EMIS and Special Education Reporting and Compliance Topics in the Presentation • Interaction between policy and data • Reporting the special education event record • Special education data that affects funding • Special Education Accountability and its consequences Interaction Between Policy and Data • Identify strengths, weaknesses of current policies • Funding • Determine and confirm corrective actions • Compliance with law Determining Compliance • Provision of FAPE (Free and Appropriate Public Education) • Procedural Safeguards • Individual student activities • Fiscal – Maintenance of Effort (MOE) – Excess Cost Data Reporting in EMIS • • • • • • • Special Education Event Student Standing Student Attributes Student Program Discipline Attendance Assessment What to Report • ONLY events for which your LEA is responsible • ALL events for which your LEA is responsible • Consent from another district is not applicable in new district Data Collection Tool • Optional tool • Used to share data from special education staff to EMIS staff • Often completed at same time as “event” • You have a copy; also updated frequently and posted online Name: _________________________ Data ID#: ______________________ Resident District: ________________ District of Attendance: ___________ Grade Level: ____________________ Race: ________________________ DOB: ________________________ Building of Attendance: __________ Disability Category: _____________ Date: ________________________ Autism Scholarship? ____________ **** Refer to Master Code Sheet on page 3 for codes and explanations!!! A. Date Type Codes: Activity (GE100) Event Date from PRXX form (GE 110) Begin Date (GE 140) Outcome (GE 120) End Date (GE 150) Compliance 1. PSTC (Preschool Transition Conference - ONLY for students coming from Help Me Grow) No code currently reported, but note if parents deferred ETR due to child’s age (Deferred? Yes_______ No_________) N/A 1. RFRL (Referral for Evaluation - after the child is suspected of having a disability) N/A N/A 1. CNST (Parent Consent for Evaluation - on or after referral date) CNGI 1. IETR (Initial Evaluation Team Report Completion due 60 days from consent) CNGR ETNE ETDP IIEP (Initial IEP - 30 days from ETR Completion; by third birthday if PSTC) CNRF CNNR Disability Category (circle): IEPR IEDP LRE codes (circle) : IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72 1. AIEP (Amended IEP) Change LRE to:_______________________________ Change Test Type To: _________________________ Change OGT consequences to: __________________ Other_______________________________________ 1. IISP (Individual Services Plan ) IE39 1. RISP (Individual Services Plan ) IE39 RETR (Reevaluation Team Report - 3 years from prior ETR) RIEP (Periodic Review of IEP - 1 year from previous IEP) N/A Disability Category (circle): ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 IENS 1. Must match another IEP N/A ETDP ETEX 1. CNDP ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 IENS 1. CNGO IEPR IEDP LRE codes (circle): IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE55 IE56 IE60 IE62 IE64 IE70 IE72 IE51 IE53 1. TETR (Transfer Student ETR Adoption) ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET14 ET15 ET16 ET12 ET13 1. TIEP (Transfer Student IEP Adoption) LRE codes (circle) IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IECF IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72 N/A Pre-School Transition Conference A. Date Type Codes: Activity (GE100) 1. PSTC (Preschool Transition -transition from Help Me Grow) Event Date from PR- Outcome (GE 120) XX form (GE 110) N/A Begin Date (GE 140) End Date (GE 150) Compli ance N/A PSTC • For students coming from Part C ONLY • Reported by district of residence • For first-time preschool enrollees, EMIS will accept all special education events that occurred prior to enrollment • Starts the compliance clock ticking, just as a referral does • Cross-checked with Dept of Health counts Referral A. Date Type Codes: Activity (GE100) 2. RFRL (Referral for Evaluation - after the child is suspected of having a disability) Event Begin Date from Outcome (GE PR-XX Date 120) form (GE (GE 140) 110) N/A End Date Compliance (GE 150) N/A Referral Date from PR-04 • Only REQUIRED for initial consent Consent A. Date Type Codes: Activity (GE100) 3. CNST (Parent Consent for Evaluation -on or after referral date) Event Date from PR-XX form (GE 110) Outcome (GE 120) CN CN CN GI GR GO CN CN RF NR CN DP Begin Date (GE 140) End Co Date mpli (GE anc 150) e Consent Date from PR-05 CNGI Consent Granted, Initial • Date Signed may be different from date entered on form: the date reported is the date the district RECEIVED the consent! The receipt date must be documented. • Only REQUIRED for initial consent Consent Date from PR-05 CNRF • Consent Refused Date Signed may be different from date entered on form: the date reported is the date the district RECEIVED the consent! The receipt date must be documented. Consent Date • CNNR – Consent Not Returned – Date district has made sufficient documented attempts to get consent – Attempts go beyond backpack letters – Use date district decides to cease the attempts Consent Outcome – – – – CNDP - Consent Moved to Due Process CNGI - Consent Granted for Initial Evaluation CNGR - Consent Granted for a Reviewed Evaluation CNGO - Consent Granted for Other Special Education Activity – CNNR - Consent Not Returned – CNRF - Consent Refused Evaluations A. Date Type Codes: Activity (GE100) Event Date from PR-XX form (GE 110) Outcome (GE 120) ETNE 4. IETR (Initial Evaluation Team Report -Completion due 60 days from consent) 6. RETR (Reevaluation Team Report - 3 years from prior ETR) 8. TETR (Transfer Student ETR Adoption) ETDP Disability Category (circle): ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 ETDP ETEX Disability Category (circle): ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16 Begi n Date (GE 140) En d Dat Compl e iance (GE 150 ) From the PR-06 ETR Event Codes • IETR – Initial ETR • RETR – Review of ETR, or decision that current documentation is sufficient • TETR – IEP team reviews ETR of a transfer student and accepts it in its entirety 20 ETR Outcomes • Disability category • Currently, districts also report a disability category as a student attribute • Eventually, the ETR outcome will be used as the disability category for every table in EMIS ETR Outcomes • ETDP – ETR Resulted in Due Process • ETEX – Exiting Special Education; THE IEP TEAM determines a child no longer requires specialized instruction or related services; NOT used if a student graduates or withdraws or a parent revokes consent for services • ETNE – Not Eligible for Services Non-Compliance Reason • Describes reasons why an activity was not completed according to the federally mandated timelines • Some reasons remove student records from calculation of federal reporting Non-Compliance Reason ** Not Applicable – Timelines were all met 01 No Identified Reason. Includes weather related delays 02 Staff Not Available – Summer Months 03 Staff Not Available – School Year 04 Scheduling Conflicts with Family 05 Parental Choice Documented – usually a PR-01 06 Parent Refused Consent OR repeatedly didn’t show up at scheduled meeting and consent was never obtained 07 Child’s Health 08 Student’s Incarceration 09 Compliance with timelines, but incorrect/missing data reported in a prior reporting period IEPs A. Date Type Codes: Activity (GE100) 5. IIEP (Initial IEP - 30 days from ETR Completion; by third birthday if PSTC) 6. AIEP (Review of IEP) 12. TIEP (Transfer Student IEP Adoption) Event Date from PR-XX Be gin Da te (G E 14 0) Outcome (GE 120) IENS IEPR IEDP IE13 IE14 IE15 IE16 IE17 IE19 IE20 IE21 IE38 IE39 IE53 IE55 IE56 IE60 IE62 IE70 IE72 En d Dat Complia e nce (GE 150 ) IE18 IE51 IE64 NA 13. FIEP (Final IEP meeting prior to graduation) 14. CIEP (Consent for services withdrawn by parent) IEPR NA IEP Event Codes • IIEP – Initial IEP • RIEP – Review IEP (annual or review other than annual) • TIEP – IEP team reviews and accepts IEP from another district • CIEP – Parental Consent withdrawn • FIEP – IEP annual review held within two months of graduation, no changes in goals or services • AIEP – Amended IEP IEP – From PR-09 IEP Dates and Outcomes • Dates come from PR-07 • Effective dates used to determine eligibility for weighted funding and December Child Count • Outcomes usually show the environment OR – IEDP - IEP Resulted in Due Process – IENS - IEP Complete – Not Served – IEPR - IEP Complete – Parental Refusal 28 Parent Refuses Services • Revocation of Consent at IEP meeting – Report RIEP, outcome IEPR • Consent withdrawn at ETR/MFE meeting – change CNST outcome to CNRF • Revocation of consent to existing IEP – report CIEP Secondary Planning . Secondary Planning Element (Transition Plan **** reported for students 14 years or older)**(GE 170) C TPNP TMYG TPCE ISPs A. Date Type Codes: Activity (GE100) Event Date Begin from PR- Outcome (GE Date (GE XX form 120) 140) (GE 110) End Date Compliance (GE 150) 7 .IISP (Individual Services Plan) IE 39 N/A 8. IISP (Individual Services Plan) IE 39 N/A FN 270 Dec 1 • Changes in LRE not resulting from an IEP decision • Preschoolers who are 5 Alternative School Setting B. Has the student been removed to alternative school setting? EMIS program code 211001 (circle if appropriate) Use “Alternative School Setting” only when • School personnel removed a child to an interim alternative educational setting for not more than forty-five school days without regard to whether the behavior is determined to be a manifestation of the child’s disability, if the child: – (i) Possessed a weapon – (ii) Possessed or used illegal drugs – (iii) Has inflicted serious bodily injury upon another person Services D. Services (2150XX) Record any and only those services described on IEP. Make sure to include any IEP required “speech and language services” for students whose disability category is “speech.” Consultative services included in the IEP Section 7 “support for school personnel” need not be reported. 215001 215002 215003 215004 215006 215007 215008 215009 215010 215011 215012 215013 215015 215017 215018 215020 215021 215022 215026 215027 215023 Adaptive Physical Education Aide Attendant Audiology Interpreting Medical. Occupational Therapy Orientation and Mobility Physical Therapy Reader Services Psychological Speech-language Pathology Rehabilitation counseling Parent counseling and training Counseling Recreational Special Transportation Social Work School health services School nurse services Other Services • IEP will include services NOT reported to EMIS • Your software may collect services not reported to EMIS – you can adjust tool, if you need to • For school age, NO connection to funding Itinerant Services are reported as a program code E. Preschool Itinerant Services (a teacher) 220100 Provider: Testing Requirements of IEP F. Testing Requirements TEST TYPE required by ** IEP: ALT STR STA Accommodations required: NO Y1 Y2 Y3 IEP testing requirements • Accommodations offered on a regular basis in the classroom that are also permissible for OAT and OGT • Alternate assessment is provided on a regular basis in the classroom, not just for OAT and OGT Graduation Record G. Special Education Graduation Record: Assess- Assessment Exemption IEP IEP Type Code Flag Date Type ment Area Code GX R Y (Reading) N GX W Y (Writing) N M (Math) GX Y N GX C (Social Y Studies) N GX S Y (Science) N Policy and Data - FAQs Snow Days • Non-compliance reason “01” – no identified reason • Calamity (windstorm, flooding, HVAC failure, or snow day) makes it impossible to meet the timelines • Federal procedural timelines Re-testing for OGT • No relationship to exemption of consequences • 10th-grade score counted in state, AYP, PI • 11th grade, counted in 11th-grade cumulative calculation only • If re-tested, highest score used Data and Funding • Child Count – School Age – Pre-School • State Funding – School Age – Pre-School School Age • • • • IEP IN EFFECT on Dec 1 IEP Outcome Code Student Attribute Data successfully transmitted to EMIS For Funding • Not affected by Related Services • Not affected by “non-compliance reason” • Not affected by “was it late” • Not affected by just being on “IEP status/do not fund report” Weights for State Funding • Funding NOT for an individual student • Weights for STATE funding only December Child Count • Determines total amount state gets from federal government • A formula divides that total federal aid into district shares • District share goes to districts • Districts must provide services to private schools Special Education Accountability • Determinations • Findings of non-compliance • Confirmation of correction of noncompliance Determinations 1) Performance on compliance indicators; 2) Whether data submitted by the LEA are valid, reliable, and timely; 3) Uncorrected noncompliance from other sources; and 4) Any audit findings Questions • As always, start with EMIS manual • If necessary, contact your ITC • Then, email [email protected] • In any email, INCLUDE YOUR DIRN!