FY 2007 Student Record Data Collection

1. FY 2007 Student Record Data Collection Special Education Record Type

2. General Information • Any student reported with a special education record must also have a student record. • Any student reported with a primary area of exceptionality must have a special education record, regardless of enrollment status (active or withdrawn). • A students is not required to have a primary area of exceptionality to be reported with special education record. • All special education records much report an event code and event date.

3. Event Codes • Special education records report the most recent event dates. • The purpose of the special education record is make an annual report of the most recent due process procedural events for a student, HOWEVER • Sometime the most recent event may have occurred in a prior school year.

4. Event Codes • Every event code must have a corresponding event date. • Event dates should be reported in a YYYYMMDD format. • Event dates are never projected dates and must be on or before the reporting date.

5. Event Codes • Total of nine event codes. • Codes 01 to 06 relate to initial placement. • Codes 07 and 08 report annual or triennial status. • Code 9 is used ONLY when a student is no longer eligible for special education services.

6. Event Code 01 • Babies Can’t Wait Notification • Used only for students transitioning from Babies Can’t Wait (BCW) • Is the date BCW provides student find notification to the district. (This usually occurs six months prior to the student’s third birthday.) • Students identified in FTE-2 as “Babies Can’t Wait” should report this event.

7. Event Code 02 • Parent Consent to Evaluate • The date the district receives parent permission for an initial evaluation to determine initial special education eligibility. • If reported there must also be valid events for Initial Evaluation (03) and Initial Eligibility Determination (04) UNLESS the Parent Consent to Evaluate is after April 15th.

8. Code: IDDF (7)160-4-7-.07 Evaluations and Eligibility Determinations …..within 60 calendar days from receipt of parent’s consent for initial evaluation to the development of the IEP. The winter and spring holiday period, when students are not in attendance for at least five consecutive days, shall not be counted toward the 60 calendar day timeline. During the summer vacation period, a 90 calendar day timeline will be in effect beginning 30 calendar days prior to the last school day of the local school calendar.

9. Event Code 03 • Initial Evaluation • Date of the student’s initial evaluation. • If the evaluation is conducted over multiple dates, report the date of the report.

10. Event Code 04 • Initial Eligibility Determination • Date initial eligibility for special education is determined. • Will report as a warning if the date is greater than three years and no newer event record is reported in Re-Eligibility Determination (08).

11. Event Code 05 • Initial IEP Meeting • Date of initial IEP meeting. • Will report as a warning if the date is greater then one year and no new record is reported for IEP Annual Review (07).

12. Code 06 • Initial IEP Placement/Transition Services Begin • Must have primary area of exceptionality. • Transition Services Begin as a descriptor applies only to students transitioning from BCW. • The date the student first receives special education services. • May be the same date as the Initial IEP Meeting.

13. Special Note • When Event Codes are reported for • Parent Consent to Evaluate (02) • Initial Evaluation (03) • Initial Eligibility Determination (04) • But no Event Code is reported for • Initial IEP Meeting (05) • Unless the student status is withdrawn, the student will be viewed as ineligible.

14. Special Note • When Event Codes are reported for • Parent Consent to Evaluate (02) • Initial Evaluation (03) • Initial Eligibility Determination (04) • Initial IEP Meeting (05) • But no Event Code is reported for • Initial IEP Placement (06) • Unless the enrollment status is withdrawn, this will be viewed as parent refusal for placement.

15. Other Initial Placement Considerations • Refers to initial special education placement in Georgia. • Refers to initial placement in special education, not a specific exceptionality. • Does not change if the student’s primary area of exceptionality changes. • Students previously served in special education, subsequently determined ineligible and referred again for services would be considered as “initial”.

16. Out-of-State Students • A student who enters from another state must receive FAPE. • First time in Georgia, all events are initial. • Previously in Georgia: • If Georgia eligibility is current (within three years), initial placement events are not required. • If Georgia eligibility has lapsed, treat as “initial”.

17. Code 07 • IEP Annual Review • Must have primary area of exceptionality. • Date of most recent annual review. • Reported for primary area of exceptionality. • The Event Date is not a projected date. It must be on or before the current date. • If the IEP Annual Review date is greater than one year, this will generate a warning.

18. Code 08 • Re-eligibility Determination • Must have primary area of exceptionality. • Date of most recent triennial re-eligibility determination. • Reported for primary area of exceptionality. • The Event Date is not a projected date. It must be on or before the current date. • If the re-eligibility determination date is greater than three years, this will generate a warning.

19. In-State Transfers • A student who enters from another district must receive FAPE. • Eligibility reciprocity within state. • Not considered initial placement. • If you need assistance getting records from another in-state district, notify the Division for Exceptional Students.

20. Code 9 • Special Education Exit • Student must have a primary area of exceptionality. • Use ONLY when the student has exited special education and returned to general education. • Students exiting school should be reported with the appropriate withdrawal code in the Enrollment Level Record.

21. Minimal Event Code Reporting • Any student that has a primary area of exceptionality coded on the Student Level Record must a Special Education Record that includes: • a record for the Initial IEP(05) or IEP Annual Review(07) AND • a record for the Initial Eligibility Determination(04) or Re-Eligibility Determination(08).

22. Reporting Events from Prior Years • May submit all dates if available. • Events that may occur in a prior year: • BCW Transition Notification. • Parent Consent for Evaluation. • Initial Eligibility Determination. • Re-Eligibility Determination.

23. Multiple Reporting of the Same Event Initial IEP (05) 11/2005 Initial Eligibility (04) 11/2005 IEP Review (07) 11/2006 IEP Review (07) 11/2007

24. Multiple Reporting the of Same Event IEP Review (07) 11/2005 Re-Eligibility (08) 11/2005 IEP Review (07) 11/2006 IEP Review (07) 11/2007

25. Student Present at Conference • Required when student is in grade 9-12 or the student’s age is 14 or older. • Yes, No or null response. • Is reported for Initial IEP Meeting (05) unless IEP Annual Review (07) is reported. • If not reported, this will generate an error.

26. Parent Present at Conference • Yes or No response. • Is reported for Initial IEP Meeting (05) unless IEP Annual Review (07) is reported. • If not reported, this will generate an error.

27. February 16, 2007 Districts must transmit Special Education Record data.

28. “I never was very good at analyzing raw data.”

29. Questions dticket@doe.k12.ga.us Ask DOE 800.869.1011