Florida Association of Management Information Systems Summer Conference 2010

1. Florida Association of Management Information Systems Summer Conference 2010 Exceptional Student Education

2. Changes to Student Data Base

3. Reasons for Changes • Some changes to the database are in direct response to changes in required federal reporting. • Beginning with the 2010-11 school year, reporting requirements for the educational environment reporting of children with disabilities ages 3-5 have been changed.

4. Excerpt from Federal Table 3

5. Elements Used for Reporting 3-5 Environments • Time, Total School Week • Time with Nondisabled Peers • IDEA Educational Environment

6. Changes to Data Elements • No substantive changes have been made to “Time, Total School Week” or “Time with Nondisabled Peers” • IDEA Educational Environment element has been changed

7. Time, Total School Week • Data Base Definition: The total amount of time a student is scheduled to attend school each week. This should be reported in minutes per week. All scheduled time i.e., class time, recess, lunch, and time between classes must be included in the total.

8. Time, Total School Week • Federal reporting requires that Time, Total School Week reflect all programs the child is attending including: • Public preschool classes or kindergarten • Head Start • Private kindergartens or preschools • Childcare • Home services • Service provider locations (public or private clinician’s office or outpatient hospital facilities)

9. Time with Nondisabled Peers • Data Base Definition: The total amount of time that a student with a disability is with non-disabled peers, including time with school and work place peers. This should be reported in minutes per week. Include class time, lunch, recess, and time between classes if this time is spent with non-disabled peers.

10. Time Elements • Because information about the minutes in the child’s total school week (if the child participates in programs outside the public school setting) may be difficult to obtain districts will have to rely on their best judgment.

11. Exceptional Student, IDEA Educational Environment • Element changes reflect new USDOE requirements. • Children ages 3-5 • For children spending any amount of time in an early childhood setting (setting that focuses on the typically developing child), need to identify: • Those receiving the majority of their special education and related services IN the early childhood setting • Those receiving the majority of their special education and related services OUTSIDE of the early childhood setting

12. IDEA Educational Environment, Ages 3-5 • Code K: A child with a disability spending any amount of time in an early childhood setting and receiving the majority of their special education services in that setting. • For reporting to USDOE, these students will be further broken down into those with • >10 hours per week, Time with Nondisabled Peers • <10 hours per week, Time with Nondisabled Peers

13. IDEA Educational Environment, Ages 3-5 • Code M: A child with a disability spending any amount of time in an early childhood setting but receiving the majority of their special education services outside of that setting. • For reporting to USDOE, these students will be further broken down into those with • >10 hours per week, Time with Nondisabled Peers • <10 hours per week, Time with Nondisabled Peers

14. IDEA Educational Environment, Ages 3-5 • Other codes have remained the same: • Code L: Special Education Program at a Regular School Campus or Community Based Setting • Code S: Special Education Program in a Separate School • Code B: Special Education Program in a Residential Facility • Code A: Home • Code J: Service Provider

15. Example Student will be reported as attending a regular early childhood program at least 10 hours per week.

16. Example Student will be reported as attending a regular early childhood program less than 10 hours per week.

17. Example Student will be reported as attending a regular early childhood program at least 10 hours per week.

18. Example Student will be reported as attending a regular early childhood program less than 10 hours per week.

19. Other Data Base Changes • IDEA Educational Environment for Ages 6-21 • Fund Source • Test Accommodations • Seclusion/Restraint • Clarifying language for Time, Total School Week and Time with Nondisabled Peers

20. IDEA Educational Environment, Ages 6-21 • Code D (Public Separate School Facility) and Code E (Private Separate Facility) have been combined into Code D, Separate School Facility • Code F (Public Residential Facility) and Code G (Private Residential Facility) have been combined into Code F Residential Facility.

21. Fund Source • Clarification added regarding use of the code I for element, Fund Source • Districts should use this code for students receiving early intervening services supported by IDEA, Part B funds regardless of whether the expenditures are required or voluntary.

22. Test Accommodations • Code Q has been added to address Unique Accommodations (Rule 6A-1.0943, FAC) • This element is used during the pre-identification progress for administration of the Comprehensive English Language Learning Assessment (CELLA) and other statewide assessments.

23. Time, Total School Week and Time with Nondisabled Peers • These elements have been amended to indicate that they only need to be submitted for students with disabilities. • The elements should be zero-filled for students who are gifted only (those who are not also disabled).

24. Data Verification Activities

25. Data Verification Activities • E-mail sent to district directors October 2009 regarding educational environment data • Districts were asked to submit corrections by the end of state processing (November 13, 2009)

26. Data Verification Activities • Following period allowed for corrections: • there were 1,128 students ages 3-5 who were reported using codes for students ages 6-21 • There were 434 students ages 6-21 reported using codes for students ages 3-5 • Number of remaining errors reduced from previous year, but still needs work • Inaccurate data has ramifications for districts

27. Transfer Students

28. Transfer Student Issues • Problems occur when student comes but district does not have complete information (missing dates for consent, eligibility determination, evaluation completion) • Zero-fill these dates until data are received.

29. In-state transfer students • Use F.A.S.T.E.R. system to request data. • Call FDOE EIAS office if sending district does not respond to request • Remember to update date elements once data are received

30. Out-of-State Transfers • Request data from other state

31. Data Reporting Issues

32. Data Reporting Issues • In October 2009, there were 3,576 cases where an Exceptional Student record was sent but there was no Exceptional Student Program record. • This should have only occurred if the student had a services plan rather than an IEP, EP, or FSP

33. Data Reporting Issues • In October 2009, there were 3,242 cases where an Exceptional Student Program record was sent but there was no Exceptional Student record. • If the Exceptional Student Program record had an Exceptional Student Placement Status of P or T, there should have been a matching Exceptional Student record. • Districts can request and download report F61636O to check for errors

34. Change • Both Exceptional Student and Exceptional Student Program records will be required for students with a services plan.

35. Web System for Restraint/Seclusion Reporting

36. Restraint and Seclusion • In accordance with new legislation (CS/CS for HB 1073 & HB 81), districts are required to submit an incident report for each case of restraint or seclusion of a student with a disability • Effective July 1, 2010 • Will be done via web

37. Restraint and Seclusion • The incident report will include • Student name • District and school • Duration of restraint/seclusion • Type of restraint used • Names of persons using/witnessing restraint/seclusion • A description of the incident • Information about parent notification

38. Contact Information • Karen Denbroeder Senior Educational Program Director Bureau of Exceptional Education and Student Services karen.denbroeder@fldoe.org 850 245-0475