Abbreviated Day Collection 2023-2024 Overview
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Abbreviated Day Collection 20
23-2024
September 20, 2023
Agenda
Data Collection Materials
Abbreviated Day Collection webpage:
https://www.oregon.gov/ode/reports-and-
data/SpEdReports/Pages/AbbreviatedSchoolDayCollecti
on.aspx
•
Manual
•
Web Submission Elements
Data Collection Materials
Data Collection Owner
:
Elizabeth Jankowski, (503) 881-9798 or
elizabeth.jankowski@ode.oregon.gov
Research Analysts
:
Coming Soon
! Abbreviated Day Collection Research Analyst
In the meantime:
Jackie McKim, (
971) 240-0234
or
jackie.mckim@ode.oregon.gov
Cynthia Garton, (
503) 508-7492
or
cynthia.garton@ode.oregon.gov
Maxwell Swope, (
971) 208-0259 or
maxwell.swope@ode.oregon.gov
Abbreviated Day Collection
Abbreviated Day Collection
Collection
•
Opens: 9/14/202
3
•
Closes: 7/05/202
4
Review by ODE
•
Summer 2024
•
ODE will contact
submitter if questions
Purpose of the Collection
Enter the end date when:
•
Collect student level records who are on an Abbreviated
School Day Program
•
This collection will provide the basic data elements needed
and will be used to:
o
Help with tracking and monitoring per SB 819
o
Provide guidance and technical assistance
Who Submits
•
Resident Districts
•
ODE Contractors/Partners responsible for reporting for ODE
or Districts:
o
JDEP (ODE)
o
YCEP (ODE)
o
Hospital Programs (District)
o
LTCT (District)
o
Pediatric Nursing Facilities (Districts)
Abbreviated School Day Program means (per SB 819):
1.
An education program in which the school district restricts
access for a student with a disability to hours of instruction
or educational services to less than the number of hours of
instruction or educational services that are provided to the
majority of other students who are in the same grade within
the student’s resident school district,
and
2.
That results in a student with a disability having an
abbreviated school day for more than 10 school days per
school year.
Criteria for Reporting a Record
When a student with an IEP, 504 plan or referred for an
evaluation for Special Education or Section 504 is on an
abbreviated school day for more than 10 school days per
school year
•
Record(s) become reportable on day 11
•
Days are cumulative!
Who is Reported
•
Report all records meeting criteria from July 1 to June 30
•
When to report
o
Throughout the year
AND
o
As soon as possible (the same day or next day is best!)
Who is Reported
•
Home schooled
•
Parent Placed Private Schools
•
Excluded from or limited access due to court order
•
Component of discipline imposed
•
Exposure to disease
•
Public health emergency, i.e., restricted access or school
closures as a result
Abbreviated Day Collection Features
•
Web Submission Only
•
Parent Consent Forms are uploaded
•
No File Upload option at this time (due to document
upload feature)
•
Initial submission of records is due September 30
Abbreviated Day Collection Features
Once a record is entered and saved:
•
Only two fields will be editable
o
Abbreviated School Day Program End Date field
o
Parent Consent Form PDF Upload field
•
No updates allowed to other fields
Abbreviated Day Collection Features
When the abbreviated day program ends:
•
Enter
the Abbreviated School Day Program End Date
o
No fields will be editable
•
If a student is placed on an Abbreviated School Day Program later
in the school year, enter a new record
NEVER
delete a record unless…..
•
The wrong student was entered, or
•
Entered and saved a record with incorrect information in non-
editable fields
Abbreviated Day Collection Features
•
Only one “open” record allowed per student in school year
o
Students can have multiple records reported
o
Only one with BLANK Abbreviated School Day Program
End Date
•
CAUTION! Records must be entered in chronological date
order. To fix this mistake:
1.
Delete the most current record
2.
Resubmit the record
More on When a Record Become Reportable
If Count of Days are 11 Consecutive Days:
•
Report the record
o
Day 1, not Day 11, is the Abbreviated School Day
Program Start Date
If Count of Days are 11 Cumulative Days:
•
Report multiple records, one for each instance leading up
to a count of 11 days total
Example: If Count of Days are Consecutive
•
Login and enter the record
•
Enter Abbreviated School Day Program Start Date
o
This is the date the student started on an abbreviated
school day, not day 11
•
Enter all other data except….
o
Leave Abbreviated School Day Program End Date blank
if student is still on an abbreviated school day program
Example: If Count of Days are Cumulative
Record
Number 1
:
•
Enter Day 1, not Day 11, as the Abbreviated School Day Program
Start Date
•
Enter Abbreviated School Day Program End Date
Record Number 2
:
•
Enter date student was again placed on an abbreviated school day
•
Leave Abbreviated School Day Program End Date blank if student is
still on an abbreviated school day program
End of Year and Manual Roll Forward Function
At the end of the school year:
•
Be sure to leave the Abbreviated School Day Program
End Date blank on open records
Next year:
•
Plan to have Manual Roll Forward Function
•
District and agencies can select open records to roll
forward
Data Entry Fields
•
Abbreviated School Day Program Start Date
o
Enter the date the student started on an abbreviated
school day
o
This is
Day 1
, not Day 11 for each instance
•
Abbreviated School Day Program End Date
o
Enter the date the student was last on an Abbreviated
School Day Program for this instance
o
Leave blank
if student is still on an abbreviated day
More on Abbreviated School Day Program End Date…
Enter the end date when:
•
Student is no longer on an abbreviated day program
•
Student moves out of state or to another resident district
•
Student graduates with a regular high school diploma
•
Student returns to regular education
o
No longer in special education
or
on 504 Plan
•
Student referred for an initial evaluation for special education
or 504
o
When evaluation complete and found not eligible
Data Entry Fields
•
Abbreviated School Day Program Notice to Parents Flag
Required information provided in writing (SB 819,Sec.4 (1-
3))
•
Abbreviated School Day Program Notice Parental Receipt
Date
The date the district/agency obtained required parental
signature of acknowledgement
Data Entry Fields
•
Parent Consented to Abbreviated School Day Program Date
Date parent signed consent
•
Expected to Return to Full School Day
Date student is expected to not be on an Abbreviated Day
Program
Data Entry Fields
•
Primary Disability Code
o
This is a dropdown field
o
Select the primary disability of the student with an IEP
•
Last Individual Education or Family Service Plan (IEP/IFSP)
Date
o
Enter the date of the most current IEP
Data Entry Fields
•
Weekly minutes of student while on Abbreviated School Day
Program
The weekly instructional and educational service minutes
provided to the student
•
Weekly minutes available to other students in the same grade
at the Resident District
The weekly instructional and educational service minutes
provided to other students
Data Entry Field:
Abbreviated School Day Program Reason Codes
Data Entry Fields
•
Abbreviated School Day Program Reason Comment
o
Required if Code 06 is selected
o
Be concise but brief (50 characters)
o
Not allowed if Codes 1 through 5 selected
Data Entry Fields
•
Parent Consent document (PDF file)
Upload field for Signed Consent and Acknowledgement of receipt of
program information
Steps to uploading:
•
Browse and select file to be uploaded
o
Once selected the file uploads
•
Click “Reset” if wrong file selected
•
CAUTION!
When clicking the Save button at bottom of record
o
If wrong file uploaded, it cannot be deleted
o
Fix is to immediately select and save the correct file
Data Entry Fields – Critical Core Fields to Check
These fields must be accurate. Check them every time a new
record is entered!
•
Special Education Flag
o
Yes indicates student is on an IEP
o
When Yes, record will require Primary Disability Code
and
Last Individual Education or Family Service Plan (IEP/IFSP)
Date
•
Section 504 Flag
o
When Yes, student is on a 504 plan
Responses to these matter! This lets ODE know if the student is on
an IEP or 504 plan, both or has been referred for either
Multiple Records During the same School Year
•
Students may only have one “Open” record during
the reporting period (blank Abbreviated School Day
Program End Date)
•
Students can have multiple records with
Abbreviated School Day Program End Date
Annual Verification in Status Tracking
At the end of the school year:
•
Check and finalize all the data submitted for the
school year
•
This can impact manual roll forward
•
Verify your annual submission in Status Tracking
before the collection closes
Collection Demonstration
Questions?
Thank You! We Appreciate YOU!
We cannot produce accurate reports without your excellent work
Data Collection Owner
:
Elizabeth Jankowski, (503) 881-9798 or
elizabeth.jankowski@ode.oregon.gov
Research Analysts
:
Jackie McKim, (971) 240-0234 or
jackie.mckim@ode.oregon.gov
Cynthia Garton, (
503) 508-7492
or
cynthia.garton@ode.oregon.gov
Maxwell Swope, (
971) 208-0259 or
maxwell.swope@ode.oregon.gov
Opening: Tenneal introduction and opener
Elizabeth
Good afternoon and thank you for joining us. We will begin at 2 pm.
Welcome to today’s webinar. I’m Elizabeth Jankowski, and I’m the data owner for the new abbreviated day collection that we will discuss in today’s webinar.
ODE staff presenting on the webinar today include Jackie McKim and Cynthia Garton, Research Analysts with the Oregon Department of Education, Office of Enhancing Student Opportunities. Maxwell Swope, also a Research Analyst, is assisting with technology, and will be monitoring questions in chat.
This training is intended for staff who will be submitting data to the Abbreviated Day Collection. This training is for you. Please ask questions anytime by typing it in the chat. Please note that we will only be able to answer questions about the collection.
You should have the following handouts in your packet:
1) PowerPoint
2) Abbreviated Day Collection Manual
3) Web Submission Data Elements
Providing essential information about the Abbreviated Day Collection 2023-2024, this collection aims to gather student level records for those on an Abbreviated School Day Program. It serves to aid in tracking and monitoring per SB 819 guidelines, offering valuable guidance and technical support. Districts and contractors responsible for reporting include JDEP, YCEP, Hospital Programs, LTCT, and Pediatric Nursing Facilities. The program is defined under SB 819 as an educational program limiting a student with a disability's access to hours of instruction compared to peers. Collection review by ODE opens on 9/14/2023 and closes on 7/05/2024. For further details and submission elements, refer to the provided links.
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Presentation Transcript
Abbreviated Day Collection 2023-2024 September 20, 2023
Agenda Purpose of Collection Reporting Criteria and Features Data Entry Fields and Annual Verification Demonstration: Submitting & Managing Records
Data Collection Materials Abbreviated Day Collection webpage: https://www.oregon.gov/ode/reports-and- data/SpEdReports/Pages/AbbreviatedSchoolDayCollecti on.aspx Manual Web Submission Elements
Data Collection Materials Data Collection Owner: Elizabeth Jankowski, (503) 881-9798 or elizabeth.jankowski@ode.oregon.gov Research Analysts: Coming Soon! Abbreviated Day Collection Research Analyst In the meantime: Jackie McKim, (971) 240-0234 or jackie.mckim@ode.oregon.gov Cynthia Garton, (503) 508-7492 or cynthia.garton@ode.oregon.gov Maxwell Swope, (971) 208-0259 or maxwell.swope@ode.oregon.gov
Abbreviated Day Collection Collection Review by ODE Opens: 9/14/2023 Summer 2024 Closes: 7/05/2024 ODE will contact submitter if questions
Purpose of the Collection Enter the end date when: Collect student level records who are on an Abbreviated School Day Program This collection will provide the basic data elements needed and will be used to: o Help with tracking and monitoring per SB 819 o Provide guidance and technical assistance
Who Submits Resident Districts ODE Contractors/Partners responsible for reporting for ODE or Districts: o JDEP (ODE) o YCEP (ODE) o Hospital Programs (District) o LTCT (District) o Pediatric Nursing Facilities (Districts)
Abbreviated School Day Program means (per SB 819): 1. An education program in which the school district restricts access for a student with a disability to hours of instruction or educational services to less than the number of hours of instruction or educational services that are provided to the majority of other students who are in the same grade within the student s resident school district, and 2. That results in a student with a disability having an abbreviated school day for more than 10 school days per school year.
Criteria for Reporting a Record When a student with an IEP, 504 plan or referred for an evaluation for Special Education or Section 504 is on an abbreviated school day for more than 10 school days per school year Record(s) become reportable on day 11 Days are cumulative!
Who is Reported Report all records meeting criteria from July 1 to June 30 When to report o Throughout the year AND o As soon as possible (the same day or next day is best!)
Who is Reported Home schooled Parent Placed Private Schools Excluded from or limited access due to court order Component of discipline imposed Exposure to disease Public health emergency, i.e., restricted access or school closures as a result
Abbreviated Day Collection Features Web Submission Only Parent Consent Forms are uploaded No File Upload option at this time (due to document upload feature) Initial submission of records is due September 30
Abbreviated Day Collection Features Once a record is entered and saved: Only two fields will be editable o Abbreviated School Day Program End Date field o Parent Consent Form PDF Upload field No updates allowed to other fields
Abbreviated Day Collection Features When the abbreviated day program ends: Enter the Abbreviated School Day Program End Date o No fields will be editable If a student is placed on an Abbreviated School Day Program later in the school year, enter a new record NEVERdelete a record unless .. The wrong student was entered, or Entered and saved a record with incorrect information in non- editable fields
Abbreviated Day Collection Features Only one open record allowed per student in school year o Students can have multiple records reported o Only one with BLANK Abbreviated School Day Program End Date CAUTION! Records must be entered in chronological date order. To fix this mistake: 1. Delete the most current record 2. Resubmit the record
More on When a Record Become Reportable If Count of Days are 11 Consecutive Days: Report the record o Day 1, not Day 11, is the Abbreviated School Day Program Start Date If Count of Days are 11 Cumulative Days: Report multiple records, one for each instance leading up to a count of 11 days total
Example: If Count of Days are Consecutive Login and enter the record Enter Abbreviated School Day Program Start Date o This is the date the student started on an abbreviated school day, not day 11 Enter all other data except . o Leave Abbreviated School Day Program End Date blank if student is still on an abbreviated school day program
Example: If Count of Days are Cumulative Record Number 1: Enter Day 1, not Day 11, as the Abbreviated School Day Program Start Date Enter Abbreviated School Day Program End Date Record Number 2: Enter date student was again placed on an abbreviated school day Leave Abbreviated School Day Program End Date blank if student is still on an abbreviated school day program
End of Year and Manual Roll Forward Function At the end of the school year: Be sure to leave the Abbreviated School Day Program End Date blank on open records Next year: Plan to have Manual Roll Forward Function District and agencies can select open records to roll forward
Data Entry Fields Abbreviated School Day Program Start Date o Enter the date the student started on an abbreviated school day o This is Day 1, not Day 11 for each instance Abbreviated School Day Program End Date o Enter the date the student was last on an Abbreviated School Day Program for this instance o Leave blank if student is still on an abbreviated day
More on Abbreviated School Day Program End Date Enter the end date when: Student is no longer on an abbreviated day program Student moves out of state or to another resident district Student graduates with a regular high school diploma Student returns to regular education o No longer in special education or on 504 Plan Student referred for an initial evaluation for special education or 504 o When evaluation complete and found not eligible
Data Entry Fields Abbreviated School Day Program Notice to Parents Flag Required information provided in writing (SB 819,Sec.4 (1- 3)) Abbreviated School Day Program Notice Parental Receipt Date The date the district/agency obtained required parental signature of acknowledgement
Data Entry Fields Parent Consented to Abbreviated School Day Program Date Date parent signed consent Expected to Return to Full School Day Date student is expected to not be on an Abbreviated Day Program
Data Entry Fields Primary Disability Code o This is a dropdown field o Select the primary disability of the student with an IEP Last Individual Education or Family Service Plan (IEP/IFSP) Date o Enter the date of the most current IEP
Data Entry Fields Weekly minutes of student while on Abbreviated School Day Program The weekly instructional and educational service minutes provided to the student Weekly minutes available to other students in the same grade at the Resident District The weekly instructional and educational service minutes provided to other students
Data Entry Field: Abbreviated School Day Program Reason Codes Code & Name Description 01 - Behavior Needs To help student meet their IEP goals related to behavior 02 - Medical Needs To help student meet their medical needs 03 - Student/Parent Choice Alter Ed Program Student/parent choice to alter student s education program 04 - Student/Parent Choice - Senior Needs Less Than Full School Day Credits To Graduate Student/parent choice due to needing less than full school day credits to graduate 05 - Court Order Student has limited access to school due to court order. 06 - Other Student on abbreviated day for other reason detailed in comment (USE ONLY WHEN OTHER CODES NOT APPLICABLE!)
Data Entry Fields Abbreviated School Day Program Reason Comment o Required if Code 06 is selected o Be concise but brief (50 characters) o Not allowed if Codes 1 through 5 selected
Data Entry Fields Parent Consent document (PDF file) Upload field for Signed Consent and Acknowledgement of receipt of program information Steps to uploading: Browse and select file to be uploaded o Once selected the file uploads Click Reset if wrong file selected CAUTION! When clicking the Save button at bottom of record o If wrong file uploaded, it cannot be deleted o Fix is to immediately select and save the correct file
Data Entry Fields Critical Core Fields to Check These fields must be accurate. Check them every time a new record is entered! Special Education Flag o Yes indicates student is on an IEP o When Yes, record will require Primary Disability Code and Last Individual Education or Family Service Plan (IEP/IFSP) Date Section 504 Flag o When Yes, student is on a 504 plan Responses to these matter! This lets ODE know if the student is on an IEP or 504 plan, both or has been referred for either
Multiple Records During the same School Year Students may only have one Open record during the reporting period (blank Abbreviated School Day Program End Date) Students can have multiple records with Abbreviated School Day Program End Date
Annual Verification in Status Tracking At the end of the school year: Check and finalize all the data submitted for the school year This can impact manual roll forward Verify your annual submission in Status Tracking before the collection closes
Questions? Thank You! We Appreciate YOU! We cannot produce accurate reports without your excellent work Data Collection Owner: Elizabeth Jankowski, (503) 881-9798 or elizabeth.jankowski@ode.oregon.gov Research Analysts: Jackie McKim, (971) 240-0234 or jackie.mckim@ode.oregon.gov Cynthia Garton, (503) 508-7492 or cynthia.garton@ode.oregon.gov Maxwell Swope, (971) 208-0259 or maxwell.swope@ode.oregon.gov
