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Preschool EMIS Reporting

10/17/2003. Preschool EMIS Reporting. Update for 2003-2004 Special Education Unit Funding Public Preschool Grant Awards. Overview of Funding Sources. State Unit Funding $78 million (ECE Web & EMIS). Preschool Special Ed UNITS. State Grants $18 million CCIP. Public Preschool.

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Preschool EMIS Reporting

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  1. 10/17/2003 Preschool EMIS Reporting Update for 2003-2004 Special Education Unit Funding Public Preschool Grant Awards

  2. Overview of Funding Sources State Unit Funding $78 million (ECE Web & EMIS) Preschool Special Ed UNITS State Grants $18 million CCIP Public Preschool Preschool Special Ed Federal IDEA $10 million CCIP

  3. Current Funding System: Preschool Special Ed Units

  4. EMIS Reporting Public Preschool and Preschool Special Education reporting via EMIS • October K Reporting • UNITS: Preschool Units ReportNot Preschool Staff Report • December M Reporting • Early Childhood Record • Child Count • UNITS: Federal Child Count Report data • State-funded PPS: Child Count taken from ECE Record • Yearend N Reporting • Early Childhood Record

  5. EMIS Reporting Public Preschool and Preschool Special Education reporting via EMIS • October K &Yearend N Reporting • Staff Records • Demographics • Employment • Course Masters • Student Records (Student Records also reported in December M) • Demographic • Attendance • Course • Program • December M Reporting • Early Childhood Record • Child Count • UNITS: Federal Child Count Report data • PPS: Child Count taken from ECE Record • Yearend N Reporting • Early Childhood Record

  6. UNITS-Typically Developing Peers • Staff • Demographics • Employment • Course Master • Student • Demographics/Attendance Record • Student Course Record • Program Record (If applicable) • Position fund source (Staff Employment Record) • Z = Preschool State Unit Funding  (use for preschool students with disabilities) • S = State Funds - Public Preschool Program

  7. The Department of Education shall require school districts, educational service centers, and county MR/DD boardsserving preschool children with disabilities/ public preschool to document child progress using research-based indicators prescribed by the department and report results annually. The reporting dates and methodology shall be determine by the Departments. Child mobility* Child attendance* Staff turnover* Staff qualifications* Child progress Poverty impact* *EMIS data Statutory Requirements

  8. Early Childhood Record • December M and Yearend N Reporting • Indicators of Success Project • Used to calculate • Attendance Rate • Enrollment • Preschool Poverty Rate • Not an eligibility requirements for special ed services • Research- Impacts child progress data • Correlate to ODJFS- Finance universal system of early care and education

  9. Early Childhood Record • Reported by the educating district for all preschool students (ages 3-5) enrolled in the following preschool programs: • State funded public preschool program (funded through a Public Preschool state grant administered by the Office of Early Childhood Education at the Ohio Department of Education) • State funded Preschool Special Education program • Federally funded Preschool Special Education program (Special Education Part-B IDEA Federal Grant funds) • If the student is served in a state-funded public preschool program that is provided by a Head Start program or district other than the grantee, the grantee is required to report the Early Childhood Record in EMIS. • Only ONE record per student at each district/entity where student % of time >0 • If student participates in BOTH state funded public preschool AND preschool special education at the same district, only one record is needed • ADDITIONAL option in data element “Type of Preschool Student” P-Dually enrolled in both programs

  10. Poverty Level * Parent refusal 1-100% 101-125% 126-150% 151-175% 176-185% 186-200% >200% Poverty level to meet requirements in law regarding critical program performance indicators For Units: Not an eligibility requirement. For PPS: Income eligibility is a requirement Early Childhood Record

  11. Where is data? For Units EMAD Free/reduced app Parent asked Parent refusal For PPS Income eligibility Comparison/conversion chart Early Childhood Record • Poverty Level • * Parent refusal • 1-100% • 101-125% • 126-150% • 151-175% • 176-185% • 186-200% • >200%

  12. Early Childhood Record • Attendance Pattern • Full day/every day (4-5 days) • Full day/every other day (2-3 days) • Half day/every day AM • Half day/every day PM • Other half day every day equivalent • Half day/every other day AM • Half day/every other day PM • Other-less than half day every day equivalent • Other-more than half day every day but less than all day every day equivalent

  13. Early Childhood Record • Additional Elements • Type of Preschool Student • * = Student is served ONLY in a locally funded program (It is optional to report an Early Childhood Record for this student.) • A = Student is being served in a state-funded Public Preschool Grant program • B = Student is being served in a state or federally funded preschool special education program • P= Student is dually enrolled in both a state or federally funded preschool special education program AND a state-funded Public Preschool Grant program • Weekly Length of Instruction • A = 19 Hours or Less • B = Greater Than 19 Hours

  14. Preschool Populations • Preschool child with disability enrolled in Head Start or ESC or MRDD • District IEP • Child reported by district of residence AND • Educating district (ESC, other district) • Does not apply to child service plans developed and implemented by Head Start (Head Start and MR/DDs will begin reporting in EMIS in FY2005.)

  15. IV. EMIS Coding Essentials • Staff • Demographics • Employment • Course Master • Student • Demographics/Attendance Record • Student Course Record • Program Record (If applicable) • Position fund source (Staff Employment Record) • Z = Preschool State Unit Funding  (use for preschool students with disabilities) • S = State Funds - Public Preschool Program

  16. EMIS Coding: Teacher For All Preschool Teachers • Position Code • Preschool Special Ed UNITS 206 • State Funded Public Preschool 205 • Assignment Area • Preschool Special Ed UNITS 999412 • State Funded Public Preschool 999145 • Subject Code • Preschool Special Ed UNITS 196095 EEH • State Funded Public Preschool 180108 • Course Master/Type • Preschool Special Ed UNITS D08, D05 • State Funded Public Preschool P08 (P09) Pg 8

  17. Previously D03- Half day D04- Full day D07- Full day/part time D05-Itinerant D06-Combination itinerant/center Fund total number of teachers meeting requirements Report service delivery option to meet local needs Unit Teacher -EMIS CODING-

  18. Teacher • Report service delivery option to meet local needs • D08- center based • If AM/PM, then report 2 Course Master Records with Course Type = D08 • D08 (AM) + D08 (PM)*1.00 Position FTE on Employment Record • If full day, one group of children, then 1 Course Master Record with Course Type = D08 • D05-Itinerant • If combination itinerant + centerbased • D08 + . D05 *1.00 Position FTE on Employment Record Pg 8-11

  19. State-funded PPS Teacher • Report service delivery option to meet local needs • P08- center based course type • If AM/PM, then report 2 Course Master Records with Course Type = P08 • P08 (AM) + P08 (PM)*1.00 Position FTE on Employment Record • If full day, one group of children, then 1 Course Master Record with Course Type = P08

  20. 218XXX Program CodesPS UNITS-Related Services RELATED SERVICE ABBREV AREA OF DOCUMENTED DEFICIT # OF STUDENTS WITH DEFICIT NEEDED FOR 1 UNIT Adapted Physical Education APE Motor (218027) 100 Occupational Therapy OT Motor (218027) 40 Physical Therapy PT Motor (218027) 40 Speech/Language S/L Communication (218026) 50 Audiological AUD Hearing (218028) 75 Orientation & Mobility OM Vision (218029) 40 Psychology PSY 75 with “11” disability* Supervisor SUP 10 teacher units for 1 30 teacher units for 2 50teacher units for 3 Newposition code 333 Deletion of Assignment Codes -EMIS CODING- For ESCs ONLY to receive supplemental salary for extended service, these positions must also be reported with the assignment areas listed in Chapter 3, section 3.1.3.18.

  21. PS UNITS-Contracted Services • IF district has unit but contracts with another entity or individual to provide services • Not for those districts through consortium with ESC when ESC has unit • Applies to related services • Child study (school psychology) • Occupational therapy • Physical therapy • Speech/language services -EMIS CODING-

  22. Preschool Special Ed Supervisors • Position Codes • 110 • 113 • 115 • If position is split between multiple assignments, report multiple: • Assignment Areas • Position fund sources -EMIS CODING-

  23. Student Program Records • Documented deficits- 218xxx • Related services- 215xxx • Service Delivery Options-217xxx Needed for Student Count used to approve Related Services 218xxx AND 215xxx Also used for Federal December Child Count 218xxx AND 217xxx Pg 17-19

  24. Documented Deficits • Eligibility criteria • A student may have more than one documented deficit reported. • If a student is reported with the 218031 or the 218032 program code, s/he must also have one of the other 218026 to 218030 program codes reported. • Total child count provides bases for related service funding 215XXX  218XXX -EMIS CODING- Pg 17

  25. PS UNITS Service Delivery • 217100 Early Childhood Setting (Nondisabled) • 217120 Part-Time Early Childhood/Part-Time Early Childhood Special Education Settings • No change • 217022 Home (or caregiver) • 217029 Residential Facility • 217030 Separate School • Not for MRDD classrooms, churches, etc. IF child educated with typically developing peers -217110 • 217031 Itinerant services outside the home or outside an early childhood setting • Clinic setting

  26. EMIS Adjustments • Class size waivers-Centerbased (6-8) • more than 8 children with disabilities • 36 month age span • Maximum class size of 12 • Caseload- Itinerant (10-20) • Emergency Teacher Certification • Provisional licensure and temporary-Jan 2003 • ECE Teacher license • HB 196- MRDD -Funding System- Pg 22

  27. V. Unit Errors & Fatal Errors Handout/Help Document s in the Aggregations Pg 25

  28. VI. Resources & Assistance • Check data with district’s program supervisor for accuracy • Check the EMIS Manual • Check data against information in the EMIS Help document compiled by ECE • Check with your DA site for technical Assistance Pg 26

  29. District Checklist- UNITS

  30. Help Documentshttp://www.ode.state.oh.us/ece/superintendent/programs/Preschool_Special_Education/ • Reporting Requirements- including funding system overview • Class size waivers • Itinerant Caseload Waivers • Teacher Qualifications & MRDD Declaration of Intent • Unit Transfers • Supervisor Qualifications • Age Clarification • Rule Clarifications • Access to the General Curriculum -Funding System-

  31. Contact….. UNITS Kim Carlson 330-220-6410 Kim.Carlson@ode.state.oh.us CJ.Dziorney@ode.state.oh.us Denise Diamond 614-466-0224 Denise.Diamond @ode.state.oh.us PPS Barb Hogan 614-466-0224 Barb.Hogan@ode.state.oh.us Denise Diamond 614-466-0224 Denise.Diamond @ode.state.oh.us http://www.ode.state.oh.us/ece/superintendent/programs/Preschool_Special_Education / http://www.ode.state.oh.us/ece/superintendent/programs/Public_Preschool/

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