1. 7/20/2019
Special Education End-of-Year Content Training Lindsey Heitman (303)
May 12, 2016

2. Table of Contents Why Required – slide 3 Timeline – slide 4
Identity Management – slides 5-6
Interchange Files and Snapshot Criteria – slides 7-8
Who to Report – slides 10-19
Who Needs a SASID – slide 20
What to Report – slides
Part C-Path 1 - slides 24-27
Part B Services -Path 2 – slides
Part B Services- Path 3 – slides 34-37
When to Report – slides
Special Education and Part C Referral – slides
Eligibility and Services – slide 42
Exit Information – slides 43-46 2

3. Why Required?
 Data submitted to the US Department of Education as required by 34 CFR §
File C009 – Children with Disabilities (IDEA) Exiting Special Education
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 C Services within 60 days
Indicator 12: Part C to B Transition - % of children with IEP by 3rd birthday
Part C Evaluations:
Children ages 0-3 evaluated for Part C Services - AUs receive reimbursement money for completed evaluations
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

4. DATES TO REMEMBER All errors resolved: interchange and snapshot
Monday May 2, 2016
snapshot available
Thursday July 7, 2016
IEP Interchange errors resolved
At least 1 Special Education EOY Snapshot created by this date
Wednesday Sept. 7, 2016
All exception requests in to CDE
Monday Sept. 12, 2016
All errors resolved: interchange and snapshot
Monday Sept. 12 – Friday Sept. 16, 2016
Report Review
Review exit information in preparation for duplicate checks
Tuesday Sept. 20 – Wed. Sept. 28, 2016
AUs make changes to resolve duplicates
Final Report Review September 28 – October 5
ALL Final signed reports received by CDE
Submit and finalize data – COLLECTION CLOSES
Thursday Oct. 6, 2016 4

5. Identity Management: Access to Data Pipeline
7/20/2019
Identity Management: Access to Data Pipeline
*Access to any CDE application, as well as capability within that application, is based upon the roles assigned to your account. *Verify with your LAM that you have the appropriate roles for each Interchange and/or Snapshot that you need access to.
INTERCHANGE ROLES
ENABLES USER TO:
Viewer
read-only access
User
upload files, view interchange level errors
SNAPSHOT ROLES
ENABLES USER TO:
Viewer
read-only access
User
create snapshots and view snapshot level errors
Approver
create snapshots, view snapshot level errors, AND submit final dataset to CDE 5

6. Special Education EOY: Identity Management
7/20/2019
Special Education EOY: Identity Management
Special Education IEP Interchange Group Role Option
Special Education IEP role acronym is: SPE
16010-SPE~LEAUSER Role
Need this role (assigned with your AU#) to upload files to the IEP Interchange
Special Education EOY Group Role Options
Special Education EOY role acronym is: EOY
16010-EOY~LEAVIEWER Read-Only
16010-EOY~LEAUSER Submit and Modify
16010-EOY~LEAAPPROVER Approver
Need 1of the 3 roles above (assigned with your AU#) in order to access the snapshot
Need at least 1 APPROVER per AU (ability to submit the completed snapshot to CDE)
Can have as many APPROVERS, USERS, and VIEWERS as needed
Remember only 1 role per person/account 6

7. Where does the Special Education EOY Snapshot extract data from?
Student Interchange
1. School Association File (entry grade level field)
2. Student Demographics File
IEP Interchange
1. Child File
2. Participation File 7

8. Snapshot Criteria
Pull all error-free records from the Student Participation file (except those with a PAI code of 23, 24, 31, and 32 or Special Education Part C Referral code of 00) and match them with records in the Student Profile interchange (Student Demographic file and School Association file). The Student Interchange is the authoritative source for (SASID, LASID, Student’s First Name, Student’s Middle Name, Student’s Last Name, Gender, Date of Birth, All Student Contact Information fields (no longer required), Ethnicity, Race, and Grade level).
If the student is not submitted to the Student Interchange, these fields will be pulled from the Special Education Child file.
The Special Education Child, Participation, and Student Interchange files will be joined based on the following criteria: SASID, LASID, school year, Admin Unit (or district), and error free records.
Data pulled from the Student Profile Interchange will be the non-tagged data. 8

9. Reporting Period
The Special Education End of Year Snapshot reporting period is July 1, 2015 through June 30, 2016.
The purpose of the Special Education End of Year Snapshot is to obtain data on students who were referred, evaluated, and or received Special Education services during the specified reporting period. 9

10. WHO TO REPORT 10

11. Detained at Detention Center in your AU
Who to Report AU
Served
Evaluated for Part C and Referred to Part B
Detained at Detention Center in your AU 12

12. Report students who:
received services in your Administrative Unit or State Operated Program (include students who were served by your Administrative Unit on a tuition basis)
were detained at a Detention Center located in your Administrative Unit (the AU where the Detention Center is located reports the detained portion of the student’s stay and the State Operated Program reports the committed portion of the student’s stay)
were placed in an Eligible Facility and are the responsibility of your Administrative Unit (students in Eligible Facilities should be reported by the Administrative Unit of Residence)
were birth to age 3 and were referred for a Part C Evaluation, whether or not they were determined to be eligible for Part C Services (this does NOT include children who were referred and had a screening only)
If you are an Administrative Unit that has a Detention Center within your boundaries, you must report the students at that detention center. 13

13. Report students who:
were 2.5 but not 4 years old when they were referred from Part C to Part B, whether or not they were determined to be eligible for Part B Services
were referred for a Part B special education Initial Evaluation (parents request an Initial Evaluation or school asks parents for consent to evaluate)
Only report INITIAL referrals, not the re-evaluation that happens at 1 and 3 year intervals.
had an Initial Evaluation
began receiving Part B Services in your Administrative Unit/State Operated Program any time during the reporting period.  14

14. An Initial Evaluation includes students:
who were not eligible at the time of evaluation – student may have received Special Education Services in the past but had returned to regular education prior to this evaluation.
for whom parents revoked consent for services – student received Special Education Services for a period of time prior to parent deciding to cease services.  When child is again referred/re-evaluated, please report them as an initial evaluation.
who have never been evaluated for Part B Services - these students have never had an evaluation in your Administrative Unit/State Operated Program , another Administrative Unit/State Operated Program, or an Eligible Facility in Colorado.
who received Special Education Services in another state, for whom it was determined that an initial evaluation was needed.
who are parentally placed in a private school and had a Part B Initial Evaluation during the current reporting period (these students are reported by the Administrative Unit in which the private school is located).
were educated in a non-public home-based educational program (i.e., homeschooled) and had a Part B initial evaluation during the reporting period. 15

15. Also, report students who:
were on an IEP (not an ISP) and received services at a private school on a tuition basis (these students are placed at a private school by the IEP team and should be reported by the Administrative Unit of Residence).
received services outside of the State of Colorado and are the responsibility of your Administrative Unit (these students are placed out of state per their IEP and should be reported by the Administrative Unit of Residence).
were parentally placed in a private school, have an ISP and received services from the Administrative Unit (these students must be reported by the Administrative Unit where the private school is located). 16

16. Be sure to report all students who:
were reported on your 2015 December Count in attendance in your Administrative Unit or State Operated Program.  If this student exited your Administrative Unit or State Operated Program after December 1, 2015 you must include the Date of Exit and Basis of Exit.  You must also complete all other relevant fields; i.e. Hours of Special Education Services per Week according to the latest IEP (for the portion of the year that he/she received services).
If the student was reported on December Count in error please submit an SY107 exception request. This exception request means that you should have exited the student prior to12/01/2015 and that they were not receiving services as of December 1.
were evaluated, even if they were found not eligible. Check your data extracts to make sure students found not eligible are being reported too! 17

17. The following students should NOT be reported by the AU of Residence...
Students who were at CSDB, CHMI-P, DOC or DYC the entire reporting period should be reported by the State Operated Program, NOT by the Administrative Unit of Residence.
Detained vs. Committed
Students who are “detained” in a Detention Center would be reported by the AU where the Detention Center is located.
Students who are “committed” to a Detention Center would be reported by the State Operated Program. 18

18. 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

19. 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 referred for a Part C Evaluation
were 2.5 but not 4 years old when they were referred from Part C to Part B
were referred for a Part B special education Initial Evaluation
were placed in an Eligible Facility and you are the Administrative Unit of Residence 20

20. 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 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) 21

21. Special Circumstances:
If an Administrative Unit/State Operated Program choses to use up to 15 percent or was required to use 15 percent of its IDEA or ARRA funds for Early Intervening Services (K-12), and had an approved Federal Application Narrative and Budget for the use of those funds, they must report all students with and without disabilities, grades kindergarten through 12, who were enrolled in their Administrative Unit/State Operated Program and who were provided Early Intervening Services (EIS) during the course of the reporting period.  Even if the student received Early Intervening Services only, they must be included in this report.  Early Intervening Services refers to School Age (K-12) only and is not the same as Early Intervention Services (related to Part C). 22

22. WHAT TO REPORT 23

23. 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
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

24. Summary of Path 1 Path 1 – Part C Services (ages 0-3) What is it?
Services administered for children ages 0-3 through the Department of Human Services with local Community Centered Boards.
These children are NOT on an IEP.
AUs only do the evaluations for these kiddos.
ECEA reimbursements calculated from # of Part C evaluations
Who to Report
children who were evaluated for Part C (whether found eligible or not)
Part C Referrals only do NOT need to be reported
When to Report
report in the school year in which the child was evaluated (referral could have taken place in the prior reporting period-you would not report until evaluation actually occurs)
If more than one evaluation was completed for a child during the reporting period, report the most recent evaluation 25

25. Path 1: Evaluated for Part C Services
Part C Evaluation data collected is NOT tied to any specific APR indicator.
Part C data is collected to calculate ECEA reimbursements for evaluations completed by the AU or contracted for and performed by the CCB.
Make sure to double check report: Number of Children Referred for Part C Evaluations
Report all Part C Evaluations completed, regardless of whether or not the child is determined to be eligible.
This does not include children who were referred to Part C and had a screening which indicated no further evaluation was needed. Screenings only are not to be reported on the SPED EOY. 26

26. Path 1: Referred for a Part C Evaluation
The timeline for Part C evaluations is 45 days from the date of the initial referral to the date the evaluation is completed.
If the referral was during this reporting period, but the evaluation was completed in the next reporting period, report these children in the reporting period in which the evaluation is actually completed.
If more than one Part C evaluation was completed for the same child during the reporting period, only report the most recent evaluation. 27

27. Data Fields Collected in Path 1:
Date Referred for Part C Evaluation
The date the initial referral was received by the Part C point of entry. (The date that either the local Community Centered Board or the local Child Find Office received the initial contact regarding this child.)
Date of Parental Consent to Evaluate Part C
The date the Parental Consent to Evaluate form was received by the Administrative Unit for Part C evaluation(s), even if the parental consent form was signed during the previous reporting period. If date received by the Administrative Unit is unavailable, please use the date signed.
Date Evaluation Completed Part C
The date that the evaluation(s) for entrance into Part C was/were completed.
Reason for Delay in Completing the Evaluation Part C
If the number of days from the Date Referred for Part C Evaluation to the Date Evaluation Completed is >45 calendar days, or if the Evaluation was not completed, indicate the reason.
Eligibility and Services Path 1
The eligibility outcome of the Path 1 Part C evaluation. 28

28. Summary of Path 2 Path 2 - Part B Services (ages 2.5 to 3.9)
What is it?
Part B of IDEA governs how special education and related services are provided to school-aged children with disabilities.
Path 2 only includes children ages 2.5 but not yet 4, who were referred from Part C to Part B services
These students are being referred/evaluated for an IEP (individualized education plan).
Who to Report?
All children receiving Part C Services that were referred to Part B services
This includes those referred to Part B (even if they weren’t evaluated), those evaluated for Part B, those evaluated and found not eligible for Part B, as well as those who actually had an IEP implemented and received Part B Services during the reporting period.
When to Report?
For those determined eligible, report in the school year in which the IEP was implemented
If IEP was scheduled to be implemented this year but wasn’t, report referral and evaluation information from previous reporting period and indicate reason for delay
For students determined NOT eligible for Part B, report them in the reporting period in which the Initial Eligibility Meeting occurs. 29

29. Path 2: Referred from Part C to Part B (Indicator 12)
“Percent of children referred by Part C prior to age 3, who are found eligible for Part B, and who have an IEP developed and implemented by their third birthday”.
Only children who are receiving Part C services and are referred for a Part B initial evaluation should be reported in Path 2.
If the referral was during this reporting period, but the IEP will be implemented in the next reporting period, please report these children in the reporting period in which the IEP is implemented.
If an IEP will never be implemented due to ineligibility or moving out of district etc., please report in the reporting period in which the Initial Eligibility Meeting took place. 30

30. Data Fields Collected in Path 2:
Date Child is Referred to the Part C System (no longer required and may be zero-filled)
The date the child was first referred to the Part C System (any agency in the local community – e.g. school district, health department, etc.).
Date Child is Found Eligible for Part C Services
The month, day, year (mmddyyyy) the child was found eligible for Part C services.
In Path 2, the transition from Part C to Part B path, we do have to collect a few dates about the student’s previous Part C events. The reason we have to collect some Part C dates in Path 2 is because we need those dates to calculate Indicator 12. 
If a student happens to have been found eligible for Part C within 90 days of their 3rd birthday and if the timeline for Path 2 is not met wherein the Path 2 IEP is implemented after the 3rd birthday, it does not count against in the Indicator 12 calculation.   31

31. Data Fields Collected in Path 2:
Date of Referral to Administrative Unit from the Local Community Centered Board
The date the Administrative Unit received a referral from the Local Community Centered Board that the child may be potentially eligible for Part B services and needs a Part B Evaluation.
Date of Parental Consent to Evaluate C to B
The date the Parental Consent to Evaluate form was received by the Administrative Unit/State Operated Program for Part B evaluation(s), even if the parental consent form was signed during the previous reporting period. If date received by the Administrative Unit/State Operated Program is unavailable, please use the date signed. 32

32. Data Fields Collected in Path 2:
Date Evaluation Completed C to B
The date that the initial evaluation was completed. An evaluation is complete when there is nothing else to be done in the evaluation including recording of results and analysis of assessment data and completion of the evaluation report.
Reason for Delay in Completing the Evaluation C to B
If an evaluation is not completed or if the number of days from the Date the Parental Consent is received to the Date the Evaluation is Completed is > 60 calendar days, indicate the reason.
Date of Initial Eligibility Meeting
The date of the Initial Eligibility Meeting. 33

33. Data Fields Collected in Path 2:
Reason for Delay in Initial Eligibility Meeting C to B
If the Initial Eligibility Meeting was not held, or the calculated age of this student as of the Date of Initial Eligibility Meeting was >=3, indicate the reason.
Date IEP was Implemented C to B
The date the services on the IEP began. If the student enrolls after the start date for services on the IEP, record the Date of Enrollment. In cases where the student is not eligible or parents refuse consent for services this field must be zero-filled.
Reason for Delay in IEP Implementation C to B
If the IEP was not implemented, or the calculated age of this student as of the Date the IEP was implemented was >3, indicate the reason.
Eligibility and Services Path 2
The eligibility outcome of the Path 2 Part C to B evaluation 34

34. Summary of Path 3 Path 3 - Part B Services (ages 2.5 – 21) What is it?
Part B of IDEA governs how special education and related services are provided to school-aged children with disabilities.
These students are being referred/evaluated for an IEP (individualized education plan).
Who to Report?
Students ages 2.5 – 21 who were referred, evaluated, and/or received special education Part B services and were not receiving Part C services immediately prior.
This includes those referred to Part B (report ONLY if parental consent to evaluate was received), those evaluated for Part B, those evaluated and found not eligible for Part B, as well as those who actually had an IEP implemented and received Part B Services during the reporting period.
When to Report?
For those determined eligible, report in the school year in which the IEP was implemented
If IEP was scheduled to be implemented this year but wasn’t, report referral and evaluation information from previous reporting period and indicate reason for delay
For students determined NOT eligible for Part B, report them in the reporting period in which the Initial Eligibility Meeting occurs. 35

35. Path 3: Referred for an Initial Evaluation for Part B Services (Indicator 11)
“Percent of children who were evaluated within 60 days of receiving parental consent for initial evaluation”.
Students referred for a Part B Initial Evaluation who were NOT receiving Part C services immediately prior to this referral should be reported in Path 3.
Report only INITIAL Part B Referrals, no annuals or triennials.
If the referral was during this reporting period, but the IEP will be implemented in the next reporting period, please report these children in the reporting period in which the IEP is implemented.
If an IEP will never be implemented due to ineligibility or moving out of district, etc. please report in the reporting period in which the Initial Eligibility Meeting took place. 36

36. Data Fields Collected in Path 3:
Date of Parental Consent to Evaluate Part B
The date the Parental Consent to Evaluate form was received by the Administrative Unit/State Operated Program for Part B evaluation(s), even if the parental consent form was signed during the previous reporting period. If date received by the Administrative Unit/State Operated Program is unavailable, please use the date signed.
Date Evaluation Completed Part B
The date that the initial evaluation was completed. An evaluation is complete when there is nothing else to be done in the evaluation including recording of results and analysis of assessment data and completion of the evaluation report.
Reason for Delay in Completing the Evaluation Part B
If an evaluation is not completed or if the number of days from the Date the Parental Consent is received to the Date the Evaluation is Completed is > 60 calendar days, indicate the reason.
Date of Initial Eligibility Meeting Part B
The date of the Initial Eligibility Meeting. 37

37. Data Fields Collected in Path 3:
Date Initial IEP was Finalized Part B
The date the initial IEP was finalized. In cases where the student is not eligible this field must be zero-filled.
Reason for Delay in Finalizing the Initial IEP Part B
If the number of days from the Date the Parental Consent is received to the Date the Initial IEP is finalized is > 90 calendar days, indicate the reason.
Date IEP was Implemented Part B
The date the services on the IEP began. If the student enrolls after the start date for services on the IEP, record the Date of Enrollment. In cases where the student is not eligible or parents refuse consent for services this field must be zero-filled.
Reason the IEP was Never Implemented Part B
If the IEP was never implemented, indicate the reason why.
Eligibility and Services Path 3
The eligibility outcome of the Path 3 Part B evaluation 38

38. Special Education EOY: Reporting Rule of Thumb
7/20/2019
Special Education EOY: Reporting Rule 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

39. What Path to Report in?
What services is the student being evaluated for?
Part C Services
Part B Services
It is possible a student will be reported in more than one path.
Was the student receiving Part C services immediately prior to this Part B evaluation?
Yes No
This chart is also posted on the Data Pipeline website. It is a good chart to have handy while working on the collection to help you decide what Path a student should be reported in.
Path 1
Students in this Path are 0 to 3 years old.
Path 2
Students in this Path are 2.5 but not yet 4 years old.
Path 3
Students in this Path are 2.5 to 21 years old. 40

40. Special Education or Part C Referral
Indicate the type of referral(s) that occurred for each student:
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.
This is one of the most important fields in the EOY data collection. This is where you tell us what type of referral(s) occurred for each student. Many of the edits are based upon this field, so one of the first things you want to do is be sure you have all your records coded correctly for this field.
One of the most common codes you will report in this field is 06-No initial Referral During the Current Reporting Period. This is the code you will use for all students who were already special education students at the start of the school year who did not have an initial evaluation during the reporting period.
If a student received an initial evaluation during the reporting period you will select one of the other codes as applicable. 41

41. Which Referral Code to Use?
Only INITIAL referrals are reported for Sped EOY, so any existing Special Education student would need a Special Education or Part C Referral Code of 06.
You do not need to report the evaluation events at the 1 and 3 year intervals. Only the initial evaluation events need to be reported.
Referral = 06 and the three paths of data fields would be zero-filled for an existing SPED student. 42

42. Eligibility and Services:
This is where you tell us the outcome of a student’s referral.
01 –Early Intervening Services Only – Use this code for students who received (K-12) Early Intervening Services only during reporting period. Applicable to 01020, 18010, and in
02 – Part C Eligibility and/or Special Education Eligibility – Use this code for students for whom a Part C evaluation was completed and the student was determined eligible; or a Part B Evaluation was completed and the student was determined eligible for services. Also use this code for students who began receiving Part B Services prior to July 1 of the current reporting period. If student received (K - 12) Early Intervening Services prior to the evaluation use code 03.
03 – Early Intervening Services AND Special Education Eligibility – Use this code for students who received (K-12) Early Intervening Services during a portion of the reporting period and were then determined eligible for Special Education Services. Applicable to 01020, 18010, and in
04 – Not Eligible for Part C or Special Education - Use this code only for students who had a Part C or Part B Evaluation completed during the current reporting period, and were determined not eligible for services.
05 – Early Intervening Services AND Special Education Ineligibility - Use this code for students who received (K-12) Early Intervening Services during a portion of the reporting period and were then evaluated for and determined not eligible for Special Education Services whether or not the Early Intervening Services continued. Applicable to 01020, 18010, and in
Most AUs will only use codes 02 or 04. Only those doing the Early Intervening Services with an approved Federal Narrative will use the other codes.
For children who have multiple evaluations during a reporting period, for example a child who is found not eligible for Part C, but later in the same reporting period is found eligible for Part B. Their Eligibility and Services designation would be the most recent, so in this case Eligible. 43

43. Exit Tips
A student record that does not ever begin receiving Special Education Part B Services (i.e. Date of Entry to Special Education is zero-filled) would not contain a Date of Exit or Basis of Exit.
Students should never be reported with a Date of Exit or Basis of Exit if:
He/she is in Path 1 or received only Part C Services.
An evaluation was never completed.
He/she was evaluated and found not eligible.
He/she was evaluated and determined eligible, but services were never initiated. 44

44. 7/20/2019
Exit Tips
Any student that was reported as active (and was NOT exited) during the prior SPED EOY collection (14-15) should receive the SY108 error in the current SPED EOY (15-16).
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.
Date of Exit and basis of exit need to be included in the exception request. 45

45. 7/20/2019
Exit Code tips
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 in a Different School District) would be used for detained students.
Students who are detained are reported by the 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. 46

46. Graduates and Dropouts…
Work with your counterpart on Regular End of Year to make sure they are reporting the same Graduates and Dropouts on Regular EOY as you are on SPED EOY.
Graduation rates for Indicator 1 are calculated from data that is submitted on the Regular EOY so you want to be sure you are both reporting the exact same Graduates 47

47. Hints and Tips
Be sure to have all Reasons for Delay for missed timelines documented in the student’s file.
Double check that all dates are entered and that they are correct. Please double check your dates if any timelines were missed to be sure the correct date has been entered.
If a Vendor pulls the data for you into a report to submit to the CDE please spot check the dates to make sure the correct dates were pulled into the appropriate fields.
Double check with your CCB to ensure you have reported all the students you should be reporting.
Work with your data manager (or the collection respondent for your AU) to ensure that all students who should be reported are reported. 49

48. Contact Information
Special Education EOY contact information
Lindsey Heitman – (Main point of contact)
Kristi Gleason –
Orla Bolger –
*Please remember to include your AU #, Error code #, and phone number. 50

49. 7/20/2019