Preschool EMIS Reporting Update for Special Education Unit Funding Public Preschool Grant Awards 10/17/2003

Overview of Funding Sources State Unit Funding $78 million (ECE Web & EMIS) Federal IDEA $10 million CCIP Preschool Special Ed UNITS Preschool Special Ed State Grants $18 million CCIP Public Preschool

October K Report EMIS Approve to Maximum allocation School Finance flows funds Request for Funds (Web app) Allocation Current Funding System: Preschool Special Ed Units

EMIS Reporting Public Preschool and Preschool Special Education reporting via EMIS October K Reporting o UNITS: Preschool Units Report Not Preschool Staff Report December M Reporting o Early Childhood Record o Child Count  UNITS: Federal Child Count Report data  State-funded PPS: Child Count taken from ECE Record Yearend N Reporting o Early Childhood Record

Public Preschool and Preschool Special Education reporting via EMIS October K &Yearend N Reporting o Staff Records  Demographics  Employment  Course Masters o Student Records (Student Records also reported in December M)  Demographic  Attendance  Course  Program December M Reporting o Early Childhood Record o Child Count  UNITS: Federal Child Count Report data  PPS: Child Count taken from ECE Record Yearend N Reporting o Early Childhood Record EMIS Reporting

UNITS-Typically Developing Peers o Staff  Demographics  Employment  Course Master o Student  Demographics/Attendance Record  Student Course Record  Program Record (If applicable) o Position fund source (Staff Employment Record)  Z = Preschool State Unit Funding (use for preschool students with disabilities)  S = State Funds - Public Preschool Program

Statutory Requirements The Department of Education shall require school districts, educational service centers, and county MR/DD boards serving preschool children with disabilities/ public preschool to document child progress using research-based indicators prescribed by the department and report results annually. The reporting dates and methodology shall be determine by the Departments. Child mobility* Child attendance* Staff turnover* Staff qualifications* Child progress Poverty impact* *EMIS data

Early Childhood Record December M and Yearend N Reporting Indicators of Success Project Used to calculate o Attendance Rate o Enrollment o Preschool Poverty Rate  Not an eligibility requirements for special ed services  Research- Impacts child progress data  Correlate to ODJFS- Finance universal system of early care and education

Early Childhood Record Reported by the educating district for all preschool students (ages 3-5) enrolled in the following preschool programs: o State funded public preschool program (funded through a Public Preschool state grant administered by the Office of Early Childhood Education at the Ohio Department of Education) o State funded Preschool Special Education program o Federally funded Preschool Special Education program (Special Education Part- B IDEA Federal Grant funds) If the student is served in a state-funded public preschool program that is provided by a Head Start program or district other than the grantee, the grantee is required to report the Early Childhood Record in EMIS. Only ONE record per student at each district/entity where student % of time >0 o If student participates in BOTH state funded public preschool AND preschool special education at the same district, only one record is needed  ADDITIONAL option in data element “Type of Preschool Student” P-Dually enrolled in both programs

Early Childhood Record Poverty Level o * Parent refusal o 1-100% o % o % o % o % o % o >200% Poverty level to meet requirements in law regarding critical program performance indicators For Units: Not an eligibility requirement. For PPS: Income eligibility is a requirement

Where is data? For Units o EMAD o Free/reduced app o Parent asked  Parent refusal For PPS o Income eligibility Comparison/conversion chart Early Childhood Record Poverty Level o * Parent refusal o 1-100% o % o % o % o % o % o >200%

Early Childhood Record Attendance Pattern o Full day/every day (4-5 days) o Full day/every other day (2-3 days) o Half day/every day AM o Half day/every day PM o Other half day every day equivalent o Half day/every other day AM o Half day/every other day PM o Other-less than half day every day equivalent o Other-more than half day every day but less than all day every day equivalent

Early Childhood Record o Additional Elements  Type of Preschool Student – * = Student is served ONLY in a locally funded program (It is optional to report an Early Childhood Record for this student.) –A = Student is being served in a state-funded Public Preschool Grant program –B = Student is being served in a state or federally funded preschool special education program –P= Student is dually enrolled in both a state or federally funded preschool special education program AND a state-funded Public Preschool Grant program  Weekly Length of Instruction –A = 19 Hours or Less –B = Greater Than 19 Hours

Preschool Populations Preschool child with disability enrolled in Head Start or ESC or MRDD o District IEP  Child reported by district of residence AND  Educating district (ESC, other district) o Does not apply to child service plans developed and implemented by Head Start (Head Start and MR/DDs will begin reporting in EMIS in FY2005.)

IV. EMIS Coding Essentials Staff o Demographics o Employment o Course Master Student o Demographics/Attendance Record o Student Course Record o Program Record (If applicable) Position fund source (Staff Employment Record) o Z = Preschool State Unit Funding (use for preschool students with disabilities) o S = State Funds - Public Preschool Program

EMIS Coding: Teacher For All Preschool Teachers Position Code o Preschool Special Ed UNITS206 o State Funded Public Preschool205 Assignment Area o Preschool Special Ed UNITS o State Funded Public Preschool Subject Code o Preschool Special Ed UNITS EEH o State Funded Public Preschool Course Master/Type o Preschool Special Ed UNITS D08, D05 o State Funded Public Preschool P08 (P09) Pg 8

Unit Teacher Previously o D03- Half day o D04- Full day o D07- Full day/part time o D05-Itinerant o D06-Combination itinerant/center Fund total number of teachers meeting requirements Report service delivery option to meet local needs -EMIS CODING-

Teacher Report service delivery option to meet local needs o D08- center based  If AM/PM, then report 2 Course Master Records with Course Type = D08 –D08 (AM) + D08 (PM)  *1.00 Position FTE on Employment Record  If full day, one group of children, then 1 Course Master Record with Course Type = D08 o D05-Itinerant o If combination itinerant + centerbased  D08 +. D05  *1.00 Position FTE on Employment Record Pg 8-11

State-funded PPS Teacher Report service delivery option to meet local needs o P08- center based course type  If AM/PM, then report 2 Course Master Records with Course Type = P08 –P08 (AM) + P08 (PM)  *1.00 Position FTE on Employment Record  If full day, one group of children, then 1 Course Master Record with Course Type = P08

RELATED SERVICEABBREVAREA OF DOCUMENTED DEFICIT # OF STUDENTS WITH DEFICIT NEEDED FOR 1 UNIT Adapted Physical EducationAPEMotor (218027)100 Occupational Therapy OTMotor (218027)40 Physical TherapyPTMotor (218027)40 Speech/LanguageS/LCommunication (218026)50 AudiologicalAUDHearing (218028)75 Orientation & Mobility OMVision (218029)40 PsychologyPSY75 with “11” disability* SupervisorSUP10 teacher units for 1 30 teacher units for 2 50teacher units for 3 218XXX Program Codes PS UNITS-Related Services -EMIS CODING- New position code 333 Deletion of Assignment Codes For ESCs ONLY to receive supplemental salary for extended service, these positions must also be reported with the assignment areas listed in Chapter 3, section

PS UNITS-Contracted Services IF district has unit but contracts with another entity or individual to provide services Not for those districts through consortium with ESC when ESC has unit Applies to related services o Child study (school psychology) o Occupational therapy o Physical therapy o Speech/language services -EMIS CODING-

Preschool Special Ed Supervisors Position Codes o 110 o 113 o 115 If position is split between multiple assignments, report multiple: o Assignment Areas o Position fund sources -EMIS CODING-

Student Program Records Documented deficits- 218xxx Related services- 215xxx Service Delivery Options-217xxx Needed for Student Count used to approve Related Services 218xxx AND 215xxx Also used for Federal December Child Count 218xxx AND 217xxx Pg 17-19

Documented Deficits Eligibility criteria o A student may have more than one documented deficit reported. o If a student is reported with the or the program code, s/he must also have one of the other to program codes reported. Total child count provides bases for related service funding 215XXX  218XXX -EMIS CODING- Pg Communication services provided through IEP Communication Motor services provided through IEP Motor Hearing services provided through IEP Hearing Vision services provided through IEP Vision Social emotional/Behavioral functioning services provided through IEP Social emotional/Behavioral Cognitive services provided through IEP Cognitive Adaptive behavior services provided through IEP adaptive

PS UNITS Service Delivery Early Childhood Setting (Nondisabled) Part-Time Early Childhood/Part-Time Early Childhood Special Education Settings No change o Home (or caregiver) o Residential Facility o Separate School  Not for MRDD classrooms, churches, etc. IF child educated with typically developing peers o Itinerant services outside the home or outside an early childhood setting  Clinic setting

EMIS Adjustments Class size waivers-Centerbased (6-8) o more than 8 children with disabilities o 36 month age span o Maximum class size of 12 Caseload- Itinerant (10-20) Emergency Teacher Certification o Provisional licensure and temporary-Jan 2003 o ECE Teacher license o HB 196- MRDD -Funding System- Pg 22

V. Unit Errors & Fatal Errors  s in the Aggregations Pg 25 Handout/Help Document

VI. Resources & Assistance 1. Check data with district’s program supervisor for accuracy 2. Check the EMIS Manual 3. Check data against information in the EMIS Help document compiled by ECE 4. Check with your DA site for technical Assistance Pg 26

District Checklist- UNITS ERRORREFERENCECORRECTION No mc recs To generate teacher PS unit funding, the students must be on a course master for the center-based or itinerant teacher. You do not need to complete a course master for APE and related services staff. A Course Master Record must be reported for each teacher. Course type err A teacher’s daily instructional pattern is identified through the course type (D0x: D05, D08. Is the teacher providing centerbased services (D08), itinerant services (D05), or a combination of both (.5 as D as D05) Course code err Course code on file for this teacher does not match the valid preschool course code Invalid program code Early Childhood Service Delivery Options Each "Preschooler with a Disability," must have only 1 (one) 217XXX code. This is determined according to where the child is receiving services. This coding is used for federal reporting of service in the Least Restrictive Environment. Too few students Children served in a Preschool Special Education unit must be identified as a preschool child with a disability—a disability code of 11. The minimum number of children for full unit funding is not reported. For center-based services, six minimum. For itinerant, five minimum. For a combination teacher, six minimum. No prog recs In order to receive an accurate child count for related services, children served in a Preschool Special Education unit must have a 218xxx code indicating the documented deficit(s) that makes the child eligible for services. A child may have more than one documented deficit reported. If a student is reported with the or the program code, s/he must also be reported with one of the other to program codes. No grs recsThere are no aggregate preschool children’s records attached to this teacher. Children are not linked to the teacher. * Total FTE of teacher is shown for each course reported

Help Documents Reporting Requirements- including funding system overview Class size waivers Itinerant Caseload Waivers Teacher Qualifications & MRDD Declaration of Intent Unit Transfers Supervisor Qualifications Age Clarification Rule Clarifications o Access to the General Curriculum -Funding System-

UNITS Kim Carlson Denise Diamond PPS Barb Hogan Denise Diamond Contact….. /