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Reporting Special Education Events in EMIS . This training will. Introduce new EMIS staff to special education events reporting Touch on some of the ways data is used within ODE. Teamwork. In most LEAs, at least two people are part of the reporting process Special education staff

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Reporting Special Education Events in EMIS


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    Presentation Transcript
    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! • http://www.edresourcesohio.org/files/etr_annotations_09.pdf

    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