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09/16/2014 - SEPTEMBER 2014 EXIT COUNT SUBMISSION

This listserv serves as a reminder for your LEA/Charter to initiate the September 2014 Exit Count submission in CECAS. The Initial submission for the September 2014 Exit Count opens on 9/15/2014 and is due by close of business on 9/19/2014. The deadline to Certify the September 2014 Exit Count submission is by close of business on 9/26/2014. New Charter Schools that opened in the 2014 - 2015 school year will not have active or exited student data in CECAS from the 7/1/2013 - 6/30/2014 reporting period. So, new Charter Schools will document 0 (zero) for the Active student count and 0 (zero) for the Exited student count in the September 2014 Exit Count submission.

SEPTEMBER 2014 EXIT COUNT SUBMISSION - Steps to conduct the initial submission:

  • The EC Director must log into CECAS to complete the submission.
  • From the left navigation menu, click Data Exchange to expand.
  • Click the arrow in front of Periodic Count to expand.
  • Click the Periodic Count Submissions link.
  • From the Periodic Count Submissions screen, click the New Submission button.
  • From the New Periodic Count Submission Step #1 screen, select the following:

      1. Select Count Period Type - EC Child Count.
      2. Select your Region.
      3. Select your LEA/Charter School.
      4. Select Count Period - September 2014 Exit Count.
      5. Select Code Set Type - CECAS. (CECAS refers to daily users; Non-CECAS refers to Reporting LEAs).
      6. Select File Type - Student.
      7. Verify the correct email address.
      8. Enter number of Active Students (Refer to Periodic Count Export Student List Report).
      9. Enter number of Exited Students (Refer to Periodic Count Export Student List Report).
      10. Click Next button to display the Periodic Request screen.

  • Click Close button to display the Periodic Count Submissions screen.

SEPTEMBER 2014 EXIT COUNT SUBMISSION - Steps to resolve the following Technical Manual Data Error:"Setting - The Student's age is invalid for the Primary Educational Setting."

  • Navigate to the Periodic Count Submissions screen.
  • Click the ID link in front of the current submission to navigate to the Submission Processing Work Box screen.
  • Click the link, Data Error Summary, to view the student records listed under this error message.
  • Click the Record ID link in front of the student's name.
  • From the Online Data Error Correction screen, select the New Value for Setting.
  • Click the Save button.
  • Click OK in the confirmation pop-up window.
  • Repeat these steps for all other student records with this data error.
  • Once you see "There are no data errors" on the On Line Data Error Correction screen, click the Cancel button to go back to the Submission Processing Work Box screen.
  • From the Submission Processing Work Box screen, DO NOT click the Resubmit button - you should see the Periodic Count status update to Validation Completed.
  • Proceed with certifying the submission.

SEPTEMBER 2014 EXIT COUNT SUBMISSION - Steps to certify submission:

  • Once your submission has the status, Validation Completed or No Data, you may now certify the Periodic Count Submission.
  • From the Periodic Count Submission screen, select the following:

      1. Select Count Period Type - EC Child Count.
      2. Select Count Period - September 2014 Exit Count.
      3. Select your Region.
      4. Select your LEA/Charter School.
      5. DO NOT select File type.
      6. Click the Search button.

  • The Periodic Count Submission for the matching LEA/Charter School will display in the results list. You will then see the Certify button at the top right corner of the screen.
  • Click the Certify button to display the Certification Confirmation Page. PRINT A COPY OF THE CERTIFICATION CONFIRMATION PAGE TO KEEP FOR RECORDS.

09/11/2014 - CECAS Data Movement

Currently CECAS is experiencing slowness in receiving demographic data from PowerSchool. This is causing a delay in the creation of new CECAS records. We are aware of this issue and we are working with our vendors to find a solution. We will provide you with an update on the situation as soon as we have helpful information. In the meantime, it is not necessary to submit a ticket to notify the Helpdesk of student records that are not created within 24 hours. Thank you for your patience.

8/21/2014 - September 2014 Exit Count Submission Schedule

The September 2014 child count for children exiting special education will be transmitted through CECAS based on the submission dates as listed in the table below. If you have any questions regarding this or any other CECAS issue, please contact your Regional Trainer. If you cannot reach your Regional Trainer, contact the Help Desk at (919) 807-4357, press 3 for CECAS, or email cecas.incidents@its.nc.gov

Submission Schedule
LEA Submission Date
Initial Submission from all LEAs, all Charter Schools, all State Operated Programs 09/15/2014 through 09/19/2014
Deadline for Certification Status 9/26/2014

8/4/2014 - Indicator 7 Count is Now Open for Submissions

Indicator 7 is now open for submissions. All submissions should be submitted and Certified no later than August 15, 2014.

*LEAs who have certified the Indicator 7 do not need to complete the steps below.

Submitting the Count:
The EC Director must sign into CECAS.
Open Data Exchange folder, Open the Periodic Count folder, Click on Periodic Count Submissions.
On the Periodic Count Submissions page, click New Submission. Fill in the drop lists on the screen using the totals on the Early Childhood Outcomes Report for the Active and Exited students. If the submission is rejected and different numbers are listed in the rejection, the user should resubmit using the Actual student count listed in the rejection notice.

Correcting Technical Manual Data Errors:
When the submission is in Technical Manual Data Errors status, open up the errors and resolve them using one of two ways:
1: If student needs to have COSF data added, move the student back to PK to enter data, and then back to K. Update the record on the Data Manager screens and then re-submit the count.
2: If student did not actually receive EC Pre-K services for 6 months, student should be deleted from count.

To Certify the Count:
Make sure the count status is either NO DATA or VALIDATION COMPLETED
The EC Director must sign into CECAS.
Open Data Exchange folder, Open the Periodic Count folder, Click on Periodic Count Submissions.
On the Periodic Count Submissions page, drop down the Count period Type field. Select Indicator 7. From the count period drop list select SY 2013-14 Ind 7. Select Region and LEA. Do not select a FILE TYPE.
Click Search. The Certify button will appear next to the Search button.
Click Certify.

Print the next page for your records.

If you have any questions regarding this, please contact your Regional Trainer. If you cannot reach your Regional Trainer, contact the Help Desk at (919) 807-4357, press 3, then 1 for CECAS, or email cecas.incidents@its.nc.gov

06/03/2014 - LEA Transfer Process - Summary Information for Users

Detailed information, including wmv and pdf files, can be found at http://www.nccecas.org/training/recorded-sessions.html. Please review one of these files.

Release date: June 2014

New screen: Transfer Student List will be accessible to all LEA level users. After determining that the record is up to date, the user can complete the transfer by activating the Complete Transfer button on this screen.

Changed Exit Reason:

"Moved - Not for Transfers" replaces the old "Moved - Known to be Continuing."

  • Do not manually exit an active student who is transferring to another LEA, Charter School, or SOP in NC. The transfer process will automatically assign the correct status to the record in both the Source and Destination LEAs.
  • Do not use the Exit reason "Moved - Not for Transfers" when a student is on the Transfer Student List.
  • Do use this Exit reason when you know that the child moved to another state.
  • Do use this Exit reason if child left the LEA to attend a private school in NC, including registered home school, and is not receiving services through a Private School Service Plan.

Change to Record Closure Reasons:

  • "Moved - Not for Transfers" replaces the old "Moved."

      1. Do not manually close a record for a student who is transferring to another LEA, Charter School, or in NC. The transfer process will automatically assign the correct status to the record in both the Source and Destination LEAs.
      2. Do not use the Record Closure reason "Moved - Not for Transfers" when a student is on the Transfer Student List.
      3. Do use this Record Closure reason when you know that the child moved to another state.

  • "Reset for Referral" will be removed as a reason for Record Closure at the time of release.

      A Reset for Referral button will be located on Exited and No EC Services records that will allow the entry of new referral and placement information for students who need a new referral

New Default Case Manager accounts:

Each LEA, Charter School, and SOP will have a Default Case Manager account assigned to the email address of the contact person that we have on file at the time of the release. The user ID is in the format DCM_(LEA Name). For example the default case manager for Catawba County has the user ID DCM_Catawba. The password will be emailed to you. This user displays in lists and screens as last name Catawba and first name DCM. When records are transferred into an LEA and when new records are created via checking Yes on the EC Data screen in PowerSchool, the default case manger will be assigned to the record. Please keep the email address for this account updated in order to receive notifications of transfers into your LEA.

6/3/2014 - CECAS Daily Users Monthly Webinar Scheduled for 6/4/2014

The CECAS Daily Users Monthly Update webinar is scheduled for June 4, 2014 at 9:00AM

If you have not registered for the monthly webinar meetings, the instructions are as follows:
1. The monthly meetings will be held via GoToWebinar. You will need to follow a 1-time registration process to attend each of the scheduled meetings. Once you have initially registered at the following link (https://www1.gotomeeting.com/register/179836025.)
2. Please ensure to use the link received from the GoToWebinar application to join EACH meeting scheduled throughout the year. Simply click this link a few minutes prior to the webinar's scheduled date and begin time to gain access to the webinar.
3. Make sure to keep the link received. However, if you lose the link, request this prior to the webinar via email cecas.incidents@its.nc.gov.
4. This link is to be used individually and not be shared, as it provides meeting entrance for only one meeting participant.
5. Should the meetings be canceled or moved to a different date and time, you will be notified by email.

04/30/2014 - Resources for using Early Childhood (Pre-K) Settings

We have added three documents to assist you in implementing the requirement to use the Early Childhood (Pre-K) settings for children who are less than 6 years old. The documents are located at Here.
Please note that you will only be able to select from the list of Early Childhood (pre-K) settings for any child who is less than 6 years old at the time you are entering the setting into CECAS. The resource documents will help you in determining the appropriate setting.

04/16/2014 - Age adjustments for LRE settings

LEAs recently received a memo clarifying the requirement to use the Early Childhood (Pre-K) settings for kindergarteners who will still be age 5 on December 1. In order to facilitate this change, the maximum age for Early Childhood settings will be changed to "less than 6" and the minimum age for School Age settings will be changed to "equal to or greater than 6."
This change will go into CECAS on April 23, 2014.

4/9/2014 - April Child Count Submission

**Thank you to all of the LEAs who have completed and Certified the child count. Please disregard the following message.**

The April count is well under way and most LEAs and Charter Schools have completed an initial submission. Please make sure to submit and certify your count, by close of business on April 15, 2014.

Submitting the Count:
The EC Director must sign into CECAS.
Open Data Exchange folder, Open the Periodic Count folder, Click on Periodic Count Submissions.
On the Periodic Count Submissions page, click New Submission and fill in the drop list.

We have several LEAS in Validation complete; please see the steps below to certify your count.
To Certify the Count:
The EC Director must sign into CECAS.
Open the Data Exchange folder.
Open the Periodic Count folder.
Click on Periodic Count Submissions.
On the Periodic Count Submissions page, drop down the Count period Type field. Select EC Child Count.
From the count period drop list select April 2014 Child Count.
Select your Region and LEA.
Do not select a FILE TYPE.
Click Search. The Certify button will appear next to the Search button.
Click Certify.
Print the page for your records.

If you have any questions regarding this or any other CECAS issue, please contact your Regional Trainer. If you cannot reach your Regional Trainer, contact the Help Desk at (919) 807-4357, press 3, then 1, for CECAS, or cecas.incidents@its.nc.gov

03/27/2014 - Production Site EC Forms/Reports issue has been fixed

The CECAS Production issues reported earlier today, have been fixed. If you have any questions about these documents or any other CECAS issue please feel free to contact the Help Desk at cecas.incidents@its.nc.gov or (919) 807-4357 and press option 3 for CECAS.

03/27/2014 - Production Site Issues

Currently CECAS is experiencing issues with the database servers. We are working to correct this issue as soon as possible. We will post here when fixed. If you have any questions regarding this or any other CECAS issue, please contact your Regional Trainer. If you cannot reach your Regional Trainer, email cecas.incidents@its.nc.gov

3/13/2014 - The CECAS Training site will be unavailable from 11pm this evening (March 13) until 2am Friday morning, while ITS updates the database servers. Please be sure to save your work and log off prior to 11pm tonight.

3/7/2014 - Instructions to Find Students in PowerSchool With 'Yes' or 'No' in Send Demographics to EC field

The following instructions will aid users in pulling and saving a list of students in PowerSchool that have the Send Demographics to EC field selected as 'Yes'.

1) Log into PowerSchool.
2) From the start page, enter S_NC_EC.EC_REFERRED=1 in the search box, press enter or search
3) Choose the Quick Export option
4) Enter the fields in the box that you want to export. Here are just a few that might be useful
   student_number
   lastfirst
   grade_level
   s_nc_ec.ec_referred
5) Click submit
6) Save the file
7) Open Excel.
8) Select Delimited then Next
9) Select Tab then Finish

Instructions to assist in finding students in PowerSchool With 'NO' in Send Demographics to EC field

The report above can be compared to the Quick Student List Report in CECAS. If a student is on the Quick List and not on the PowerSchool report, please check the EC Data screen to ensure the the Send Demographics to EC flag is selected.

If you have any questions regarding this or any other CECAS issue, please contact your Regional Trainer. If you cannot reach your Regional Trainer, contact the Help Desk at (919) 807-4357, press 3 for CECAS, or email cecas.incidents@its.nc.gov.

3/5/2014 - April 2014 Periodic Child Count Submission Schedule

The April 2014 child count for children with disabilities will be transmitted through CECAS based on the submission dates as listed in the table below.

The Special Education Child Count Verification form (for those LEAs whose EC Director does not actually do the CECAS submission) is available in the "Memorandums and Official Communications" of the Downloads Tab on the CECAS Information Site. Please note that EC Directors will now be mailing this form to the EC Delivery Team.

If you have any questions regarding this or any other CECAS issue, please contact your Regional Trainer. If you cannot reach your Regional Trainer, contact the Help Desk at (919) 807-4357, press 2 for CECAS, or email cecas.incidents@its.nc.gov.

Submission Schedule
LEA Submission Date
Initial Submission from all LEAs and all Charter Schools 4/1/2014 through 4/8/2014
Deadline for Certification Status 4/15/2014

3/5/2014 - CECAS Daily Users Monthly Webinar Scheduled for 3/5/2014

The CECAS Daily Users Monthly Update webinar is scheduled for March 5, 2014 at 9:00AM

If you have not registered for the monthly webinar meetings, the instructions are as follows:
1. The monthly meetings will be held via GoToWebinar. You will need to follow a 1-time registration process to attend each of the scheduled meetings. Once you have initially registered at the following link (https://www1.gotomeeting.com/register/179836025)
2. Please ensure to use the link received from the GoToWebinar application to join EACH meeting scheduled throughout the year. Simply click this link a few minutes prior to the webinar's scheduled date and begin time to gain access to the webinar.
3. Make sure to keep the link received. However, if you lose the link, request this prior to the webinar via email cecas.incidents@its.nc.gov.
4. This link is to be used individually and not be shared, as it provides meeting entrance for only one meeting participant.
5. Should the meetings be canceled or moved to a different date and time, you will be notified by email.

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CECAS Listserv

CECAS Listserv is a group mailing list used to quickly notify subscribers of any issues or changes that occur with the CECAS application via email. We encourage all users to join.
To become a member, please contact the Help Desk at cecas.incidents@its.nc.gov.