EMIS and Special Education Event Reporting FY2009

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EMIS and Special Education Event Reporting FY2009

• Craig Haney
• EMIS Services Coordinator, SCOCA
• SCOCA Year End Meetings
• May 12th 14th, 2009

2
General Guidelines(Ref. EMIS Manual, Sec. 2.10)

• A separate Special Education Record is to be
  reported for students with a disability and
  students suspected to have a disability.
• The record is required to be reported during the
  October (K), February (C), and Yearend (N)
  reporting periods.

3
General Guidelines, contd.

• For all students that are reported during the
  October reporting period, a Special Education
  Record is to be reported for all events that
  occur from June 1st of the prior school year
  through December 1st of the current school year.
• For all students that are reported during the
  February reporting period, a Special Education
  Record is to be reported for all events that
  occur from June 1st of the prior school year
  through Friday of the states official February
  count week.
• For all students that are reported during the
  year end reporting period, a Special Education
  Record is to be reported for all events that
  occur from June 1st of the prior school year
  through the end of the school year.

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General Guidelines, contd.

• The record is only reported for students
  attending a public school and for students placed
  in a non-public school by a public school
  district.
• All EMIS reporting entities except JVSDs who
  either provide education or services to a student
  with a disability or are the resident district
  must report this record.
• There are two exceptions to this requirement
• Student attends another district for Contract
  Career Technical education only the district
  where the Contract Career Technical education is
  being provided does not submit this record or
• Student is enrolled in Department of Youth
  Services (DYS) the resident district does not
  submit this record for events which occur while
  the student is attending DYS.

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General Guidelines, contd.

• Beginning in FY09, the Outcome Beginning Date and
  Outcome End Date Elements for some events will be
  reported through EMIS.
• In FY09, these dates are only collected for IIEP,
  RIEP, and TIEP event types.

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General Guidelines, contd.

• Dates are to be reported for the following
  events
• Preschool Transition Conference
• Referral for Evaluation
• Parent / Guardian Consent for Evaluation
• Evaluation Team Report Completion (Initial and
  Reevaluation)
• Individualized Education Program Completion
  (Initial and Periodic Review)
• Transfer Student IEP Adoption Date

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General Guidelines, contd.

• The reported dates for events are dates on which
  the event occurred, and not necessarily when the
  event(s) will be effective.
• For example, if an IEP is written this spring and
  will not be effective until next school year,
  only the event would be reported in the current
  years Yearend data.
• Any related changes to the least restrictive
  environment and related services are not reported
  until they are actually effective.

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New Elements Added to Event Record

• IEP Test Type Element
• Outcome Beginning Date Element
• Outcome End Date Element
• Secondary Planning Element

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Data Type Element

• PSTC Preschool Transition Conference Date
• RFRL Referral for Evaluation Date
• CNST Parent/Guardian Consent for Evaluation
  Date
• IETR Evaluation Team Report Completion
  Date-Initial
• RETR Evaluation Team Report Completion
• IIEP IEP Completion Date-Initial
• RIEP IEP Completion Date-Periodic Review
• TIEP Transfer Student IEP Adoption Date
• If the district chooses to modify the TIEP, then
  use RIEP.

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Preschool Transition Conference

• PSTC
• Date type PSTC is to be reported only for first
  time enrolling preschool students transitioning
  from Part C to Part B services.
• Preschoolers NOT transitioning from Part C to B
  service will not have a preschool transition
  conference date.
• Districts will not have to report this event for
  these students.

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New IEP Test Type Record.

• The IEP Test Type format on the Student Special
  Education Record is only reported for students
  with disabilities when a Date Type of IIEP, RIEP,
  or TIEP is reported.
• The IEP Test Type format must be reported for all
  students with an IEP.

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IEP Test Type

• Valid Options
• STR Standard (regular)
• ALT Alternate Assessment
• STA Standard with Accommodations
• Not Applicable
• Used when an event that is reported is not an IEP
  event
• Or when an IEP event is reported with an outcome
  of IEDP, IEEX, IENS, or IEPR.
• If an IEP with an outcome that requires reporting
  does not specifically mention test type and/or
  accommodations, STR should be reported as a
  default.

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Outcome Beginning Date Element

• The Outcome Beginning Date Element is only
  reported when a students IEP is completed.
• The IEP team determines the Outcome Beginning
  Date.

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Outcome Ending Date Element

• This date is recorded on the IEP.
• The IEP team determines the Outcome End Date.
• The Outcome End Date is reported at the same time
  an event is reported, even if it is a date in the
  future.
• There cannot be more than a one-year time span
  between the Outcome End Date and the Outcome
  Beginning Date of the IEP.
• When reporting a TIEP event, the adopted IEP has
  an End Date, and that End Date is the date that
  has been accepted and the date that should be
  reported.

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Outcome ID Element

• Not Applicable
• CNDP Consent Moved to Due Process
• CNGT Consent Granted
• CNNR Consent Not Returned
• CNRF Consent Refused
• ETDP ETR Resulted in Due Process
• ETEL Eligible for Service
• ETEX Exiting Special Education
• ETNE Not Eligible for Services

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Outcome ID Element,Contd

• ET01 Multiple Disabilities (other than
  Deaf-Blind)
• ET02 Deaf-Blindness
• ET03 Deafness (Hearing Impairment)
• ET04 Visual Impairments
• ET05 Speech and Language Impairments
• ET06 Orthopedic Impairments
• ET08 Emotional Disturbance (SBH)
• ET09 Cognitive Disabilities (Formerly Mental
  Retardation or Developmentally Handicapped)
  
• ET10 Specific Learning Disabilities
• ET12 Autism
• ET13 Traumatic Brain Injury (TBI)
• ET14 Other Health Impaired (Major)
• ET15 Other Health Impaired (Minor)
• ET16 Developmental Delay

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Outcome ID Element,Contd

• The ETXX codes may only be used with
• IETR
• RETR
• TETR
• And must be followed with an IEXX code to be used
  only with
• IIEP
• RIEP
• TIEP

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Outcome ID Element,Contd

• For FY09 only, when reporting an Outcome Id of
  IE13- IE72 the appropriate 210xxx or 217xxx
  program code must still be reported.

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Mapping of Outcome IDs to program codes.
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Non-Compliance ID Element

• Not Applicable
• 01 No Identified Reason
• 02 Staff Not Available-Summer Months
• 03 Staff Not Available-School Year
• 04 Scheduling conflicts with family
• 05 Parental Choice
• 06 Parent Refused Consent
• 07 Childs Health
• 08 Students Incarceration
• 09 District in compliance with due process
  timelines, but incorrect/missing data reported in
  EMIS in a prior reporting period.

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Using the 09 Code

• Beginning with FY09, ODE looks at the current
  record being reported AND the prior event
  reported to determine if the required federal
  timelines were met.
• If ODE does not see a prior event reported that
  is less than 12 months from the most recent
  event, then the 09 code must be used on the
  ensuing RIEP.
• Failure to meet federal timelines will result in
  the loss of weighted funding for handicapped
  students.
• On the DISAB_NOT_FUNDED Report
• The key is always June 1st. If an event that
  should have been reported last June was not, then
  you will need to see when it is due again and
  then use the 09 non-compliance codes at that
  time.

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Using the 09 Code, contd.

• For example, a student should have been reported
  on 5/20/08 with an RIEP. For some reason, this
  did not get over into 08N EMIS. The district
  found this out and updated the current student
  package record with a 5/20/08.
• This data will not transfer into EMIS at any time
  because the date is before June 1st. Hand
  entering the data into 09K EMIS will also not
  work because the system does not recognize any
  dates before 6/1/08.

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Using the 09 Code, contd.

• So when the 5/19/09 due date occurs, the district
  would enter a start date of 5/19/09 and an end
  date with a 5/18/10 and a noncompliance code of
  09. Since the 05/19/09 start date is now in the
  current school year and after 6/1/08, it will be
  reported in year end data and be funded for next
  year.
• Therefore, all pre 6/1/08 events not reported
  properly will need the 09 code the next time they
  are due. The IEP not funded reports need to be
  constantly reviewed to make sure all students who
  should have the 09 code will be updated before
  June 1, 2009.

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09 Code Examples

• An RIEP evaluation was completed in April, 2008
  and the event was not reported in FY08 Yearend
  (N) EMIS.
• In April 09, a new evaluation is completed. Since
  the previous IEP (08 IEP) would not have come
  into ODE, the IEP record for 09 will appear out
  of compliance as far as ODE is concerned (because
  there is no prior record).
• This would occur even if the district entered the
  missing data in the current EMIS data base.
• Therefore, the district would need to use the
  09 code when reporting the 09 event record to
  let ODE know that the 08 event record was
  actually done on time even though ODE does not
  have the prior event.

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When the 09 Code Wont Work

• ODE saw no previous IEP event and
• the student should have had one. The 09 code
  will not work because ODE has nothing to match
  the current entry against and the event date is
  after the report period cut off.
• Example Student shows no prior event but is due
  for an IEP review on a date after 2/6/09. The 09
  code will not remove the student from the
  February IEP not funded report.
• Will also apply to any students on the report who
  are not due until after 4/24/09 when the 09C
  report period closes.

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Secondary Planning Element

• The result of transition planning on the IEP for
  students age 14 and above.
• Is a decision made by the IEP team and documented
  on the transition plan.
• The decision can be made any time PRIOR to the
  start of the students last year.

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Valid Options

• Not Applicable
• TPNP Transition Plan Not in Place
• TSOP (SOP Summary Of Performance) Transition
  Plan in Place. Student Prepared for
  Graduation Summary of Performance is
  Completed
• TFYG (FYG-Four-Year Grad) Transition Plan in
  Place. Student plans to meet graduation
  requirements four years after entering ninth
  grade.
• TMYG (MYG- Multi-Year-Grad) Transition Plan in
  Place. Student plans meet graduation
  requirements more than four years after
  entering ninth grade.
• TPCE (CPE Planned Continuation of Ed
  services) Transition Plan in Place,
  student has met graduation requirements but
  needs additional education services prior
  to enrollment in college or employment and
  will continue to be enrolled and receive service
  as a Grade 23 student.

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Secondary Planning Element, contd.

• Grade level 23 in September
• IEP meeting date must precede the graduation date
  of the district
• Or for practical purposes, prior to Yearend (N)
  reporting.
• The IEP must include special education services
• For example, a student with OHI disability cant
  simply be code 23, and take all courses via PSEO.

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Update

• Appeal process for the DISAB_NOT FUNDED report.
• Districts may appeal to have funding released for
  students on the DISAB_NOT FUNDED report.
• Districts on the Guarantee are not eligible to
  apply.
• Must have at least 5 of all students on an IEP
  on the report.
• Must have been caused by unforeseen issues with
  staff, software, etc.
• Must apply through OES.
• Must provide proof of a valid, in force IEP.
• EMIS will add a new MIEP option to the special ed
  event record to be used once approval has been
  granted.
• Email questions to donotfundappeals_at_ode.state.oh.u
  s

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• Questions?