MEMORANDUM
TO:
County Directors of Special Education
Executive Director, Office of Optional Educational Pathways
Superintendent, West Virginia Schools for the Deaf and the Blind
RESA Special Education Coordinators
RESA WVEIS Coordinators
FROM:
Pat Homberg
Executive Director
Office of Special Programs
SUBJECT:
Tenth Month Special Education Reports
DATE:
May 13, 2013
PH
The West Virginia Department of Education, Office of Special Programs, Extended and Early Learning
(OSP) is sending this reminder regarding end-of-year data for students with disabilities through WVEIS.
Reports and files will be collected related to discipline, student exit, initial referral and initial evaluation
and Coordinated Early Intervening Services. Data entries in the special education and school records
must be complete and up-to-date to allow WVEIS county contacts and special education directors to
complete and submit the Tenth Month Reports, which are due June 14, 2013. Special education
directors are requested to collaborate with their WVEIS county contact to ensure all data are
timely and accurate. Districts will be monitored for accurate and timely data to ensure compliance
with the monitoring priorities of the Individuals with Disabilities Education Act (IDEA 2004), Section 616.

Discipline report
The Superintendent or WVEIS county contact will continue to run and submit this report. The content
of the report includes students with and without disabilities receiving in-school suspension and
students receiving out-of-school suspension or expulsion for any number of days. Please
remind principals that all disciplinary data must be entered using the standard WVEIS discipline codes
and that suspensions and expulsions must include the number of days for which disciplinary actions are
in effect.

Exit report
Special education directors are required to submit a separate special education exit report. Please
ensure the exit data (including unduplicated exceptionality, entry date, exit date and status
code) are entered in the Special Education Student Information records for students exiting July
1, 2012 through June 30, 2013. WVEIS and OSP are requesting that special education directors run
and verify the special education exit report with the schools before the school level exit reports are
built and submitted to the county. Please confirm that students’ special education exit status codes
correspond to the withdrawal/transfer out/dropout codes in WVEIS basic enrollment. Corrections should
be made to ensure the two records match. Please coordinate with county WVEIS contacts to
determine the exact date school level exit files are built for the WVEIS county submission due June 14,
2013.

Initial evaluations
WVEIS will collect a file of all referrals and initial evaluation data, including date of referral, referral
source, date of parent consent for evaluation, date of eligibility committee meeting, reason for
exceeding the 80 day timeline, status of eligibility, exceptionality and date of IEP. County personnel do
not need to run and submit a final report. The data will be extracted through WVEIS.
The initial evaluation file will include students initially referred or initially evaluated July 1, 2012
through June 30, 2013. This information is used to monitor compliance with initial evaluation timelines
and the requirement for eligible students transitioning from West Virginia Birth to Three to have an IEP
implemented by their third birthday.

Coordinated early intervening services (CEIS) reporting
Counties allocating up to 15% of IDEA funds for CEIS and providing intervention services with these
funds to students without disabilities during the 2012-2013 school year are required to identify these
students with the CEIS field in the WVEISweb Intervention Screen. See Attachment 1 for illustration.
Please direct any questions to Dr. Lanai Jennings, Coordinator, OSP, at (304) 558-2696, extension
53071 or ljennings@access.k12.wv.us.
PH:LJ:jv
Attachment
c:/MyDocumentTenthMonthSpEdReports12-13
Attachment I
CEIS Intervention Reporting
Click Yes here
(Default setting is No)