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Orientation for New Part C Data Managers

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Title: Orientation for New Part C Data Managers

1
Orientation for New Part C Data Managers

OSEP Part B/C Data Conference
July 17, 2005

2
Westat Part C staff

Roberta Garrison-Mogren
Shafali Srivastava

3
Purposes of Westat Technical Assistance
Activities

Facilitate the exchange of information among
Federal, state, and local special educators on
common concerns and goals
Help states build their capacity to collect
valid, reliable, and comparable data

4
Purposes of Westat Technical Assistance
Activities

Help states report data required under IDEA
Help states understand and use the data required
under IDEA

5
Westat Technical Assistance Activities

Data collection and verification
Electronic data transmission
Data managers meeting
State profiles of early intervention
Studies of data accuracy
Assistance on data systems
State information requests
State analysis grants

6
Important Web Sites

www.ed.gov/about/offices/list/osers/osep/index.htm
l
www.IDEAdata.org
www.nectac.org

7
Part C Data Collection Forms

Table 1 Report of Infants and Toddlers Receiving
Early Intervention Services in Accordance with
Part C (Child Count)
Table 2 Report of Program Settings Where Early
Intervention Services are Provided to Infants and
Toddlers with Disabilities and their Families in
Accordance with Part C (Settings)
Table 3 Report of Infants and Toddlers Exiting
Part C (Exiting)

8
Part C Data Collection Forms

Table 4 Report of Early Intervention Services on
IFSPs Provided to Infants and Toddlers and their
Families in Accordance with Part C (Services)
Table 5 Number and Type of Personnel (In
Full-time Equivalency of Assignment) Employed and
Contracted to Provide Early Intervention Services
for Infants and Toddlers with Disabilities and
their Families (Personnel)

9
Current Due Dates

February 1, 2005
2004 Child Count (Table 1)
November 1, 2005
2004 Settings (Table 2),
2004-05 Exiting (Table 3),
2004 Services (Table 4),
2004 Personnel (Table 5)
February 1, 2006
2005 Child Count (Table 1),
2005 Settings (Table 2)

10
Target Population

All children with disabilities ages birth through
2 years who received early intervention services
on an individualized family service plan (IFSP)
regardless of the source of monies used to
provide these services.
At-risk Children. Include children at-risk of
developmental delay if your state serves these
children under Part C.
Further Information
Part C Data Dictionary
Part C Data Collection History

11
Use of Sampling

Table 1 - Child Count
NO - Total Child Count (Section A)
YES - Section A (discrete age,
race/ethnicity), Section B,
Section C
Table 2 - Settings-YES
Table 3 - Exiting-YES
Table 4 - Services-YES
Table 5 - Personnel-YES
Sampling Plan (2004) required September 1, 2004
Sampling Plan (2005) required September 1, 2005

12
Reporting Race/Ethnicity

American Indian or Alaska Native
Asian or Pacific Islander
Black (not Hispanic)
Hispanic
White (not Hispanic)

13
Reporting Race/Ethnicity

Report each child in only one category
Sum of counts by race/ethnicity must equal
reported total (e.g. race/ethnicity total must
equal discrete age total)
Estimate missing race/ethnicity data. For each
category, apply the known distribution of
race/ethnicity to the cases missing race/ethnicity

14
Estimating Race/Ethnicity Data

N 100 Missing Cases 20
Known Distribution Missing Cases
Imputed
76 White (61) X 20 15
13 Black (10) X 20 3
10 Hispanic (8) X 20 2
1 Asian (1) X 20 0
0 Am. Indian (0) X 20 0

15
Table 1 Child Count
Report of Infants and Toddlers Receiving Early
Intervention Services in Accordance with Part C
16
Table 1 - Child Count
Why these data are important

Best source of the number of infants and toddlers
with disabilities
Track change in the number served under Part C.
OSEP uses data for GPRA
OSEP uses data for state monitoring

17
Table 1 - Child Count
Reporting Requirements

Unduplicated count
Active IFSP in place on December 1
Report data by
Age - on December 1
Race/ethnicity
Gender (starting in 2005)
Due February 1

18
Table 1 - Child Count (2004)

Section A - Total number of children served
(including children at-risk).
Section B - Total number of children served who
are at-risk of experiencing substantial
developmental delays if early intervention
services were not provided.
Section C - Optional - Cumulative number of
infants and toddlers, who received early
intervention services during the year.

19
Table 1 - Child Count
Common Problems

Reporting children without an active IFSP on
December 1
Excluding children with unknown race/ethnicity
Reporting more at-risk children (Section B) than
total children served (Section A)

20
Table 2 Program Settings
Report of Program Settings Where Early
Intervention Services are Provided to Infants and
Toddlers with Disabilities and their Families in
Accordance with Part C
21
Table 2 - Program Settings
Why these data are important

OSEP uses data for GPRA
OSEP uses data for state monitoring
Critical to understanding where children receive
Part C services

22
Table 2 - Program Settings
Reporting Requirements

Unduplicated count primary setting
Active IFSP in place on December 1
Should equal Child Count (Table 1)
Report data by
Age - on December 1
Race/ethnicity
Due November 1 (in future, February 1)

23
Table 2 - Program Settings (2004)

Section A - report by individual age year
Section B - report by race/ethnicity

24
2004 Settings Categories

Program designed for children with developmental
delay or disabilities
Program designed for typically developing
children
Home
Hospital (Inpatient)
Residential facility
Service Provider Location
Other Setting

25
Table 2 - Program Settings

Reporting Considerations
Report according to the type of program received
at a location, not the type of location
Report the child in the setting they receive the
most hours of early intervention services
(primary setting)
If the child and family members receive services,
report based on the setting the child receives
services

26
Table 2 - Program Settings

Reporting Considerations
If only family members receive services, count in
the "Other" setting
If you serve at-risk infants and toddlers,
include them in the settings data

27
Table 2 - Program Settings

Most Common Problems
Missing Section A or Section B
Section A (age) totals do not match Section B
(race/ethnicity) totals
Settings data do not match Child Count
State categories differ from OSEP categories
Data sources inconsistent with OSEP instructions

28
Table 3 Exiting
Report of Infants and Toddlers Exiting Part C
29
Table 3 - Exiting
Why these data are important

Provides transition information for Part B.
Supports and enhances seamless transition to Part
B.
Helps identify who is falling through the cracks.
Helps illustrate where service delivery problems
may be occurring.

30
Table 3 - Exiting
Reporting Requirements

Report all children who
Had an active IFSP during 12-month period
Exited Part C during 12-month period and did not
return to services by the end of the period
(Currently, states choose 12-month reporting
period.)

31
Table 3 - Exiting
Reporting Requirements

Report data by race/ethnicity
Report by gender (starting in 2005)
If you serve at-risk infants and toddlers,
include them in the exit data
Due November 1 following completion of the
reporting cycle

32
Table 3 - Exiting
Do not count infants and toddlers

Who exited and returned within the reporting
period
Under age 3 who had an active IFSP at the end of
the reporting period

33
Table 3 - Exiting
Program Completion

Completion of IFSP prior to reaching maximum age
for Part C
Eligible for IDEA, Part B
Not eligible for Part B, exit with referrals to
other programs
Not eligible for Part B, exit with no referrals
Part B eligibility not determined

34
Table 3 - Exiting

Other Exit Reasons
Deceased
Moved out of State
Withdrawal by parent (or guardian) after an IFSP
was in place
Attempts to contact the parent and/or child were
unsuccessful

35
Table 3 - Exiting

Most Common Problems
Failure to report all children who reached age 3
Suspiciously high counts
State categories differ from OSEP categories
Failure to use the same reporting period each
year
Failure to report 12-month period used (MO/YR)

36
Table 4 Early Intervention Services
Report of Early Intervention Services on IFSPs
Provided to Infants and Toddlers and their
Families in Accordance with Part C
37
Table 4 - Early Intervention Services
Reporting Requirements

Based on IFSP in place on December 1
Unduplicated within each service category
Report each service provided in only one category
Report data by race/ethnicity
If you serve at-risk infants and toddlers,
include them in the services data
Due November 1

38
Table 4 - Early Intervention Services

Early Intervention Services Are
Provided in conformity with an IFSP
Designed to meet the developmental needs of
infants and toddlers
Provided under public supervision and
Provided at no cost except where Federal or State
law provides for a system of payments by families
Note To be counted, the service must be
on the IFSP in effect on December 1.

39
Service Categories

Assistive Technology Services/Devices
Audiology
Family Training, Counseling, and Home Visits
Health Services
Medical Services (for diagnostic or evaluation
purposes)
Nursing Services
Nutrition Services
Occupational Therapy
Physical Therapy
Psychological Services
Respite Care
Social Work Services
Special Instruction
Speech Language Pathology
Transportation
Vision Services
Other Early Intervention Services

40
Table 4 - Early Intervention Services

Reporting Considerations
Service coordination is not on the list of
services because all eligible infants and
toddlers are entitled to receive service
coordination
The total number of children reported in a
service category should not exceed the total
number of children reported in Section A of Table
1 (child count) for the same year

41
Table 4 - Early Intervention Services

Most Common Problems
Service counts higher than child count
State categories differ from OSEP categories
Extreme (unexplained) variability in yearly
service counts
Based on billing data rather than IFSP

42
Table 5 Personnel
Number and Type of Personnel (In Full-time
Equivalency of Assignment) Employed and
Contracted to Provide Early Intervention Services
for Infants and Toddlers with Disabilities and
their Families
43
Table 5 - Personnel

Reporting Requirements
Include personnel employed or contracted to
provide early intervention services
Report personnel in full-time equivalents
Only count that portion of time spent with
infants and toddlers with disabilities

44
Table 5 - Personnel
Report Personnel Who

Provided early intervention services to the
infants and toddlers reported in the child count
(Table 1, Section A)
Were
employed by the lead agency or another public
agency,
contracted by the lead agency or other public
agencies, or
employed by private agencies which are under
public supervision

45
Table 5 - Personnel

Calculating FTEs
1 Full-time paraprofessional 1.0
1 Half-time paraprofessional 0.5
1 Full-time paraprofessional who
only works with infants/toddlers
half-time 1 x 0.5 0.5

46
Table 5 - Personnel

Most Common Problems
Extreme (unexplained) variability in yearly
counts
Failure to report in FTEs
Failure to capture contracted personnel
Failure to include data from all agencies
State categories differ from OSEP categories

47
Whats New for 2005?

New data requirements in IDEA 2004
Revisions to all current data collections
One new data collection

48
Whats New for 2005?

Table 1 - Child Count
Choice of data collection date (any date from
October 1 through December 1)
Gender
Report children age 3 and older
Only for states offering parents the choice of
continuing in Part C until their child is
eligible for kindergarten

49
Whats New for 2005?

Table 2 - Settings
Change in due date (February 1)
Choice of data collection date (same as child
count)
New settings categories
Report children age 3 and older
Only for states offering choice of continuing
in Part C until their child is eligible for
kindergarten

50
Whats New for 2005?

Table 3 - Exiting
Gender
New exit category
Standard 12-month exit period
(July 1-June 30)

51
Whats New for 2005?

Table 4 - Services
One new service category
Table 5 - Dispute Resolution (NEW)
Personnel table eliminated

52
Purpose of Electronic Table Formats

Provides immediate data checks
Row and column computed totals
Red cells for incorrect data
Prints tables required for submission to OSEP
Formats data to upload into DANS

53
Rules for Using the Excel Spreadsheets

Use the spreadsheet for the correct year
Submit complete forms
Do not alter the forms
Do not add blank rows to the sheet

54
Rules for Using the Excel Spreadsheets

Enable macros
Indicate the date you submit the data
Use the pull down menu to select your state name
with the 2-digit State code
Name the file using the 2-digit state code and
data collection year (e.g., CT304MD.xls)
Do not leave blank cells

55
Rules for Using the Excel Spreadsheets

Do not use commas in numbers
Resolve discrepancies (indicated by red cells)
before sending in the data
Section totals must match
Use -9s appropriately

56
Data Validation Processes

Logging in data
Reviewing data for
Complete forms, correct year, and state code
Computational errors (red cells)
Only numeric data in numeric fields
Blank cells

57
Data Validation Processes

Programmed edit checks
Computational errors
Section total errors
Logic errors
Child count v. Settings comparison
Year-to-year change reports
Compares last years data with this years data
Flags change if more than 10 percent difference
and the change is more than 10 children (or
personnel)

58
Year-to-Year Data Flags
Benefits

Helps evaluate whether year-to-year variation is
reasonable or logical
Provides a check on the data preparation process
(e.g. possible data aggregation problems)
Help identify and document changes in early
intervention programs or in state policies

59
Year-to-Year Data Flags