CSRS Overview

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CSRS Overview

• Lets look at
• Special Ed Data Elements 16 (Disability
  Status),
• 34 (Received Special Education During
  Collection Period),
• and 35 (Least Restrictive Environment Code).
  
• 2) Warning Report Lists students who are on
  the
• Extract File and Extract Report but who do not
• comply for the reporting month. These students
• will be reported as Basic Ed only, not Special
  Ed,
• for this reporting month.
• 3) Special Education IEP Report Lists students
• who are identified as receiving Special
  Education
• services (data element 34) and the dates of
  their
• most recent IEP.

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Special Ed and CSRS
3
Special Ed STATE Reports

• CSRS

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CSRS Data Element 16 Disability Status
GIGen.Info. Tab
Report if the state reporting disability category
is valid for the student's age The student's
age is validated using the state equivalent
disability category determined in data
element 34 (Did student receive sped services?
- students age is one of the criteria for Data
Element 34) If the state disability status
is 01 and the student's Collection Period Age is
0 through 8, report a 1 If the state
disability status is 02 through 14 and the
student's Collection Period Age is 3 through
21, report 2 through 14 If the state
disability status is not valid for the students
Collection Period Age, report an N for data
element 34 (receiving sped) and 0 for data
element 16 (Disability Status)
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CSRS Data Element 16 Disability Status (cont.)
Field Name Disability Allow Null? No. May not be
left blank. Data is required. Description
Indicates whether the student has a disabling
condition. Business Rules Having a disability
does not automatically imply that the student is
being served by Special Education. If, however,
the student receives Special Education services,
the appropriate value from the list below must be
reported. If the value in this field is (1), then
the student must be under the age of 9. The value
must be changed to another valid value prior to
the students ninth birthday. Example 1 or
01 Valid Values 0 No Disabilities 1
Developmental Delays (used only for students 0-8
years old) 2 Emotional/Behavioral Disability 3
Orthopedic Impairment 4 Health Impairment 5
Specific Learning Disability 6 Mental
Retardation 7 Multiple Disabilities 8
Deafness 9 Hearing Impairment 10 Visual
Impairment 11 Deaf-Blindness 12 Communication
Disorders 13 Autism 14 Traumatic Brain Injury
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CSRS Data Element 16 (cont.) Disability
Status/Warning Report

• The student is placed on the Warning Report if
• (path for Warning Report- SM\SR\WA\CS\EX 14078)
• State Disability Category is 01 and the
  student's Collection Period
• Age is greater than 8, or the State Disability
  Category is 02 through
• 14 and the student's Collection Period Age is
  less than 3.
• Error message Disability Status is not
  valid for Age of NN ,
• where NN is the student's Collection Period
  Age.

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CSRS Data Element 16 (cont.) Disability Status

• The students disability must be valid for the
  students age as of this reporting month. If
• The student turns 9-years-old during the
  reporting month, e.g. October, the disability
• code must be changed to a valid code for a
  9-year-old student before this data
• collection is submitted.
• Timing is important!! Scenario The student turns
  9 on or after the 1st of a month and they remain
  coded as 01 (DD) through the CSRS submission for
  that month then they would be placed on the
  warning report and only counted for basic ed.
• NOTE Communication will be critical between
  the Special Ed office and the person
• responsible for the CSRS submissions to
  coordinate these changes.
• If the Disability change is not completed using
  the correct timing the student will be
• placed on the Warning Report.

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CSRS Data Element 34 Received Special Education

• The student is identified as having received
  Special Education services during the collection
  period if all of the following criteria are met
• 1. Active in Basic Education during the
  collection period,
• AND
• 2. Less than 21 years of age as of September 1 of
  the
• school year, AND
• 3. Active in Special Education during the
  collection period
• (Special Ed Exit Date is blank or is greater
  than or equal
• to the first day of the collection period),
  AND

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CSRS Data Element 34 (cont.) Received Special
Education

• 4. Has an IEP in effect as of the first day of
  the collection
• period. That is, the IEP is not a work in
  progress. The IEP
• beginning date is on or before the first day of
  the
• collection period. The IEP ending date is on or
  after the
• first day of the collection period, AND
• 5. For the effective IEP selected in Step 4, has
  an evaluation
• in effect during the first day of the collection
  period. That
• is, find the matching EVAL record. The
  evaluation is not
• a work in progress. The evaluation completion
  date is not
• blank and is less than or equal to the first day
  of the
• collection period. The next evaluation date is
  not blank
• and is greater than or equal to the first day of
  the
• collection period, AND

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CSRS Data Element 34 (cont.) Received Special
Education

• 6. For the effective evaluation selected in Step
  5, there is a disability record that is flagged
  as the student's primary disability, AND
• 7. For the student's primary disability code
  identified in Step 6, the state reporting code
  equals 01 through 14.

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CSRS Data Element 34 (cont.) Received Special
Education

• If the student does not pass all seven edits for
  Special Education, the student WILL be included
  on the CSRS extract file, but will be listed as a
  
• Basic Education student only, if applicable.
  In addition, the student will be placed on the
  Warning Report.
• The student is placed on the Warning Report if
  the student
• Does not have a disability record found.
• Error message No disability
  defined for the student
• Does not have an evaluation handicap record
  identified as the primary
• disability.
• Error message No primary
  disability identified
• Primary disability code does not have a valid
  State Reporting Code.
• Error message Disability xx does
  not have a valid
• State Reporting code (yy) ,
  where xx se-stu-eval-handicap-
• special-service-id and yy
  special-service.state-reporting code.

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CSRS Data Element 35 LRE Code (business rules)

• Element 35 (AI) Special Education Student
  Placement in Least Restrictive Environment
• (LRE Part A)
• Field Name SpecialEdLREA
• Allow NULL? No. May not be left blank. Data is
  required.
• Description Indicates the least restrictive
  environment (LRE) in which a special
• education student is receiving services.
• Note Districts must accurately enter the
  students birth date. The CSRS
• system will calculate the students age based on
  the birth date and use December 1 as the
• count date for Special Education reporting. The
  LRE Age checks are based on the students
• age on the 1st day of each month for each CSRS
  Collection Period. Example If a student
• is 5 on Dec 1 and turns 6 during the month, CSRS
  will validate the age of the student as of
• Dec 1 against the LRE code provided. Then, in the
  month of January, the system will know
• that the student is 6 as of Jan 1 and use age 6
  to compare with the appropriate LRE code.
• Business Rules If the value in Element 34 is Y
  (Yes) and the student is three years old
• or older, this value must be greater than 0
  (zero).
• If the value in Element 34 is N (No), then 0
  (zero) must be reported.

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CSRS Data Element 35 LRE Codes (cont.)

• Valid Values 0 Not applicable
• 1 Student spending 80 - 100 of the school day
  in regular class (aged 6-21)
• 2 Student spending 40 - 79 of the school day
  in regular class (aged 6-21)
• 3 Student spending 0 - 39 of the school day
  in regular class (aged 6-21)
• 28 Student receiving special education/related
  services in public or private separate day school
  facilities (aged 6-21)
• 29 Student receiving special education/related
  services and lived in public or private
  residential facilities during the
• school week (aged 6-21)
• 30 Student receiving special education/related
  services in correctional facilities (aged 6-21)
• 31 Student receiving special education/related
  services who has been enrolled by their
  parents/guardians in a private
• school or homeschooled (aged 6-21)
• 8 Student receiving special education/related
  services in a hospital or home program (not
  homeschooled) (aged 6-21)
• --------------------------------------------------
  -------------------------------------
• 32 In the regular early childhood program at
  least 80 of the time (aged 3-5)
• 33 In the regular early childhood program
  40-79 of the time (aged 3-5)
• 34 In the regular early childhood program
  0-39 of the time (aged 3-5)
• 35 Separate class (aged 3-5)
• 16 Separate school (aged 3-5)
• 15 Residential facility (aged 3-5)

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CSRS Data Element 35 LRE Code (cont.)
If the student received Special Education
services as of the first day of the collection
period (data element 34 "Y"), then LRE Part A
is reported if the IEP LRE field is valid for the
student's age as of the first day of the
Collection Period.
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CSRS Data Element 35 LRE Code (cont.)

• The student is placed on the Warning Report if
• The student's age is greater than 2 and the
  LRE code is blank.
• Error message LRE code for IEP begin
  date mm/dd/yyyy is blank for student
• receiving Special Education services
  , where mm/dd/yyyy is the IEP begin
• date attached to the LRE field.
• If LRE code 21-27 and the students age is
  greater than 2
• Error message LRE code XX for IEP begin
  date
• mm/dd/yyyy is not valid for students
  older than 2 (born after Collection Period 1,
• YYYY) , where XX is the LRE code,
  Collection Period is the month equivalent
• of data element 2-(Collection Period
  Reporting Month),mm/dd/yyyy is the IEP begin
• date attached to the LRE field and
  YYYY is data element 1 (School Year), minus
• 3 (for example, if the Collection
  Period is November 2006, YYYY 2006 minus 3
• which is 2003).

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CSRS Data Element 35 LRE Code (cont.)

• LRE code 1-3, 8, or 28-31 and the student's
  age is less than 6 and greater than 2.
• Error message LRE code XX for IEP begin
  date mm/dd/yyyy is not valid for
• students younger than 6 (born after
  Collection Period 1, YYYY) , where XX is
• the LRE code, Collection Period is the month
  equivalent of data element 2,
• mm/dd/yyyy is the IEP begin date
  attached to the LRE field and YYYY is data
• element 1 minus 6 (for example, if the
  Collection Period is December 2006,
• YYYY 2006 minus 6 which is 2000).
• LRE code 13, 15-16, or 32-36 and the
  student's age is greater than 5.
• Error message LRE code XX for IEP begin
  date mm/dd/yyyy is not valid for
• students older than 5 (born before
  Collection Period 1, YYYY) , where XX is the
• LRE code, Collection Period is the
  month equivalent of data element 2,
• mm/dd/yyyy is the IEP begin date
  attached to the LRE field, and YYYY is data
• element 1 minus 6 (for example, if the
  Collection Period is January 2007, YYYY
• 2007 minus 6 which is 2001).
• LRE code is not valid for the reporting year.
• Error message LRE code xx for IEP begin
  date mm/dd/yyyy is not valid for
• reporting ltdata element 1gt ,
  mm/dd/yyyy is the IEP begin date attached to the

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Special Ed IEP Report

• The Special Education IEP Report lists students
  who are identified as receiving Special Education
  services (data element 34) and the dates of their
  most recent IEP.
• Heres the path (SM\SR (make sure youre logged
  into Entity 000) \CSRS State Reports\CSRS Data
  Extract 2007-2008
• Data is sorted by alphakey.
• There is a total showing the number of students
  on the report.

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FEDERAL ReportsDecember Reporting through CSRS

• IDEA-B Child Count
• 2) Least Restrictive Environment
• (LRE) Report

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Here are the business rules not mentioned on the
prior screen that are also posted to the CSRS
website within the Info Center tab that provide
further clarification as to how the reports are
calculated.

• Special Education - LRE Reports
• The Special Education/LRE reports display
  information about special education students and
  their LRE codes. The
• following rules apply to each report
• The student must be reported as receiving
  special education services (IsSpecialEd Y).
• The students age is calculated as of December
  1st of the current school year.
• December 1st Special Education/LRE Reports
• The December 1st Special Education/LRE reports
  are exactly like the Special Education/LRE
  reports, with these
• additional conditions on which students are
  reported
• The students must be enrolled on December 1st
  of the current school year as indicated in the
  CSRS December
• monthly submission.
• The school enrollment date is lt the count
  date (Dec 1)
• The school exit date is gt the count date (Dec
  1) or not provided (NULL)
• An SSID has been assigned (SSID is not NULL)
• The student must have a valid IEP and current
  evaluation. This information must be set for each
  student inside of
• CSRS, on the Special Ed/IEP screen.
• No critical or soft exceptions relating to
  special education must exist for the December
  CSRS monthly
• submission.

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Submitting December 1 Data using CSRS

• The December 1st Special Education reports are
  generated based on students who have a valid IEP
  and current evaluations as reported in the
  December Monthly Data Submission.
• In order for CSRS to generate the December 1st
  Special Education Reports, the following must be
  completed by January 15th at 500 PM.
• NOTE Your December CSRS Monthly Data Submission
  must be accepted and be free of Critical Soft
  Exceptions that pertain to Special Education and
  related data elements.

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Submitting December 1 Datausing CSRS (cont.)

• 1. Verify that students have a valid IEP and
  current Evaluation. Please note that CSRS will
  only include the students you have checked on
  this screen in generating the December 1st
  reports.
• 2. Verify the numbers in each of the reports
  below. If you find discrepancies in the data CSRS
  generates for you, youll need to resubmit your
  December data.
• Special Education Report by Disability and Age
• Special Education Aged 3-5 By Disability and
  Race/Ethnicity
• Special Education Aged 6-21 By Disability and
  Race/Ethnicity
• LRE Report by Disability and Age
• Children Aged 3-5 by Setting
• LRE Report by Ethnicity
• Report Business Rules
• 3. After you have completed steps 1 and 2, submit
  the Child Count Certification
• form.

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Submitting December 1 Datausing CSRS (cont.)

• REQUIRED DATA SUBMISSION Each districts child
  count and least restrictive environment data must
  be submitted using Core Student Record System
  (CSRS). The CSRS has been revised to incorporate
  the LRE and child count data for the 2007-08
  school year data submission. Districts must begin
  submitting data during the first month of the
  school year, and each subsequent month after.
• For information regarding CSRS, please contact
  Customersupport_at_k12.wa.us or [phone].

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OPTIONAL IDEA-B Child Count
Path SM\SS\SE\RO\SR\ID Use this report to
verify your numbers on the OSPI website.
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OPTIONAL Least RestrictiveEnvironment (LRE)
Report

• Path SM\SS\SE\RO\SR\LR
• Use this report to verify your numbers on
• the OSPI website.

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