Escambia County School District
SIS ESE DATA ENTRY
Technical Assistance Paper
Specialized data elements for ESE students
ECSD
11/24/2014
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Contact
Contact Person: ESE Educational
Data Specialist I
(850) 469-5517
RATIONALE
ESE students require many specialized data elements. This technical assistance
paper is an effort to assist both ESE teachers and Data Specialists to ensure accuracy
of data input. Specific concerns or questions that remain unanswered after reviewing
this document should be addressed to the ESE Educational Data Specialist.
SIS Form Data Elements
1.
EXCEPTIONALITY
The exceptionality is a one-letter code indicating the exceptionality for each
program. These are the same codes used for PRIM (primary exceptionality).
Hint: Multiple entries for an alpha code will create errors, which will
Appear on edit and validation reports.
C
D
E
F
G
H
I
J
K
L
M
O
P
S
T
U
V
W
X
Z
Orthopedically Impaired
Occupational Therapy
Physical Therapy
Speech Impaired
Language Impaired
Deaf/Hard of Hearing
Visually Impaired
Emotional/Behavioral Disabilities
Specific Learning Disabilities
Gifted
Hospital/Homebound
Dual Sensory Impaired
Autism Spectrum Disorder
Traumatic Brain Injury
Developmentally Delayed
Established Conditions
Other Health Impairment
Intellectual Disabilities
Ineligible for any ESE program (this code is used for program
detail only). It is not to be used as a primary exceptionality.
Original referral-(this code us used for program detail only). It
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is not to be used as a primary exceptionality. The student not yet
placed.
2.
PRIMARY (PRIM) – Indicate Y (Yes) for primary exceptionality and N (No) for
other exceptionalities.
3.
PLACEMENT PROGRAM STATUS (PS)
E = Evaluated and Pending Eligibility Determination
I = Evaluated and Ineligible
N = Eligible but Not Placed
P = Eligible and Placed (includes in-state transfers)
R = Referred and Pending Evaluation
T = Transferred and Placed (from out-of-state only)
N/A=Not Applicable
Hint: Coding Students Ineligible for ALL ESE programs:
 ALPHA code will be N/A
 Enter data for CONSENT, EVAL, ELIG
 PS (Placement Status) will be I
 No other ESE data elements are required.
4.
SERVICE TYPE (ST)
N/A
A = Active
D = Dismissed
I = Inclusion
C = Consult (Enter yes if student is receiving zero (0) ESE minutes)
5.
REFERRAL REASON (RR)
RR-Referral Reason- Default for this field is Z. If the PS=R or I then RR must be
either D or G. Hint: The only ESE teacher using this field will be the Speech
Language Pathologist when he/she receives new referrals or when he/she completes
eligibility for a new referral. The Psychology Dept. will be responsible for
completing the field for new referrals other than speech.
6.
CONSENT - date for evaluation. This is the date the parent signed the referral form.
This date is required for each program. This date MUST be before the EVAL date.
Hint: For students already enrolled in at least one ESE program the date the
parent signed consent on the Notice of Re-evaluation form is used. This date
may be different for separate programs. If the date is the same for multiple
programs then the student must have been found eligible for those programs
during the same evaluation.
7.
EVAL - Evaluation Completion Date-The date the evaluation procedures are
completed for the purpose of determining a student’s eligibility for each ESE
program.
This date MUST be prior to ELIG date.
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Hint: This date may be different for separate programs. If the date is the
same for multiple programs then the student must have been found eligible
for those programs during the same evaluation.
8.
ELIGIBILITY - Eligibility Date - Date that eligibility was verified by the ESE
Director/Designee.
This date must be AFTER EVAL.
Hint: This date may be different for separate programs. If the date is the
same for multiple programs then the student must have been found eligible
for those programs during the same evaluation.
9.
PLACEMENT - Date that the parent signed consent for program placement. See
note on SIS Form indicating that consent, eval, and placement dates do not change
after initial staffing. Staffing/Program Specialist will put in dates at the initial
meeting.
Hint: The parent’s signature and date are found on the Consent for
Placement Form (ESE-026) for students not previously eligible for ESE. For
students already enrolled in at least one ESE program the date of the IEP on
which the program first appears is used.
This date may be different for separate programs. If the date is the same for
multiple programs then the student must have been found eligible for those
programs during the same evaluation.
10.
DISMISSAL – Date of dismissal
This date MUST be AFTER PLACED.
Hint: This date is usually different for separate programs. If the date is the
same for multiple programs then the student must have been dismissed from
those programs at the same time.
Dismissal from one ESE program reminders:
 Enter the DISMSD (dismissal date) for appropriate ESE program(s). You
will no longer need to update program information.
 If the PRIM (primary exceptionality) program is dismissed then the PRIM
code must be indicated for another ESE program for which the student is
eligible. For example, students who were previously labeled with primary
program “T” might be changed to eligibility for primary program “K”.
 Make appropriate changes to Matrix Rating and verify Matrix Cost Factor.
 Remove any TRANS codes (transportation codes) and enter code R.
 Remove assessment information. All items should indicate Y except
alternate assessment (AA) which will be N.
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
Remove the ESE FEFP code and change it to N/A. If there are multiple
ESE programs that are active, the FEFP Code will remain unless all the
ESE programs are dismissed.
11.
MINUTES – See #12
12.
TEACHER NAME –These two fields (minutes and teachers) are to be used by
SLPs, OT, PT, VI teachers and D/HOH teachers only
13.
FEFP CODE – program numbers. Use matrix rating to determine code.
N/A
111 = PK-3 Basic Services
112 = 4-8 Basic Services
113 = 9-12 Basic Services
254 = ESE Support Level 4
255 = ESE Support Level 5
999 = Non-funded student/student not eligible for FTE
Note: Support levels 251,252 and 253 will depend on grade
14.
TOTAL TIME SCHOOL WEEK (TTSW)–The total time in school week (in
minutes).
Hint: Generally, this value will be the same for all students at a particular
site. An exception to this rule would be students that are enrolled on a less
than full time basis such as after school speech students.
15.
TIME NON-DISABLED PEERS (TNDP) - Total time with non-disabled peers.
Total TTSW minus ESE minutes in separate setting (no interaction w/nondisabled
peers) = TNDP
Hint: SLI, PT and OT minutes are subtracted from TTSW even if services are
provided in the classroom. Support Facilitation in the Gen Ed classroom
minutes is not subtracted.
16.
IEP/EP PLAN DATE – Most recent date of the IEP/EP.
17.
IEP/EP EXPIRATION (EXP) DATE - IEPs are generally in effect for one year
from the date they are written. IEPs must be updated at least annually. No IEP
should be allowed to expire. Gifted Plans, EPs, are generally in effect for three
years for K-8 students and four years for 9-12 students.
The EXP date will be the same for all programs
18.
IDEA EDUCATION ENVIRONMENT CODE (IDEA ENV CODE) – Code
identified on LRE report on IEP.
N/A
A
Age 3-5 Home
5
B
C
D
H
J
K
L
M
P
S
Z
Age 3-5 Special Education in residential facility
Age 6-21 Correction Facility
Age 6-21 Center School
Age 6-21 Hospital Homebound
Age 3-5 Service Provider
Age 3-5 Early Childcare Program
Age 3-5 Special Education at regular school campus
Age 3-5 Early Childhood Program receiving the majority of special
education services outside the early childhood program
Age 6-21 Private School w/Public School Services
Age 3-5 Special Education in a separate school
Age 0-2 (Default) gifted none above
Age 6-12 Regular public school, including magnet or charter
19.
EXTENDED SCHOOL YEAR (ESY) – Enter Y (Yes) if student’s current IEP
specifies Extended School Year services.
20.
ALTERNATE ASSESSMENT (FAA) – Enter Y (Yes) if student will take an
Alternate Assessment in place of FSA. Enter N (No) if student will take the Florida
Standardized Assessment. This data is required for grades 3-11 only.
21.
RE-EVALUATION DATE (RE-EVAL DATE) – Date that the next re-evaluation
should be completed by.
Hint: Re-evaluations should not be overdue. This date should be greater
than today’s date.
The RE-EVAL DATE will be the same for all program.
22.
GIFTED PLAN B – Enter Y (Yes) if student qualified under Plan B.
23.
MATRIX COST FACTOR – Matrix Cost Factor valid values are: 200, 251, 252,
253, 254 and 255.
Hint: Matrix Cost Factor is calculated and printed on the finalized Matrix in
PEER.
24.
MATRIX DATE – Date of most recent Matrix of Services (Teachers are required to
complete a matrix at every IEP meeting.)
25.
MATRIX RATING – Raw score from the Matrix of Services. Then Matrix Rating
will be a number from 5 to 25 plus.
Hint: Matrix Rating is calculated and printed on the finalized Matrix in
PEER.
26.
MUTUAL EXCHANGE – Date of most recent Mutual Exchange of Information.
Mutual Exchange of Information should be updated annually.
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27.
FUNCTIONAL BEHAVIOR ASSESSMENT (FBA DATE) – Date of Assessment
28.
POSTIVE BEHAVIOR INTERVENTION PLAN (PBIP DATE) – Date of
Positive Behavior Intervention plan.
29.
MEDICAID CONSENT DATE – Date Medicaid Consent was signed.
30.
SEVERITY RATING (SLI ONLY) – This field is to indicate eligibility for ANY
Speech or Language Impaired program.
N/A
YES
NO
31.
Student is not eligible for ANY SLI Program
Student is eligible for at least one SLI Program (Artic, Language,
Voice and/or Fluency).
Hint: This field is marked as YES as long as the student remains
eligible for ANY SLI Program.
Student has been dismissed from ALL SLI Programs.
Hint: This field is marked as NO ONLY when a student has been
dismissed from ALL SLI Programs.
ARTIC, LANGUAGE, VOICE and FLUENCY (SLP fields only): SLP will enter
numeric values under each specific SLI area when a student has eligibility in ANY
SLI program.
SLP Hint: Severity ratings are numeric values ranging from 0 to 5. All SLI
areas MUST have a severity rating number entered when a student is eligible
for ANY SLI program. The severity rating is based upon the qualitative
consideration of all the evaluation components including assessments,
progress notes and therapy data. The severity rating changes over time as the
severity of the student’s SLI needs decrease. Severity ratings must be
changed to zero (0) when a student is dismissed from an SLI program. If the
student is dismissed from all SLI programs, the severity rating section (see
#31) should indicate NO and zero (0) should be reflected in all SLI areas.
0
1
2
3
4
5
32.
Student is not eligible for that SLI category
Consult; or Mild with direct services
Mild to Moderate
Moderate
Moderate to Severe
Severe
SPECIAL TRANSPORTATION NEEDS – Transportation Needs/Codes; check all
that are indicated by the student’s IEP.
Bus Aide – assist with loading
Bus Aide – monitor medical needs
Bus Aide – assist with communication
Bus Aide – behavior management
Short Day
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Medical Equipment (including lift bus)
Environmental needs
33.
COURSE # - Course numbers include ESE courses, gifted courses or general
education courses where support facilitation or co-teaching is occurring.
34.
COURSE TITLE – Name of course
35.
SCHOOL # - Enter the four-digit school number of the School of Instruction for the
course.
36.
TERM – Term Codes
1 First Semester
2 Second Semester
3 Full Year
4 First Summer Term
5 Second Summer Term
37.
PERIODS – Enter class periods for courses.
38.
CO-TEACHING – Check this box if the course is being co-taught. If it is not a cotaught class, leave the box blank.
39.
SUPPORT FACILITATION (SUP FAC) – Check this box if the student is being
supported by an ESE teacher in the Support Facilitation model. If it is not a Support
Facilitation class, leave the box blank.
40.
GENERAL EDUCATION TEACHER (GEN TEACHER) – Enter the name of
the general education teacher certified to teach the class.
Hint: The only time a general education teacher is entered here is when the
ESE student is receiving ESE services in that class (Co-Teaching/Support
Facilitation). No other general education classes should be entered.
41.
EXCEPTIONAL STUDENT EDUCATION TEACHER – Enter the teacher
name.
42.
ESE MINUTES – Minutes should default to master schedule unless course minutes
need to be taken away from other areas.
Hint: Therapies (SLI, PT, and OT) must always have minutes listed here.
TRANSFER STUDENTS
OUT OF STATE: Mark T for transfer (PS) and use the Last Evaluation date for Consent,
Evaluation, Eligibility and Place.
IN STATE: The Transfer Verification Form should have dates indicated by the Program
Specialist if the student has never been enrolled as an ESE student in Escambia County.
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