Authors: Kate Borelli, Linh Le, Terry Long
Contributors: DaSy’s Data Managers Learning Community

The dates below have been updated with the most recent information from the EDFacts Partner Support Center (PSC) as of October 1, 2024.

As we begin a new IDEA reporting year, it’s time to get ready for the data tasks ahead! Staying on track with key deadlines is essential, so we’ve reached out to DaSy experts for tools to help you stay organized and plan for what’s coming next. Most notably, the transition from EMAPS to EDPass is beginning with the IDEA Part C Exiting Survey for the 2023-24 data submission.

Upcoming Deadlines

Important upcoming deadlines are noted in the table below. The IDEA Part C Child Count and Settings Survey SY 2023-24 was due on Wednesday, July 31, 2024. The IDEA Part C Dispute Resolution Survey SY 2023-24 is due on Wednesday, November 13, 2024, in the EMAPS system. Next, IDEA Part C Exiting Survey SY 2023-24 is due on February 19, 2025, in the EDPass system. For the first time, states will submit their Part C Exiting Data through EDPass instead of EMAPS. The State Performance Plan / Annual Performance Report (SPP / APR) is due Monday, February 3, 2025.

EDPass comes with new file specifications, so getting familiar with these changes now is essential. Be sure to join the OSEP Workshop for Part C Coordinators and Data Managers on October 9, 2024, for a walkthrough of the Part C Exiting data submission process via EDPass, an overview of the general supervision indicator, and best practices for accurate and timely submissions. The transition from EMAPS to EDPass will be rolled out in stages, with a step-by-step process to ensure a smooth shift and support for all states during the change.

Steps for the Start of a New IDEA Reporting Year

As “SPP/APR Season” rapidly approaches, the DaSy experts and the Part C Data Managers Community recommends tackling these key Part C Annual Data tasks early.

Data Governance and Infrastructure Development

Make sure all involved in collecting and reporting data at all levels of the system are prepared to implement ongoing processes and process changes related to the transition from EMAPS to EDPass. This is the perfect opportunity to distribute, clarify and update documentation using the DaSy Part C Data Processes Toolkit. (The toolkit is in the process of being updated to reflect the ongoing transition from EMAPS to EDPass.)

• Review any changes to the state’s data system, or changes in personnel and their respective roles.
• Review the process changes related to the transition from EMAPS to EDPass.
• Work with Lead Agency, local early intervention services (EIS) programs, vendors, governance personnel, and other partners to support necessary changes to data and procedures.
• Train local programs on data submission requirements.
• Disseminate adequate details associated with Lead Agency data business rules to local programs (with enough lead time so local programs can understand and disseminate rules to any vendors).

Learn More at DaSy Office Hours

DaSy holds a regular Data Managers’ Community of Practice on the second and fourth Tuesday of every month from 2:00-2:30 pm ET / 11:00-11:30 am PT. We’ve scheduled additional office hours for the upcoming reporting season, listed below. Join our office hours to chat with and learn from other Part C staff, and share strategies and tips for this busy time. Contact Ciearra Norwood-Williams for the office hours Zoom link.

• Office Hours for IDEA Part C Dispute Resolution Survey SY 2023-24 will be on Thursday, October 10, 2024, and Thursday, November 7, 2024, from 3:00-4:00 pm ET / 12:00-1:00 pm PT.
• Office Hours for IDEA Part C Exiting Survey SY 2023-24 will be on Thursday, January 9, 2025, and Monday, February 10, 2025, from 3:00-4:00 pm ET / 12:00-1:00 pm PT.
• Office Hours for SPP/APR will be on Monday, January 6, 2025, and Monday, January 13, 2025, from 3:00-4:00 pm ET / 12:00-1:00 pm PT.

Do you have questions?

If you have any data-related questions throughout the process, please contact The DaSy Center. DaSy staff is here to support you through this process!

Do you have questions about the transition from EDPass to EMAPS? If you have questions about any piece of the transition process (e.g., the error report, access to the system, dates), please reach out to the Partner Support Center (PSC) as soon as possible!

• EDFacts@ed.gov
• Toll Free: 877-457-3336
• The PSC is open from 8 a.m. to 6 p.m. ET, Monday through Friday.

DaSy Resources

DaSy Tools and Resources are in the process of being updated to reflect the ongoing transition from EMAPS to EDPass.

• Part C Data Processes Toolkit
• DaSy Part C Data Quick Reference Guide
• Part C IDEA Data Collection Calendar
• SPP/APR Basics, What You Need to Know Training Series
• Join DaSy’s Data Managers’ Office Hours on the second and fourth Tuesday of every month from 2:00-2:30 pm ET / 11:00-11:30 am PT. Contact Ciearra Norwood-Williams for the office hours Zoom link.

Other Resources

• EDFacts Communities 360
• EDPass Corner
• Data Submission Organizer: Due dates for EDPass submissions
• Calendar and Events: Due dates for EMAPS submissions and dates/times for Office Hours
• EDPass User Guide
• TA Videos (e.g., uploading a file, resolving errors in EDPass, responding to metadata)

About the Authors

Kate Borelli is a Communications Lead and Designer at SRI. She directs communications for the Center for IDEA Early Childhood Data Systems (DaSy), overseeing the center’s website, content strategy, and state engagement initiatives.

Linh Le is a Communications Specialist at SRI. She currently supports communications for the Center for IDEA Early Childhood Data Systems (DaSy), managing the center’s social media efforts and blog.

Terry Long is a DaSy consultant with more than 20 years of experience with data in the field of special education. She founded SPED Data Services, a special education data consulting firm. Before that she managed the customization, implementation and daily operations of Tennessee’s statewide special education data system.

Published October 2024.