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April 21, 2010 Sacramento, CA. CASEMIS Webinar . CASEMIS Changes June 2010. Changes to Table A. Changes to Table A, cont’d. Changes to Table A, cont’d. New Field Numbers. Race/Ethnicity Requirements.

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race ethnicity requirements
Race/Ethnicity Requirements

Race and ethnicity data will be aggregated and reported using the following seven categories:

Hispanic or Latino of any race;

and, for individuals who are non-Hispanic/Latino only:

American Indian or Alaska Native


Black or African American

Native Hawaiian or Other Pacific Islander

White, and

Two or more races

Schools and districts must begin collecting race and ethnicity data according to the final guidance beginning in the fall of 2009.

CASEMIS is being adjusted in conformance with overall CDE efforts.

Letter to districts re: collection http://www.cde.ca.gov/ds/sp/cl/documents/raceethnicity08.pdf


december software options
December Software Options


  • Two versions of the CASEMIS software were available:
    • New Ethnicity Compatible CASEMIS
    • Old Ethnicity Compatible CASEMIS
  • SELPAs could choose either version for December 2009
  • Only New Ethnicity compatible CASEMIS is available in June 2010

Code 500 – “Hispanic” has been from the category list removed. It is not available to use in the RACE1, RACE2, RACE 3 fields


second race

There are three race categories for students who are non-Hispanic/Latino




Note that Ethnicity codes are the “old” codes which were in effect when students to be included in Table D were last in the system.


Updated SSID responsibilities are included in the technical assistance guide and also on the web at: http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

preferred naming convention
Preferred Naming Convention

PLEASE use the following naming convention when submitting data tables, SL_XXXX_TableY, for example SELPA #1234 Student Data Table name would appear as SL1234_TableA.


New Indicator 13 - Transition

“Percent of youth with IEPs aged 16 and above with an IEP that includes appropriate measurable postsecondary goals that are annually updated and based upon an age appropriate transition assessment, transition services, including courses of study, that will reasonably enable the student to meet those postsecondary goals, and annual IEP goals related to the student’s transition services needs. There also must be evidence that the student was invited to the IEP Team meeting where transition services are to be discussed and evidence that, if appropriate, a representative of any participating agency was invited to the IEP Team meeting with the prior consent of the parent or student who has reached the age of majority.” (20 U.S.C. 1416(a)(3)(B))


Indicator 13 Options

  • data can be collected from the Special Education Self Review (SESR) data:
  • data can be collected using an online survey of school districts selected under an approved federal sampling plan;
  • the data can be collected in CASEMIS using a new Table E; or
  • the data can be collected by adding fields to Table A of CASEMIS.
c to b transition
Percent = C

A – B – D

A: Children served in Part C, less children whose refer_date is after their third birth date

B: students where plan_type was ‘90’ (ineligible) and the init_eval was before the students’ third birthday. Init_eval must not be blank.

C: students where the init_eval was not blank, the plan_type wasn’t 90 and the init_eval was before or equal to the third birthday OR init_eval was blank, the last_iep was not blank and was before or equal to the third birthday.

D: students who had a non –blank init_eval and tbdlay and whose init_eval was after their third birthday.

C to B Transition
data oddities
Data Oddities
  • Init_eval
    • 1,202 students had a blank init_eval (7.03% of Children referred from Part C by their 3rd birthday)
    • 62 students had a blank init_eval AND last_iep with a blank tbdelay
      • 59 had plan_type = 90 (Not Eligible)
      • 57 had no entry_date
      • 5 had values for exit_reason, 4 had invalid codes (AA)
    • 1, 141 students had an init_eval prior to their second birthday
      • 630 had an init_eval prior to their first birthday
      • 344 had an init_eval 900 days prior to their third birthday (at approx. 6 months old)
    • 466 (2.72%) students had an init_eval the same day as their third birthday
  • Tbdlay
    • 208 students had an entry in tbdlay but had their init_eval prior to their third birthday.
60 day timeline
Percent = No. assessed w/in 60 days

(students assessed – students delayed)

Students assessed: students with prnt_csnt after 5/1/2008

Number assessed within 60 days: students assessed with init_eval not blank and less than 61 days from prnt_csnt.

Students delayed: students assessed with init_eval not blank and after 60 days of prnt_csnt with a valid evldlay code.

60 Day Timeline
data oddities48
Data oddities
  • Init_eval
    • 203 students had a blank init_eval
    • 11,308 students had prnt_csnt and init_eval on the same day.
  • Evldlay
    • 1, 291 students had an entry in evldlay but were within the 60 day timeline.
ethnicity data
Ethnicity Data
  • What we did with old data:
    • When a district/SELPA submits data using the "old" method (ethnicity 1-4) –
      • CDE will used any response of hispanic in any of the four fields to determine that the student was hispanic.
      • The remainder of the students were checked to see if they have only one ethnicity response (ethnicity 1) and those students were reported in the appropriate single ethnicity field.
      • All other students (those with multiple ethnicities who do not include a hispanic response) were counted as multiple responders.
more ethnicity data
More ethnicity data
  • We are studying how the new ethnicity will impact disproportionality
  • General Ed and Special Ed should both be affected
  • We will be looking to make similar calculations for disparity and e-formula.
  • We are also looking at rebenching disparity using the original methods used for KPIs.
  • Code 900 (missing or decline to state) is included to mirror what is included in CALPADS.
  • Code 500 is available only in the ethnicity question.

December 2009 Submission Timelines

EDEN Submission

Undupl. Sent

Undupl. Due

Count Date

Data Due

5 weeks

1 week

2 weeks

1 week





Jan 4

Jan 22

Dec 1

Feb 1

Jan 11


More Alternate Submission Timelines

EDEN Submission

Undupl. Sent

Undupl. Due

Count Date

Count Date

Data Due

Data Due

1 week

2 weeks





Jan 4

Dec 22

Nov 15

Nov 1

Jan 22

Feb 1

Jan 11

compliance determinations
Compliance Determinations
  • Will be made for 2008-09 this Spring
  • Disseminated to SELPAs to review before release to the field
  • Any determination other than a “Meets Requirements” results in inability to use increased fed funds toward meeting MOE

Overall Determinations

34 CFR 300.603 (b) Determination—(1) General. Based on the information provided by the State in the State’s annual performance report, information obtained through monitoring visits, and any other public information made available, the Secretary determines if the State—

(i) Meets the requirements and purposes of Part B of the Act;

(ii) Needs assistance in implementing the requirements of Part B of the Act;

(iii) Needs intervention in implementing the requirements of Part B of the Act; or

(iv) Needs substantial intervention in implementing the requirements of Part B of the Act.

california compliance determinations are being based on
Timely Correction of Noncompliance

Timely and Complete Reporting

Compliance Indicators

Indicator 4: Suspension/Expulsion

Indicator 9: Overall Disproportionality

Indicator 10: Disproportionality by Disability

Indicator 11: Initial Evaluation

Indicator 12: Part C to Part B Transition

Indicator 13: Secondary Transition

Audit Findings

California Compliance Determinations Are Being Based On:
  • Significant Disproportionality and Disproportionate Representation calculations have been made for 2008-09.
  • They will be sent to SELPAs for review before letters are sent to districts.
  • Special Self Reviews for Disproportionate Representation will be scheduled in the Fall of 2010.
findings of noncompliance based on casemis data
Findings of Noncompliance based on CASEMIS data
  • OSEP expects CDE to make findings of noncompliance based on data supplied to CDE through CASEMIS. (see OSEP FAQ on compliance #8 at http://spp-apr-calendar.rrfcnetwork.org/explorer/view/id/530.)
  • Previously, CDE sent letters related to annual IEP timelines and triennial reviews.
  • Now CDE is expected to send findings of noncompliance and corrective action plans for items calculated through the CASEMIS data submissions. Specifically, findings will be made related to
    • Indicator #4 – Suspension and Expulsion,
    • Indicator #9 – Disproportionality Overall,
    • Indicator #10 - Disproportionality by Disability,
    • Indicator #11 - Initial Evaluation,
    • Indicator #12 - Transition from Part C to Part B, and
    • Indicator #13 - Post Secondary Transition.
noncompliance findings for 2008 09
Noncompliance Findings for 2008-09
  • Data has been calculated
  • Draft findings will be disseminated to SELPAs for review
  • Findings and corrective action plans will be sent to districts this Spring.
  • Ethnicity/Race fields to meet federal and state requirements
  • The change this Spring impacts manual data entry, data file specifications for import as well as the fields for data download which are all specified in the draft announcement, guide and also the revised field specifications document.


These codes are used to indicate the student’s ethnicity.

where to look
Where to look
  • 1) There are new SEDRS Topics that will be available by May 1st. It will be most helpful if you use the link to the actual SEDRS/Data Reporting Page to get all possible selections:


  • 2) For updated SEDRS specifications for uploading data files into SEDRS, please refer to:


  • 3) For technical support, please contact the SEDRS helpline at:


or 1-800-673-9220, extension 1.

behind the scenes
Behind the scenes…
  • The other changes were made to enhance the clarity and efficiency of certification and to make the system more efficient for all users.

Mar-April – Observations

May-June – Data Entry

May 1, 2010 SEDRS open for entry

July 1 end of business Certifications due to CDE Meredith Cathcart

Fax: 916-327-3702

visit the web site
Visit the Web Site
  • Visit www.draccess.org
  • What’s new:
    • SEDRS Topic:Download Developmental Reports
    • Roles and Responsibilities of IEP Teams in the Desired Results System(Revised January 2010)
    • Using Adaptations with the DRDP Instruments (Revised February 2010)
    • Subscribe to Connect – E-newsletter