Special Education Data Reporting Application Training€¦ · Special Education Data Reporting...

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Special Education Data Reporting Application

Beth Tomlinson

May 2018 5/7/2018 1

Topics

• Overview

• Acquiring web access

• Website navigation

• Adding, changing and deleting lines

• Errors

• Retaining data

• Inquiries

• Reports

• FTE review

• New year application process

5/7/2018 2 Leading for educational excellence and equity, every day for every one. | education.mn.gov

5/7/2018

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Special Education Data Reporting Application (SEDRA)

• Introducing SEDRA

• The new SEDRA system went live Tuesday, March 27, 2018

• Web based, any browser can be used

• Goodbye to Java!

• Minnesota Department of Education (MDE) grants user access

• Training for districts: SEDRA 101 – July 18 through October 9

• Combined SEDRA 201 plus SEDRA Errors webinar June 27 and September 18


Preauthorization for Access

• Two step process, preauthorized by your district Identified Official with Authority (IOwA) and then approved by MDE.

• Districts designate the staff members who have a need for access to the system.

• Once you are preauthorized, follow the steps in this presentation to obtain authorization from MDE.

• If you do not hear back from MDE after one week, please do not submit another request but contact [email protected] to verify your status.


mailto:[email protected]

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Web Access Users Without an MDE Secured Account

1. Go to the MDE website.

2. Select “Districts, Schools and Educators.”

3. Select “Data Submissions.”

4. For users new to using the MDE Secured System, select Create Account.


Web Access Users With an MDE Secured Account

1. Go to the MDE website.

2. Select “Districts, Schools and Educators.”

3. Select “Data Submissions.”

4. Select “Special Education Data Reporting Application (SEDRA)” (on the left). This will launch the website information page for the selected application.


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Web Access Users With an MDE Secure Account 2

5. Click on “Enter Special Education Data Reporting Application.”

6. The “Authorization Required” screen appears. Click on “Request Application Access.”

7. The user will request a “District User” role on the “Choose Role” screen. Two roles available – User and ReadOnly.


Web Access Users With an MDE Secured Account 3

8. The user will choose what district he/she will need to access. If the user represents multiple organizations, select “I need access to more than one district” and the page will reload with checkboxes next to each organization name. Choose each organization name you represent and select “Submit My Districts.”

9. A confirm authorization request screen will appear. The user will confirm the request by selecting the “Submit My Authorization Request” button.

10. The “Authorization Request Submitted” screen will let the user know that the request to access the “Special Education Data Reporting Application” for the district(s) selected has been submitted.


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Web Access Users With an MDE Secured Account 4

11. If the screen does not appear, the user will confirm the request by selecting the “Submit My Authorization Request” button.

12. Pre-authorization does not mean approval. The MDE administrator also has to approve the user’s access request based on the pre-authorization list. The user will receive an email when MDE approves access.


Website Navigation


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Year Selection


District Selection


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Main Page Information


Expenditure Data


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Adding Expenditures


Adding Expenditures 2


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Adding Contracted Student Placements


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Changing a Line


Deleting a Line

• To delete a line, simply click on the line number and then click the Delete Expenditure button on the bottom of the screen.


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Expenditure Errors


Expenditure Errors 2


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Expenditure Errors 3

• Expenditure Errors on the main screen will show just your lines in error.

• Two types of errors – Fatal and Approval.

• A fatal error cannot be approved and must be fixed at the district level and is shown with a triangle.

• An approval error can be removed by MDE and is shown with a blue gavel icon.

• The icons also show how many errors this line contains.


Retaining Data


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Retaining Data 2

• Retain (Save), change or delete all of your 2018-19 data by June 1, 2018.

• Add any “To be hired” Staff by June 1, 2018 using Service Code X.

• Initial Maintenance of Effort will be run on June 1, 2018, comparing your 2018-19 date to 2016-17 final data.

• If you do not meet initial maintenance of effort, your federal funds will not load into SERVs for your availability.

• A letter of explanation will be accepted, but you must still meet MOE at years end or funds may be taken back. Year-end MOE is compared to one year prior numbers (ie. 2018-19 final numbers will be compared to final 2017-18 numbers for end of year maintenance of effort).


Inquiries

• You can view your data within SEDRA using the Sort & Filter Option.

• This option is available under the Expenditure Data Menu and also the Expenditure Errors Menu.


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Sort & Filter Options


Inquiries 3


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Reports (Data Extract)


Reports (Data Extract) 2

• Downloads into an Excel Spreadsheet.

• Contains column headers.

• Contains notes added from district and MDE.


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DATA YEAR

DISTRICT NUMBER

TYPE

SCHOOL NUMBER SCHOOL NAME

EMPLOYEE EXPENDITURE OVERRIDE

CONTRACTED STAFF EXPENDITURE OVERRIDE

SUPPLIES AND EQUIPMENT EXPENDITURE OVERRIDE

NON-REIMBURSABLE EXPENDITURE OVERRIDE

17-18 287 6 428 InVEST High School 1,580,967.81

22,491.76

46,662.92

955,092.31

17-18 287 6 431 VECTOR Basic

345,854.19

5,658.89

27,367.09

233,527.19

17-18 287 6 432 VECTOR Low Incidence 1,946,135.41

34,964.18

59,326.21

1,368,681.10

17-18 287 6 434 Intersect

283,357.82

4,216.75

2,696.13

201,570.66

17-18 287 6 439 Focus

916,184.27

13,852.12

24,876.96

582,848.35

17-18 287 6 440 Options Mid/Elem EBD 1,341,588.36

19,572.07

28,447.60

904,611.66

17-18 287 6 445 West High School

849,860.08

18,527.70

25,270.62

593,969.88

17-18 287 6 453 Explore

560,026.69

7,899.33

13,627.70

356,338.98

17-18 287 6 458 West Transition - -

- -

17-18 287 6 462 Phase 1,370,617.22

19,259.87

13,937.15

882,755.72

17-18 287 6 465 Sun 3,581,787.74

51,538.87

64,242.44

2,375,095.97

17-18 287 6 467 Venture

383,657.50

5,583.31

9,738.43

263,789.58

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FTE Review


FTE Review 2


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Program and Aid Approval

• As part of the program and aid approval for special education, Minnesota Statutes, section, 125A.75, subdivision 4, states:

“Before June 1, of each year each district providing special instruction and services to children with a disability…must submit to the commissioner an application for approval of these programs and their budgets for the next fiscal year.”


New Year Application Process

• Your 2017-2018 data rolled into 2018-2019 becoming your new year budgets.

• You must retain (save), change, or delete each line by June 1, 2018.

• You must submit your State and Federal Cover Sheets by June 1, 2018.

• You must submit your Statement of Assurances by June 1, 2018.

• Once this is complete, your district is eligible to receive your state special education funds.


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Statement of Assurances

• Statement of Assurances must be signed by the director of special education and a district superintendent or school board clerk.

• Path: MDE homepage > Districts, Schools and Educators > Business and Finance > School Finance > Special Education > Application for Special Education Funds – Statement of Assurances (SFY 2018-19) – 4/4/18


State and Federal Cover Sheets

Finding the State and Federal Cover Sheets

Start at the MDE home page (https://education.mn.gov)

Path: MDE > Data Center > Data Reports and Analytics > Minnesota Funding Reports (MFR)


https://education.mn.gov/mde/index.html

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State Cover Sheet


State Cover Sheet (2)

• State Cover Sheet must be signed by the director of special education and submitted to the department. The state cover sheet must indicate all of the following:

• The number of teacher contract days for the regular school term (not student contact days).

• The number of minutes in the contract day. (In most instances, lunch is not considered part of the school day unless staff is required to be present during the lunch period.)

• The district or cooperative that serves as your applicant agency for federal funds.


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Federal Cover Sheet


Federal Cover Sheet (2)

• Federal Cover Sheet must be signed by the director of special education.

• Circle Yes or No for: Whether your district authorizes MDE to withhold up to $5.00 per child count for the State Services for the Blind (SSB) for the LEA’s children and youth with disabilities,

• Whether your district intends to use up to 15 percent of Section 611 and 619 funds for Coordinated Early Intervening Services (CEIS) (please include the amount for CEIS if other than the full 15 percent).

• Remember that the share transferred to FIN 425 is reduction of Section 611 funds (FIN 419)

• 15 percent is the default when yes is circled and no amount listed

• Whether your district intends to use not more than 50 percent MOE reduction to local fiscal efforts.


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New Year Application Process (2)

• Only send in the state and federal cover sheets.

• Do not use signature stamps.

• The cover sheets must have an original signature.

• Scanned copies are not acceptable.

• Make sure any changes to School Days and School Terms are noted on the state cover sheet.

• Make sure to circle either yes or no for each line on the federal cover sheet.


SEDRA Calendar

November 1, 2018 – All lines not retained will be deleted (FY 2019 data)

November 2, 2018 – All Service Code X lines will be deleted (FY 2019 data)

FY 2018 Data:

November 30, 2018 – Last day to submit documentation to remove errors.

November 30, 2018 – SEDRA Closes at 4:30 p.m.

December 1-December 15 – Appeal period.

Because December 15 falls on a Saturday this year – Appeal period closes on December 17, 2018 at 4:30 p.m.

January, 2019 – MDE runs SEDRA and UFARS reconciliation and adjustments for year end close.


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Contacts

[email protected]

General Assistance

• Beth Tomlinson: 651-582-8483

• Jill Bemis: 651-582-8408

Approval Assistance

• Carisa Ricci: 651-582-8611


Thank you!

Special Education Funding and Data Team

[email protected]

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mailto:[email protected]

Special Education Data Reporting Application Training€¦ · Special Education Data Reporting...

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