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Reporting Special Education Events in EMIS

Reporting Special Education Events in EMIS . This training will. Remind experienced EMIS staff about special education events reporting Focus on the areas for which ODE and OSEP have provided clarification or changes. Two Important Reminders. District software ISN’T EMIS

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Reporting Special Education Events in EMIS

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  1. Reporting Special Education Events in EMIS

  2. This training will • Remind experienced EMIS staff about special education events reporting • Focus on the areas for which ODE and OSEP have provided clarification or changes

  3. Two Important Reminders • District software ISN’T EMIS • Deadlines might change, but they aren’t negotiable

  4. New Attention to Data • Auditor of State • Media frenzy around reporting accuracy • Increased scrutiny from federal OSEP • “Big Data” utility

  5. Who has to report an event? • District of residence and community schools have accountability for event, they MUST report. • Districts of service who participate in specific events usually report them

  6. From Forms to EMIS

  7. Data Collection Tool • Optional tool created by ODE • Used to share data from special education staff to EMIS staff • Often completed at same time as “event” • ODE updates annually, sometimes more often, and posts on line

  8. Name: _________________________ Data ID#: ______________________ DOB: ________________________ Date: ________________________ Resident District: ________________ District of Attendance: ___________ Building of Attendance: __________ Autism Scholarship? ____________ Grade Level: ____________________ Race: ________________________ Disability Category: _____________ **** Refer to Master Code Sheet on page 3 for codes and explanations!!!

  9. Data Reported as Student Attribute

  10. Data Reported as Student Attribute

  11. Pre-School Transition Conference

  12. 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

  13. Referral

  14. Referral Date from PR-04 • Only REQUIRED for initial consent

  15. Consent

  16. Consent Date from PR-05 CNGT Consent Granted • Date Signed might NOT be the date entered on the form- the date reported is the date the district RECEIVED the consent! The receipt date must be documented.

  17. Consent Date from PR-05 CNRF Consent Refused The date reported is the date the district RECEIVED the refusal! The receipt date must be documented.

  18. Consent Outcome • CNGI - Consent Granted for Initial Evaluation • CNGR Consent Granted for Re-Evaluation • CNGO-Consent Granted for Other Activity • CNDP - Consent Moved to Due Process • CNNR - Consent Not Returned • CNRF - Consent Refused

  19. CNGI– Consent for Initial • Used for Profile calculations • In most cases, should only be one CNGI code

  20. CNGR – Consent for RIEP • If consent is obtained, report it

  21. CNGO – Consent for Other • Report required consent for activities other than initial evaluations and re-evaluations

  22. CNNR – Consent Not Returned • Date district has made sufficient documented attempts to get consent • Attempts go beyond back pack letters • Use date district decides to cease the attempts

  23. CNDP – Consent Not Granted, Referred for Due Process • Date the decision was made to go to due process

  24. Evaluations

  25. From the PR-06

  26. 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

  27. ETR Outcomes - Disability Category • Currently, districts also report a disability category as a student attribute • Eventually, OEC hopes the ETR outcome will be used as the disability category for every table in EMIS

  28. Other 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

  29. 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

  30. 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

  31. IEPs

  32. AIEP 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 • AIEP – Amended IEP • FIEP – IEP annual review held shortly before graduation, no changes in goals or services

  33. IEP – From PR-09

  34. 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

  35. Determining LRE Codes IEP Section 7: DESCRIPTION(S) OF SPECIALLY DESIGNED SERVICES • Do NOT add all of the minutes in Section 7 and use as numerator in percentage calculations • Use child’s schedule that would result from IEP implementation, and calculate percentage of time in regular classroom

  36. AIEP - Amendments • When anything else that is reported changes • Must have a previous IEP IN EFFECT • Cannot be used to change effective dates of IEPs

  37. RIEPs v. Amendments • An RIEP re-sets the timeline • RIEP data used to verify compliance • Can be annual or other review • Cannot be used to change effective dates • Minor changes to existing document; can’t change goals

  38. Calculating LRE

  39. ISPs Individual Services Plans

  40. Annotated versions of all forms! • http://www.edresourcesohio.org/files/etr_annotations_09.pdf

  41. Alternative School Setting B. Has the student been removed to alternative school setting? EMIS program code 211001 (circle if appropriate)

  42. Services

  43. Services • IEPs 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

  44. Testing Requirements

  45. Graduation Record

  46. How ODE Uses the Data

  47. Finding “Non-Compliance” • Any time OEC staff notice a violation of any special education law • Most frequently noticed monitoring or data review • Most common reason noticed in data for non-compliance is a late or missing event

  48. Federal Timelines for Events http://www.edresourcesohio.org/ogdse Consent to Initial ETR – 60 days Annual Review of IEP – within one year Initial IEP for transitioning Part C – before third birthday

  49. 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 don’t change

  50. Graduation Issues • Conflict between IDEA/FAPE requirements and AYP graduation rate requirements • District can’t make a decision to not provide FAPE, even if it affects graduation rate

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