A Date with Data Extra: Getting To Know MOE/CEIS/CCEIS

00:00:01.83 >> For the IDEA Data Center, I'm Audrey Rudick, here with two of my fellow IDC TA Specialists, Kelley Blass and Kristen DeSalvatore. And this is a special episode of A Date with Data. Today we're discussing the MOE/CEIS/CCEIS data collection. So let's talk about the data collection and why we're here today. But first, what is MOE/CEIS/CCEIS data? Kelley, can you answer that?

00:00:34.14 >> Sure, Audrey. As we know, the special education world loves an acronym, so we have a long one here today. And MOE/CEIS/CCEIS is a somewhat shorter way of saying Maintenance of Effort Reduction, Coordinated Early Intervening Services, and Comprehensive Coordinated Early Intervening Services. So it's a mouthful, but we're getting used to seeing it and saying it. And it's an IDEA data collection that includes LEA-level data about IDEA Part-B allocations, Maintenance of Effort Status, MOE funds, CEIS and CCEIS provisions, Significant Disproportionality Reason, CEIS and CCEIS Reservations, Children Receiving CEIS, and Children Receiving CCEIS. States also report on the Determination Data Year, and that is the data year of their LEA determinations. So lots of different information and data are collected in this file, in these file specs. And so we will be going through as much of this as we can during this podcast.

00:01:56.37 >> Thanks, Kelley. That's a lot of data and a lot of acronyms. I hope that our listeners are okay with us saying MOE/CEIS/CCEIS or maybe even shortening that a little bit more throughout the course of this so that we can get through all of the wonderful material that we have today. But you did bring up changes, so let's get into that. This collection is going to have some big changes this year. Obviously, the due date, but the biggest might be moving the collection from EMAPS into EDPass. Kristen, can you tell us why this is happening?

00:02:37.46 >> Absolutely. So EDFacts is an initiative that was launched by the U.S. Department of Education almost 20 years ago. So a few years ago, they made the decision to embark on what they termed EDFacts modernization, and that is an effort to update the original EDFacts system that the US Department of Education uses for states to report their data to them. So they decided to modernize that system because the original system really became outdated by data system standards, and the technology and the tools and the data needs of federal reporting really had begun to outpace the capabilities of the original system. So the new system, and it is currently live and active, and states have been using it for a couple years, has been named the EDPass. This new EDPass system provides tools to support state processes. It gives states better ownership of the data quality review process and also ensures that the data are more high-quality and usable as of the due date that states are actually submitting the data. And it eliminates the data resubmission period. In the past, states would submit their data, and then a few months later, they would get data quality review items they had to respond to. The new EDPass system allows states to address issues at the time of submission, when the data is fresh, reducing burden later.

00:04:57.33 >> Thank you, Kristen. So thinking about the move for MOE, CEIS and CCEIS from EMAPS into EDPass, let's get into what this means a little bit. Audrey, let's start with the data. Are there changes to particular elements this year?

00:05:16.23 >> Well, the biggest one, of course, is that the count of students with disabilities that received CCEIS is being added to the collection. This change has been anticipated based on the OMB package and information from OSEP over the past few years. States should be prepared to submit the count of students with and without disabilities who received comprehensive, coordinated early intervening services.

00:05:53.97 >> So it's a change that we knew about, but everyone had time to collect the data, right?

00:05:59.59 >> Right, exactly. Another change is related to EDPass. Previously, states reported NCES IDs and update flags in the EMAPS upload template. In EDPass, that’s linked to the directory and won’t be collected in this file anymore. PSC sent a broadcast in April asking states to reconcile their MOE/CEIS/CCEIS data to the 2023/24 directory (FS029) and submit correction forms to OSEP by Wednesday, July 30, 2025. As of recording (August 13), directory updates should be complete. But what should a state do if they missed the July 30 deadline?

00:07:50.10 >> If a state didn't reconcile their 2023/24 directory by the July 30 deadline, they need to reach out to PSC for advice on next steps.

00:08:07.49 >> Now that we know about the data changes and the new collection process, what are some of the biggest challenges to gathering all of this data together?

00:08:44.04 >> One of the biggest challenges is that the data comes from multiple sources—fiscal data, determinations, maintenance of effort, significant disproportionality determinations, and numbers of students served. You also have to track the correct data year for each piece. Clear processes and strong relationships across SEA roles are essential.

00:09:31.67 >> Another challenge is navigating EDPass file specifications instead of a single spreadsheet template and user guide. It’s important that Part B data managers, EDFacts coordinators, and fiscal staff read the file specification thoroughly and understand reporting requirements. Also, CEIS/CCEIS regulations can be complex—e.g., significant disproportionality triggers a required 15% CCEIS reservation, and student counts include students with and without disabilities.

00:11:38.91 >> The same challenge exists for voluntary CEIS reservations. SEAs must ensure reserved funds do not exceed 15%, and LEAs must track the total number of students served, including students who received CEIS prior to being identified for special education and then received special education in the reference year.

00:12:42.53 >> EDPass also changes submission formats. Instead of one template, states will use file specs (FS-231 through FS-238). This “biospec” references the old spreadsheet column names and can help with the transition.

00:13:56.13 >> We recommend reading the full file specification first, then planning how to break the big CSV into eight EDPass files. Permitted values also change (e.g., “yes/no/NA” instead of 0/1). LEAs may appear differently across files depending on spec guidance.

00:15:11.77 >> EDPass coordinators and EDFacts staff may be unfamiliar with this collection because it previously went through EMAPS without their involvement. It’s important to sit down together, review file specs, and plan how processes and data sources need to shift. Introductions may be needed between fiscal, EDFacts, and program staff who have not worked together before.

00:16:47.68 >> IDC has formed a work group with CIFR to support states. An MOE/CEIS/CCEIS edit check and file builder tool is also being developed to help convert legacy EMAPS-format data into EDPass files and metadata with automated calculations and error checks.

00:18:59.63 >> Work group details: meetings are Thursdays from 2–3 p.m. The first meeting is August 21 to discuss questions about the process and format changes. The second is September 25, including an organizer and timely topics. October 16 will focus on best practices for creating the eight EDPass data files due November 19. Weekly office hours run Thursdays, October 23 through November 13, from 2–3 p.m.

00:21:47.97 >> Thanks—lots of information and dates. If you have questions, reach out to your state liaison. Any final thoughts?

00:22:29.70 >> Reminder: these files are now due in November—November 19—and we’ve got this. We’ll support each other through the process.

00:22:53.81 >> We should find a shorter way to say these acronyms—it’s a mouthful—but we’re here for you.

00:23:05.91 >> A Date with Data is produced by the IDEA Data Center, funded by the U.S. Department of Education. Have a story about special education data? Reach out at IDEAData@westat.com. Visit IDEAData.org to learn more.