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
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
PR-XX form (GE
110)
Begin
Date (GE
140)
Outcome (GE 120)
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
ETNE
4. IETR (Initial Evaluation Team Report -Completion due 60
days from consent)
6. RETR (Reevaluation Team Report - 3 years from prior ETR)
CNDP
ETDP
IEPR
IEDP
IE16
IE62
ETDP
ETEX
Disability Category (circle):
ET01
ET09
ET02 ET03 ET04 ET05 ET06 ET08
ET10 ET12 ET13 ET14 ET15 ET16
IEPR
ET12 ET13 ET14
LRE codes (circle) :
IE13 IE14 IE15
IE55 IE56 IE60
IENS
7. RIEP (Periodic Review of IEP - 1 year from previous IEP)
CNNR
Disability Category (circle):
ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10
ET15 ET16
IENS
5. IIEP (Initial IEP - 30 days from ETR Completion; by third
birthday if PSTC)
CNRF
IE17 IE18 IE19 IE20
IE64 IE70 IE72
IE38
IE39 IE51 IE53
IEDP
LRE codes (circle) IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39
IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72
IE51
8. TETR (Transfer Student ETR Adoption)
ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10
ET15 ET16
ET12 ET13 ET14
9. TIEP (Transfer Student IEP Adoption)
LRE codes (circle)
IE13
IE14 IE15
IE16
IE17
IE20
IE38 IE39
IE51
IE53 IE55 IE56 IE60
IE70
IE72
IE18
IE62
IE19
IE64
NA
10. FIEP (Final IEP meeting prior to graduation)
11. CIEP (Consent for services withdrawn by parent)
NA
Data Reported as Student
Attribute
Data Reported as Student
Attribute
Name:
NOT REPORTED
Data ID#:
______________
DOB:
______________
Building of
Resident District:
District of Attendance: Attendance:
________________ ___________
__________
Grade Level:
Race:
_________________ ______________
Disability Category:
_____________
Date:
NOT
REPORTED
Autism
Scholarship?
___________
Pre-School Transition Conference
A. Date Type Codes:
Activity (GE100)
1. PSTC (Preschool
Transition
Conference - ONLY
for students coming
from Help Me
Grow)
Event
Date
from
PR-XX
form
(GE
110)
Begin
Outcome (GE 120)
Date
(GE 140)
N/A
End
Date
(GE
150)
Comp
liance
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
Event Date
Begin
A. Date Type Codes: from PR- Outcome (GE
Date
Activity (GE100)
120)
XX form
(GE 140)
(GE 110)
2. RFRL (Referral for
Evaluation - after the
child is suspected of
having a disability)
N/A
End
Date Comp
(GE liance
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)
C
CN
N
GR
GI
CN
GO
C
N CN
R NR
F
CND
P
Begin
Date
(GE
140)
End Co
Date mpli
(GE anc
150) e
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 reevaluations
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
Evaluations
A. Date Type Codes: Activity
(GE100)
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)
Event
Date
from
PR-XX
form
(GE
110)
Outcome (GE 120)
ETNE 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
Beg
in
Dat
e
(GE
140)
End
Date
(GE
150)
Compl
iance
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 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)
IIEP (Initial IEP - 30 days from ETR
Completion; by third birthday if
PSTC), or TIEP
7. AIEP (Amended IEP)
12. RIEP (Review of IEP)
Event
Date
from
PR-XX
Outcome (GE 120)
IENS
IEPR
IEDP
IE13
IE19
IE55
IE72
IE13
IE19
IE55
IE72
IE14 IE15
IE20 IE38
IE56 IE60
IE16
IE39
IE62
Complia
nce
IE17 IE18
IE51 IE53
IE64 IE70
IE14 IE15 IE16 IE17 IE18
IE20 IE38 IE39 IE51 IE53
IE56 IE60 IE62 IE64 IE70
IENS
IEPR
IEDP
IE13 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 Codes
IEP 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
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
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
Activity
% in
typical
82.2%
ISPs Individual Services Plans
A. Date Type Codes: Activity
(GE100)
Event
Date
from
PR-XX
Outcome (GE 120)
Sta En Complia
rt d
nce
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)
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,” regardless of
whether speech is “specialized
instruction” or “related service” on
the IEP.
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
• 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 Requirements
F. Testing
TEST TYPE
Accommodations
Requirements required by IEP:
required:
ALT
STR **
NO Y1
STA
Y2
Y3
Passing OGT
Required for
Graduation?
M
R
S
SS
W
Graduation Record
G.
Special
Educati
on
Gradua
tion
Record
:
Assessment
Area Code
Assessment
Type Code
Exemption
Flag
R (Reading)
GX
W (Writing)
GX
M (Math)
GX
C (Social
Studies)
S (Science)
GX
Y
N
Y
N
Y
N
Y
N
Y
N
GX
IEP
Date
IEP
Type
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/ogdse
Consent to Initial ETR – 60 days
Annual Review of IEP – within one
year
Initial 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 noncompliance
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
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
Calculating Determinations
OEC:
 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
Overall Determination Score
Determination
Meets Requirements
Criteria
4.0 points
Needs Assistance
Needs Intervention
Needs Substantial
Intervention
3.0-3.9 points
2.0-2.9 points
1.0-1.9 points
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