Preschool EMIS Reporting

Preschool EMIS Reporting

Update for 2003-2004

Special Education Unit Funding

Public Preschool Grant Awards

10/17/2003

Overview of Funding Sources

State Unit Funding

$78 million

(ECE Web &EMIS)

Federal IDEA

$10 millionCCIP

Preschool Special Ed

UNITS

Preschool Special Ed State Grants

$18 millionCCIP

Public Preschool

School Finance

flows funds

Request for Funds (Web app)

October KReportEMIS

EMISApprove to Maximumallocation

Allocation

Current Funding System: Preschool Special Ed Units

EMIS Reporting

Public Preschool and Preschool Special Education reporting via EMIS

• October K Reportingo UNITS: Preschool Units Report Not Preschool Staff

Report

• December M Reportingo Early Childhood Record o Child Count

UNITS: Federal Child Count Report dataState-funded PPS: Child Count taken from ECE

Record

• Yearend N Reportingo Early Childhood Record

Public Preschool and Preschool Special Education reporting via EMIS • October K &Yearend N Reporting

o Staff Records Demographics Employment Course Masters

o Student Records (Student Records also reported in December M)

Demographic Attendance Course Program

• December M Reportingo Early Childhood Record o Child Count

UNITS: Federal Child Count Report data PPS: Child Count taken from ECE Record

• Yearend N Reportingo Early Childhood Record

EMIS Reporting

UNITS-Typically Developing Peers

o StaffDemographicsEmploymentCourse Master

o StudentDemographics/Attendance RecordStudent Course RecordProgram Record (If applicable)

o Position fund source (Staff Employment Record) Z = Preschool State Unit Funding (use for preschool

students with disabilities) S = State Funds - Public Preschool Program

Statutory Requirements

The Department of Education shall require school districts, educational service centers, and county MR/DD boards serving preschool children with disabilities/ public preschool

to document child progress using research-based indicators prescribed by the department and report results annually.

The reporting dates and methodology shall be determine by the Departments.

• Child mobility*• Child

attendance*• Staff turnover*• Staff

qualifications*• Child progress• Poverty

impact*

*EMIS data

Early Childhood Record

• December M and Yearend N Reporting

• Indicators of Success Project

• Used to calculateo Attendance Rateo Enrollmento Preschool Poverty Rate

Not an eligibility requirements for special ed servicesResearch- Impacts child progress dataCorrelate to ODJFS- Finance universal system of early

care and education


• Reported by the educating district for all preschool students (ages 3-5) enrolled in the following preschool programs:

o State funded public preschool program (funded through a Public Preschool state grant administered by the Office of Early Childhood Education at the Ohio Department of Education)

o State funded Preschool Special Education programo Federally funded Preschool Special Education program (Special Education Part-

B IDEA Federal Grant funds) • If the student is served in a state-funded public preschool program that is

provided by a Head Start program or district other than the grantee, the grantee is required to report the Early Childhood Record in EMIS.

• Only ONE record per student at each district/entity where student % of time >0

o If student participates in BOTH state funded public preschool AND preschool special education at the same district, only one record is needed

ADDITIONAL option in data element “Type of Preschool Student” P-Dually enrolled in both programs


• Poverty Levelo * Parent refusalo 1-100%o 101-125%o 126-150%o 151-175%o 176-185%o 186-200%o >200%

Poverty level to meet requirements in law regarding critical program performance indicators

For Units:

• Not an eligibility requirement.

For PPS:

• Income eligibility is a requirement

Where is data?For Unitso EMADo Free/reduced appo Parent asked

Parent refusal

For PPSo Income eligibility

Comparison/conversion chart


• Poverty Levelo * Parent refusalo 1-100%o 101-125%o 126-150%o 151-175%o 176-185%o 186-200%o >200%


• Attendance Patterno Full day/every day (4-5 days)o Full day/every other day (2-3 days)o Half day/every day AMo Half day/every day PMo Other half day every day equivalento Half day/every other day AMo Half day/every other day PMo Other-less than half day every day equivalento Other-more than half day every day but less than all

day every day equivalent


o Additional ElementsType of Preschool Student

– * = Student is served ONLY in a locally funded program (It is optional to report an Early Childhood Record for this student.)

– A = Student is being served in a state-funded Public Preschool Grant program

– B = Student is being served in a state or federally funded preschool special education program

– P= Student is dually enrolled in both a state or federally funded preschool special education program AND a state-funded Public Preschool Grant program

Weekly Length of Instruction– A = 19 Hours or Less– B = Greater Than 19 Hours

Preschool Populations

• Preschool child with disability enrolled in Head Start or ESC or MRDDo District IEP

Child reported by district of residence

ANDEducating district (ESC, other district)

o Does not apply to child service plans developed and implemented by Head Start (Head Start and MR/DDs will begin reporting in EMIS in FY2005.)

IV. EMIS Coding Essentials

• Staffo Demographicso Employmento Course Master

• Studento Demographics/Attendance Recordo Student Course Recordo Program Record (If applicable)

• Position fund source (Staff Employment Record) o Z = Preschool State Unit Funding (use

for preschool students with disabilities) o S = State Funds - Public Preschool

Program

EMIS Coding: Teacher

For All Preschool Teachers• Position Code

o Preschool Special Ed UNITS 206

o State Funded Public Preschool 205

• Assignment Area

o Preschool Special Ed UNITS 999412

o State Funded Public Preschool 999145• Subject Code

o Preschool Special Ed UNITS 196095 EEH

o State Funded Public Preschool 180108• Course Master/Type

o Preschool Special Ed UNITS D08, D05

o State Funded Public Preschool P08 (P09)

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Unit Teacher

• Previouslyo D03- Half dayo D04- Full dayo D07- Full day/part timeo D05-Itineranto D06-Combination

itinerant/center

• Fund total number of teachers meeting requirements

• Report service delivery option to meet local needs

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Teacher

• Report service delivery option to meet local needso D08- center based

If AM/PM, then report 2 Course Master Records with Course Type = D08

– D08 (AM) + D08 (PM)*1.00 Position FTE on Employment Record

If full day, one group of children, then 1 Course Master Record with Course Type = D08

o D05-Itineranto If combination itinerant + centerbased

D08 + . D05 *1.00 Position FTE on Employment Record

Pg 8-11

State-funded PPS Teacher

• Report service delivery option to meet local needso P08- center based course type

If AM/PM, then report 2 Course Master Records with Course Type = P08

– P08 (AM) + P08 (PM)*1.00 Position FTE on Employment Record

If full day, one group of children, then 1 Course Master Record with Course Type = P08

RELATED SERVICE ABBREV AREA OF DOCUMENTED DEFICIT # OF STUDENTS WITH DEFICIT NEEDED

FOR 1 UNIT

Adapted PhysicalEducation APE Motor (218027) 100

Occupational TherapyOT Motor (218027) 40

Physical Therapy PT Motor (218027) 40

Speech/Language S/L Communication (218026) 50

Audiological AUD Hearing (218028) 75

Orientation & Mobility OM Vision (218029) 40

Psychology PSY 75 with “11” disability*

Supervisor SUP 10 teacher units for 1 30 teacher units for 2

50teacher units for 3

218XXX Program Codes

PS UNITS-Related Services

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New position

code

333

Deletion of Assignment

Codes

For ESCs ONLY to receive supplemental salary for extended service, these positions must also be reported with the assignment areas listed in Chapter 3, section 3.1.3.18.

PS UNITS-Contracted Services

• IF district has unit but contracts with another entity or individual to provide services

• Not for those districts through consortium with ESC when ESC has unit

• Applies to related serviceso Child study (school psychology)o Occupational therapyo Physical therapyo Speech/language services

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Preschool Special Ed Supervisors

• Position Codeso 110o 113o 115

• If position is split between multiple assignments, report multiple:o Assignment Areaso Position fund sources

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Student Program Records

• Documented deficits- 218xxx

• Related services- 215xxx

• Service Delivery Options-217xxx

Needed for Student Count

used to approve Related Services

218xxx

AND

215xxx

Also used for Federal

December Child Count

218xxx

AND

217xxx

Pg 17-19

Documented Deficits

• Eligibility criteriao A student may have more than one documented deficit reported.o If a student is reported with the 218031 or the 218032 program code,

s/he must also have one of the other 218026 to 218030 program codes reported.

• Total child count provides bases for related service funding

215XXX 218XXX

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215026 Communication services provided through IEP 218026 Communication

215027 Motor services provided through IEP 218027 Motor

215028 Hearing services provided through IEP 218028 Hearing

215029 Vision services provided through IEP 218029 Vision

215030 Social emotional/Behavioral functioning services provided through IEP

218030 Social emotional/Behavioral

215031 Cognitive services provided through IEP 218031 Cognitive

215032 Adaptive behavior services provided through IEP

218032 adaptive

PS UNITS Service Delivery

• 217100 Early Childhood Setting (Nondisabled)• 217120 Part-Time Early Childhood/Part-Time Early

Childhood Special Education Settings• No change

o 217022 Home (or caregiver)o 217029 Residential Facilityo 217030 Separate School

Not for MRDD classrooms, churches, etc. IF child educated with typically developing peers -217110

o 217031 Itinerant services outside the home or outside an early childhood settingClinic setting

EMIS Adjustments

• Class size waivers-Centerbased (6-8)o more than 8 children with disabilitieso 36 month age spano Maximum class size of 12

• Caseload- Itinerant (10-20)

• Emergency Teacher Certificationo Provisional licensure and temporary-Jan 2003o ECE Teacher licenseo HB 196- MRDD

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V. Unit Errors & Fatal Errors

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Handout/Help Document

VI. Resources & Assistance

1. Check data with district’s program supervisor for accuracy

2. Check the EMIS Manual

3. Check data against information in the EMIS Help document compiled by ECE

4. Check with your DA site for technical Assistance

Pg 26

District Checklist- UNITSERROR REFERENCE CORRECTION

No mc recs To generate teacher PS unit funding, the students must be on a course master for the center-based or itinerant teacher. You do not need to complete a course master for APE and related services staff. A Course Master Record must be reported for each teacher.

Course type err

A teacher’s daily instructional pattern is identified through the course type (D0x: D05, D08. Is the teacher providing centerbased services (D08), itinerant services (D05), or a combination of both (.5 as D08 + .5 as D05)

Course code err

Course code on file for this teacher does not match the valid preschool course code 196095

Invalid program code

Early Childhood Service Delivery OptionsEach "Preschooler with a Disability," must have only 1 (one) 217XXX code. This is determined according to where the child is receiving services. This coding is used for federal reporting of service in the Least Restrictive Environment.

Too few students

Children served in a Preschool Special Education unit must be identified as a preschool child with a disability—a disability code of 11.

The minimum number of children for full unit funding is not reported. For center-based services, six minimum. For itinerant, five minimum. For a combination teacher, six minimum.

No prog recs In order to receive an accurate child count for related services, children served in a Preschool Special Education unit must have a 218xxx code indicating the documented deficit(s) that makes the child eligible for services. A child may have more than one documented deficit reported. If a student is reported with the 218031 or the 218032 program code, s/he must also be reported with one of the other 218026 to 218030 program codes.

No grs recs There are no aggregate preschool children’s records attached to this teacher. Children are not linked to the teacher.

* Total FTE of teacher is shown for each course reported

Help Documentshttp://www.ode.state.oh.us/ece/superintendent/programs/Preschool_Special_Education/

• Reporting Requirements- including funding system overview

• Class size waivers• Itinerant Caseload Waivers• Teacher Qualifications & MRDD Declaration of Intent• Unit Transfers

• Supervisor Qualifications• Age Clarification• Rule Clarifications

o Access to the General Curriculum

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UNITS

Kim Carlson 330-220-6410

[email protected]@ode.state.oh.us

Denise Diamond 614-466-0224Denise.Diamond @ode.state.oh.us

PPSBarb Hogan [email protected] Diamond 614-466-0224Denise.Diamond @ode.state.oh.us

Contact…..

http://www.ode.state.oh.us/ece/superintendent/programs/Preschool_Special_Education /

http://www.ode.state.oh.us/ece/superintendent/programs/Public_Preschool/

Preschool EMIS Reporting

Documents

Transcript of Preschool EMIS Reporting