Short Text: Ensure IEP is present for PK enrollment.
Long Text: Ensure the special education record is present for students enrolled in PK. This warning will throw on the /sSA endpoint if a PK student enrollment record is submitted without an associated Special Education Program Association (i.e., /sSEPA) record. It is essential that students enrolled in PK have a corresponding Individualized Education Program (IEP).
Defining PK: For reporting purposes, DPI defines prekindergarten (PK) as:
students in PK have not reached the age for first grade, AND
are not enrolled in K4, or KG, AND
have an IEP, AND
receive primary educational services from the LEA/Agency reporting the student.
Defining sSEPA Record: SSEPA stands for student special education association record. The sSEPA record is the method used by districts to submit special education data to DPI. A sSEPA must begin &/or end within a school year, and a sSEPA is expected when a student is IDEA eligible. The sSEPA record is like a ‘container’ including around 20 different data elements.
For extensive details on all of the sSEPA record data elements, please refer to the Customer Services Team slide deck on sSEPA Record Reporting.
How to Fix: First, check that this student’s enrollment record shows that the student is in the grade prekindergarten (PK). As per the definition above, PK students have an IEP and receive services from an LEA. If your student does not meet all of the criteria for being a PK student, (i.e., this student does not have an IEP), then do not submit this student enrollment record to WISEdata/DPI.
If your student meets all of the criteria for being a PK student, then check that the student’s sSEPA record has been submitted to WISEdata Portal. If you do not see a sSEPA record on the specific Student Detail screen underneath the ‘Special Education’ header, then you need to make sure this data is pushing from your SIS vendor tool/s to WISEdata Portal.
Example: District Dylan receives warning 7481 for a newly enrolled PK student named Alphonso. Dylan knows that only PK students with IEPs need to be submitted to WISEdata, and that these records are not submitted until the student is age three.
Scenario 1:
District Dylan notices that they just totally forgot to submit sSEPA record data. Alphonso has been a student in their building since he was two, and the school has had enrollment records for him as a student, but they never sent that information to WISEdata Portal because enrollment and IEP records can only be submitted for students once they reach three-years of age. Now that Alphonso has turned three, this data needs to be sent to WISEdata Portal.
Scenario 2:
Similar to Scenario 1, another common reason why this warning may throw is due to pre-set login within an LEAs SIS vendor tools. District Dylan’s LEA uses a primary SIS vendor tool, as well as a 3rd party special education SIS vendor tool. Since Alphonso was two, he has been a student in District Dylan’s building, and the primary SIS vendor tool has had an enrollment record for Alphonso. Due to a glitch in the primary SIS vendor tool, Alphonso’s enrollment record was submitted to WISEdata Portal before his third birthday. The special education SIS vendor tool, however, did not send the IEP information because Alphonso had not yet reached his third birthday. So now, WISEdata Portal has a PK enrollment record with no corresponding IEP/sSEPA record, and WISEdata logic states that all PK enrollments must also have a sSEPA record.
The sending of Alphonso’s enrollment record prior to his turning three-years-old also consequently results in Dylan receiving Warning 6712 (outside of expected age range). District Dylan pulls Alphonso’s enrollment record (to clear Warning 6712 AND Warning 7481) from WISEdata Portal. Lastly, Dylan makes a note to check both SIS vendor tools (primary and SpEd) AND to check WISEdata Portal again on Alphonso’s third birthday, which is when both records should be submitted.
Scenario 3:
In this scenario, let us assume that Alphonso has reached or passed his third birthday, and that WISEdata Portal has his enrollment record and his sSEPA record. At some point in the current school year, after his 3rd birthday, his IEP has been reviewed for the next year. Now his IEP needs to be updated to reflect those changes agreed upon during his latest IEP review.
There are a couple of very widely used primary SIS vendor tools (e.g., Infinite Campus, or Skyward) that delete a sSEPA record from WISEdata portal while that IEP is being actively edited within a SIS tool, say for an annual update after an IEP review. This is confusing because on the SIS side while the IEP has been left open/in editable mode and the IEP is a ‘work in progress’, all the data is visible on the SIS. However, on the WDP side, the IEP (and consequently the sSEPA record) is gone.
In this scenario, District Dylan needs to complete all of the required IEP updates and then ‘lock’ the IEP. Once the IEP is locked, the SIS should automatically reupload the IEP/sSEPA record to WISEdata Portal. This is confusing because District Dylan would have already submitted Alphonso’s sSEPA record on his 3rd birthday, and Dylan confirmed the sSEPA was visible in WDP, but now it’s not. Dylan would need to either push the updated IEP data manually, or wait for the automatic overnight validation data push. When Dylan checks to see that the data has been pushed into WISEdata Portal from the SIS vendor tools, the warning would then clear.
Technical Details:
Business Rule Logic: This warning should run for all school types and all enrollment types.
Throw on /sSA when a school submits an enrollment record for a student in a prekindergarten (PK) grade and there is no student special education program association (/sSEPA) record.
Additional Comments
For more info, see the sSEPA begin and End Dates data element page.
For more info, see the IEP/ISP Begin and End Dates data element page.
For more info, see the Early Childhood Participants Uncommon WISEdata Situations webpage.
11/9/2023