VALIDATING SPECIAL EDUCATION EOY DATA NMPED Data Conference

1. VALIDATINGSPECIAL EDUCATION EOY DATA NMPED Data Conference

2. Introduction It was our original intent to go over the SPED District Profile, in this session, but after a review of the quality of the 80th and 120th day data, and the fact that the profile provides only minimum direction for EOY collections, we decided it is time better spent discussing what you need to look at for Special Ed during the EOY collections. We will be discussing the Profile in the Session H being held at 1:30 in the Texas Room.

3. Cleaning Up Data DisciplineGraduationIndicator #12 – Transition Part C-BIndicator #11 – Parental Consent/ Initial Evaluation

4. Clean Up Remaining Year Data? Our 120th day accuracy statistics represented on the SPED Profile: Potential Errors 8,570,879 Actual Errors 203.88 Error Percentage 0.00238% Accuracy Percentage 99.99762% Profile data errors that MUST be fixed by EOY: DD>9 ESPANOLA RIO RANCHO No Diploma Type BERNALILLO BLOOMFIELD DEMING ESTANCIA GRANTS LAS VEGAS CITY MESA VISTA RIO RANCHO SANTA FE TAOS TATUM WEST LAS VEGAS ZUNI EIS Issues BLOOMFIELD COBRE EUNICE LOS ALAMOS WAGON MOUND

5. Discipline SPP#3 and Table #5 will be a Special Ed Filter of the general collection for Discipline Discipline will be collected at EOY utilizing two templates. • Student Infraction Template - to track student infractions or discipline incidents. • Student Infraction Response Template - to record the response to each discipline incident General Rules: • One specific discipline infraction should only be reported once per student in the Student Infraction template. • Likewise, Only one response should be submitted per incident per student in the Student Infraction response template. • If a discipline infraction could be categorized into multiple Infraction Codes, include only the most serious of the potential Infraction Codes. For example, one incident could involve alcohol and assault/battery with a knife. This incident should be reported using only Infraction Code 2 (Assault/battery with knife or cutting object). • Only one response should be submitted per incident per student in this template. If there are multiple responses to a discipline incident, include only the most serious response. For example, a district may initially suspend a student and then later expel.

6. Discipline General Rules (con’t): • If multiple students are involved in a discipline infraction, one record per student should be submitted in the Student Infraction template. • Likewise, one record per student should be submitted in the Student Infraction Response template (assuming there is a discipline response for each student). • The Event Identifier field is generated by the districts and used to “link” the multiple student records to one incident. This field is also used in the Student Infraction Response template to link the response to the incident. NOTE: Be sure to follow the directions recently provided by Kate (and are available here) and not those included in the Manual. The difference is the Safe School (Violence and Vandalism) data collection is included in the manual. If you are ready and able to report the this data, please do so. Template validation reports are currently available for use. We are developing exception reports to help you review the quality of your data.

7. Graduation - Non Special EdMake Sure All Graduates (EOY, Expected Summer, and Winter) are submitted.All Graduates must have a Diploma Type = 1 or 2, and Graduation Status Code = 1,2,3

8. Graduation - Special EdMake Sure All Graduates (EOY, Summer, and Winter) are submitted. SPP #1 CalculationStudents with IEP Reported on the 40th day that graduate on a standard pathway (not including Gifted)12th Grade Students with IEPs reported on the 40th day that graduated - 12th grade Students with Transition IEPsThere are several reports currently available to review some of your data. We are currently developing additional exception reports to assist you in the review and approval of your data.

9. Graduation - Special EdMake Sure All Graduates (EOY, Summer, and Winter) are submitted.SUBMIT STUDENT and STUDENT SNAPSHOT TEMPLATES make sure the following fields are filled out: Challenge Type/Primary Disability Code Special Education must equal “Y” Level of Integration Repeating Last Year = N Expected Graduation Timeframe Graduation Status Code = 2 Post Graduate Activity Diploma Type Code (valid values: 1–Diploma or 2–Certificate; Gifted and Regular Ed Only) NOTE: A Certificate of Course Work Completed is not allowed for students with disabilities receiving special education services.LEP/ELL Eligibility

10. Graduation - Special EdSUBMIT SPECIAL ED SNAPSHOT TEMPLATE. Make sure the following fields are filled out: • Primary Disability • Expected Diploma Type (use 3-Career Pathway, 4-Abllity Pathway or 5-Standard Pathway) • Primary Setting Code • Transition IEP Status Code* (If Transition IEP Status Code = T, then the Level of Integration must equal 1. If Transition IEP Status Code = C, then the Level of Integration must equal 2, 3 or 4) SUBMIT SPECIAL ED EVENTS TEMPLATE. • Event Type Code = 1 – indicating the Event is Exiting Special Ed) • Event Date (Use actual date of the event) • Event Reason Code (Use 9-Graduated on Standard Pathway, 10- Graduated on Career Pathway or 11-Graduated on Ability Pathway) NOTE: Event Reason Code and Expected Diploma Type you can improve; but not reduce.

11. Indicator #12 – Transition Part C-B Indicator #12 reports the percent of children referred by Part C (DOH) prior to age 3, who are found eligible for Part B, and who have an IEP developed and implemented by their third birthday. There are three primary scenarios that we expect will address the majority of your evaluations: • Child was evaluated, found eligible, and is currently enrolled • Child was evaluated, found eligible, and is not currently enrolled • Child was evaluated and found non-eligible

12. Indicator #12 – Transition Part C-B Child was evaluated, found eligible, and is currently enrolled To submit all of the evaluation dates follow the following steps: • Enter the 90 day Transition Conference Date via the SPED Events template utilizing SPED Events Code 20. • Enter the Parental Consent Date via the SPED Events template utilizing SPED Events Code 30. • Enter the Part C to B Eligibility Determination Date via the SPED Events template utilizing SPED Events Code 21. • Enter the Part C to B Initial Placement IEP or IFSP Date via the SPED Events template utilizing SPED Events Code 22. • Enter the Part C to B IEP Implementation Date via the SPED Events template utilizing SPED Events Code 23.

13. Indicator #12 – Transition Part C-B Child was evaluated, found eligible, and is not currently enrolled Submit a Student record: • Create a an ID utilizing the STARS NM Unique ID System • Submit a student record via the Student Template (DO NOT SUBMIT A STUDENT SNAPSHOT RECORD) • Submit the student using the district office location. Enter the evaluation dates following the following steps: • Enter the 90 day Transition Conference Date via the SPED Events template utilizing SPED Events Code 20. • Enter the Parental Consent Date via the SPED Events template utilizing SPED Events Code 30. • Enter the Part C to B Eligibility Determination Date via the SPED Events template utilizing SPED Events Code 21. • Enter the Part C to B Initial Placement IEP or IFSP Date via the SPED Events template utilizing SPED Events Code 22. • Enter the Part C to B IEP Implementation Date via the SPED Events template utilizing SPED Events Code 23.

14. Indicator #12 – Transition Part C-B Child was evaluated and found non-eligible Submit a Student record: • Create a an ID utilizing the STARS NM Unique ID System • Submit a student record via the Student Template (DO NOT SUBMIT A STUDENT SNAPSHOT RECORD) • Submit the student using the district office location. Enter the evaluation dates following the following steps: • Enter the 90 day Transition Conference Date via the SPED Events template utilizing SPED Events Code 20. • Enter the Parental Consent Date via the SPED Events template utilizing SPED Events Code 30. • Enter the Part C to B Eligibility Determination Date via the SPED Events template utilizing SPED Events Code 21. • Mark the SPECIAL ED filed in the Student template as “N”.

15. Indicator #11 – Parental Consent/ Initial EvaluationThis indicator reports the Percent of children with parental consent to evaluate, who were evaluated within 60 days. • Required only for INTIAL parental consent and INITIAL evaluation. • Does not include reevaluations: students moving into a district are considered reevaluations if they were receiving services at their previous school. • Does not apply to initial evaluations for gifted • Data is submitted via the SPED Events template for Initial Evaluations that happen within the current school year. • Parental Consent date should be entered with an event code of 30. • The Evaluation date should be entered with an event code of 31 Submit Event records only

16. STARS INDICATOR 11 VERIFICATION PROFILE

17. There are five scenarios you may come up against 1 - All is correct No action required 2- Submit Parental Consent date 3- Submit Initial Evaluation date 4- Enter appropriate Non Compliance Reason Code 5 - Submit Initial Evaluation date the same as the Parental Consent and the “Parent failed to produce, or Child Moved “ reason Code”

18. Fixing Indicator #11 Data • For Events dates, or non-compliance reasons that have not been submitted, just resubmit your events templates with the correct dates or reasons codes (no deletes required) • For incorrect dates, you must request a delete of the specific event from the STARS helpdesk.