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SEA Data Processes Toolkit

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Does your state have well-documented data processes in place to ensure that IDEA data are timely, accurate, valid, and reliable? If not, contact your IDC State Liaison for help! Using the SEA Data Processes Toolkit, our TA providers can work with state special education staff and others in your state to document your current 616 and 618 data processes. IDC can also assist with improving those processes to ensure consistent practices to collect, analyze and submit high quality data year after year! 

This process has empowered us to help other departments better understand federal requirements. We will use the processes for DMS, to onboard new staff, and to improve our monitoring and compliance documents that LEAs have access to in order to help them become more literate about the data.

— Part B Data Manager, 2024

Did You Know?

Writing down your processes and related information can make a huge difference in creating a well-managed system for data collection both now and in the future. The IDC team is always here to help you think through every step to meet your SEA’s unique needs. Reach out to your IDC State Liaison today!

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SEA Data Processes Toolkit: Overview

Share this overview with your state team as you begin building your documentation processes. It’s a great tool to discuss and get everyone on the same page across the agency.

Download the Overview

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State Landscape Protocol

This protocol serves as an overview of state infrastructure. It covers background information on the state, including descriptions of the data systems, key staff, and general policies and procedures that apply to IDEA data.

616 SPP/APR Indicator Protocols

These protocols cover information about each of the 18 SPP/APR indicators, as defined by Section 616 of IDEA. States submit the data to OSEP via the APR Tool for the SPP/APR.

618 Data Collection Protocols

These protocols cover information about the seven data collections defined in Section 618 of IDEA. States submit these data to OSEP via EDPass files in the EDPass and the EMAPS systems.

Annual Determinations for LEAs

This protocol covers processes for using data to establish an LEA’s annual determination. It includes information about which data a state will use for that determination and how the state should calculate and share the determination.

Business Rules Documentation Protocol

States can use the workbooks within this protocol for documenting, recording, and communicating existing business rules or data quality validation checks. This is especially helpful during the collection and validation of IDEA Part B data.

Toolkit Components

Now as we are documenting our processes, it is strengthening us by helping us know more for succession planning because we are documenting where data resides and who is responsible. By documenting everything, it will allow someone to come in the future and know where to go. It will go a long way towards improving our processes in the state.

— Special Education Administrator, 2024
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618 Data Collection Calendar

This tool helps states plan for and submit the 618 data collections on time and accurately. Each collection report includes a due date with corresponding timelines for tasks and activities.

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2024 Quick References for IDEA Part B 

This quick reference guide brings essential information about IDEA data requirements together in one place. These references may be useful for new and experienced state staff who work with IDEA data and who need an easy way to reference key information.

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