End of the Year CIO Meeting 200708

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End of the Year CIO Meeting2007-08
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Agenda

• Review
• End of the Year Submissions
• Snapshot Events Templates
• CTE
• Whats new for 08-09

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Location codes

• Are numbers/letters created by you
• Can be UP TO 6 numbers or letters
• Should be named specifically

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Location Codes

• Represent the BEDS code of the school building or
  BOCES
• Ex the location code of 42 represents your HS
  whose BEDS code is 123456789012
• Show where each student is enrolled
• Distinguish between different entities

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Download the Location Code Key from our website
http//dw.neric.org
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It will look like this
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How to fill out the form

• Erase all the sample data
• In the first column, put your Location Code
• In the second column, put the specific name of
  the location
• If the location is a BOCES classroom in a public
  school, you may want to identify the name as
  BOCES Main Street HS, or something to that
  effect
• In the third column, put the BEDS code of the
  location
• For BOCES locations, always use the generic BOCES
  BEDS code

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What to do next?

• Save the file with your District in the file name
• Email the file to datawarehouse_at_gw.neric.org
• Put your District name in the title of the email
  (e.g., YourDistrict Location code update)

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Tips

• Only send Additions do not send your whole list
  of location codes.
• Look for BEDS codes at http//portal.nysed.gov/pls
  /pref/SED.sed_inst_qry_vw.startup
• DO NOT USE feeding sites or inactive codes from
  this site.

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Tips cont..

• You must use Building level BEDS codes except for
  BOCES and BOCES classrooms.
• BOCES and BOCES Classrooms must use the district
  level BOCES code. (ex 019000000000)
• If you have more than one location in the same
  BOCES region, you must designate one of the
  locations as the PRIMARY location and the others
  as the SECONDARY locations.

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What?

• For example If you have 3 out-of-district
  placements and all of them are in the Cap Region
  BOCES, you would designate one of them as the
  Primary (think first, not elementary) code. The
  others you would mark Secondary (think second,
  not high school). It would look like this

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RULES

• NEVER CHANGE LOCATION CODES
• BE CONSISTENT WITH YOUR NAMING CONVENTIONS
• NEVER CHANGE LOCATION CODES

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End of Year submissions

• Due June 27 July 18
• ALL DATA for 07-08 school year. Includes
• CTE
• Summer school (August 2007)
• ALL Program Services
• ALL Assessments (Aug/Jan/Jun)
• ALL Graduating Information (Aug/Jan/Jun)
• Closing Enrollment records, where applicable

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End of Year submissionsDue 6/27 7/18/08

• Closing Enrollment records K-12 plus PK w/no
  disabilities
• Necessary ONLY for the following students
• Leaving the district
• Graduating (i.e., leaving)
• Students moving to a different building (leave
  students as ACTIVE in Demo)
• Otherwise, leave enrollment record open.
• For SWDs who are either changing disability or
  declassified, be sure to enter proper Exit Reason
  Code in PS (901 or 912)

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End of Year submissions Due 6/27 7/18/08

• Closing records PS PK w/Disability
• If PS student is declassified, or enters K
  without a disability
• End Type of Disability with End Reason Code of
  901
• If PS student moves out of school district
• Ending enrollment record of 170 or 221
• If PS student will enter K with a disability
• Ending enrollment code of 782
• End Type of Disability with End Reason Code of
  912
• Otherwise, leave enrollment record open.

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End of Year submissionsSpecial Ed Templates

• Both EOY Snapshot Events template due to NERIC
  between 9/01 and 9/30/08
• EOY Snapshot data is for PS students ONLY
• Three meetings scheduled with Inni Barrone from
  VESID
• Friday, May 16th in Albany
• Wed, May 28th in Saratoga
• Thursday, June 5th in Malone
• As of right now, Level 0 will default to the
  08-09 year on 10/01/08.

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Special Education Snapshot Template

• Instructions for the submission of the End of
  the Year Snapshot

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Field 1 District code

• Public school districts NYnnnnnn (NY followed by
  the first 6 digits of the BEDS code)
• For State Agencies, Child care institutions with
  affiliated schools, and the NYS Schools for the
  Blind and Deaf, use the number 8 followed by the
  last 7 digits of your institution code.

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Field 2 Location Code

• The Vendors will populate this with the District
  code of 0000.

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Field 3 School Year Date

• Use June 30 of the reported school year
• yyyy-06-30

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Field 5 Student ID

• Use the unique local identifier for each student
  assigned by your student management system.
• Must be 9 numeric characters, left padded with
  zeros.
• Ex 000001376
• IMPORTANT These IDs MUST match the ones in
  Level 0 for that student.
• Consequences could be no demographic file
  errors or assigning records to wrong students.

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Field 31 Primary Service Code

• Only for Preschool students with disabilities.
• For End of School Year
• Report all preschool students with disabilities
  who received some special education service at
  ANY time during the school year (July 1 to June
  30)
• If students received different services during
  the school year, use the code that reflects the
  last service on students IEP during the school
  year.
• If student received multiple services for an
  equal amount of the day, report the service with
  the numerically lower code value.
• Use the following codes from Appendix 9 in the
  Data Dictionary

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Field 35 Snapshot Date

• For the End of the year, the date will be
  2007-07-01

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Field 47 - School Aged Indicator

• Since districts are only required to submit PS
  data for EOY submission, make sure this field is
  populated with N.

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End of Elements

• Those are the required fields.
• Leave all other fields BLANK.
• See the Excel template on our website for more
  details. The required fields are highlighted in
  yellow.
• May use Level 0 directly to enter data.
• May also use an empty Excel file to input data.
• Each student should have only 1 row.
• BE SURE TO LOAD YOUR DEMOGRAPHIC FILE INTO LEVEL
  0 BEFORE THE SNAPSHOT DATA!
• MAKE SURE THAT IDs MATCH WHAT IS IN LEVEL 0!

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Special Education Event Template

• Instructions for the submission of the End of
  the Year Events Template

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Field 1 District code

• Public school districts NYnnnnnn (NY followed by
  the first 6 digits of the BEDS code)
• For State Agencies, Child care institutions with
  affiliated schools, and the NYS Schools for the
  Blind and Deaf, use the number 8 followed by the
  last 7 digits of your institution code.

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Field 2 Location Code

• The Vendors will populate this with the District
  code of 0000.

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Field 3 School Year Date

• Use June 30 of the reported school year
• yyyy-06-30

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Field 4 Student ID

• Use the unique local identifier for each student
  assigned by your student management system.
• Must be 9 numeric characters, left padded with
  zeros.
• Ex 000001376
• IMPORTANT These Ids MUST match the ones in
  Level 0 for that student.
• Consequences could be no demographic file
  errors or assigning records to wrong students.

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Field 5 Event Type Code

• Events are actions such as referral of a student
  for determination of eligibility for SPED,
  parental consent to evaluate, CPSE or CSE meeting
  to discuss evaluation results, etc
• NYS collects codes for 5 chains of events
• Referral of a student from Early intervention to
  the CPSE, parental consent to evaluate, CPSE
  meeting to determine eligibility , the full
  implementation of IEP.
• Referral of preschool student to CPSE parental
  consent to evaluate, CPSE meeting to discuss
  evaluation results.
• Referral of school age student to the CSE
  parental consent, Meeting of CSE to discuss
  evaluation results.
• Referral of school age student who is parentally
  placed in a non-public school parental consent,
  meeting to discuss evaluation and IEP/IESP/ISP
  implementation
• A High school student makes application for
  vocational rehabilitation services to VESID or
  CBVH
• Student will have more than one record is most
  cases
• See pg 109 in the Data Dictionary for the codes.

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Field 6 Event Date

• Provide a date associated with each Event Type
  code.
• Date is in standard YYYY-MM-DD format.

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Field 12 Event Outcome Code

• Identify whether or not the student was
  determined to be eligible for special education
  for the following event type codes
• EI03,CSPE03,CSE03, CSENP03
• Y if student was determined to be eligible for
  special education services.
• N if student was found ineligible for services.
• Leave Blank if eligibility was not determined.
  There will need to be a reason code to explain
  why a determination was not made within the
  reporting period.
• To be provided with the initial event type
  record.

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Field 20 Non Compliance Reason

• There are 5 instances when a reason for delay is
  required. The Reason Code must be submitted with
  the initial referral event type record for the
  following scenarios
• For children transitioning from EI to preschool,
  if there were more than 30 school days between
  date of receipt of parent consent to evaluate and
  the sate of the CPSE meeting at which eligibility
  determination was made OR if the CPSE meeting was
  not held by the reporting date.
• For preschool children who are referred to the
  CPSE for eval. If there are more than 30 school
  days between date of receipt of parent consent to
  evaluate and the date of the CPSE meeting at
  which eval. Results were discussed OR if the CPSE
  meeting was not held by the reporting date.
• If a child is transitioning from EI to preschool
  is found to be eligible for preschool SPED but
  does not have his or her IEP implemented by his
  or her third birthday OR for child whose
  eligibility determination is not made by
  reporting date.
• For a school aged student, if there were more
  than 60 calendar days between date of receipt of
  parent consent to evaluate and the date of the
  CSE meeting at which evaluation results were
  discussed OR for students for whom the CSE
  meeting was not held by the reporting date.
• For students who are parentally placed in
  nonpublic schools, if there were more than 60
  calendar days between date of receipt of parent
  consent to evaluate and the date of the CSE
  meeting at which evaluation results were
  discussed OR for students for whom the CSE
  meeting was not held by the reporting date.
• Filled in if Event Outcome Code is Blank
• See pages 111-113 in Data Dictionary for specific
  codes.

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Field 31 Initial Event Type code

• Enter the event type code for the FIRST event in
  the chain of events being reported for the
  student.
• The initial event type code are all codes for
  initial referral to the CPSE or CSE ( EI01,
  CPSE01, CSE01 or CSENP01)
• The Initial Event Type Code is submitted with the
  initial referral event type code.

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Field 32 - Initial Event Date

• Provide the date associated with the Initial
  Event Type Code

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Field 33 Number of Days

• Report the number of days with the initial
  referral record for the following
• Report number of calendar days between the date
  of receipt of parent consent to evaluate a
  preschool child transitioning from EI to
  preschool (Event Code Date EI02) and the date
  CPSE met to determine eligibility (Event Code
  EI03)
• Report number of calendar days between the date
  of receipt of parent consent to evaluate a
  preschool student (Event Code Date for CPSE02)
  and the date of CPSE meeting to discuss
  evaluation results (Event code Date for CPSE03)
• Report number of calendar days between the date
  of receipt of parent consent to evaluate a school
  aged student (Event Code Date for CSE02) and the
  date of the CSE meeting to discuss evaluation
  results (Event Code Date for CSE03)
• Report number of calendar days between the date
  of receipt of parent consent to evaluate a school
  aged student who is parentally placed in a
  nonpublic school (Event Code Date for CSENP02)
  and the date of the CSE meeting to discuss
  evaluation results (Event Code Date for CSENP03)

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Special Ed Status

• Clear Track and IEP Direct extracts should have
  this information.
• Vendors are expected to be ready for both EOY
  Snapshot and Events templates by July 1.
• Work with Special Ed departments closely.
• Events template replaces data for PD 11 and PD 12
  state reports. (NOTE only certain districts have
  to submit these indicators each year)
• http//www.vesid.nysed.gov/sedcar/sppschedule.html

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CTE

• To review
• Program Service information
• School-Level service
• All CTE Programs must be reported, not just those
  that are SED-approved
• For each students program, is it Tech Prep or
  conventional CTE?
• NEW FOR 07-08 8261 PS code
• Single Parent/Pregnant Status for CTE
  Concentrator students ONLY

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Upcoming Changes in 08-09

• See Appendix 13 in DD
• New Assessment codes in 08-09 (Algebra
  Geometry)
• Multiple Ethnicity codes in Student Lite template
  will be required
• 8294 ( Census ) code will remain optional

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Upcoming Changes in 08-09

• Special Ed turnaround times are expected to be
  shorter
• 10/01/08 SNAPSHOT data ( BEDS Day)
• Expected verification and reasonability check
  period from Nov 1 08 through early January of
  09
• EOY SNAPSHOT and EVENTS submissions
• Due to Level 1 by late August 09
• Expected verification and reasonability check
  period between August and September of 09

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Upcoming Changes in 08-09
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Be prepared

• Beginning of 08-09 will be very busy.
• 07-08 Events and EOY Snapshot due no later than
  SEPT 30th
• 08-09 1st Warehouse submission ( Demo, Enroll,
  Disability,) and SNAPSHOT due OCT 1st -15th
• Aug Sept/Oct School District Accountability

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Try to Smile
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Questions?

• Jeff Baker 518-862-5410 jbaker2_at_gw.neric.org,
  AOL IM JeffBdataw
• Cathy Burbules 518 862-5413
  cburbule_at_gw.neric.org, AOL IM cburb
• Gail Galusha 518-862-5323 ggalusha_at_gw.neric.org,
  AOL IM gaildataw
• http//dw.neric.org