MIS Conference Special Education School Year

June 30 – Summer Program Data Screen initial data should be entered July 1 – Begins New School Year in MSIS July 30 – Summer Program Data Screen Final Updates should be entered July to August – Roll Personnel Data (all schools), this will automatically make the Special Education Data roll the next night September 21 – Post–Secondary data due for SY September 28 – First day to submit Month 01 files – need to have all SPED indicators set, student schedules entered, and personnel entered November 7 - Table 2 (Personnel), Table 4 (Exiting), Table 5 (Discipline) and Table 7 (Dispute Resolution) via EDFacts files due to the Federal Government (MDE-Special Education) November 30 – Child Count due (December 1 is on a Saturday) Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 2

December 10th - Personnel December 28th – Last day to verify or request changes to Child Count February 1st – Table 1 (Child Count) and Table 3 (Placement) via EDFacts files due to the Federal Government (MDE-Special Education) Spring – Initial District Data Profile published for current year SPP/APR and Public Reporting published (MDE-Special Education) Month 08 (April data submitted in May) data will be used for testing and AYP information (MDE-Special Education) April to September – Complete Post-Secondary Screen for Indicator 14 July to June – Each week run and review the Part C to B No Match Report and notify MDE – Special Education Office about the listed students for Indicator 12 Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 3

As of July 1, 2012: Mental Retardation (MR) – inactive Disability Code Educable Mental Retardation (EMR), Severe/Profound Mental Retardation (SPR), and Trainable Mental Retardation (TMR) – inactive sub-codes Intellectual Disability (ID) - New Disability Code Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 4

CEIS – Coordinated Early Intervening Services CEIS Indicator should be set monthly for any student identified in the at-risk group and receiving CEIS in that month. These are services that are being provided with FY13 set-aside funds. Match at-risk group to fiscal year of grant. The at-risk student group is defined in your district’s IDEA Project Application. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 5

CEIS Indicator is required for both mandatory and voluntary set-aside of funds. CEIS students cannot be tier 3 intervention students or students with an IEP. Students receiving CEIS from any year prior to FY13 will continue to be tracked manually to determine if they become a special education student in the following 2 years. –Counts reported in IDEA Project Application –Use CEIS Tracker Sheet CEIS Roster Report Coming Soon to MSIS Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 6

Oversight requires continuous monitoring of data Audits can happen at any time Monthly district approval in MSIS is an assurance of data accuracy Data should be kept as up-to-date as possible Not just a December 1 concern Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 7

Who? –Students in the 4-year cohort who graduated with a regular diploma Where does the data come from? –MSIS (Graduation codes) –Data lags a year What do I need to do? –Verify graduate information in MSIS When is it collected? –End of school year Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 8

Who? –Students that dropped out Where does the data come from? –MSIS (coded as dropouts) –Data lags a year What do I need to do? –Verify dropout data in MSIS When is it collected? –End of school year Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 9

Who? –Students who should participate in Statewide assessments Where does the data come from? –Statewide assessment results What do I need to do? –Meet assessment collection requirements When is it collected? –At each assessment Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 10

Who? –Students who have been suspended/expelled for more than 10 days Where does the data come from? –MSIS (discipline/incident data) –Data lags a year What do I need to do? –Verify MSIS data (duration, start/end dates, codes) –Follow appropriate policies and procedures When is it collected? –Every month Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 11

Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 12 Incidents (Infractions)Dispositions What a Student DoesWhat a Student Gets When deciding what to report, ask yourself “Do I have a reportable Incident OR a reportable Disposition?” not “Do I have a reportable Incident AND a reportable Disposition?” Some are Reportable… Alternative School Codes Persistently Dangerous Schools (72 hours) Other Laws (21 codes that must be reported) Alternative School Corporal Punishment Expulsion Suspension In School Suspension Expulsion with Services (6 codes that must be reported) Some are Not Reportable… Gum Chewing Dress Code Violations All these local codes = NCB Parent Conference Breaking Detention All these local codes = ADMIN Reported to MDE X X OR Not Reported to MDE

An incident is an infraction committed by a student A disposition is the result of an incident and is prescribed by the district. The Office of Special Education reviews the incidents/dispositions reported to MSIS to retrieve the data needed for EDFacts files and Indicator 4 of the SPP/APR. It is very important that this data is reported accurately and in a timely manner. The discipline data is reported to MSIS in either a DSD file or a MSD file. NOTE: Very important to put the beginning and ending dates, and the durations on suspensions and expulsions. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 13

Who? –Students age 6-21 Where does the data come from? –MSIS What do I need to do? –Verify MSIS data (teacher and student schedules, LRE calculated placement) When is it collected? –Child Count Day Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 14

LRE Live Procedure will run each month after your district approval MSIS will use the LRE Formula: Total Regular Education Minutes + Recess (Break) + Lunch / Instructional Time + Recess (Break) + Lunch Regular Ed Minutes will be pulled from the student’s and teacher’s schedule in MSIS Recess/Break, Lunch, and Instructional Time are taken from the School Demographics screen (Grades Tab) For A/B Schedules, MSIS will double the denominator and lunch and recess in the numerator to allow MSIS to look at the total 2-day schedule. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 15

The LRE should reflect what the IEP Team decides The LRE procedure only looks at one semester at a time. August to the end of December it looks at courses in the 1st semester. From January to June it looks at courses in 2nd semester. Month 03 is the last chance for correctly calculating LRE but the Ed Environment has to be entered by December 1st. Regular education classes with more than 50% of Special Education students do not count towards the student's LRE. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 16

1. Do you see EVERY period on the student's schedule? If you only see periods 1, 2, 3, 5, and 6 and no period 4 -- then your LRE is going to calculate low. 2. Do you see 50% or LESS in the SPED LRE REG PCT column? Any number above 50 means you have too many Special Education students for this class to count towards the student's LRE calculation. You will need to either move regular education students into the class or move Special Education students out. 3. Have you included the course SPED Early Work Release, , for every High School student that leaves early? This is the ONLY regular education course that the LRE procedure will ignore the makeup of the class. (NOTE: Be sure that you do not add this regular education course code to any Special Education teacher that you want to receive 100% Special Education MAEP Funding - it will prorate your Special Education teacher's MAEP.) Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 17

4. If you have a period that spans two periods, have you doubled the minutes on your teacher's schedule? Example: Period 01 LA covers period 01 (55 min) and period 02 (55 min). The teacher has 110 min for period Have you (or someone in your district) checked the Instructional Minutes, Break/Recess, and Lunch minutes on the School Demographic screen under the Grades tab? Instructional minutes should ONLY reflect the instructional part of your school day not the whole school day. Example: 7 periods at 50 minutes each would equal 350 instructional minutes. 6. If the IEP placement and the LRE calculated placement is NOT the same, then you need to review the student’s schedule to see if something was entered wrong in your student package so that you can correct this on the student’s schedule in the school package for the Month 02 or Month 03 submission. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 18

Who? –Students age 3-5 Where does the data come from? –MSIS What do I need to do? –Verify MSIS data (User-entered placement) When is it collected? –Child Count Day Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 19

PC – Home - If the child attends neither a Regular Early Childhood Program nor a Special Education Program, the next factor to consider is whether the child receives the majority of his/her special education and related services in the home. Report the child in this category (PC), even if the child also receives special education and related services in a service provider location or some other location that is not in any other category (PH). PH - Service Provider location or some other location not in any other category. If the child attends neither a Regular Early Childhood Program nor a Special Education Program and receives the majority of his/her special education and related services in a service provider location or some other location that is not in any other category, report the child in row PH. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 20

Indicator 5 - LRE Indicator 5a - SA Placements Indicator 5b - SC Placements Indicator 5c - SD, SF, SH Placements Resourced (SB) are not part of APR calculation, but are included in CEIS Indicator 6 - Preschool LRE Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 21

Who? –Students age 3-5 as of Child Count Day Where does the data come from? –BDI-2 Data Manager Website What do I need to do? –Administer screener in fall and spring with 6 months in between (pre and post tests) When is it collected? –Pre-test December 31 st ; Post-test June 30 th Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 22

Webinar and report instructions are on our website under District Resources Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 23

Administer screener, not full assessment 6-month spacing only applies to the time between fall and spring testing –Ex: Post-test for SY can be administered in May 2011 and pre-test for SY can be administered in August 2011 Test students receiving services that will be 3-5 years old on December 1 Contact MDE OSE if you need help with user accounts, student transfers, protocol mailings, etc. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 24

Who? –Parents of all students receiving services Where does the data come from? –Parent Survey Website What do I need to do? –Have parents complete survey online during IEP Meetings or other on-site meetings When is it collected? –June 30 Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 25

Who? –All students with disabilities Where does the data come from? –MSIS (Child Count) What do I need to do? –Verify data in MSIS –Follow policies, procedures, and practices to ensure appropriate identification When is it collected? –Child Count Day Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 26

Who? –All students with disabilities Where does the data come from? –MSIS (Child Count) What do I need to do? –Verify data in MSIS –Follow policies, procedures, and practices to ensure appropriate identification When is it collected? –Child Count Day Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 27

Indicator 9 Disproportionate Representation Indicator 10 Disproportionate Representation by Disability Student Update Screen Primary Disability Tab Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 28

Who? –Students for whom parental consent to evaluate is obtained Where does the data come from? –MSIS (Child Find Screen) What do I need to do? –Enter data on Child Find Screen for all students for whom parental consent to evaluate is obtained When is it collected? –Throughout the school year/ Final collection June 30 Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 29

Child Find Screen should be updated throughout the school year. Data should be as up-to-date as possible. Enter data for all students for whom parental consent to evaluate is obtained Evaluations that span more than one school year (i.e. begins in May or June) must be updated after MSIS is available again in July. You will need to change the school year to last year and finish entering data. If a student is on the Child Find screen that is not an initial evaluation, do not enter any data. Don’t forget to enter those students who are tested, but are found not eligible (exception Pre-K students) or whose parents refuse services. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 30

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Who? –Children referred from Part C to B Where does the data come from? –MSIS (Part C to B Reports) What do I need to do? –Review Part C to B reports and respond to MDE (Jolene Miesse) with reason to remove, ineligible date, or MSIS ID When is it collected? –Throughout the school year/ Final collection June 30 Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 32

Indicator 12 Run this report weekly Review the list below to decide: 1.If serving these students, send their MSIS ID, district number, and school number. Once this information is entered into MSIS, there will be a match in the system for that child. 2. If students listed should be in another district, send the district name and number and the name of the student. 3. If students are listed that you were unaware of, send that (see reason K) Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 33

4. If not serving these students, we need to know why. Please choose one of the reasons below and fax that to Jolene Miesse along with the report (fax ). A. Parent Refused Services B. Service Discontinued C. Not Eligible (need to know ineligibility date) D. Parent wants to delay to later school year E. Moved out of state F. Parent did not respond G. No Permission to test H. Parent did not show up I. Student is deceased J. Referred to Part C after 33 months K. Unknown to district and First Steps (you will need to talk to First Steps in your area before sending in this reason) L. Enrolled in University based program Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 34

Who? –Students with disabilities age 16 and up –State Policy is 14 and up Where does the data come from? –MSIS (Student Update Screen) What do I need to do? –Mark Transition Services Indicator on Student Update Screen –Run Missing Transition Services Report (Blank Report = ) When is it collected? –Throughout the school year/ Final collection June 30 Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 35

Indicator 13 – Transition Services Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 36

By selecting ‘Yes’ on the Student Update Screen, you are ensuring that: –The IEP includes appropriate measurable postsecondary goals that are annually updated and based upon an age- appropriate transition assessment, transition services, including courses of study, that will reasonably enable the student to meet those postsecondary goals, and annual IEP goals related to the student’s transition services needs –There exists evidence that the student was invited to the IEP Team meeting where transition services are to be discussed and evidence that, if appropriate, a representative of any participating agency was invited to the IEP Team meeting with the prior consent of the parent or student who has reached the age of majority Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 37

Who? –Students who exited the prior year Where does the data come from? –MSIS (Post-Secondary Update Screen) What do I need to do? –Survey students to collect information about the student in the year since they left school –Enter data on the Post-Secondary Screen in MSIS When is it collected? –Survey student no sooner than one year after they exited –Data entered in MSIS by late September Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 38

Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 39 Click here to run report

SCD data field rolls each year Users should review data for any updates Served by Resident District does NOT roll due to the vast movement of students Both data fields must be set by April – best to set them before the child count so these data elements will be part of the snapshot Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 40

Personnel must be entered in MSIS by September 30th of each school year. Updates can be made until December 10th During monthly processing of files, MSIS checks the student’s schedule against the teacher’s schedule. The Monthly file will fail if there is not a matching course code, period, and semester/term in the teacher’s schedule. Endorsement Check for MAEP Funding - goes against the Disability Codes table not the Course Code table. You can find the required endorsements for each disability under MSIS->Maintenance- >Special Education Codes-> Disabilities - click on the green light at the top of the screen to run a report that lists each endorsement allowed for each disability. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 41

All teachers must be certified by October 1st. If the teacher is certified in any other certification and receives a Special Education endorsement by the December snap-shot, MSIS will fund teacher at 100% If the teacher holds no certification on October 1st but receives a certification (with a Special Education endorsement) by the December snap-shot, MSIS will prorate the teacher’s salary based on when the certificate was issued 0 Student Count - MSIS will not fund teaching positions with no student counts Use the Students Matching Report and the Students Not Matching Report to determine which students are associated with a teacher. In MSIS, to run these reports go to Reports -> Personnel Data -> Teacher Schedule -> Students Matching or Students Not Matching. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 42

Once again, the determination has been made that for FY 2013 the MAEP allocation will be lump sum. The lump sum allocation will provide greater flexibility for school districts in dealing with reduced funding levels. The lump sum allocation means that your MAEP allocation amount will not change during FY 2013 due to revisions of MAEP add-on programs (special education, vocational education, gifted, alternative school, or transportation). The allocation could change due to any budget reductions that may occur during the fiscal year. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 43

This is the method of allocating MAEP funds that was used in FY 2005, FY 2011, and FY Even though add-on funding amounts will not be detailed, school districts will still be required to meet maintenance of effort (MOE) for special education. Keep in mind that clean personnel edits help with your Accreditation edits. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 44

In order to ensure that school districts comply with these requirements the following steps will be taken: –The Office of Special Education (OSE) will allocate teacher units (TU) to school districts in the normal manner utilizing the TU procedure run in MSIS. –OSE will review the personnel data as in years past to ensure that the properly endorsed teachers are serving eligible students with disabilities. –OSE will work with districts to ensure they meet their required MOE ( ). Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 45

–School districts will be expected to employ special education teachers based on the number of units allocated. –Special Education TUs will be posted on the Special Education website. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 46

–Districts will be required to follow the normal process of entering special education teacher personnel information in the Mississippi Student Information System (MSIS). –OSE will reconcile personnel information to units allocated for each district beginning with MSIS Month 01 data. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 47

Districts that do not employ the minimum number of special education teachers based on units allocated will be required to ensure: that all eligible students are receiving FAPE that the district has met MOE Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 48

Please remember that even though the teacher unit reconciliation process will take place: there will be no revision of funds allocated during February as in past years there will be no additional units granted (prayer list) Federal Table 2 data will be pulled from the personnel snapshot no additional funds will be allocated for December graduates or for any errors in reporting Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 49

MAEP uses the endorsement codes on the Disability Codes - NOT the endorsement codes on the Course Codes table –MSIS determines the majority of the primary disabilities per class using the Student Update screen to decide which endorsements should be checked –If there are an equal number of two or more primary disabilities, MSIS will check all the endorsements (Ex: 1 MD Student and 1 SLD Student, MSIS checks that the teacher is endorsed in both MD and SLD) Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 50

Special Program Field: –Enter per period on teacher’s schedule –Use Code 5 to indicate use of Special Education Funds – ONLY those teachers with a 5 in this field will pull into the MAEP edits Reserved Field: –Use XX for any period that should not be part of the MAEP edit checks ( Homeroom or National Certified - Teacher/Counselor/Librarian or Mentor Teacher or CCC (AHSA) - Speech Therapist/Audiologist) –Use AS to indicate After School – any teacher with more than 100% Instructional time MUST have a least one period with an AS Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 51

MSIS will fail any teachers with: –0 Student Count – if you teacher has a period with a 0 student count, that means that NO student has that period in their schedule in MSIS –Students who do not have a Primary Disability – use the Student Matching report, look up each student on the Student Update screen to be sure each student has been assigned a primary disability Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 52

3- and 4-year-olds in grade 52: –MSIS will calculate the number of 3- and 4-year- olds (as of September 1st) after monthly processing –By State law, funded at 70% –For Course (Infant and Toddler) and Lo/Hi Grade is 52, MSIS will not check the student count –If you have a student assigned to grade 52 or 62 AND they are not 3- or 4-years-old, the teacher will fail the MAEP edit. This edit has been added to the MSD file edits to check the grade level and age of the student. Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 53

Begin checking the TU Edit Report after Month 01 and District Personnel have been approved and run Go to Reports-> Personnel Data-> MAEP-> TU Edit Select SPED for Program Type and All for Selection Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 54

Special Education teachers have to be dually certified if they are teaching core subjects. Link to Educator Licensure web page teacher Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 55

132116OD-Reading I (SPED) OD-Reading II (SPED) OD-Reading III OD-Reading IV Special Education Reading (K-8) OD-Employment English I - Secondary OD-Employment English II - Secondary OD-Employment English III - Secondary OD-Employment English IV - Secondary OD-Job/Life Skills Math I - Secondary OD-Job/Life Skills Math II - Secondary OD-Job/Life Skills Math III - Secondary OD-Job/Life Skills Math IV - Secondary Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 56

132125Functional Language Arts/Reading – Elementary Functional Language Arts/Reading – Secondary Special Education Language Arts – Elementary Special Education Language Arts – Secondary Functional Math – Elementary Functional Math – Secondary Special Education Math - Secondary Special Education Math - Elementary Special Education Social Studies – Elementary Special Education Social Studies - Secondary Special Education Science – Elementary Special Education Science - Secondary Summer 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 57

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Deborah Donovan Jolene Miesse