Reporting Special Education Events in EMIS

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