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Reporting Special Education Events in EMIS

Reporting Special Education Events in 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 • Introduce new EMIS staff to special education events reporting • Touch on some of the ways data is used within ODE

  3. Teamwork • In most LEAs, at least two people are part of the reporting process • Special education staff • EMIS staff

  4. Other Reporting Systems • EMIS is not the only data collection system that includes special education data. However, individual student events as defined in federal law are collected only through EMIS • Other ODE collection systems • CCIP (Comprehensive Continuous Improvement Plan) • Unified grants application & verification system • ED Choice, JPSP, and ASP --Scholarships for public school students to attend non-public schools • EMAD (Education Monetary Assistance Distribution) • Information used to determine Poverty Based Assistance funding for public schools • SOES (School Options Enrollment System – formerly CSADM) • Information used to fund community school

  5. What Do Special Ed Staff Need to Contribute? • Special Education Events • Include Disability Category • Include LRE code • Include Assessment Type, OGT requirements, Secondary Planning • Related Services

  6. The Role of the EMIS Coordinator • EMIS Communications • Disseminates information within the district • Ensures collection of required EMIS data elements • Ensures data are reported in accordance with the ODE EMIS Manual • Coordinates • Between district and ITC • Within district

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

  8. Know Reporting Dates • October – events occurring between June 1 and Dec 1 • Year-end – events occurring all year

  9. Why? • Why do we have to do this? • Compliance with Federal Law – IDEA requires reporting • Funding is based on reporting • Why EMIS • Ohio Revised Code defines EMIS as the state data system for student records • Student special ed data can be linked to Report Card, financial, and additional data required for federal reporting

  10. Special Education Events • Used to identify compliance with federal procedural requirements and document provision of a Free Appropriate Public Education • All records include an event type and date – most dates come from a special education required form

  11. How the Event Record Data Gets to EMIS • A REPORTED event occurs; • A special education required form, such as PR-07, is completed; • A student record contains documentation • Not all events are reported in EMIS. • For example, prior written notice is not reported • Next steps vary by district;

  12. 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

  13. From Forms to EMIS

  14. 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

  15. 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!!!

  16. Data Reported as Student Attribute

  17. Data Reported as Student Attribute

  18. Pre-School Transition Conference

  19. 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

  20. Referral

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

  22. Consent

  23. 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.

  24. 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.

  25. 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

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

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

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

  29. 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

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

  31. Evaluations

  32. From the PR-06

  33. 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

  34. 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

  35. 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

  36. 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

  37. 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

  38. IEPs

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

  40. IEP – From PR-09

  41. 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

  42. 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

  43. AIEP - Amendments • Now reported as AIEPs • Report whenever anything else that is reported changes • Must have a previous IEP IN EFFECT • Cannot be used to change effective dates of IEPs

  44. 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

  45. Calculating LRE

  46. ISPs Indivisual Services Plans

  47. Annotated versions of all forms! •

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

  49. Services

  50. 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