1. Fall Regional Training: 2015-16 Special Education Data Collections
Oregon Department of Education
Fall Regional Training:
Welcome to this training on Special Education Data Collection.
This training is intended for staff who are responsible for submitting special education data and special education directors.
We will provide updates and discuss common problems associated with December Child Count, June Exit and Child Find collections, as well as respond to any questions. If you are new to the reporting of special education data, hopefully you had an opportunity to attend one of our Boot Camp trainings. You should have four handouts in your packet:
PowerPoint Presentation
What’s New
Decision Tree to Report Secondary Federal Placement
Indicators Handout (This handout is for reference as it shows which collections are used for the respective Indicators listed)
Special Education Data Collections
October 2015

2. Non-Discrimination Statement
It is the policy of the State Board of Education and a priority of the Oregon Department of Education that there will be no discrimination or harassment on the grounds of race, color, religion, sex, marital status, sexual orientation, national origin, age or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Deputy Superintendent of Public Instruction at the Oregon Department of Education, 255 Capitol Street NE, Salem, Oregon 97310; phone or fax
This is a reminder that ODE follows and adheres to the following Non-Discriminatory policy.
Please contact ODE at the numbers listed on this slide if you have any questions.

3. Before we start….
This is an interactive session so feel free to ask questions anytime.
Restrooms
Refreshments
If you have problems hearing, please let us know.
Please mute your phones.

4. Agenda Information Security & ODE Help Desk Collection Timelines
Child Find
December Child Count
June Exit
Electronic Correction Reports (ECRs)
Data Quality
This is what we will be going over today. Time permitting we will take a short break at the midway point.

5. Major Objectives Learn about and discuss changes to the collections
Have an opportunity to ask questions about the collections
Have an opportunity to discuss difficult to code scenarios
Understand common problem areas
Gain a better understanding of the June Exit Collection changes
Become familiar with navigating the audit page in Consolidated during ECRs
These are the major objectives of today’s training.

6. Who’s in the room? Introductions: Name District/agency
Role (e.g. submit child count data or special education director)
Icebreaker question

7. Information Security & ODE HelpDesk
Data is confidential
ODE HelpDesk
Data collected is considered confidential
Protected by FERPA (Family Educational Rights and Privacy Act)
Oregon Identity Theft Protection Act
And in some cases, HIPAA (Health Insurance Portability and Accountability Act)
Loss of Protected data can have a financial impact to your school, district, ESD including fines and cost of remediation! Failure to comply can lead to legal problems, law suits, fines, cost of remediation, etc.
Keep in mind that State is public – Be careful when sending information to us, e.g. student name, DOB, grade, etc. It is okay to send SSID only (with zero personal information).
ODE HelpDesk
If you are having technical difficulties with submitting your data, you can call the helpdesk for:
Technical assistance submitting your data
See if data submitted
Questions about access rights and permissions
However, the ODE HelpDesk:
Can’t answer questions about our collections, June Exit, Child Find and December Child Count
Recommend that you always call a member of Data Unit first
If necessary we will send you to HelpDesk

8. Collection Timelines (July 1, 2015- June 30, 2016)
September 18
June Exit & Child Find ECRs closed
October
Communications with OSD & Regional Programs
October 2
CEIS Collection closes
November 6
Private School Collections closes
December 1
December SECC official Count Date
December 18
December SECC close
February 12
December SECC ECRs close
February 1
Staff Position closes
June 3
IDEA Annual Applications due
July 1
End of year collections close (Child Find, June Exit, Discipline)
For now we are going to cover when collections close.
September 18 – ECRs closed, had four week window to make corrections.
October – Districts should be contacting and communicating with their Regional Programs and the Oregon School for the Deaf to gather the data to be reported. Keep in mind, it is your district’s responsibility to gather and report these data.
October 2– Coordinated Early Intervening Services was due. A link to this one-page form and instructions can be found on the SECC Webpage. Wes Mouw is the data owner for this collection so if you need help with it, please contact him, or if he is not available, any member of the Data Unit.
November 6 – Private School Data Form is due. For this collection you will report:
Total enrollment at parentally placed private schools within your boundaries
Total count of eligible special education students ages 3-21 in public schools and parentally placed private schools within your boundaries. Doesn’t matter if they are on a service plan or not.
You can contact your local EI/ECSE to gather the data to be reported for ECSE kids. Call us if you need contact information.
Even if there are no private schools in your district boundaries– you MUST still submit a form.
This report is important fiscally, since it affects IDEA dollars.
December 1 – official count date.
December 18 – due date for December Child Count.
February 12 – December Child Count ECRs close
February 1 – Staff Position closes. It is used with Staff Assignment data to determine HQ.
June 3 - IDEA Annual Application is due.
July 1 – end of year collections closes.

9. Collection Webpages June Exit
Child Find
CEIS
Private School
December SECC
IDEA Annual Application
Here are the links to the collections that the Special Education Data Unit handles.

10. Child Find 2015-2016 Opens: 05/26/2016 Closes: 07/01/2016
Data Owner: To Be Determined
ECRs
Opens: August 2016
Closes: September 2016
The first collection we are going to go over is Child Find.
The collection opens May 26, 2016 and closes July 1, 2016.
Patrick Kelly was the data owner. The new owner to be determined.
Electronic Correction Reports (ECRs) will open around August 18 (third week) and close mid-September. The ECR period is your opportunity to make corrections to the data and to review audits from the data unit to help clean up your data. We will talk more about this later in the presentation.

11. Child Find Description/Purpose:
To identify, locate and evaluate children with disabilities in a timely manner
Why?
Required by IDEA
The purpose of Child Find is to identify, locate and evaluate children with disabilities in a timely manner.
Why do we collect these data? Because IDEA says so.

12. Child Find Key to Child Find: Timeliness = 60 school days or less
Count Days ~ Consent Date to Determination Date
The key to Child Find is timeliness. Once you obtain consent, the process should be completed in 60 school days or less.
Consent starts the time clock for the 60 days.
Count only the days school is in session. In other words, don’t count observed holidays, snow days, teacher in-service days , etc.

13. Child Find Major Criteria to Determine if Reportable Record:
New or not new but “Returned to Regular Education”
Consent Required
Determination date must fall within July 1, 2015 – June 30, 2016
The Child Find collection has two pieces to keep in mind when trying to decide if you have to report a student.
Is the student new to special education, brand new, no IEP and services, or were they “Returned to Regular Education” because eligibility was terminated by an IEP team or parent revoked consent?
Did you need to get consent to evaluate?
If YES, to both these questions, report the student on Child Find.
3. You collect Child Find data from July 1, 2015 though June 30, 2016.
The determination date must fall within these dates.
Students whose evaluations were not completed within these dates are reported the following year.
For example: if your consent date is May 16, 2016, and you complete the evaluation process July 1, 2016, the student would be reported in the Child Find collection.

14. Child Find Who is reported? Initial referrals
Students who exited special education
Moved to Oregon with:
Out of state eligibility
Oregon consent required
IMPORTANT: Report Eligible and Not Eligible Records
More on who is reported. Child Find includes:
Initial Referrals: Be sure to report students found eligible for special education as well as those found not eligible.
Students who exited Special Education being evaluated for special education again. This includes when a parent revokes services in writing or the IEP team determined the student is not eligible.
If out of state – if you need consent to test to meet Oregon eligibility.
Report found eligible and not eligible (NOT eligible sometimes missed).

15. Child Find Who is not reported?
Currently eligible for special education
Currently eligible, moved within Oregon
Transitioning from ECSE to Kindergarten
Let’s review who is NOT reported:
Students currently eligible for special education.
Students currently eligible who have moved within the state of Oregon.
Students transitioning from ECSE to kindergarten – these are students whose current eligibility is Developmental Delay (disability code 98) and need to be evaluated to establish an appropriate school-age disability.

16. Child Find Who is responsible for reporting? Resident district
Exceptions:
Parentally Placed Private School - District Boundary
Charter School - District Boundary
Open Enrollment - Attending District
Inter-District Transfer – Attending District
Generally speaking the resident district (or where the parent or guardian lives) is responsible for reporting. This is the district that is responsible for FAPE.
With a few exceptions:
Parentally Placed Private School – the district where the private school is located reports.
District where charter located is required to report (OAR (3) & OAR ). List in back of manual – Appendix J.
Students enrolled in a district under Open enrollment are the responsibility of the attending district. The attending district is responsible for all regular IDEA reporting for those students (OAR & ORS and ).
Inter-District or Inter-Agency transfer agreement - this is a written agreement involving the parent or guardian with another district to serve the student for the your district. Starting , the attending district became responsible for FAPE and reporting inter-district transfers.
The district that completes the evaluation and holds the determination meeting reports the Child Find record. So if one district gets consent and starts the process, but the student moves and is completed by another. It is the district that completes the process who reports the record. The only exception would be if your district is paying another district or agency to complete the process for you, then you are the submitter of the record.

17. Child Find Reason Codes: Not Applicable 2
Not Applicable 2
Parent/guardian did not present child/student for testing (comment required) 3
Parent/guardian did not attend eligibility meeting 4
Initial testing results indicated need for additional testing not identified through initial evaluation planning 5
Delay by doctor/medical personnel (comment required) 6
Delay by district/program evaluation staff 7
Within extended timeline by written agreement for a transfer student 8
Within extended timeline by written agreement to determine if a student has a specific learning disability. 9
Other (comment required)
When you exceed the 60 Day timeline, there are reason codes that must be entered.
If codes 2, 7, and 8 are used, the district is not flagged in SPR&I as it is an allowable exemption.
Codes 2, 5 and 9 require a comment.
We look at all comments.
We decide if the record needs to be recoded then during ECRs we ask you to recode. If a recode is not corrected, the district will be marked as inaccurate.
Note that Code 9 – Other should only be used if one of the other codes is not applicable. If you chose this code, we will ask you to recode.

18. Your Turn…
The school calendar has a 4 day week. Due to a lack of SLP availability, the evaluation timeline count was 62 days. This includes Veteran’s Day, Thanksgiving and the teacher grading day.
What code should be used if a delay is caused by the following situation?
Would this be an allowable exemption?
This is an inaccurate count. The count is actually 59 days and is not untimely. Unfortunately, ODE will not go back and recount your days for you. Our system doesn’t allow it. This will register as over the 60 school day window at ODE and your district will be flagged.
Remember when counting school days, this only includes days when school is in session. Do not include non-school days, such as holidays and teacher grading days in your calculation of the 60 school day timeline.

19. Your Turn…
Family delayed in making doctor appointment due to lack of insurance. Once the doctor was identified by the school’s case manager, paperwork was taken to the doctor by school personnel. The evaluation meeting was held on day 67.
What code should be used if a delay is caused by the following situation?
Would this be an allowable exemption?
Is this Code 5–Delay by doctor/medical personnel?
No. This is not a delay by the doctor or medical personnel.
It is a Code 6–Delay by district/program evaluation staff. It is not the responsibility of the parent to arrange for the medical examination of the child. This responsibility falls to the district. In this instance, the district would be flagged in SPR&I.

20. Your Turn…
Student demonstrated chronic absenteeism and withdrawal from school. This prevented testing within the 60 school days.
What code should be used if a delay is caused by the following situation?
Would this be an allowable exemption?
Code 2–Parent failed to present child?
Code 6–Delay by district / program evaluation staff?
Comment does not provide enough information to answer this. What other information would you need?
The district needs to expand comment to indicate specificity regarding absences, e.g. number of days absent, etc.
If sufficient evidence is indicated then reason code could be 2; otherwise this would be code 6. If there is insufficient evidence for a code 2, we would ask the district to recode it during ECRs. If you are unsure how to code a situation, please call a member of the Data Unit for assistance.

21. Child Find How are the data used?
Reporting to the U.S. Department of Education
State Performance Plan (SPP) Indicator B11
Compliance Target is 100%
SPR&I
Special Education Report Card
Federal Reports - Oregon annually submits multiple reports to the U.S. Department of Education to comply with the Individuals with Disabilities Education Act (IDEA).
The data is used to meet reporting requirements for Indicator B11 of State Performance Plan (SPP) (Refer to SPP Indicators handout).
The compliance target is 100% of students with parental consent to evaluate will be evaluated and eligibility determined within 60 school days.
The data are also used for:
SPR&I (Systems Performance Review & Improvement) System, the system for district/program improvement planning
Special Education Report Card, which is used to share district and program progress on SPP indicators with the public.

22. Child Find What’s New? Data Owner (To Be Determined)
No collection changes
There will be a new data owner for Child Find.
No changes to the collection.

23. Child Find Problem Areas: Student Double Entry Reporting
Lack of response for corrections/recode audit
Comprehensive Evaluation
Restarting the 60 school day timeline, essentially “extending” the deadline by finding the child ineligible and then signing a new consent to evaluate. The district shouldn’t restart the process because they don’t have all the information to compete the eligibility determination. In other words, determining the student not eligible while awaiting receipt of the medical statement.
Lack of response for corrections - There were 5 districts in who did not respond to our directive to change comment or revise their reason code. This year for , there were only 5 districts. We want to stress the importance of calling the data unit if you don’t agree with or if you are confused about the audit asking you to recode the record.
IDEA requires comprehensive evaluation in all areas of suspected disability. Evaluations completed in one day or less, we ask you about during ECRs.

24. Questions
Questions?

25. December Child Count Opens: 11/19/2015 Closes: 12/18/2015
Data Owner: Trish Lutgen
(503)
ECRs
Opens: 01/21/2016
Closes: 02/12/2016
The next collection we are going to go over is December Child Count.
The collection opens November 19, 2015 and closes December 18, 2105.
Trish Lutgen is the data owner.
Electronic Correction Reports (ECRs) will open January 21, 2016 and close February 12, 2016.

26. December Child Count Description/Purpose:
Count of special education students as of December 1
Why?
Required by IDEA
Purpose of December Child Count or SECC as it is otherwise known is to collect the count of special education students as of December 1.
Why do we collect these data? Because IDEA says so.

27. December Child Count Who is reported? All eligible students:
Valid Oregon Eligibility
Valid IEP
Receiving services
Exception: PPPS, Not Receiving Services
For December Child Count you report students who:
Have current valid Oregon eligibility
Have a valid IEP and
Are receiving services
Unless it is a parentally placed private school student who is not receiving services. These students should also be reported.

28. December Child Count Who is NOT Reported? Students in referral status
Exited students
Students who graduated with a regular diploma
Do not report students:
Are being evaluated for an initial disability
Who have left special education
Who received a regular HS diploma – FAPE ends
Be careful with reporting student’s who receive a Modified diploma. If they continue to receive services, you report them on Child Count. If they don’t continue to receive services then you wouldn’t report them.

29. December Child Count Who is responsible for reporting?
Resident district
Exceptions:
Parentally Placed Private School
Charter School
Open Enrollment
Inter-District Transfer
The Resident District reports.
There are some exceptions:
Parentally placed private school students – if the school is within your district boundaries then you must report them.
A Charter school - if it is within your district’s boundaries then you must report them.
Online schools – if charter in boundary district reports; if not charter then it may be inter-district transfer.
Open Enrollment – if student accepted in an Open Enrollment slot in your district you must report them – the student becomes your district’s responsibility. In other words, in an Open Enrollment slot, the attending district becomes responsible for FAPE and for reporting the student.
Inter-District or Inter-Agency transfer agreement - this is a written agreement involving the parent or guardian with another district to serve the student for the your district. Starting , the attending district became responsible for FAPE and reporting inter-district transfers.

30. December Child Count How are the data used?
Reporting to the U.S. Department of Education
Fiscal
Statistical
SPP/APR & SPR&I
Federal Reports - Oregon annually submits multiple reports to the U.S. Department of Education to comply with the Individuals with Disabilities Education Act (IDEA).
The SECC no longer drives the federal IDEA Part B flow-through allocations. It does however determine the number of eligible students served by State Programs (YCEP, JDEP, LTCT and Hospital) that receive a portion of district federal funds. The SECC determines the number of eligible students who generate State School Fund Special Education Weight. Districts receive twice the basic state school support for up to 11% of their student population who are eligible and receiving special education from the district and resident students served by Regional programs.
Data is used in the Multi-Year Database, Special Education Report Card and the Special Education Systems Performance Review & Improvement reporting system.

31. December Child Count
What’s New: Validation Error – Deaf/Blind (Code 43)
There is a new validation error - Error if (43) Deaf/Blind is used in combination with (20) Hearing Impairment or (40) Visual impairment.

32. December Child Count Problem Areas:
Claiming students who are not eligible on December 1
Web submission after verifying reports
Not Reporting OSD students or wrong placement
Inside Regular Ed Codes vs Separate Placement Codes
Be sure that the student meets the three criteria for reporting – current Oregon eligible, has an IEP and is receiving services.
When adding students via web submission, the student demographic information is pulled from the SSID system. The Resident District/School and Attending District/School information needs to be changed to reflect your district information. If you do not change the information, often you will receive an error stating you do not have the authorization to submit. This occurs mostly with the June Exit Collection.
Contact OSD to see if there are students to report and to check on their placement.
Inside Regular Ed Codes vs Separate Placement Codes:
Separate Placement Codes 34, 35, 36, and 37 are only for students in schools, facilities and separate (off campus) programs that exclusively serve students with disabilities (all have IEPs). Examples include Oregon School for the Deaf, and some (but not all) Long Term Care or Treatment Programs.
Students in LTCT facilities (day or residential) that are educated with students without disabilities would be coded as 30, 31, or 33 depending on the time outside of the regular class (the “regular” class here would mean the class in the treatment center that serves both students with and without IEPs).
Only students served in separate schools or programs where all the students have IEPs can correctly be coded 34, 35, 36, or 37.
Separate schools or programs can change through the year. It is important to check and report these as of December 1.

33. Secondary Federal Placement
December Child Count
Problem Areas:
Secondary Federal Placement M1
EC ≥10 Hours & ≥50% Services in EC M2
EC ≥10 Hours & <50% Services in EC L1
EC <10 Hours & ≥50% Services in EC L2
EC <10 Hours & <50% Services in EC
MORE
Secondary Federal Placement sometimes poses a problem. See handout “Decision Tree for Reporting Secondary Federal Placement.”
Secondary Federal Placement only applies to ECSE and to age 5 kindergarteners. Keep in mind that the kindergarten classroom in this instance is considered an early childhood classroom.
In deciding which code to use, the easiest way is to first look at the amount of time students spend in the Early Childhood classroom. If ≥ 10 hours, it will be an “M” code (think “m” for more) if <10 hours, it will be an “L” code (think “l” for less).
Next think about where the student receives their services. If 50% or more of the services are provided in the Early Childhood classroom, then it will be a M1 or L1 code, if <50% of services in the Early Childhood classroom, then it will be an M2 or L2 code.
LESS

34. Questions
Questions?

35. June Exit Opens: 05/14/2015 Closes: 06/29/2015
Data Owner: Trish Lutgen
(503)
ECRs
Opens: August 2016
Closes: September 2016
The final collection we are going to go over is June Exit.
The collection opens May 26, 2016 and closes July 1, 2016.
Trish Lutgen is the data owner.
Electronic Correction Reports (ECRs) will open around August 18 (third week) and close mid-September.

36. June Exit Description/Purpose:
Report of students who exited special education from July 1 to June 30
Why?
Required by IDEA
Purpose of June Exit is to collect the count of students who exited special education from July 1 to June 30.
Why do we collect these data? Again because IDEA says so.

37. June Exit 2015-2016 Submitting All Records: Exit Records
Eligible Records (aka active records)
Not Claimed Records (Code 80)
Not Reported (Code 70) - Ignored
No change to File Layout
There is a big change in this year’s report. For June Exit, you will also be reporting your eligible records. These are the students who are still in your district and have not exited special education.
Please note that code 70 is only used in the data manager or a district’s system to exclude records. If code 70 records are submitted to ODE, there will be error messages.
If the Data Manager is used, it will exclude the code 70 records from the submission file.
If your district is utilizing their own system, make sure it excludes the code 70 records from the submission file.
There will be no change to the file layout.
Who moved my cheese?

38. June Exit Rationale for Adding All Records: To Validate Data: ADM
Discipline
Child Find
Assessment
Post School Outcomes
SPR&I
Part C - EI cumulative counts (IDEA required)
Improve June Exit data
The rationale for adding eligible records to the collection:
to validate data reported in other collections
cumulative counts for EI are going to be required by IDEA
to improve June Exit data
Don’t panic – there are only certain core fields that we will validating for the eligible records.
Who moved my cheese?

39. June Exit Eligible Records – Critical Fields:
Name – First, Last, Middle
SSID
Resident District
Gender
Race/Ethnicity
Enrolled Grade
Primary Disability
Date of Birth
Here are the critical fields for the eligible records. While you will submit the entire record, these are only fields we will be looking at to validate against other collections.

40. June Exit Who is reported for Exit Records?
EI students who exited Part C (E1)
EI students who successfully transitioned from EI to ECSE on their 3rd birthday (A2 with Exit Reason 00)
ECSE and School Age Students who exited special education (E2 & E3)
For the June Exit report, districts or the EI/ECSE programs report:
EI students who exited Part C.
EI students who successfully transitioned to ECSE. For this report, keep in mind that EI students who successfully transitioned to ECSE are not exited (E1) records. These records are submitted as “Active” (A2) records. This can be confusing if you are looking at the data in SQL or helping a district do a production download of June Exit.
ECSE and School Age students who exited special education. In short, we are not asking how the student left school, we are asking how the student left special education.

41. June Exit Who is reported for Exit Records?
We are asking how the student left special education
If the student has moved and returned within the same year, you will not report an exited record.
Again, June Exit is asking how the student left special education.
Transient students are difficult to track because they may have multiple exits. If they were there the last day of school, don’t exit them.

42. June Exit Who is reported for Exit Records?
All students who have left special education including:
Graduates (more on this later)
Returned to Regular Education, e.g. no longer eligible or revoked
Reached Maximum Age
Moved
Dropped Out
Deceased
Here are some of the major exit categories for school age:
Graduates (will talk more about this later)
Returned to regular education such as no longer eligible or revoked
Reached maximum age
Moved to another district
Deceased
Dropped out. Some things to keep in mind:
Check the SSID system to see if they showed up in another district.
If a student left school to enter either a GED or Job Corps program they should be considered a drop out. In rare instances, students continue to be jointly enrolled in school and either the GED or Job Corp programs and continue to receive special education services. Assuming special education services continue, these later students may be considered graduating with a certificate upon completion of their GED or Job Corps program.

43. June Exit Who is reported for Exit Records? Graduates: Regular Diploma
Extended Diploma
Modified Diploma, Only If…..
More on graduates:
When a student receives a regular diploma, FAPE ends. The district can continue to serve, you just can’t report them on Child Count and must submit an exit record.
Extended diploma, student is still eligible for FAPE until age 21.
Modified diploma, student is also still eligible for FAPE until age 21.
If the student is expected back, services have not been revoked, you would not exit the student.
If the student does not show up the next year, you will exit the student with the first day of school and the exit reason will be received a modified diploma.
New – Modified diploma is now considered a standard diploma option. Counts as a graduate in calculating the graduation rate.

44. June Exit Who is not reported for Exit Records?
Students in referral status found not eligible
Under age 21 receiving services
A student must be eligible to be reported as exited.
If still being evaluated for a disability, do not report them.
If they are under 21 and still receiving services, do not report them as exited.

45. June Exit Exit Records - Problem Areas: 10-day drop rule
Turning Age 21 During Summer (July 1 to Sept. 1)
Inter-district Transfers
Modified Diploma
Dropped out
10 day drop rule – must be in seat/attending for ADM. However, this does not apply to June Exit, e.g. medically fragile student still requires FAPE.
If the student will be turning age 21 and exiting between July 1 and September 1, in other words during Extended School Year, be sure to report as exited the preceding regular school year. For example, if the student will turn 21 and exits on July 3, 2015, be sure to report the exit record on the June Exit , using the last day of the school year or June 30, 2015.
Inter-district transfer – for new inter-district transfers, we expect an exit record from the resident district since the responsibility for FAPE transfers to the attending district.
Modified diploma but under age 21 – if a student left at the end of the school year, exit the first day of following year if they don’t show up.
Always check SSID system to see if showed up somewhere else before reporting as drop out.

46. June Exit Who is reported for Eligible Records?
Eligible students under age 21 who
Have Current Oregon Eligibility
Have an IEP
Still Receiving services from your district
Not Claimed (Code 80)
Allow Code 70, but ignored
~ Report Only one eligible record per student!
Who is reported for Eligible Records?
All eligible students under age 21 who are still receiving services and have not exited special education.
FYI - Eligible records are not a replacement for December Child Count.
Only one eligible record can be reported for each student including not claimed (code 80).
As stated previously, code 70 is only used in the Data manager or a district’s system to exclude records. If code 70 records are submitted to ODE, there will be error messages.

47. June Exit Who is NOT reported for Eligible Records?
No longer eligible for FAPE
Students who exited special education
For eligible records, don’t report students who from July 1 to June 30:
are no longer eligible for FAPE
exited special education
These students should be reported as exited instead.

48. June Exit Who is responsible for reporting? Resident district
Exceptions:
Parentally Placed Private School
Charter School
Open Enrollment
Inter-District Transfer
The Resident District reports.
There are some exceptions:
Parentally placed private school students – if the school is within your district boundaries then you must report them.
A Charter school – if it is within your district’s boundaries then you must report them.
Online schools – if the online school is a charter in boundary district reports; if not charter then it may be inter-district transfer.
Open Enrollment – if student accepted in an Open Enrollment slot in your district you must report them – the student becomes your district’s responsibility. In other words in an Open Enrollment slot, the attending district becomes responsible for FAPE and for reporting the student.
Inter-District or Inter-Agency transfer agreement – this is a written agreement involving the parent or guardian with another district to serve the student for the your district. Starting , the attending district became responsible for FAPE and reporting inter-district transfers.

49. June Exit How are the data used?
Reporting to the U.S. Department of Education
Statistical
Coming Soon: Indicator B1 & B2 reports
Oregon is required to complete a federal report to the U.S. Department of Education on students 14 years or older who exited special education to comply with the Individuals with Disabilities Education Act (IDEA). EI/ECSE Exit data is also submitted and used for federal reporting.
These data are used by USED for State level determinations on graduation and dropout rates.
New Federal reporting requirement – states will be required to report cumulative counts of Early Intervening students.
Data is used in the Special Education Systems Performance Review & Improvement reporting system for:
Post School Outcomes.
June exit data will be displayed in SPR&I for Indicators B1 & B2, i.e. graduation and dropout rates. However, determinations of met/not met will still be made using the ADM graduation and dropout rates.

50. June Exit What’s New: Submitting eligible records
Exit new Inter-district transfers
You will now be reporting eligible records as well as exited records. Think of June Exit as a cumulative count of any special education student that has been or is being served by your district between July 1 and June 30.
Districts who are relinquishing FAPE to an attending district due to a new Inter-District Transfer agreement from July 1 to June 30 are required to report those students as exited (moved, continuing education).

51. June Exit Please DON’T report an exit record AND eligible record!
Submitting an exit record or an eligible record is okay BUT an exit record and an eligible or not claimed record is not.

52. June Exit Would this be an eligible, exit or not claimed record?
A 14 year old student receiving special education services from your district moves to Germany during spring break (March 2016). The student shows up the last week of school before summer break.
How the student is reported on June Exit depends:
When the student returned did they resume receiving services with current eligibility and IEP?
If yes to all, then report an eligible record for this student.
If the student resumes receiving services but does not have current Oregon eligibility or a current IEP, report the record as “not claimed.”
Was the student just stopping by for a visit? Report an exit record.

53. Questions
Questions?

54. Electronic Correction Reports (ECR)
Purpose is data clean-up
ECR Periods:
Child Find and June Exit – In Fall (September)
December Child Count – After New Year’s (January)
Time permitting I wanted to briefly talk about ECRs.
For the regular collection, please don’t submit placeholder data! The purpose of the ECR period is to clean up the data, not for submitting your original data to ODE.
It is the correction period to make revisions to the data or to add records or delete records.
In addition, we screen data for errors and provide audits to help you with data clean-up.
The respective ECR periods are as follows:
Child Find and June Exit – In Fall (September)
December Child Count – After New Year’s (January)
For these, you have about a four weeks to do data clean-up, including reviewing and addressing ODE audits.

55. ECRs When the ECR period opens, login to Consolidated.
In Consolidated, select the collection (e.g. June Special Education Exit ECR 14-15) then from the fly-out menus, select Error Management and then Review Audits.

56. ECR Audits Audit Count Audit Type Audit Description
In the “Review Audits” screen, you will see:
Audit Count – indicates how many records have the respective audit type.
Audit Type – indicated that type a potential error.
Audit Description – defines the audit type (tip: don’t need to pay a lot of attention to this). Instead, under Action, click on “Review” to reveal the audit details.

57. ECRs Review Audit (Pay Attention to Comment!)
Click on green checkmark to correct record
Confirm
Under “Audit Details,” pay attention to the audit comment.
The comment is a message from the special education Data Unit indicating why the record is being flagged as an error or warning.
If you are not sure what the comment means, call a member of the Data Unit for assistance. It’s best not to just confirm it.
Click on the green check mark to review the record.
Once corrected, click “Confirm” (top left). This will save your corrections, and the record will disappear from the audit list.
Time permitting talk about verifying/approving reports and printing final submission forms for June Exit and December Child Count.

58. Data Quality Timely Accurate
Timely means that you submitted your data by the due date. This includes verifying your reports. If we have to open a collection for you to finish or for you to verify your reports, your submission is considered late.
Accurate means just that… You submitted accurate data.
If you submit a Post Submission Correction Form for us to correct or delete a record in Child Count, then your submission is not accurate. We do not allow corrections to June Exit or Child Find after ECRs close. For Child Find, if you fail to recode or change your comment as requested during Child Find ECRs, you will be considered inaccurate.

59. Data Unit Contact Information
Trish Lutgen
Jackie McKim
Wesley Mouw
Cynthia Garton

60. Thank you!
Thank you. We appreciate all your hard work. Enjoy your day!