mis conference special education school year 2013-2014

MIS ConferenceSpecial Education School Year 2013-2014

• June 30, 2013 – Summer Program Data Screen initial data should be entered

• July 1, 2013 – Begins New School Year in MSIS • July 30, 2013 – Summer Program Data Screen Final Updates

should be entered • July to August, 2013 – Roll Personnel Data (all schools), this will

automatically make the Special Education Data roll the next night • August 2013 – Indicator 13 SY 2012-2013 Data review and desk

audit• September 2013 – Indicators 11 and 12 SY 2012-2013 Opportunity

for Clarification letters go out• September 20, 2013 – Post–Secondary data due for SY 2011-2012• September 30, 2013 – First day to submit Month 01 files – need to

have all SPED indicators set, student schedules entered, and personnel entered

• November 26, 2013 – Child Count due

Summer 2013 Office of Instructional Enhancement and Internal Operations/Office of Special Education 2

• December 10, 2013 - Personnel • December 30, 2013 – Last day to verify or request changes to Child

Count • February 2014 – Indicator 4 SY 2013-2014 Review of Policies,

Procedures, and Practices Letters go out• April 2014 – SPP/APR and Public Reporting published• April 2014 - Indicators 9 & 10 SY 2013-2014 Review of Policies,

Procedures, and Practices Letters go out• Month 08 (April data submitted in May) data will be used for testing

and AYP information • January through June 2014 – Survey Parents• April to September 2014 – Complete Post-Secondary Screen for

Indicator 14 for SY 2012-2013 leavers


• Run and review the Part C to B No Match Report and notify MDE – Special Education Office about the listed students for Indicator 12

• Update Child Find screen with any referrals for evaluations, including Part C to B referrals and referrals to MET through the TST process (Intervention screen)

• Set CEIS Indicator monthly for any students receiving services

• Monitor discipline data for accuracy• Record entry and exit screeners in BDI-2 Data Manager

for 3-5 year olds with IEPs


• Oversight requires continuous monitoring of data

• Audits can happen at any time

• Monthly district approval in MSIS is an assurance of data accuracy

• Data should be kept as up-to-date as possible

• Not just a December 1 concern


• Who? – Students in the 4-year cohort who graduated with a

regular diploma

• Where does the data come from?– MSIS (Graduation codes)– Data lags a year

• What do I need to do?– Verify graduate information in MSIS

• When is it collected?– End of school year


• Who? – Students that dropped out

• Where does the data come from?– MSIS (coded as dropouts)– Data lags a year

• What do I need to do?– Verify dropout data in MSIS

• When is it collected?– End of school year


• Who? – Students who should participate in Statewide

assessments

• Where does the data come from?– Statewide assessment results

• What do I need to do?– Meet assessment collection requirements

• When is it collected?– At each assessment


• Who? – Students who have been suspended/expelled for more than 10

days

• Where does the data come from?– MSIS (discipline/incident data)– Data lags a year

• What do I need to do?– Verify MSIS data (duration, start/end dates, codes)– Follow appropriate policies and procedures

• When is it collected?– Every month



Incidents (Infractions) Dispositions

What a Student Does What a Student Gets

When deciding what to report, ask yourself “Do I have a reportable Incident OR a reportable Disposition?” not “Do I have a reportable Incident AND a reportable Disposition?”

Some are Reportable…

•Alternative School Codes•Persistently Dangerous Schools (72 hours)•Other Laws(21 codes that must be reported)

•Alternative School•Corporal Punishment•Expulsion•Suspension•In School Suspension•Expulsion with Services(6 codes that must be reported)

Some are Not Reportable…

•Gum Chewing•Dress Code ViolationsAll these local codes = NCB

Parent ConferenceBreaking DetentionAll these local codes = ADMIN

Reported to MDE X

X

OR

Not Reported to MDE

• An incident is an infraction committed by a student.

• A disposition is the result of an incident and is prescribed by the district.

• The Office of Special Education reviews the incidents/dispositions reported to MSIS to retrieve the data needed for EDFacts files and Indicator 4 of the SPP/APR. It is very important that this data is reported accurately and in a timely manner.

• The discipline data is reported to MSIS in either a DSD file or an MSD file.

NOTE: Very important to put the beginning and ending dates, and the durations on suspensions and expulsions.


• Who? – Students age 6-21

• Where does the data come from?– MSIS

• What do I need to do?– Verify MSIS data (teacher and student schedules,

LRE calculated placement)

• When is it collected?– Child Count Day


LRE Live Procedure will run each month after your district approval

MSIS will use the LRE Formula:Total Regular Education Minutes + Recess (Break) + Lunch /Instructional Time + Recess (Break) + Lunch

Regular Ed Minutes will be pulled from the student’s and teacher’s schedule in MSIS.

Recess/Break, Lunch, and Instructional Time are taken from the School Demographics screen (Grades Tab).

For A/B Schedules, MSIS will double the denominator and lunch and recess in the numerator to allow MSIS to look at the total 2-day schedule.


• The LRE should reflect what the IEP Team decides.• The LRE procedure only looks at one semester at a

time. August to the end of December it looks at courses in the 1st semester. From January to June it looks at courses in 2nd semester.

• Month 03 is the last chance for correctly calculating LRE but the Ed Environment has to be entered by Child Count Day.

• Regular education classes with more than 50% of Special Education students do not count towards the student's LRE.


1. Do you see EVERY period on the student's schedule? If you only see periods 1, 2, 3, 5, and 6 and no period 4 -- then your LRE is going to calculate low.

2. Do you see 50% or LESS in the SPED LRE REG PCT column? Any number above 50 means you have too many Special Education students for this class to count towards the student's LRE calculation. You will need to either move regular education students into the class or move Special Education students out.

3. Have you included the course SPED Early Work Release, 801009, for every High School student that leaves early? This is the ONLY regular education course that the LRE procedure will ignore the makeup of the class. (NOTE: Be sure that you do not add this regular education course code to any Special Education teacher that you want to receive 100% Special Education MAEP Funding - it will prorate your Special Education teacher's MAEP.)


4. If you have a period that spans two periods, have you doubled the minutes on your teacher's schedule? Example: Period 01 LA covers period 01 (55 min) and period 02 (55 min). The teacher has 110 min for period 01.

5. Have you (or someone in your district) checked the Instructional Minutes, Break/Recess, and Lunch minutes on the School Demographic screen under the Grades tab? Instructional minutes should ONLY reflect the instructional part of your school day not the whole school day. Example: 7 periods at 50 minutes each would equal 350 instructional minutes.

6. If the IEP placement and the LRE calculated placement is NOT the same, then you need to review the student’s schedule to see if something was entered wrong in your student package so that you can correct this on the student’s schedule in the school package for the Month 02 or Month 03 submission.


• Who? – Students age 3-5

• Where does the data come from?– MSIS

• What do I need to do?– Verify MSIS data (User-entered placement)



Indicator 5 - LRE • Indicator 5a = SA Placements• Indicator 5b = SC Placements• Indicator 5c = SD, SF, and SH Placements• SB Placements are not part of APR calculation, but are included

in CEIS calculations

Indicator 6 - Preschool LRE• Indicator 6a = PI and PK Placements• Indicator 6b = PE, PF, and PG Placements


• Who? – Students age 3-5 as of Child Count Day

• Where does the data come from?– BDI-2 Data Manager Website

• What do I need to do?– Administer screener to 3-5 year olds who enter and

exit early childhood program

• When is it collected?– Year-round (data must be entered by June 30th)


Webinar and report instructions are on our website under District Resources


• Administer screener, not full assessment• Only administer upon Entrance and Exit in early

childhood program, not twice a year• Designate in BDI-2 Data Manager which assessment is

the Entry and which assessment is the Exit in the Program Note field

• Notify us of transfers– Must track students over multiple years

• Contact MDE OSE if you need help with user accounts, student transfers, protocol mailings, etc.


• Possible Entry events– Age 3-5 new ruling– Age 3-5 out-of-State transfer– Part C to B transfer-eligible 3-year-old

• Possible Exit events– Exiting early childhood (Turning 6 years old)– No longer eligible for services– No longer receiving services– Moving out of State


• Exit screener must be given before child turns 6 years old

• There must be at least 6 months between Entry and Exit screeners

• If the Entry event is within 6 months of the 6th birthday, screeners are not required for that child

• Entry screeners were marked for existing children (SY 2012-13) in BDI-2 Data Manager


• For each screener in BDI-2 Data Manager, click on the Program Note link and select “Entry” or “Exit” in the “Program Note 2” drop-down field

• Riverside will not look at the other Program Note fields when pulling data for Indicator 7

• Enter MSIS IDs in the Child ID field to help track students for multiple years

• Protocols will be mailed once a year at beginning of school year


• When adding a new child or assessing an existing child, enter the MSIS ID in the Child ID field in the BDI-2 Data Manager.

• To add the MSIS ID for an existing child, click the ‘Edit’ button next to the child’s name in the BDI-2 Data Manager under the View Roster or Search Child menu.


• Who? – Parents of all students receiving services

• Where does the data come from?– Parent Survey Website

• What do I need to do?– Have parents complete survey online during IEP

Meetings or other on-site meetings

• When is it collected?– June 30


• Who? – All students with disabilities

• Where does the data come from?– MSIS (Child Count)

• What do I need to do?– Verify data in MSIS– Follow policies, procedures, and practices to ensure

appropriate identification



Indicator 9 Disproportionate RepresentationIndicator 10 Disproportionate Representation by Disability

Student Update ScreenPrimary Disability Tab


• Who? – Students for whom parental consent to evaluate is

obtained

• Where does the data come from?– MSIS (Child Find Screen)

• What do I need to do?– Enter data on Child Find Screen for all students for

whom parental consent to evaluate is obtained

• When is it collected?– Throughout the school year/ Final collection June 30


• Child Find Screen should be updated throughout the school year. Data should be as up-to-date as possible.

• Enter data for all students for whom parental consent to evaluate is obtained.

• Evaluations that span more than one school year (i.e. begins in May or June) must be updated after MSIS is available again in July. You will need to change the school year to last year and finish entering data.

• If a student is on the Child Find screen that is not an initial evaluation, select the reason from the drop-down list.

• Don’t forget to enter those students who are tested, but are found not eligible (exception Pre-K students) or whose parents refuse services.


Query by Last Name or MSIS ID


• Who? – Children referred from Part C to B

• Where does the data come from?– MSIS (Part C to B Reports)

• What do I need to do?– Review Part C to B reports and respond to MDE OSE

with reason to remove, ineligible date, or MSIS ID



Indicator 12

Run this report weekly

Review the list below to decide:

1. If serving these students, send their MSIS ID, district number, and school number. Once this information is entered into MSIS, there will be a match in the system for that child.

2. If students listed should be in another district, send the district name and number and the name of the student.

3. If students are listed that you were unaware of, send that (see reason K).


4. If not serving these students, we need to know why. Please choose one of the reasons below and fax that to MDE OSE along with the report (fax 601-359-2198).

• A. Parent Refused Services • B. Service Discontinued • C. Not Eligible (need to know ineligibility date)• D. Parent wants to delay to later school year • E. Moved out of state • F. Parent did not respond • G. No permission to test • H. Parent did not show up • I. Student is deceased • J. Referred to Part C after 33 months • K. Unknown to district and First Steps (you will need to talk to First

Steps in your area before sending in this reason) • L. Enrolled in university-based program


• Who? – Students with disabilities age 16 and up– State Policy is 14 and up

• Where does the data come from?– MSIS (Student Update Screen)

• What do I need to do?– Mark Transition Services Indicator on Student Update Screen– Run Missing Transition Services Report

(Blank Report = )



Indicator 13 – Transition Services


By selecting ‘Yes’ on the Student Update Screen, you are ensuring that:

– The IEP includes appropriate measurable postsecondary goals that are annually updated and based upon an age-appropriate transition assessment, transition services, including courses of study, that will reasonably enable the student to meet those postsecondary goals, and annual IEP goals related to the student’s transition services needs

– There exists evidence that the student was invited to the IEP Team meeting where transition services are to be discussed and evidence that, if appropriate, a representative of any participating agency was invited to the IEP Team meeting with the prior consent of the parent or student who has reached the age of majority


• Who? – Students who exited the prior year

• Where does the data come from?– MSIS (Post-Secondary Update Screen)

• What do I need to do?– Survey students to collect information about the student in the

year since they left school– Enter data on the Post-Secondary Screen in MSIS

• When is it collected?– Survey student no sooner than one year after they exited– Data entered in MSIS by late September


Click here to run report


SCD data field rolls each year

• Users should review data for any updates

Served by Resident District does NOT roll due to the vast movement of students

Both data fields must be set by April – best to set them before the child count so these data elements will be part of the snapshot



• Go to Modules -> District/School -> Summer Program Report Entry

• Part of the District Personnel Role

• Collects Data on:

• SPED ESY

• Regular ESY

• Enrichment

• Summer School


• Select the school that is hosting the summer program


• Enter the SSN for the Principal, MSIS will populate the name.

• Enter Phone Area Code and Phone Number

• Select the type of Program from the drop down menu

• Enter Date Session Begins and Date Session Ends - MSIS will calculate the Total Days in Session

• Enter Military Beginning Time and Military Ending Time (you will need to use a 24 hour clock, ex: 5:00 P.M. = 1700 in Military Time).


• Select Funding Source from the drop down menu. Choices include: Other, SPED, Title I, Tuition, and WIA (Workforce Investment Act).

• Enter Grade Level Served

• Enter Number of Students Served

• SAVE

• If you need to add an additional Summer Program Type, click in the Date Session Begins field. This will allow you to go to the next line. If you need to enter more than three lines, click on the plus sign (+) while your cursor is in the Date Session Begins field and MSIS will add another line.


You can select any employee in MS, they do not have to be associated with your district for the summer programs but they do have to be an active teacher in MSIS. (NOTE: The teacher must be in MSIS Personnel and they must have the proper teacher certification.)

• Query for your teacher using the SSN• Select teacher from list returned by the query• MSIS will populate Certificates/Endorsements• Enter Course Code - MSIS will populate Course Title and School• Enter Hours Per Day• Enter Students (this is the number of students in that particular course code)• Enter Grade Level Lo and Grade Level Hi• Select the Program Type from the drop-down box• SAVE• Click in Course Code field to enter additional courses for that teacher• To enter additional teachers, begin with a new query and repeat the next steps

• Personnel must be entered in MSIS by September 30th of each school year. Updates can be made until December 10th.

• During monthly processing of files, MSIS checks the student’s schedule against the teacher’s schedule.

• The Monthly file will fail if there is not a matching course code, period, and semester/term in the teacher’s schedule.

• Endorsement Check for MAEP Funding - goes against the Disability Codes table not the Course Code table. You can find the required endorsements for each disability under MSIS->Maintenance->Special Education Codes-> Disabilities - click on the green light at the top of the screen to run a report that lists each endorsement allowed for each disability.


• All teachers must be certified by October 1st.

If the teacher is certified in any other certification and receives a

Special Education endorsement by the December snapshot, MSIS

will fund teacher at 100%.

If the teacher holds no certification on October 1st but receives a

certification (with a Special Education endorsement) by the

December snapshot, MSIS will prorate the teacher’s salary based

on when the certificate was issued.

• 0 Student Count - MSIS will not fund teaching positions with no student counts.

• Use the Students Matching Report and the Students Not Matching Report to determine which students are associated with a teacher. In MSIS, to run these reports go to Reports -> Personnel Data -> Teacher Schedule -> Students Matching or Students Not Matching.


• Once again, the determination has been made that for FY 2014 the MAEP allocation will be lump sum.

• The lump sum allocation will provide greater flexibility for school districts in dealing with reduced funding levels.

• The lump sum allocation means that your MAEP allocation amount will not change during FY 2014 due to revisions of MAEP add-on programs (special education, vocational education, gifted, alternative school, or transportation).

• The allocation could change due to any budget reductions that may occur during the fiscal year.


• This is the method of allocating MAEP funds that was used in FY 2005, FY 2011, FY 2012, and FY 2013.

• Even though add-on funding amounts will not be detailed, school districts will still be required to meet maintenance of effort (MOE) for special education.

• Keep in mind that clean personnel edits help with your Accreditation edits.


• In order to ensure that school districts comply with these requirements the following steps will be taken:

– The Office of Special Education (OSE) will allocate teacher units (TU) to school districts in the normal manner utilizing the TU procedure run in MSIS.

– OSE will review the personnel data as in years past to ensure that the properly endorsed teachers are serving eligible students with disabilities.

– OSE will work with districts to ensure they meet their required MOE (300.203).


– School districts will be expected to employ special education teachers based on the number of units allocated.

– Special Education TUs will be posted on the Special Education website.


– Districts will be required to follow the normal process of entering special education teacher personnel information in the Mississippi Student Information System (MSIS).

– OSE will reconcile personnel information to units allocated for each district beginning with MSIS Month 01 data.


• Districts that do not employ the minimum number of special education teachers based on units allocated will be required to ensure:

• that all eligible students are receiving FAPE

• that the district has met MOE


• Please remember that even though the teacher unit reconciliation process will take place:

• there will be no revision of funds allocated during February as in past years

• there will be no additional units granted (prayer list)• Federal Table 2 data will be pulled from the

personnel snapshot• no additional funds will be allocated for December

graduates or for any errors in reporting


• MAEP uses the endorsement codes on the Disability Codes - NOT the endorsement codes on the Course Codes table – MSIS determines the majority of the primary

disabilities per class using the Student Update screen to decide which endorsements should be checked

– If there are an equal number of two or more primary disabilities, MSIS will check all the endorsements (Ex: 1 MD Student and 1 SLD Student, MSIS checks that the teacher is endorsed in both MD and SLD)


• Special Program Field:– Enter per period on teacher’s schedule– Use Code 5 to indicate use of Special Education Funds –

ONLY those teachers with a 5 in this field will pull into the MAEP edits

• Reserved Field:– Use XX for any period that should not be part of the MAEP

edit checks (801008 - Homeroom or 902001 - National Certified - Teacher/Counselor/Librarian or 902005 - Mentor Teacher or 902002 - CCC (AHSA) - Speech Therapist/Audiologist)

– Use AS to indicate After School – any teacher with more than 100% Instructional time MUST have a least one period with an AS


• MSIS will fail any teachers with:– 0 Student Count – if you teacher has a period with a 0

student count, that means that NO student has that period in their schedule in MSIS

– Students who do not have a Primary Disability – use the Student Matching report, look up each student on the Student Update screen to be sure each student has been assigned a primary disability


• 3- and 4-year-olds in grade 52:– MSIS will calculate the number of 3- and 4-year-olds

(as of September 1st) after monthly processing

– By State law, funded at 70%

– For Course 132023 (Infant and Toddler) and Lo/Hi Grade is 52, MSIS will not check the student count

– If you have a student assigned to grade 52 or 62 AND they are not 3- or 4-years-old, the teacher will fail the MAEP edit. This edit has been added to the MSD file edits to check the grade level and age of the student.


Begin checking the TU Edit Report after Month 01 and District Personnel have been approved and run

Go to Reports-> Personnel Data-> MAEP-> TU Edit

Select SPED for Program Type and All for Selection


• Special Education teachers have to be dually certified if they are teaching core subjects.

• Link to Educator Licensure web pagehttp://www.mde.k12.ms.us/educator-licensure/highly-qualified-teacher


http://www.mde.k12.ms.us/educator-licensure/highly-qualified-teacher

http://www.mde.k12.ms.us/educator-licensure/highly-qualified-teacher

• 132116 OD-Reading I (SPED)• 132118 OD-Reading II (SPED)• 132120 OD-Reading III• 132122 OD-Reading IV• 132128 Special Education Reading (K-8)• 132135 OD-Employment English I - Secondary• 132136 OD-Employment English II - Secondary• 132137 OD-Employment English III - Secondary• 132138 OD-Employment English IV - Secondary• 132153 OD-Job/Life Skills Math I - Secondary• 132154 OD-Job/Life Skills Math II - Secondary• 132155 OD-Job/Life Skills Math III - Secondary• 132156 OD-Job/Life Skills Math IV - Secondary


• 132125 Functional Language Arts/Reading – Elementary• 132127 Functional Language Arts/Reading – Secondary• 132129 Special Education Language Arts – Elementary• 132131 Special Education Language Arts – Secondary• 132143 Functional Math – Elementary• 132145 Functional Math – Secondary• 132147 Special Education Math - Secondary• 132149 Special Education Math - Elementary• 132158 Special Education Social Studies – Elementary• 132160 Special Education Social Studies - Secondary• 132175 Special Education Science – Elementary• 132177 Special Education Science - Secondary



http://www.mde.k12.ms.us/special-education/special-education-msis

http://www.mde.k12.ms.us/special-education/special-education-msis


Special Education SPP/APR Website http://www.mde.k12.ms.us/special-education/special-education-spp-apr

http://www.mde.k12.ms.us/special-education/special-education-spp-apr





[email protected]

601-359-3498

http://www.mde.k12.ms.us/special-education

Deborah [email protected]

Louis King

mailto:[email protected]

http://www.mde.k12.ms.us/special-education

mailto:[email protected]

mis conference special education school year 2013-2014

Documents

special education data

data review

mde special education

data manager

postsecondary data

roll personnel data

assurance of data accuracydata

review of policies