EMIS and Special Education

Reporting and Compliance

Topics in the Presentation• Interaction between policy and data• Reporting the special education event

record• Special education data that affects

funding• Special Education Accountability and its

consequences  

Interaction Between Policy and Data• Identify strengths, weaknesses of

current policies• Funding • Determine and confirm corrective

actions• Compliance with law

Determining Compliance• Provision of FAPE (Free and

Appropriate Public Education)• Procedural Safeguards• Individual student activities• Fiscal

– Maintenance of Effort (MOE)– Excess Cost

Data Reporting in EMIS• Special Education Event• Student Standing• Student Attributes• Student Program• Discipline• Attendance• Assessment

What to Report

• ONLY events for which your LEA is responsible• ALL events for which your LEA is responsible• Consent from another district is not applicable in

new district

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

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

“event”• You have a copy; also updated

frequently and posted online

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!!!

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)   No code currently reported, but note if parents deferred ETR due to child’s age

(Deferred? Yes_______ No_________)     N/A

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

1. CNST (Parent Consent for Evaluation - on or after referral date)   CNGI CNGR CNGO CNRF CNNR CNDP      

1. 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

1. 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 IE21 IE38 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

1. AIEP (Amended IEP)  

Change LRE to:_______________________________Change Test Type To: _________________________Change OGT consequences to: __________________Other_______________________________________

  Must match another IEP N/A

1. IISP (Individual Services Plan )   IE39      N/A

1. RISP (Individual Services Plan )   IE39      

1. 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

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

IENS IEPR IEDP LRE codes (circle):

     IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

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

1. TIEP (Transfer Student IEP Adoption)  LRE codes (circle) IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IECF IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

    N/A

Pre-School Transition Conference

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 -transition from Help Me Grow)

N/A N/A

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

Referral

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

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

N/A N/A

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

CN GO

CNRF

CN NR

CN DP

Consent Date from PR-05 CNGI Consent Granted, Initial

• Date Signed may be different from date entered on form: the date reported is the date the district RECEIVED the consent! The receipt date must be documented.

• Only REQUIRED for initial consent

Consent Date from PR-05 CNRF Consent Refused

• Date Signed may be different from date entered on form: the date reported is the date the district RECEIVED the consent! The receipt date must be documented.

Consent Date• CNNR – Consent Not Returned

– Date district has made sufficient documented attempts to get consent

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

attempts

Consent Outcome– CNDP - Consent Moved to Due Process– CNGI - Consent Granted for Initial Evaluation– CNGR - Consent Granted for a Reviewed Evaluation– CNGO  - Consent Granted for Other Special

Education Activity– CNNR - Consent Not Returned– CNRF - Consent Refused

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

20

ETR Outcomes• Disability category• Currently, districts also report a

disability category as a student attribute

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

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)

Begin Date (GE 140)

End

Date

(GE 150

)

Compliance

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

IENS IEPR IEDP IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

6. AIEP (Review of IEP)

12. TIEP (Transfer Student IEP Adoption) NA

13. FIEP (Final IEP meeting prior to graduation)

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

IEP 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• FIEP – IEP annual review held within two months of

graduation, no changes in goals or services• AIEP – Amended IEP

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

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Parent Refuses Services• Revocation of Consent at IEP

meeting – Report RIEP, outcome IEPR

• Consent withdrawn at ETR/MFE meeting – change CNST outcome to CNRF

• Revocation of consent to existing IEP – report CIEP

Secondary Planning

C. Secondary Planning Element (Transition Plan reported for students 14 years or older)**(GE 170)

**** TPNP TMYG TPCE

ISPs

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

7 .IISP (Individual Services Plan) IE 39 N/A

8. IISP (Individual Services Plan) IE 39 N/A

FN 270 Dec 1• Changes in LRE not resulting from

an IEP decision• Preschoolers who are 5

Alternative School Setting

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

Use “Alternative School Setting” only when • School personnel removed a child to an interim

alternative educational setting for not more than forty-five school days without regard to whether the behavior is determined to be a manifestation of the child’s disability, if the child:– (i) Possessed a weapon – (ii) Possessed or used illegal drugs– (iii) Has inflicted serious bodily injury upon another

person

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.”

Consultative services included in the IEP Section 7 “support for school personnel” need not be reported.

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• IEP 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

Itinerant Services are reported as a program code

E. Preschool Itinerant Services (a teacher)

220100 Provider:

Testing Requirements of IEPF. Testing Requirements

TEST TYPE required by

IEP:ALT STR STA

Accommodations required:** NO Y1 Y2 Y3

IEP testing requirements• Accommodations offered on a

regular basis in the classroom that are also permissible for OAT and OGT

• Alternate assessment is provided on a regular basis in the classroom, not just for OAT and OGT

Graduation RecordG. Special Education Graduation Record:

Assess-ment 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

   

Policy and Data - FAQs

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

Re-testing for OGT• No relationship to exemption of

consequences• 10th-grade score counted in state,

AYP, PI• 11th grade, counted in 11th-grade

cumulative calculation only• If re-tested, highest score used

Data and Funding• Child Count

– School Age– Pre-School

• State Funding– School Age– Pre-School

School Age

• IEP IN EFFECT on Dec 1• IEP Outcome Code• Student Attribute• Data successfully transmitted to

EMIS

For Funding• Not affected by Related Services• Not affected by “non-compliance

reason” • Not affected by “was it late”• Not affected by just being on “IEP

status/do not fund report”

Weights for State Funding• Funding NOT for an individual

student• Weights for STATE funding only

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• Districts must provide services to

private schools

Special Education Accountability

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

compliance

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

Questions

• As always, start with EMIS manual• If necessary, contact your ITC• Then, email

Anne.Skaggs@education.ohio.gov• In any email, INCLUDE YOUR

DIRN!