Reporting Special Education Events in

EMIS

This training will• Remind experienced EMIS staff

about special education events reporting

• Focus on the areas for which ODE and OSEP have provided clarification or changes

Two Important Reminders• District software ISN’T EMIS• Deadlines might change, but they

aren’t negotiable

New Attention to Data• Auditor of State• Media frenzy around reporting accuracy• Increased scrutiny from federal OSEP• “Big Data” utility

Who has to report an event?– District of residence and community

schools have accountability for event, they MUST report.

– Districts of service who participate in specific events usually report them

From Forms to EMIS

Data Collection Tool• Optional tool created by ODE• Used to share data from special

education staff to EMIS staff• Often completed at same time as

“event”• ODE updates annually, sometimes

more often, and posts on line

A. Date Type Codes: Activity (GE100)Event Date from PR-XX form (GE

110)Outcome (GE 120)

BeginDate (GE

140)

End Date (GE 150)

Compliance

1. PSTC (Preschool Transition -transition from Help Me Grow) N/A N/A

2. RFRL (Referral for Evaluation - after the child is suspected of having a disability) N/A N/A

3. CNST (Parent Consent for Evaluation -on or after referral date) CNGT CNRF CNNR CNDP

4. IETR (Initial Evaluation Team Report -Completion due 60 days from consent)

ETNE ETDP

Disability Category (circle):ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

5. IIEP (Initial IEP - 30 days from ETR Completion; by third birthday if PSTC)

IENS IEPR IEDP LRE codes (circle) :

IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

6. RETR (Reevaluation Team Report - 3 years from prior ETR)

ETDP ETEX Disability Category (circle):

ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

7. RIEP (Periodic Review of IEP - 1 year from previous IEP)

IENS IEPR IEDP

LRE codes (circle) IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

8. TETR (Transfer Student ETR Adoption) ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

9. TIEP (Transfer Student IEP Adoption)LRE codes (circle) IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

NA

10. FIEP (Final IEP meeting prior to graduation)

11. CIEP (Consent for services withdrawn by parent) NA

Name: _________________________ Data ID#: ______________________ DOB: ________________________ Date: ________________________Resident District: ________________ District of Attendance: ___________ Building of Attendance: __________ Autism Scholarship? ____________Grade Level: ____________________ Race: ________________________ Disability Category: _____________

**** Refer to Master Code Sheet on page 3 for codes and explanations!!!

Data Reported as Student Attribute

Data Reported as Student Attribute

Name:NOT REPORTED

Data ID#: ______________

DOB: ______________

Date:NOT REPORTED

Resident District: ________________

District of Attendance: ___________

Building of Attendance: __________

Autism Scholarship? ___________

Grade Level: _________________

Race: ______________

Disability Category: _____________  

A. Date Type Codes: Activity (GE100)

Event Date from

PR-XX form (GE 110)

Outcome (GE 120)Begin Date

(GE 140)

End Date (GE 150)

Compliance

1. PSTC (Preschool Transition Conference - ONLY for students coming from Help Me Grow)

  N/A     N/A

Pre-School Transition Conference

PSTC • For students coming from Part C ONLY• Reported by district of residence• For first-time preschool enrollees, EMIS

will accept all special education events that occurred prior to enrollment

• Starts the compliance clock ticking, just as a referral does

• Cross-checked with Dept of Health counts

A. Date Type Codes: Activity (GE100)

Event Date from PR-XX form (GE 110)

Outcome (GE 120)

BeginDate

(GE 140)

End Date (GE 150)

Compliance

2. RFRL (Referral for Evaluation - after the child is suspected of having a disability)

N/A N/A

Referral

Referral Date from PR-04

•Only REQUIRED for initial consent

Consent

A. Date Type Codes: Activity (GE100)

Event Date from

PR-XX form

(GE 110)

Outcome (GE 120)

BeginDate (GE 140)

End Date (GE 150)

Complianc

e

3. CNST (Parent Consent for Evaluation -on or after referral date)

CNGI

CNGR

CNGO

CNRF

CNNR

CNDP

Consent Date from PR-05 CNGT Consent Granted

•Date Signed might NOT be the date entered on the form- the date reported is the date the district RECEIVED the consent! The receipt date must be documented.

Consent Date from PR-05 CNRF Consent Refused

The date reported is the date the district RECEIVED the refusal! The receipt date must be documented.

Consent Outcome• CNGI - Consent Granted for Initial Evaluation• CNGR Consent Granted for Re-Evaluation• CNGO- Consent Granted for Other Activity• CNDP - Consent Moved to Due Process• CNNR - Consent Not Returned• CNRF - Consent Refused

CNGI– Consent for Initial

– Used for Profile calculations– In most cases, should only be one

CNGI code

CNGR – Consent for RIEP

– If consent is obtained, report it

CNGO – Consent for Other

– Report required consent for activities other than initial evaluations and re-evaluations

CNNR – Consent Not Returned

– Date district has made sufficient documented attempts to get consent

– Attempts go beyond back pack letters– Use date district decides to cease the

attempts

CNDP – Consent Not Granted, Referred for Due Process

– Date the decision was made to go to due process

EvaluationsA. Date Type Codes: Activity (GE100)

Event Date from

PR-XX form (GE 110)

Outcome (GE 120)

Begin

Date

(GE 140)

End Date (GE 150)

Compliance

4. IETR (Initial Evaluation Team Report -Completion due 60 days from consent)

ETNE ETDP Disability Category (circle):ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

6. RETR (Reevaluation Team Report - 3 years from prior ETR)

ETDP ETEX Disability Category (circle):ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

8. TETR (Transfer Student ETR Adoption)

ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

From the PR-06

ETR Event Codes• IETR – Initial ETR• RETR – Review of ETR, or decision

that current documentation is sufficient

• TETR – IEP team reviews ETR of a transfer student, and accepts it in its entirety

26

ETR Outcomes - Disability Category • Currently, districts also report a

disability category as a student attribute

• Eventually, OEC hopes the ETR outcome will be used as the disability category for every table in EMIS

Other ETR Outcomes• ETDP -- ETR Resulted in Due Process• ETEX -- Exiting Special Education. THE

IEP TEAM determines a child no longer requires specialized instruction or related services. NOT used if a student graduates or withdraws or a parent revokes consent for services

• ETNE -- Not Eligible for Services

Non-Compliance Reason• Describes reasons why an activity

was not completed according to the federally mandated timelines

• Some reasons remove student records from calculation of federal reporting

Non-Compliance Reason** Not Applicable – Timelines were all met01 No Identified Reason. Includes weather related delays02 Staff Not Available - Summer Months03 Staff Not Available - School Year04 Scheduling Conflicts with Family05 Parental Choice Documented --usually a PR-0106 Parent Refused Consent OR repeatedly didn’t show up at

scheduled meeting and consent was never obtained07 Child’s Health08 Student’s Incarceration09 Compliance with timelines, but incorrect/missing data reported in

a prior reporting period

IEPsA. Date Type Codes: Activity (GE100)

Event Date from

PR-XXOutcome (GE 120) Complia

nce

IIEP (Initial IEP - 30 days from ETR Completion; by third birthday if PSTC), or TIEP

IENS IEPR IEDP

IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

7. AIEP (Amended IEP)

IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

12. RIEP (Review of IEP)

IENS IEPR IEDPIE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

13. FIEP (Final IEP meeting prior to graduation)

14. CIEP (Consent for services withdrawn by parent) IEPR NA

AIEP Event Codes• IIEP - Initial IEP • RIEP - Review IEP (annual or review other

than annual) • TIEP – IEP team reviews and accepts IEP

from another district• CIEP – Parental Consent withdrawn• AIEP – Amended IEP• FIEP – IEP annual review held shortly before

graduation, no changes in goals or services

32

IEP – From PR-09

IEP Dates and Outcomes• Dates come from PR-07• Effective dates used to determine eligibility

for weighted funding and December Child Count

• Outcomes usually show the environment OR– IEDP - IEP Resulted in Due Process– IENS - IEP Complete – Not Served– IEPR - IEP Complete – Parental Refusal

34

Determining LRE CodesIEP Section 7: DESCRIPTION(S) OF

SPECIALLY DESIGNED SERVICES

• Do NOT add all of the minutes in Section 7 and use as numerator in percentage calculations

• Use child’s schedule that would result from IEP implementation, and calculate percentage of time in regular classroom

AIEP - Amendments

• When anything else that is reported changes

• Must have a previous IEP IN EFFECT

• Cannot be used to change effective dates of IEPs

RIEPs v. Amendments• An RIEP re-sets

the timeline• RIEP data used to

verify compliance • Can be annual or

other review

• Cannot be used to change effective dates

• Minor changes to existing document; can’t change goals

Calculating LRE

Activity

In an average week, minutes spent in a setting not defined as “special education” that serves all students

In an average week, minutes spent in a setting that serves only SWD

Total % in typical

Related services (OT, PT, speech, counseling)

0 (2*20 SLP = 40) +(1*45 OT= 45) +(1*45 PT = 45) = 130

130

Core academic coursework

(4*40 in math small group, NOT just SWD = 160) +870 in regular class = 1030

(4*40 Resource room) = 160

1190

Career tech courses, work/study

0 0

Other coursework (music, PE, art)

5*30 (1 special per day) = 150

30 (Adaptive PE) 180

Non-course activities (homeroom, lunch, recess)

5*60 (15 minutes homeroom, 30 minutes lunch 15 minutes recess) = 300

0 300

Total 1480 320 1800 82.2%

ISPs Individual Services Plans

A. Date Type Codes: Activity (GE100)

Event Date from

PR-XXOutcome (GE 120) Sta

rtEnd

Compliance

7. IISP (Initial Service Plan) IE39 NA

8. RISP (Reviewed ISP) IE39 NA

Annotated versions of all forms!• http://www.edresourcesohio.org/files/

etr_annotations_09.pdf

Alternative School Setting

B. Has the student been removed to alternative school setting? EMIS program code 211001 (circle if appropriate)

ServicesD. Services (2150XX)

Record any and only those services described on IEP. Make sure to include any IEP-required “speech and language services” for students whose disability category is “speech,” regardless of whether speech is “specialized instruction” or “related service” on the IEP.

215001 Adaptive Physical Education

215002 Aide 215003 Attendant215004 Audiology215006 Interpreting 215007 Medical.215008 Occupational Therapy 215009 Orientation and

Mobility 215010 Physical Therapy 215011 Reader Services 215012 Psychological 215013 Speech-language

Pathology215015 Rehabilitation

counseling 215017 Parent counseling and

training 215018 Counseling 215020 Recreational 215021 Special Transportation 215022 Social Work 215026 School health services 215027 School nurse services 215023 Other

Services• IEPs will include services NOT

reported to EMIS• Your software may collect services

not reported to EMIS – you can adjust tool, if you need to

• For school age, NO connection to funding

Testing RequirementsF. Testing Requirements

TEST TYPE required by IEP:ALT STR STA

Accommodations required:

** NO Y1 Y2 Y3

Passing OGT Required for Graduation?

M R S SS W

Graduation RecordG. Special Education Graduation Record:

Assessment Area Code

Assessment Type Code

Exemption Flag

IEP Date

IEP Type

R (Reading) GX Y N

   

W (Writing) GX Y N

   

M (Math) GX Y N

   

C (Social Studies)

GX Y N

   

S (Science) GX Y N

   

How ODE Uses the Data

Finding “Non-Compliance”• Any time OEC staff notice a violation

of any special education law• Most frequently noticed monitoring

or data review• Most common reason noticed in data

for non-compliance is a late or missing event

Federal Timelines for Events

http://www.edresourcesohio.org/ogdseConsent to Initial ETR – 60 daysAnnual Review of IEP – within one

yearInitial IEP for transitioning Part C –

before third birthday

Snow Days• Non-compliance reason “01” – no

identified reason• Calamity (windstorm, flooding, HVAC

failure, or snow day) makes it impossible to meet the timelines

• Federal procedural timelines don’t change

Graduation Issues

• Conflict between IDEA/FAPE requirements and AYP graduation rate requirements

• District can’t make a decision to not provide FAPE, even if it affects graduation rate

December Child Count• Determines total amount state gets

from federal government• A formula divides that total federal

aid into district shares• District share goes to districts and

private schools

To Count in DCC

• IEP IN EFFECT on Dec 1• IEP Outcome Code is not PR• Student Attribute is not **• Data successfully transmitted to

EMIS before count “snapshot” is final

For December Federal Count

• Not affected by related services• Not affected by “non-compliance

reason” • Not affected by “was it late”• Not just being on “IEP status/do not

fund report”

Special Education Accountability

• Determinations• Findings of non-compliance• Confirmation of correction of non-

compliance

On-site Monitoring• Team of 3-6 OEC employees• Targeted selection of records for

review• Records are reviewed for evidence

of non-compliance• Records are compared to EMIS data

to verify EMIS submission

Determinations1) Performance on compliance

indicators;2) Whether data submitted by the LEA

are valid, reliable, and timely;3) Uncorrected noncompliance from

other sources; and4) Any audit findings

Calculating Determinations

Overall Determination Score Determination Criteria

Meets Requirements 4.0 pointsNeeds Assistance 3.0-3.9 pointsNeeds Intervention 2.0-2.9 pointsNeeds Substantial

Intervention 1.0-1.9 points

Calculated determinations by averaging the points assigned to the LEA for each of the areas listed previously

Identified the overall LEA determination by linking the average to the corresponding determination category

OEC:

Getting Help• First stop – your EMIS Manual and

Special Education Guidance• Second stop – ITC• Third stop –ITC contacts help desk• If all else fails, email:

– Anne.Skaggs@education.ohio.gov