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#: ______________________
Resident District: ________________ District of Attendance: ___________
Grade Level: ____________________ Race: ________________________
DOB: ________________________
Building of Attendance: __________
Disability Category: _____________
Date: ________________________
Autism Scholarship? ____________
**** Refer to Master Code Sheet on page 3 for codes and explanations!!!
A. Date Type Codes: Activity (GE100)
Event Date from PRXX form (GE 110)
Begin Date (GE
140)
Outcome (GE 120)
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
1.
IETR (Initial Evaluation Team Report Completion due 60 days from consent)
CNGR
ETNE ETDP
IIEP (Initial IEP - 30 days from ETR Completion;
by third birthday if PSTC)
CNRF
CNNR
Disability Category (circle):
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_______________________________________
1.
IISP (Individual Services Plan )
IE39
1.
RISP (Individual Services Plan )
IE39
RETR (Reevaluation Team Report - 3 years from
prior ETR)
RIEP (Periodic Review of IEP - 1 year from
previous IEP)
N/A
Disability Category (circle):
ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13
ET14 ET15 ET16
IENS
1.
Must match
another IEP
N/A
ETDP ETEX
1.
CNDP
ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13
ET14 ET15 ET16
IENS
1.
CNGO
IEPR
IEDP
LRE codes (circle):
IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38
IE55 IE56 IE60 IE62 IE64 IE70 IE72
IE51 IE53
1.
TETR (Transfer Student ETR Adoption)
ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10
ET14 ET15 ET16
ET12 ET13
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)
1. PSTC (Preschool
Transition -transition
from Help Me Grow)
Event
Date
from PR- Outcome (GE 120)
XX form
(GE 110)
N/A
Begin
Date (GE
140)
End
Date
(GE
150)
Compli
ance
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)
2. RFRL (Referral for
Evaluation - after
the child is
suspected of having
a disability)
Event
Begin
Date from
Outcome (GE
PR-XX
Date
120)
form (GE
(GE 140)
110)
N/A
End
Date
Compliance
(GE
150)
N/A
Referral Date from PR-04
• Only REQUIRED for initial consent
Consent
A. Date Type
Codes: Activity
(GE100)
3. CNST (Parent
Consent for
Evaluation -on or
after referral date)
Event
Date
from
PR-XX
form
(GE 110)
Outcome (GE 120)
CN CN CN
GI GR GO
CN CN
RF NR
CN
DP
Begin
Date
(GE
140)
End Co
Date mpli
(GE anc
150) e
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
Evaluations
A. Date Type Codes: Activity
(GE100)
Event
Date
from
PR-XX
form
(GE
110)
Outcome (GE 120)
ETNE
4. IETR (Initial Evaluation Team
Report -Completion due 60 days
from consent)
6. RETR (Reevaluation Team
Report - 3 years from prior ETR)
8. TETR (Transfer Student ETR
Adoption)
ETDP
Disability Category (circle):
ET01 ET02 ET03 ET04
ET05 ET06 ET08 ET09
ET10 ET12 ET13 ET14
ET15 ET16
ETDP ETEX
Disability Category (circle):
ET01 ET02 ET03 ET04
ET05 ET06 ET08 ET09
ET10 ET12 ET13 ET14
ET15 ET16
ET01 ET02 ET03 ET04
ET05 ET06 ET08 ET09
ET10 ET12 ET13 ET14
ET15 ET16
Begi
n
Date
(GE
140)
En
d
Dat
Compl
e
iance
(GE
150
)
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 met
01 No Identified Reason. Includes weather related delays
02 Staff Not Available – Summer Months
03 Staff Not Available – School Year
04 Scheduling Conflicts with Family
05 Parental Choice Documented – usually a PR-01
06 Parent Refused Consent OR repeatedly didn’t show up at
scheduled meeting and consent was never obtained
07 Child’s Health
08 Student’s Incarceration
09 Compliance with timelines, but incorrect/missing data
reported in a prior reporting period
IEPs
A. Date Type Codes: Activity
(GE100)
5. IIEP (Initial IEP - 30 days from
ETR Completion; by third birthday if
PSTC)
6. AIEP (Review of IEP)
12. TIEP (Transfer Student IEP
Adoption)
Event
Date
from
PR-XX
Be
gin
Da
te
(G
E
14
0)
Outcome (GE 120)
IENS
IEPR
IEDP
IE13 IE14 IE15 IE16 IE17
IE19 IE20 IE21 IE38 IE39
IE53 IE55 IE56 IE60 IE62
IE70 IE72
En
d
Dat
Complia
e
nce
(GE
150
)
IE18
IE51
IE64
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
28
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
. Secondary
Planning
Element
(Transition Plan
****
reported for
students 14
years or
older)**(GE 170)
C
TPNP
TMYG
TPCE
ISPs
A. Date Type
Codes: Activity
(GE100)
Event Date
Begin
from PR- Outcome (GE
Date (GE
XX form 120)
140)
(GE 110)
End
Date
Compliance
(GE
150)
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
Services
D. 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
215002
215003
215004
215006
215007
215008
215009
215010
215011
215012
215013
215015
215017
215018
215020
215021
215022
215026
215027
215023
Adaptive Physical
Education
Aide
Attendant
Audiology
Interpreting
Medical.
Occupational Therapy
Orientation and
Mobility
Physical Therapy
Reader Services
Psychological
Speech-language
Pathology
Rehabilitation
counseling
Parent counseling and
training
Counseling
Recreational
Special Transportation
Social Work
School health services
School nurse services
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 IEP
F. 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 Record
G. Special
Education
Graduation
Record:
Assess- Assessment Exemption IEP IEP
Type Code
Flag
Date Type
ment
Area
Code
GX
R
Y
(Reading)
N
GX
W
Y
(Writing)
N
M (Math)
GX
Y
N
GX
C (Social
Y
Studies)
N
GX
S
Y
(Science)
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 noncompliance
Determinations
1) Performance on compliance
indicators;
2) Whether data submitted by the LEA
are valid, reliable, and timely;
3) Uncorrected noncompliance from
other sources; and
4) 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!