1. 11/22/2018
Special Education End-of-Year Training Lindsey Heitman (303)
May 24, 2016

2. Special Education End of Year
11/22/2018
Special Education End of Year
Welcome to today’s Special Education EOY training!
URL
Dial in number is
*Please mute your phone
Collection Coordinator
Lindsey Heitman
(303)

3. Agenda Purpose Summary of 3 Paths Who to Report What’s New in 15-16?
Snapshot Criteria
SY108 Errors
Template
Batch Maintenance
Records Missing from Snapshot
Enrich Compliance Check
Exceptions
Special Education or Part C Referral Field
Coding Guidance and Examples 3

4. Reporting Home Schooled Students
The IDEA’s child find obligations require AUs to locate, identify, and evaluate all children within their boundaries who may have a disability and are eligible for special education and related services under IDEA.  ECEA Rule 4.02(1)(a).  Child find is the responsibility of the AU in which the child attends public or private school or, if the child is not enrolled in school, the AU in which the child resides.  ECEA Rule 4.02(1)(a)(ii).  The ECEA rules expressly include in the child find requirement children who are being home schooled by their parents.  ECEA Rule 4.02(1)(a). 
If a child (including a child who has been home schooled) is determined to have a disability and is eligible for special education, an IEP shall be developed for the child.  ECEA Rule 4.02(6); 34 C.F.R (c)(2).  The initial provision of special education and related services to a child with a disability requires parental consent.  34 CFR (b). 4

5. Purpose
 Data submitted to the US Department of Education as required by 34 CFR §
File C009 – Children with Disabilities (IDEA) Exiting Special Education
FYI: The State Performance Plan is the State's plan to the US Department of Education, Office of Special Education Programs (OSEP) that evaluates the State's efforts to implement the requirements and purposes of Part B of the IDEA and how the State will improve the implementation of IDEA Part B.
State Performance Plan APR Indicators 2, 11, and 12:
Indicator 2: Dropout – percentage of youth w/ IEPs dropping out
Indicator 11: Child Find - % of children determined eligible for Part B within 60 days
Indicator 12: Part C to B Transition - % of children with IEP by 3rd birthday
Special Education Fiscal Advisory Committee (SEFAC) CRS
618 data includes:
Exiters (Table 4 for OSEP) due November 4, CDE must report students exiting and reasons for exit.
Please note that the data used to generate graduation and drop out rates for Indicators 1 and 2 of the SPP/APR are collected on the Regular End of Year data collection that is run by the Data Services Unit. You will want to check with your Regular EOY counterpart to be sure you are both reporting the same graduates and dropouts. We will cover this more later.
Indicator 11 requires that initial evaluations be completed within 60 days of the District’s receipt of written parental consent for evaluation.
Indicator 12 requires that students served in Part C Special Education programs (for children birth to 3) are referred to Part B (3 – 21) programs and have an IEP developed and implemented by their third birthday.
Data for indicators 8 and 14 are collected through survey methodology. The information required by the End of Year Student data collection provides contact information for CDE to initiate surveys.
The End of Year data that SEFAC requires are:
The number of hours of special education services, disaggregated by disability and by AU;
The percent of the school day during which children with disabilities receive Special Education Services, by disability and AU. 3

6. The 3 Paths
Part C Services: Services administered for children ages 0-3 through the Department of Human Services with local Community Centered Boards. Administrative Units are responsible for providing the evaluations only.
Path 1 – children ages 0 – 3 who were evaluated for Part C services (not an IEP)
Part B Services : Part B of IDEA governs how special education and related services are provided to school-aged children with disabilities. AUs in conjunction with the schools provide the actual services to students through an individualized education plan (IEP).
Path 2 – children ages 2.5 but not yet 4 who were referred from Part C to Part B services.
Path 3 – children ages 2.5 through 21 who were not receiving Part C services immediately prior to being referred to Part B. 24

7. In Short…. SPECIAL EDUCATION End-Of-Year is:
11/22/2018
In Short….
SPECIAL EDUCATION End-Of-Year is:
all students your AU served or evaluated during the school year
residents in an Allowed Eligible Facilities anywhere in the state 7

8. Detained at Detention Center in your AU
Who to Report AU
Served
Referred and Evaluated
Detained at Detention Center in your AU 12

9. In Summary, Report All Students Who:
Received services in your Administrative Unit (or a detention center within your AU) at any point during this reporting period (July 1-June 30)
Had an initial evaluation for Part C or Part B services:
were birth to age 3 and were evaluated for Part C services (path 1)
were 2.5 but not 4 years old when they were referred from Part C to Part B (path 2)
were referred for a Part B special education Initial Evaluation (path 3)
Were placed in an Allowed Eligible Facility and you are the Administrative Unit of residence 20

10. Special Education EOY: Reporting Rules of Thumb
11/22/2018
Special Education EOY: Reporting Rules of Thumb
*Only report INITIAL referrals/evaluations*
*Report Path 1 children in school year they were evaluated
*Report Path 2 and 3 students in school year the IEP was implemented
Includes ages 0-3 evaluated for Part C
Path 1
Includes ages referred from Part C to Part B services
Path 2
Includes ages referred to Part B services
Path 3 39

11. What’s New in 2015-16? New Path 2 Delay Code:
57 - Referral received by the Administrative Unit with less than 60 days before the child’s third birthday
SY260: WARNING - Possible Duplicate, this student is also reported as in attendance (not exited) at another AU/SOP. Please verify your records for this student. If your data is reported accurately you may disregard this warning. *Error message will list other AU reporting the student this year.
If sasid is reported by two or more AUs with Current Eligibility and Services of 02 or 03 AND Sped Hours are not zero-filled AND Date of Exit is zero-filled AND Basis of Exit is zero-filled generate the warning.
Special Education EOY Contact List (under Cognos Reports)
Date Child Referred to Part C System [path 2]
Date field no longer required
Ok to zero-fill or fill out this date field going forward
business rules checking this field have been deactivated 11

12. Where does the Special Education EOY Snapshot extract data from?
Student Interchange
1. School Association File (entry grade level field)
2. Student Demographics File (primary source for demographic data)
IEP Interchange
1. Child File (secondary source for demographic data)
2. Participation File (Sped services information)
*snapshots can be created at any time and as many times as needed
*records with errors at the interchange level will not pull into your level 2 snapshot validations 7

13. Snapshot File Layout
11/22/2018 13

14. Snapshot Criteria
The snapshot criteria will EXCLUDE records from your snapshot:
1. That have a PAI code of 23, 24, 31, or 32
PAI Code = Pupils Attendance Information Code
Students are receiving services from another AU (not needed for Sped EOY reporting purposes)
This could potentially cause an SY108 error because the record is missing from the snapshot but was on your prior year file and not exited. (see slide 14 for workaround when this happens).
2. That have a Special Education or Part C Referral code of 00
These would be any parentally placed in private school = 02 records. (not provided services by your AU). 14

15. SY108 Errors
SY108: All students reported on the last Special Education End-of-Year as attending your administrative unit must be reported on your current Special Education End-of-Year Snapshot. If a student was previously reported in error and not exited last year, please request an exception.
Will trigger on any student missing from your snapshot (that wasn’t exited last year)
The Pupils Attendance Information Code (PAI) will affect whether or not this record pulls into your snapshot. (23, 24, 31, and 32 prevent it from pulling into Sped EOY)
This means the SY108 error could trigger “incorrectly” (PAI code is preventing record from being in Snapshot)
May need to adjust PAI code back to what is was prior to the student exiting to a school/program/detention center in another AU 15

16. SY108 Example
A resident student is attending in your AU and has a PAI code of 01.
This particular record was in your snapshot in and not exited during that collection year.
Therefore; the snapshot will expect this record because it wasn’t exited in An SY108 error will trigger if this record is missing from the snapshot.
Student begins school year still attending in your AU until November 2015 and has that same PAI code of 01.
On student transfers to CSDB 66050
Because resident AUs of students attending a State Operated Program should have a PAI code of 32, you update the PAI code to 32 for December Count
A 32 PAI code was correct for December Count, but is now preventing record from pulling into EOY.
Workaround
Adjust the PAI code back to 01 -what it was prior to exiting to CSDB and make sure to provide the exit information.
Upload new Participation file, Create a snapshot and SY108 for the record should disappear. 16

17. Error Viewing
Errors SY107, SY108, SY109 – to view error details be sure to choose second Excel option (Excel 2007 Format) when exporting to Excel. 17

18. Template
A template is NOT required for uploading to the IEP Interchange
You may upload the file extracted straight from your source system as long as it is in Excel, CSV, or Text formats
What changed this year?
The old macro generated template was removed (caused confusion and debugging issues)
Two simple template options added – one for Child File one for Participation File (template contains the column headings that you can paste your data into)
Remember to only copy rows/cells that contain data and always PASTE/ SPECIAL VALUES 18

19. Batch Maintenance – Very Important Screen
Always check Batch Maintenance in the Data Pipeline to ensure files have uploaded successfully.
Processed Indicator will say “YES”. If blank or “No”, file did not upload
Check Record Count, Error Count, and make sure submitted date and time look accurate. 19

20. Batch Maintenance Screen20

21. Records Missing from Snapshot
The LASIDs and SASIDs must match between your Child and Participation files.
Record will not pull to snapshot if it can’t find a matching record in both files. It uses sasid/lasid to match
A student was added to your Participation file but not to your Child file (again snapshot is looking for match between SASID and/or LASID)
Record has an error at the Interchange level 21

22. Enrich Compliance Check
Enrich has a Path 3 compliance check that is causing an error in Pipeline
“IEP start date within 90 days of Consent for initial evaluation ended - Delay Reason Required”
Data Pipeline (Participation file) does not require a delay reason for this
Path 3 does not have any requirement about when the IEP must start services, just that it be written and finalized.
Evaluated (60 days from Date of Parental Consent)
Finalized (90 days from Date of Parental Consent)
*Error SY206 “Reason for Delay in Finalizing the Initial IEP [Path 3] must be zero-filled if no delay occurred.”
Will have to remove delay reason from your file for now
Enrich is aware of the issue 22

23. Who Needs a SASID? SASID REQUIRED
SASIDs are required for students in Path 2 or 3 who are found eligible for Special Education and any existing special education students receiving services.
PPPS = 01 Private school students on an ISP require a SASID
SASID NOT REQUIRED
Path 1 – Part C Students
or those who are preschool age or younger (path 2) and found not eligible and do not receive Special Education service hours.
PPPS = 02 Parentally Placed in Private School students cannot have a SASID (edits will require you to zero-fill it)
*Keep in mind that each record on your Child and Participation Files must have a SASID or a LASID- both fields cannot be zero-filled. 21

24. Exceptions 24

25. Exception Table 25

26. SPED EOY Exceptions 5 Exception types for SPED EOY
11/22/2018
SPED EOY Exceptions
5 Exception types for SPED EOY
If you receive one of the following 5 error codes, you will need to an exception request spreadsheet to CDE to resolve these errors. Exception template/instructions posted at this link:
Snapshots/Special Education End of Year- Additional Resources.
your exceptions to us and they will be uploaded to Data Pipeline in the master spreadsheet file that we maintain. 26

27. Grade to Age Exception
1. Grade to Age: SY250 error - Calculated age is outside of the expected range for grade level. Please verify that the grade and birth date is correct.
This error should match the SE114 Warnings you receive at the Interchange level. The exception request will resolve both the error and the warning.
Use Grade to Age Table posted under Interchanges/Special Education IEP-Additional Resources: 27

28. Full Day Kindergarten Grade 1
Grade to Age Table
Grade/Age
Warning
Error
Grade
Level
Description
Expected
Age
Minimum
Maximum
002
004
006
007
010
020
030
040
050
060
070
080
090
100
110
120
Infant
Preschool
1/2 Day
Kindergarten
Full Day Kindergarten Grade 1
Grade 2
Grade 3
Grade 4
Grade 5
Grade 6
Grade 7
Grade 8
Grade 9
Grade 10
Grade 11
Grade 12
0 - 2
3 - 5
5 - 6
6 - 7
7 - 8
8 - 9
9 - 10 NA 2 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 20 21
< 2
< 4
< 5
< 6
< 7
< 8
< 9
< 10
< 11
< 12
< 13
< 14
< 15
< 16
> 4
> 7
> 8
> 9
>10
>11
> 12
> 13
> 14
> 16
> 17
> 18
> 19
> 21
> 22 28

29. Primary Disability Exception
2. Primary Disability of 11 or 12 and outside acceptable age range: errors SY111, SY112, SY113
Primary Disability 12 – Infant/Toddler with a Disability (ages birth through 2)
Primary Disability 11 – Developmental Delay (ages 3 through 8 )
SY111: A child cannot be reported as an Infant/Toddler with a Disability if they were 3 or older as of the most recent December 1 Count. Please refer to the Exception Request Instructions document for instructions on how to request an exception.
SY112: A child cannot be reported as Developmental Delay if they were younger than 3 as of the date their IEP was implemented. Please refer to the Exception Request Instructions document for instructions on how to request an exception.
SY113: A child cannot be reported as Developmental Delay if they were 9 or older as of the most recent December 1 Count. Please refer to the Exception Request Instructions document for instructions on how to request an exception.
Note: 11 “Developmental Delay” used to be called “Preschooler with a Disability” 29

30. Drop Out Exception 3. Student dropped out prior to age 17: error SY247
Students exiting as dropped out should be at least 17 years old. Please refer to the Exception Request Instructions document for instructions on how to request an exception. Please include an explanation of this student's dropout prior to age 17.
Basis of Exit code 40 30

31. Reported in Error on December Count
4. Student reported in error on December Count: errors SY107, SY109
SY107: All students reported on the December count as attending your AU must be reported on your Special Education Student End of Year Student file. Please refer to the Exception Request Instructions to request an exception.
SY109: All students reported on the December count for your administrative unit as attending an eligible facility (PAI code 22) must be reported on your Special Education Student End of Year file. If a student was previously reported in error please refer to the Exception Request Instructions document for instructions on how to request an exception.
This is the exception for a student that you reported on December Count, but shouldn’t have (i.e. they actually exited your AU before Dec 1 and you hadn’t received that info until after December Count closed) 31

32. Reported in Error on Previous SPED EOY
5. Student reported in error on previous Sped End of Year: error SY108
SY108: All students reported on the last End of Year as attending your administrative unit must be reported on your Special Education Student End of Year Student file. If a student was previously reported in error please refer to the Exception Request Instructions document for instructions on how to request an exception.
You will receive this error for any records that you reported in and didn’t exit before June 30, 2014.
“Reported in error” means you didn’t exit them off your SPED EOY. (not that you shouldn’t have reported them in the first place on 13-14). 32

33. Special Education or Part C Referral Field33

34. Date Fields in the 3 Paths
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11):
Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3

35. The Special Education or Part C Referral field indicates which path you need to report data (dates) for on the student’s record. 01
Part C Evaluation (Path 1 Only) – Use this code for children 0-3 years old who were referred for and/or had a completed Part C evaluation during the reporting period, whether or not they were determined to be eligible. 02
Part C to Part B Transition (Path 2 Only) – Use this code for children 2.5 but not 4 years old (at the time of the referral) who were referred for a Part B Evaluation (from a Part C Agency), whether or not they were determined to be eligible for Part B Services. 03
Part B Services (Path 3 Only) – Use this code for all students who are referred for a Part B Evaluation (NOT from a Part C Agency), whether or not they were determined to be eligible for Part B Services. 04
Part C Evaluation & Part C to Part B Transition (Paths 1 & 2) – Use this code for children 2.5 but not 4 years (at the time of the referral) who had a Part C evaluation, received Part C Services AND were referred for a Part B Evaluation (from a Part C Agency), whether or not they were determined to be eligible for Part B Services. 05
Part C & Part B Evaluation (Paths 1 & 3) – Use this code for students who had a Part C and a Part B Evaluation on the same day; OR for students who had a Part C Evaluation during the reporting period and were determined not to be eligible for Part C Services and later, in the same reporting period, were referred for a Part B Evaluation. 06
No Initial Referral During Current Reporting Period – Use this code for all students who began receiving services prior to July 1 of the current reporting period or for students who received EIS only. 07
Part C to Part B Transition & Part B Evaluation (Paths 2 & 3) – Use this code for students who received Part C services and were referred for a Part B evaluation (from a Part C Agency), and were either determined not eligible for Part B services or began receiving Part B services that were discontinued AND were later, in the same reporting period, referred for a Part B evaluation. 35

36. When to Report? Path 1 Part C records
report in school year in which evaluation took place
Paths 2 & 3 Part B records
report in school year in which the IEP was implemented
*If path events span 2 school years, use this rule to determine when to report the referral/evaluation events 36

37. Path Dates Applicable per Referral Code01
Part C Evaluation (Path 1 Only) – Use this code for children 0-3 years old who were referred for and/or had a completed Part C evaluation during the reporting period, whether or not they were determined to be eligible.
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11):
Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3 37

38. Path Dates Applicable per Referral Code02
Part C to Part B Transition (Path 2 Only) – Use this code for children 2.5 but not 4 years old (at the time of the referral) who were referred for a Part B Evaluation (from a Part C Agency), whether or not they were determined to be eligible for Part B Services.
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11):
Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3 38

39. Path Dates Applicable per Referral Code03
Part B Services (Path 3 Only) – Use this code for all students who are referred for a Part B Evaluation (NOT from a Part C Agency), whether or not they were determined to be eligible for Part B Services.
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11):
Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3 39

40. Path Dates Applicable per Referral Code04
Part C Evaluation & Part C to Part B Transition (Paths 1 & 2) – Use this code for children 2.5 but not 4 years (at the time of the referral) who had a Part C evaluation, received Part C Services AND were referred for a Part B Evaluation (from a Part C Agency), whether or not they were determined to be eligible for Part B Services.
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11): Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
*If the IEP was implemented in this school year, path 2 dates should be filled out
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3
*Depending on where the events stopped, some path 2 dates would be needed even if the IEP was not implemented 40

41. Path Dates Applicable per Referral Code05
Part C & Part B Evaluation (Paths 1 & 3) – Use this code for students who had a Part C and a Part B Evaluation on the same day; OR for students who had a Part C Evaluation during the reporting period and were determined not to be eligible for Part C Services and later, in the same reporting period, were referred for a Part B Evaluation.
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11):
Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3
*If the IEP was implemented in this school year, path 3 dates should be filled out
*Depending on where the events stopped, some path 3 dates would be needed even if the IEP was not implemented 41

42. Path Dates Applicable per Referral Code06
No Initial Referral During Current Reporting Period – Use this code for all students who began receiving services prior to July 1 of the current reporting period or for students who received EIS only.
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11):
Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3
*All date fields zero-filled on a code 06! This student was referred /evaluated in a prior reporting year and is already on an IEP. 42

43. Path Dates Applicable per Referral Code07
Part C to Part B Transition & Part B Evaluation (Paths 2 & 3) – Use this code for students who received Part C services and were referred for a Part B evaluation (from a Part C Agency), and were either determined not eligible for Part B services or began receiving Part B services that were discontinued AND were later, in the same reporting period, referred for a Part B evaluation.
Path 1 Data Fields (5):
Date Referred for Part C Evaluation
Date of Parental Consent to Evaluate Part C
Date Evaluation Completed Part C
Reason for Delay in Completing the Evaluation Part C
Eligibility and Services Path 1
Path 2 Data Fields (11):
Date Child is Referred to the Part C System (no longer required-may be zero-filled)
Date Child is Found Eligible for Part C Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Date of Parental Consent to Evaluate C to B
Date Evaluation Completed C to B
Reason for Delay in Completing the Evaluation C to B
Date of Initial Eligibility Meeting
Reason for Delay in Initial Eligibility Meeting C to B
Date IEP was Implemented C to B
Reason for Delay in IEP Implementation C to B
Eligibility and Services Path 2
Path 3 Data Fields (9):
Date of Parental Consent to Evaluate Part B
Date Evaluation Completed Part B
Reason for Delay in Completing the Evaluation Part B
Date of Initial Eligibility Meeting Part B
Date Initial IEP was Finalized Part B
Reason for Delay in Finalizing the Initial IEP Part B
Date IEP was Implemented Part B
Reason the IEP was Never Implemented Part B
Eligibility and Services Path 3
*Referred to Path 2 (from path 1) and either determined not eligible or received services for awhile. Then services stopped, or not receiving services for a period of time, then referred to Path 3. 43

44. Coding Examples 44

45. Keys to Coding
Any student that your AU is physically serving should be in your Snapshot
Only report INITIAL referrals, not the re-evaluation that happens at 1 and 3 year intervals.
Path 1 records are reported in school year they were evaluated
Paths 2 and 3 records are reported in school year they were implemented
Report student’s last known circumstances as they relate to special education. Events that took place latest in the school year.
Only report students that your AU had any involvement with during the school year, be it providing services, doing an evaluation, etc. If your AU did not do anything with a Part C student from last year then you have nothing to report on them this year. 45

46. C to B Evaluation – Expected Fall Start Date
We did a C to B Transition Eval and IEP on a child last spring (2015), with an expected Fall start date, so technically that child should be on the CDE report if she had indeed attended.  However, Child never showed up and parents never responded to messages to contact us. Does this child need to be reported?
Yes. It happens where a student is expected to start in the Fall, but then never enrolls. We have Reason for Delay code 52 for this scenario. Complete the Path 2 fields as follows:
Path 2: Date Child is Referred to the Part C System (report the actual date of this event)
Path 2: Date Child is Found Eligible for Part C Services (report the actual date of this event)
Path 2: Date of Referral to Administrative Unit from the Local Community Centered Board (report the actual date of this event)
Path 2: Date of Parental Consent to Evaluate C to B (report the actual date of this event)
Path 2: Date Evaluation Completed C to B (report the actual date of this event)
Path 2: Reason for Delay in Completing Evaluation C to B (report a delay code IF a delay occurred)
Path 2: Date of Initial Eligibility Meeting C to B (report the actual date of this event)
Path 2: Reason for Delay in Initial Eligibility Meeting C to B (report a delay code IF a delay occurred)
Path 2: Date IEP was Implemented C to B (zero-fill this field)
Path 2: Reason for Delay in IEP Implementation C to B (report delay code 52-parent failed to enroll the child in school, child is never enrolled)
Path 2: Eligibility and Services (report 02-eligible) 46

47. Path 2 - Reasons for Delay
Delay Reason 52 “Parent failed to enroll the child in school; child is never enrolled”
Parent never enrolls child in your school
Delay Reason 49 “Student’s Birthday does not fall on a School Day”
common delay used for those turning 3 over the summer.
Delay Reason 53 “Parent Requested Delay in the Start of Services.”
At the IEP meeting they specifically discuss delaying the services, like in the Fall because the parent doesn’t want to start services towards the end of a semester.
Delay Reason 51 “Child is not enrolled in school when expected”
Use when other delay reasons don’t fit, for example they expect the child to start the following week, but 3 weeks pass and then they show up and enroll. 47

48. Did Not Qualify – Staffed Out
DNQ (did not qualify) students – students who came into the reporting period as 06 referral (receiving Special Ed. services) and were at some point during the year staffed out of services.
Use Exit Code 09 – Transferred to Regular Education
Report exiting students who are staffed out with all the Sped services info that was in effect on their last day of service.
Make sure to keep the following Sped services information fields filled in:
Eligibility and Services = 02 eligible
Sped Service Hours 48

49. Student Transfers to Private School
I have a student who was on an IEP in our AU during the 15/16 school year as a referral 06, then transferred to a private school, and then we wrote an ISP for the student and are servicing on the ISP. How do we code this student?
Do we need to exit him because his IEP ended? If so, how would we report the ISP dates?
Do we simply keep him as a path 6 and change the data to reflect the ISP services and new school?
As long as the private school is within your AU boundaries you would not need to exit the student. Report student as usual since he is still receiving services from your AU. Just be sure to update the details like school code, Sped Hours, etc to the new ISP specifics.
If student had transferred to a private school located in another AU, Exit Code 15 would be applicable. 49

50. Reporting Private School Students
Parentally Placed in Private School Field – For all students, indicate whether the student is placed by his/her parents in a private or parochial school. If he/she is attending a private school, indicate whether or not he/she is receiving services on an ISP.
00 Not Applicable
01 Special Education and related services are provided on an ISP. (These students are pulled into the SPED EOY snapshot. )
02 Student with a disability – no services provided by administrative unit. (December Count)
PPPS = 01 Those on ISPs who are receiving services from the AU and their staff, either salaried or contractual, have the same reporting requirements as any IEP student.
These students should have PAI code of and Funding Status reported as 54 which means you get no funding even though your AU does provide some services. (PAI Code and Funding Status only used in December Count)
PPPS = 02 Students likely have a Sped or Part C Referral=00 and normally wouldn’t pull into Sped EOY snapshot. Unless they happened to also have a Part B referral/evaluation.
Those who are parentally placed in a private school and receive NO SERVICES from the AU at all in any way, these are PPPS=02 and have PAI and Funding zero-filled. 19

51. Out of State placement
Where does the student’s parents reside? What type of school or facility is the student attending? Are you paying tuition? Are you providing services to the student? Did your AU provide a full Initial Evaluation? Out of State placement students use “Special Education Program Code” 0001(Out of State) Please contact CDE with details surrounding this situation and we will help you! 51

52. Hours of Special Education Hours Per Week Field
Zero-fill
Zero-fill on Part C only records. Sped Hours only required on students receiving Part B Services.
Zero-fill on students that did not return from the prior year and have a Date of Exit of 07/01/2015.
These records will require a Primary Disability, Basis of Exit, and the Current Eligibility and Services to be 02.
Zero-fill on records found NOT Eligible for Part B Services
Required
A Date of Exit later than 07/01 will always require the Sped Hours to be filled in.
Sped Hours is required on students who were staffed out during the school year 52

53. Out of State Students Transferring In
A student moved in from out of state and was already on an IEP. Our AU decided to go ahead and do a full Initial Evaluation on the student but he/she received Interim Services from 9/1 through 10/15 before we actually completed the evaluation. How do we code this scenario?
If the student received interim special education services from the date of their enrollment in your AU, prior to the completion of their Initial/Transfer evaluation and IEP, you may use the enrollment date as the Date of Entry to Sped. If they did not receive interim special education services then please use the Date the IEP was Implemented as the Date of Entry to Sped. So basically whatever date the student began receiving sped services in your AU. Normally we would expect the Date of Entry to Sped to match the Date IEP was Implemented, but this scenario is an exception.
Remember to only report students that had a full Initial Evaluation! If you decide to use another state’s IEP, you don’t need to report the evaluation events. Just use an 06 Referral code and zero-fill path date fields.   53

54. Transferring to an Allowable Eligible Facility School
Student’s parents reside in your AU and student has transferred from a school within your AU to Allowable Eligible Facility Laradon Hall code 6092 in Denver school district.
If student is still a resident of your district/AU, but has simply transferred to an Allowed Eligible Facility School, then for the purposes of SPED EOY, you would not exit them at all, just update their attendance info to reflect they now attend the facility school. As the AU of Residence, you are still responsible for reporting this student for Sped EOY.
Update the school code to 6092
Update the PAI Code to 22 54

55. Detention Center Students
Division of Youth Corrections and Department Of Corrections can only have committed students. All students reported by DOC and DYC are committed.
AU or AU would report these students
The AU where detention centers are located can only have detained students.
The AU would report these students.
Detention Center Code
Detention Center Name
District Name
District Code
9801
Adams Youth Service Center, Brighton 27J
Brighton
0040
9802
Marvin W Foote Youth Services Center, Cherry Creek 5
Cherry Creek
0130
9803
Gilliam Youth Services Center, Denver
Denver Public Schools
0880
9804
Spring Creek Youth Services Center, Harrison 2
Harrison 2
0980
9805
Mountview Youth Services Center, Jefferson County R-1
Jefferson County
1420
9806
Robert DeNier Youth Services Center, Durango 9-R
Durango
1520
9807
Grand Mesa Youth Services Center, Mesa County Valley 51
Mesa County Valley 51
2000
9808
Pueblo Youth Services Center, Pueblo City 60
Pueblo City 60
2690
9809
Platte Valley Youth Services Center, Greeley 6
Greeley
3120 55

56. 11/22/2018
Exit Code tip
Students with a regular End of Year exit code of 26 (transfer to a detention center out of district) would either be coded with an exit code of 13 or 21 on SPED End of Year. It depends on whether the student was detained or committed.
Code 13 (Transfer to a Public School, Special Education Program, or Detention Center in a Different AU) would be used for detained students.
Students who are detained reported by AU.
Code 21 (Transfer to a Facility Operated by the Colorado Department of Corrections or Division of Youth Corrections) would be used for committed students.
Students who are fully committed are reported by DYC or DOC. 56

57. When is an Exit Code Needed?
A student transferred to a Special Education Program- Pikes Peak BOCES School of Excellence 0020 – which is located within your Administrative Unit boundaries. No exit necessary because the program is still within your AU
A student transfers to a Special Education Program – Denver Cenpatico School Program which is not located in your AU boundaries. Exit Code 13 would be applicable because 13 is used when someone transfers to a public school, Special Education Program, or Detention Center located OUTSIDE your AU.
A student leaves your school to be home schooled. Should you exit them?
Only if the AU is no longer providing services to the student being home schooled. You would use Exit Code 16 – Transfer to Home Based Education (Home Schooling).
Leave the student active (not exited) and report the Home School Program Code (0002) instead of a school code IF your AU sends a service provider to the home to provide serves to the student who is otherwise home schooled.
The key thing to keep in mind is whether or not your AU is providing services to student. 57

58. Special Education EOY - Resources
11/22/2018
Special Education EOY - Resources
Data Pipeline Documentation Website Home – Snapshots – Special Education End-of-Year 58

59. Contact Information
Special Education EOY contact information
Lindsey Heitman – (Main point of contact)
Kristi Gleason –
Orla Bolger –
*Remember to include your AU #, Error code #, and phone number if possible. Thanks.
Thanks so much for attending!!!!!!!! We appreciate your efforts in collecting this data.  59

60. Have a great rest of your week!
11/22/2018
Have a great rest of your week!