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

As the SPP/APR submission season wraps up, a moment of recognition is in order. For Part C and Part B 619 Data Managers and Coordinators, spring isn’t just about warmer days—it’s the culmination of months of dedicated work. With the State Performance Plan/Annual Performance Report (SPP/APR) submissions behind them, now is the time to reflect, regroup, and prepare for what’s next.

For Part C teams, this marks the end of a major effort.

The Part C State Performance Plan/Annual Performance Report (SPP/APR) is a critical tool for evaluating and improving early intervention services under IDEA Part C. By tracking performance on key indicators, such as timely service delivery, family engagement, and child outcomes, the SPP/APR helps identify strengths and areas for improvement. This is more than just a job well done. It’s a testament to your hard work!

As we move into the Spring, states are entering the OSEP clarification period (April 8–22 for Part C and April 10–24 for Part B). OSEP encourages states to meet with their OSEP state contacts to discuss any requested clarifications, remember that your DaSy TA liaison is available to join clarification calls, provide support, and help address identified areas of improvement.

To support you during this busy time, we reached out to DaSy experts for helpful tools and strategies to stay prepared for what is to come.

Reflect first

First, did you take a day to recharge or an hour to rejuvenate? Find some time for this essential task.

Then take a breath, and another breath. And another.

Start today by reflecting. Think about the individuals that each data point represents – the children, families, and communities you serve. Reflect however most connects to your life and most feels right to you. What stood out to you in the data this time around?

Update and Revise Internal Processes and Deadlines

Here are the top Part C Data tasks to tackle this month while the submission process and your memory is fresh. Work through these steps to ease preparation for SPP/APR submission the next time around. The Part C Data Managers Community recommends taking this time to prepare for next year’s submission. DaSy TA specialists recommend using the Part C Data Collection Calendar document to map out monthly tasks related to data collection and reporting.

1. Consider the following questions to start: How did it go? What do you want to avoid next year? Where do you need to tweak the process and timeline internally to make sure that you can reach your timing and submission goals? For example, who is responsible for ensuring submission attachments are 508 compliant? How much time do they need for this? Build in more time than you think is needed to account for unforeseen issues and just plain life happening.
2. Solicit and incorporate suggestions for process and timeline improvements from all staff involved in the process.
3. Make changes to the Part C Data Collection Calendar tool and any other existing state specific tools and documents that serve this purpose for your state team.

Plan Data Quality Improvements

Was there any part of this process in which you questioned the quality of the data? Now is the time to take action to improve the quality of the data before beginning the next cycle of local data entry. “All the power in improving data quality sits with local program leaders,” said Lisa Backer, DaSy TA Specialist and former supervisor of (and former) Part C Data Manager and of Part C and Part B/619 Coordinators in Minnesota. How will you inspire action in local program leaders to improve data quality? Consider including local staff in your reflection on the submission process. Identify and act on local data anomalies or successes or improvements every month in some way.

Document. Document. Document.

Get started on adding notes to Part C Data Protocols. Then set aside time as a team to revisit and refine each protocol on a regular basis. Each protocol except the State Landscape Protocol allows for documenting details such as due date, contact information, and specific steps for the collection, validation, and submission of IDEA data. Time spent on these documents will pay off for DMS 2.0, data quality, and more. We promise. While your memory is fresh, document, document, document.

Budget for Data System Enhancements

Identify and advocate strongly for data system enhancements as the budget for the next fiscal year is finalized. Emphasize the importance of modernizing infrastructure to improve data accuracy, accessibility, and security. Engage partners to gather input on system needs and priorities. A well-supported proposal can ensure long-term scalability and better decision-making capabilities.

If you need support in any of these areas, DaSy TA specialists can help. Please reach out to your DaSy TA liaison with any questions.

DaSy Resources

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

• Part C IDEA Data Collection Calendar
• Part C Data Processes Toolkit
• DaSy Part C Data Quick Reference Guide
• 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
• EDFacts Community
• EDPass
• Data Submission Organizer: Due dates for 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

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.

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.

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 April 2025.