

• 4. When the system has found a matching record
  from the PET database,
• click on the student name and then click on the
  Select Student button.

8
STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

• 5. The system will fill in the students first
  name, last name, and date of birth.
• 6. Select the students Primary Disability from
  the drop-down list and select the appropriate
  answer for Multiple Disabilities.
• Please note A students Entry record can be
  saved with a status of incomplete as long as
  the following fields are complete SSN, First
  Name, Last Name, DOB, Primary Disability,
  Multiply Disability and Date Services Began.

9
STEPS TO ADD A NEW STUDENT RECORD(CONTINUED)

• 7. Scroll down to the next section of the screen
  and select the appropriate answers for questions
  1a., 2a., and 3a., and then click on the Save
  Child Outcome button. If all questions are not
  answered, the data can still be saved and the
  students survey status will show as
  Incomplete. BUT, PLEASE REMEMBER ALL STUDENT
  RECORDS MUST BE COMPLETED BEFORE THE CAMPUS CAN
  BE SUBMITTED.

10
Exit Child Outcomes

• Student Entry records that have been rolled
  over from a previous year will appear on the
  Exit screen.
• After a students Entry record is complete, an
  Exit record can be added for that student. Once
  an Exit Survey is started and saved the Entry
  record cannot be modified or changed. Remember
  changes can only be made to Entry records from
  the current year. All Entry records rolled
  over from a previous year cannot be modified.
• It is critical that you complete and save a
  students Exit Survey prior to proceeding to the
  next student or signing out of the application
  for the day. IT IS NOT RECOMMENDED TO LEAVE ANY
  EXIT SURVEYS IN AN INCOMPLETE STATUS.

11
Exit Child Outcomes

• STEPS TO ADD AN EXIT RECORD
• 1. Select the Exit Child Outcomes button on the
  navigation toolbar. The Exit Child Outcomes
  Summary Form screen is displayed.

12
STEPS TO ADD AN EXIT RECORD(Continued)

• 2. Select the appropriate School Year from the
  drop-down list (the current year is the default).
  If you are authorized for more than one District
  or Campus, make the necessary selections and then
  click on the Go button. Information for the
  selected district and campus is displayed.

13
STEPS TO ADD AN EXIT RECORD(Continued)

• 3. All students listed will have Edit buttons
  next to their name, unless their record has been
  submitted. After records are submitted, the Edit
  button changes to View and no additional edits
  can be made to the record.
• 4. To add an Exit record, click on the Edit
  button shown to the left of the students name.
  The students information will be filled in
  automatically.

14
STEPS TO ADD AN EXIT RECORD(Continued)

• 5. Select an Exit Reason from the drop-down list.
  Options are
• Child has aged out
• Dismissed by ARD
• Child is deceased
• 6. Enter the Date Services Ended. You cannot
  change the students Primary Disability on the
  Exit Record. Then answer the Multiple
  Disabilities question.

15
STEPS TO ADD AN EXIT RECORD(Continued)

• 7. Scroll down to the next section of the screen
  and select the appropriate answers for questions
  1a., 1b.,2a., 2b., and 3a., 3b., and then click
  on the Save Child Outcome button.

16
Campus Administration

• The Campus Administration screen is used to track
  the assessment instruments used by each campus
  and to submit student records to the LEA
  Certifier.
• As student records are entered on the Entry and
  Exit Child Outcome screens, their names will
  appear in a list at the bottom of the Campus
  Administration screen with a status of either
  Complete or Incomplete.
• Every student record MUST have a status of
  Complete before records for a campus can be
  submitted and at least one assessment instrument
  must be marked.

17
Campus AdministrationHow to
Complete the Campus Administration
Screen1. Click on the Campus Home button on
the navigation toolbar at the top of any screen
to access Campus Administration.

18
2. Select the appropriate campus using the Search
Campus drop- down list and then click on
the Go button. Campus detail information is
displayed, including the nine digit campus
number.

• How to Complete the Campus Administration Screen
• (Continued)

19

• How to Complete the Campus Administration Screen
• (Continued)
• 3. Click the check box in front of each
  assessment instrument used by the campus. At
  least ONE assessment instrument must be selected.
  If Other is selected, you must enter the
  name/names of the assessment tool/tools used in
  the text box provided.

20
How to Complete the Campus Administration Screen
(Continued)

• 4. A list of students who have been submitted for
  the campus is displayed at the bottom of the
  screen. If a students survey status is
  Incomplete , all of their data must be entered
  and the form status changed to Complete before
  the campus data can be submitted.

21
How to Complete the Campus Administration Screen
(Continued)

• 5. After all students have been entered into the
  system and have a survey status of Complete and
  assessment tools have been marked then the
  assurance statements at the bottom of the screen
  need to be review and checked. Then click on the
  Submit Campus Student Records button. The campus
  status changes from Not Submitted to Submitted
  and is now transferred to the LEA Certifier
  screen.
• 6. If you have an Entry or Exit record for the
  current year, only the last two assurance
  statements will be enabled and need to be
  checked.

22
How to Indicate No New Student Records to Submit
for the Current Year

• If you have NO new students and NO students that
  need to be exited
• from your program during the current school year,
  then follow the
• steps below
• 1. Click on the Campus Home button on the
  navigation toolbar at the top of any screen to
  access Campus Administration.
• 2. Select the appropriate campus using the Search
  Campus drop-down list and then click on the Go
  button. Campus detail information is displayed,
  including the nine digit campus number.
• 3. Scroll to the bottom of the screen to review
  and check the assurance statements and then click
  on the Submit Campus Student Records button. The
  campus status changes from Not Submitted to
  Submitted and is now transferred to the LEA
  Certifier screen.

23
LEA Administration

• The LEA Administration screen is used by the LEA
  Certifier to accept or reject a campuss data.
  After all the data in the LEAs campuses has been
  accepted, the LEA Certifier can certify the
  records. When the LEA records are certified,
  they are automatically submitted to TEA.
• If an LEA Certifier needs data returned after
  submitting it to TEA, an email should be sent to
  the SPP mailbox at SPP_at_TEA.state.tx.us with the
  following text in the subject line- SPP 7 Data
  Return Requested.

24
LEA Administration

• STEPS TO CERTIFY CAMPUS RECORDS
• 1. Click on the LEA Home button from the menu at
  the top of any screen to access the LEA
  Administration screen.
• 2. The name of the assigned LEA will be displayed
  in the Search LEAs field. Click the Go button and
  the system will display specific LEA information.
• 3. A list of submitted campuses is displayed at
  the bottom of the screen. To see detailed
  information for a campus, click on the campus
  name.

25
LEA Administration

• 5. Click on the Accept button for each campus
  that is complete. If data for a campus needs to
  be corrected, use the Return Notes text field to
  enter information regarding the reason for the
  return. Be sure to enter Return Notes before
  clicking on the Return button. Click on the
  Return button to return records to the Data Entry
  Agent.
• 6. After all campuses have been accepted, click
  on the Certify button to submit the data to TEA.
  Please note the certification statement shown
  above the Certify button.
• 7. The Certify button will not be activated until
  all campus records have been submitted.

26
Student Scenarios

• Students Moving within the SAME District (Campus
  to Campus)
• A student has an Entry record at Campus A with
  the status of Complete
• Then the student moves to Campus B, within the
  same District
• When Campus B enters the SSN for the PID Match,
  and selects the student record a message will
  appear asking Do you want to transfer the
  student to your campus? After responding Yes,
  then all of the completed data for that student
  is displayed and transferred to Campus B. (The
  transfer record is View only)
• Students Moving from District to District
• Every time a student changes Districts, a new
  Entry record must be created.