EMIS and Special Education Reporting and Compliance

Topics in the Presentation Interaction between policy and data Reporting the special education event record Special education data that affects funding Special Education Accountability and its consequences

Interaction Between Policy and Data Identify strengths, weaknesses of current policies Funding Determine and confirm corrective actions Compliance with law

Determining Compliance Provision of FAPE (Free and Appropriate Public Education) Procedural Safeguards Individual student activities Fiscal –Maintenance of Effort (MOE) –Excess Cost

Data Reporting in EMIS Special Education Event Student Standing Student Attributes Student Program Discipline Attendance Assessment

What to Report ONLY events for which your LEA is responsible ALL events for which your LEA is responsible Consent from another district is not applicable in new district

Data Collection Tool Optional tool Used to share data from special education staff to EMIS staff Often completed at same time as “event” You have a copy; also updated frequently and posted online

Name: _________________________Data ID#: ______________________DOB: ________________________Date: ________________________ Resident District: ________________District of Attendance: ___________Building of Attendance: __________Autism Scholarship? ____________ Grade Level: ____________________Race: ________________________Disability Category: _____________ **** Refer to Master Code Sheet on page 3 for codes and explanations!!! A. Date Type Codes: Activity (GE100) Event Date from PR- XX form (GE 110) Outcome (GE 120) Begin Date (GE 140) End Date (GE 150) Compliance 1.PSTC (Preschool Transition Conference - ONLY for students coming from Help Me Grow) No code currently reported, but note if parents deferred ETR due to child’s age (Deferred? Yes_______ No_________) N/A 1.RFRL (Referral for Evaluation - after the child is suspected of having a disability) N/A 1.CNST (Parent Consent for Evaluation - on or after referral date) CNGICNGRCNGOCNRFCNNRCNDP 1.IETR (Initial Evaluation Team Report - Completion due 60 days from consent) ETNE ETDP Disability Category (circle): ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 1.IIEP (Initial IEP - 30 days from ETR Completion; by third birthday if PSTC) IENS IEPR IEDP LRE codes (circle) : IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72 1.AIEP (Amended IEP) Change LRE to:_______________________________ Change Test Type To: _________________________ Change OGT consequences to: __________________ Other_______________________________________ Must match another IEP N/A 1.IISP (Individual Services Plan ) IE39 N/A 1.RISP (Individual Services Plan ) IE39 1.RETR (Reevaluation Team Report - 3 years from prior ETR) ETDP ETEX Disability Category (circle): ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 1.RIEP (Periodic Review of IEP - 1 year from previous IEP) IENS IEPR IEDP LRE codes (circle): IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72 1.TETR (Transfer Student ETR Adoption) ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 1.TIEP (Transfer Student IEP Adoption) LRE codes (circle) IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IECF IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72 N/A

Pre-School Transition Conference A. Date Type Codes: Activity (GE100) Event Date from PR- XX form (GE 110) Outcome (GE 120) Begin Date (GE 140) End Date (GE 150) Compli ance 1. PSTC (Preschool Transition -transition from Help Me Grow) N/A

PSTC For students coming from Part C ONLY Reported by district of residence For first-time preschool enrollees, EMIS will accept all special education events that occurred prior to enrollment Starts the compliance clock ticking, just as a referral does Cross-checked with Dept of Health counts

Referral A. Date Type Codes: Activity (GE100) Event Date from PR-XX form (GE 110) Outcome (GE 120) Begin Date (GE 140) End Date (GE 150) Compliance 2. RFRL (Referral for Evaluation - after the child is suspected of having a disability) N/A

Referral Date from PR-04 Only REQUIRED for initial consent

Consent A. Date Type Codes: Activity (GE100) Event Date from PR-XX form (GE 110) Outcome (GE 120) Begin Date (GE 140) End Date (GE 150) Co mpli anc e 3. CNST (Parent Consent for Evaluation -on or after referral date) CN GI CN GR CN GO CN RF CN NR CN DP

Consent Date from PR-05 CNGIConsent Granted, Initial Date Signed may be different from date entered on form: the date reported is the date the district RECEIVED the consent! The receipt date must be documented. Only REQUIRED for initial consent

Consent Date from PR-05 CNRFConsent Refused Date Signed may be different from date entered on form: the date reported is the date the district RECEIVED the consent! The receipt date must be documented.

Consent Date CNNR – Consent Not Returned –Date district has made sufficient documented attempts to get consent –Attempts go beyond backpack letters –Use date district decides to cease the attempts

Consent Outcome –CNDP - Consent Moved to Due Process –CNGI - Consent Granted for Initial Evaluation –CNGR - Consent Granted for a Reviewed Evaluation –CNGO - Consent Granted for Other Special Education Activity –CNNR - Consent Not Returned –CNRF - Consent Refused

Evaluations A. Date Type Codes: Activity (GE100) Event Date from PR-XX form (GE 110) Outcome (GE 120) Begi n Date (GE 140) En d Dat e (GE 150 ) Compl iance 4. IETR (Initial Evaluation Team Report -Completion due 60 days from consent) ETNE ETDP Disability Category (circle): ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 6. RETR (Reevaluation Team Report - 3 years from prior ETR) ETDP ETEX Disability Category (circle): ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 8. TETR (Transfer Student ETR Adoption) ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

From the PR-06

ETR Event Codes IETR – Initial ETR RETR – Review of ETR, or decision that current documentation is sufficient TETR – IEP team reviews ETR of a transfer student and accepts it in its entirety 20

ETR Outcomes Disability category Currently, districts also report a disability category as a student attribute Eventually, the ETR outcome will be used as the disability category for every table in EMIS

ETR Outcomes ETDP – ETR Resulted in Due Process ETEX – Exiting Special Education; THE IEP TEAM determines a child no longer requires specialized instruction or related services; NOT used if a student graduates or withdraws or a parent revokes consent for services ETNE – Not Eligible for Services

Non-Compliance Reason Describes reasons why an activity was not completed according to the federally mandated timelines Some reasons remove student records from calculation of federal reporting

Non-Compliance Reason ** Not Applicable – Timelines were all met 01 No Identified Reason. Includes weather related delays 02Staff Not Available – Summer Months 03Staff Not Available – School Year 04Scheduling Conflicts with Family 05Parental Choice Documented – usually a PR-01 06Parent Refused Consent OR repeatedly didn’t show up at scheduled meeting and consent was never obtained 07Child’s Health 08Student’s Incarceration 09Compliance with timelines, but incorrect/missing data reported in a prior reporting period

IEPs A. Date Type Codes: Activity (GE100) Event Date from PR-XX Outcome (GE 120) Be gin Da te (G E 14 0) En d Dat e (GE 150 ) Complia nce 5. IIEP (Initial IEP - 30 days from ETR Completion; by third birthday if PSTC) IENS IEPR IEDP IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72 6. AIEP (Review of IEP) 12. TIEP (Transfer Student IEP Adoption) NA 13. FIEP (Final IEP meeting prior to graduation) 14. CIEP (Consent for services withdrawn by parent) IEPRNA

IEP Event Codes IIEP – Initial IEP RIEP – Review IEP (annual or review other than annual) TIEP – IEP team reviews and accepts IEP from another district CIEP – Parental Consent withdrawn FIEP – IEP annual review held within two months of graduation, no changes in goals or services AIEP – Amended IEP

IEP – From PR-09

IEP Dates and Outcomes Dates come from PR-07 Effective dates used to determine eligibility for weighted funding and December Child Count Outcomes usually show the environment OR –IEDP - IEP Resulted in Due Process –IENS - IEP Complete – Not Served –IEPR - IEP Complete – Parental Refusal 28

Parent Refuses Services Revocation of Consent at IEP meeting – Report RIEP, outcome IEPR Consent withdrawn at ETR/MFE meeting – change CNST outcome to CNRF Revocation of consent to existing IEP – report CIEP

Secondary Planning C.Secondary Planning Element (Transition Plan reported for students 14 years or older)**(GE 170) **** TPNP TMYG TPCE

ISPs A. Date Type Codes: Activity (GE100) Event Date from PR- XX form (GE 110) Outcome (GE 120) Begin Date (GE 140) End Date (GE 150) Compliance 7.IISP (Individual Services Plan) IE 39N/A 8. IISP (Individual Services Plan) IE 39 N/A

FN 270Dec 1 Changes in LRE not resulting from an IEP decision Preschoolers who are 5

Alternative School Setting B. Has the student been removed to alternative school setting? EMIS program code (circle if appropriate)

Use “Alternative School Setting” only when School personnel removed a child to an interim alternative educational setting for not more than forty-five school days without regard to whether the behavior is determined to be a manifestation of the child’s disability, if the child: –(i) Possessed a weapon –(ii) Possessed or used illegal drugs –(iii) Has inflicted serious bodily injury upon another person

Services D. Services (2150XX) Record any and only those services described on IEP. Make sure to include any IEP required “speech and language services” for students whose disability category is “speech.” Consultative services included in the IEP Section 7 “support for school personnel” need not be reported Adaptive Physical Education Aide Attendant Audiology Interpreting Medical Occupational Therapy Orientation and Mobility Physical Therapy Reader Services Psychological Speech-language Pathology Rehabilitation counseling Parent counseling and training Counseling Recreational Special Transportation Social Work School health services School nurse services Other

Services IEP will include services NOT reported to EMIS Your software may collect services not reported to EMIS – you can adjust tool, if you need to For school age, NO connection to funding

Itinerant Services are reported as a program code E. Preschool Itinerant Services (a teacher) Provider:

Testing Requirements of IEP F. Testing Requirements TEST TYPE required by IEP: ALT STR STA Accommodations required: ** NO Y1 Y2 Y3

IEP testing requirements Accommodations offered on a regular basis in the classroom that are also permissible for OAT and OGT Alternate assessment is provided on a regular basis in the classroom, not just for OAT and OGT

Graduation Record G. Special Education Graduation Record: Assess- ment Area Code Assessment Type Code Exemption Flag IEP Date IEP Type R (Reading) GXYNYN W (Writing) GXYNYN M (Math)GXYNYN C (Social Studies) GXYNYN S (Science) GXYNYN

Policy and Data - FAQs

Snow Days Non-compliance reason “01” – no identified reason Calamity (windstorm, flooding, HVAC failure, or snow day) makes it impossible to meet the timelines Federal procedural timelines

Re-testing for OGT No relationship to exemption of consequences 10 th -grade score counted in state, AYP, PI 11 th grade, counted in 11 th -grade cumulative calculation only If re-tested, highest score used

Data and Funding Child Count –School Age –Pre-School State Funding –School Age –Pre-School

School Age IEP IN EFFECT on Dec 1 IEP Outcome Code Student Attribute Data successfully transmitted to EMIS

For Funding Not affected by Related Services Not affected by “non-compliance reason” Not affected by “was it late” Not affected by just being on “IEP status/do not fund report”

Weights for State Funding Funding NOT for an individual student Weights for STATE funding only

December Child Count Determines total amount state gets from federal government A formula divides that total federal aid into district shares District share goes to districts Districts must provide services to private schools

Special Education Accountability Determinations Findings of non-compliance Confirmation of correction of non- compliance

Determinations 1)Performance on compliance indicators; 2)Whether data submitted by the LEA are valid, reliable, and timely; 3)Uncorrected noncompliance from other sources; and 4)Any audit findings

Questions As always, start with EMIS manual If necessary, contact your ITC Then, In any , INCLUDE YOUR DIRN!