5/7/2018
1
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
2
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
5/7/2018 3 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 4 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
3
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.
5/7/2018 5 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 6 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
4
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.
5/7/2018 7 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 8 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
5
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.
5/7/2018 9 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Website Navigation
5/7/2018 10 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
6
Year Selection
5/7/2018 11 Leading for educational excellence and equity, every day for every one. | education.mn.gov
District Selection
5/7/2018 12 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
7
Main Page Information
5/7/2018 13 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Expenditure Data
5/7/2018 14 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
8
Adding Expenditures
5/7/2018 15 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Adding Expenditures 2
5/7/2018 16 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
9
Adding Expenditures 3
5/7/2018 17 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Adding Expenditures 4
5/7/2018 18 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
10
Adding Expenditures 5
5/7/2018 19 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Adding Contracted Student Placements
5/7/2018 20 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
11
Changing a Line
5/7/2018 21 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 21 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
12
Expenditure Errors
5/7/2018 23 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Expenditure Errors 2
5/7/2018 24 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
13
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.
5/7/2018 25 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Retaining Data
5/7/2018 26 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
14
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).
5/7/2018 27 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 28 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
15
Sort & Filter Options
5/7/2018 29 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Inquiries 3
5/7/2018 30 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
16
Reports (Data Extract)
5/7/2018 31 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Reports (Data Extract) 2
• Downloads into an Excel Spreadsheet.
• Contains column headers.
• Contains notes added from district and MDE.
5/7/2018 32 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
17
Reports (Data Extract) 3
5/7/2018 33 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Reports (Data Extract) 4
5/7/2018 34 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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
5/7/2018
18
FTE Review
5/7/2018 35 Leading for educational excellence and equity, every day for every one. | education.mn.gov
FTE Review 2
5/7/2018 36 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
19
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.”
5/7/2018 37 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 38 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
20
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
5/7/2018 39 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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)
5/7/2018 40 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
21
State Cover Sheet
5/7/2018 41 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 42 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
22
Federal Cover Sheet
5/7/2018 43 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 44 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
23
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.
5/7/2018 45 Leading for educational excellence and equity, every day for every one. | education.mn.gov
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.
5/7/2018 46 Leading for educational excellence and equity, every day for every one. | education.mn.gov
5/7/2018
24
Contacts
General Assistance
• Beth Tomlinson: 651-582-8483
• Jill Bemis: 651-582-8408
Approval Assistance
• Carisa Ricci: 651-582-8611
5/7/2018 47 Leading for educational excellence and equity, every day for every one. | education.mn.gov
Thank you!
Special Education Funding and Data Team
5/7/2018 48