KJeJt V~iJti.tt,
Jorea M. Marple, Ed.D. State Superintendent ofSchools
1900 Kanawha Boulevard, East, Building 6
Charleston, WV 25305-0330
Phone: 304.558.2681 Fax: 304.558.0048
Deportment of
EDUCATION
http://wvde.state.wv.us
-MEMORANDUM­
TO: FROM: County Superintendents
County WYEIS Contacts
County Directors of Special Education
Pat Homberg ~~
Executive Director
Office of Special Programs
DATE: August 2, 2012
SUBJECT: 2012-2013 SECOND MONTH REPORT INSTRUCTIONS
All school districts are required to submit Second Month Reports to the West Virginia Department of Education,
electronically through WYEIS. The purpose of the reports is to obtain enrollment data for all students and students
with exceptionalities who are receiving special education for the Office of School Finance. These counts are used
in determining enrollment in the Public School Support Program.
Due to variation around the last day of the district's second school month, WYDE has determined that districts will
report enrollment data as of October 1, 2012. Please note, however, that the submission deadline for this report in
WYEIS is no later than October 5, 2012. The Second Month Report for exceptional students receiving special
education will be obtained by running the WYEIS December Child Program as of October 1, 2012.
Special education administrators are to coJlaborate with the county WYErS contact and school administrators to
ensure an accurate count. The district office must provide all schools a uniform date wherein the schools are
required to run and submit their second month reports. Prior to this date, special education administrators will
ensure that:
• All students receiving special education services including students parentally placed in private schools are
entered in WYEIS with the accurate unduplicated exceptionality, date of birth, age, LRE, grade level, status
code and entry/exit dates;
• All special education teachers and related service providers serving students with exceptionalities are
entered into WYEIS; and
• Each student is assigned a case manager in the WYEIS Service Record in accordance with Policy 2419.
The case manager is defined through Policy 2419 as the teacher who provides "direct and/or indirect
special education services" and also provides "specific case management/procedural accountabilities
duties."
The special education administrator will also 1) run the WVA.100 (Special Education Audit Report) and
WVA.200 (Special Education Teacher Roster); 2) print rosters of students with exceptionalities by school and 3)
provide to the principals and/or special education teachers to verify as correct. Verification ascertains that students
with exceptionalities are not inadvertently excluded from the count while others are inappropriately included.
Additionally, special education directors are to ensure the R district is updated and accurate for the report. The
WVR.500 and the WVR.550 should be used by districts to create a printable copy of students with the R district.
Please note that School Age students parentally placed in private schools within the district should have an LRE
code of 8.
Students deserve it The world demands it
2012-2013 SECOND MONTH REPORT INSTRUCTIONS
August 2, 2012
Page 2
Following submission of the schools' second month reports, the special education administrator will complete the
Second Month Special Education Report by following the detailed Child Count Instructions at the following link:
http://wvels.k12.wv.us/wveis2004/documents/SpeciaIEducationChildCountexpandeddirections.pdf.
Counties should infonn the OSP of any special considerations required for compiling the electronic data, for
example, extended contracts for speech-language pathologists or other personnel providing services outside the
instructional day, names of substitute teachers listed in the reports and any necessary clarifications regarding
personnel reported as XXCONT (contracted personnel). This infonnation may be communicated to Dr. Lanai
Jennings, Coordinator, OSP, bye-mail, Ijennings@access.k12.wv.us or fax at (304) 558-3741.
Submitting the count under the Superintendent's WYEIS User ID serves as certification the undersigned
Superintendent has reviewed the report and hereby certifies the enrollment and personnel data are complete and
correct, and that all students included in the report met the following criteria on October 5, 2012:
all students have a current IEP or Service Plan (reviewed within the last year);
all services documented on the students' IEPs or Service Plans are being provided;
all students are receiving instruction from a special educator;
all students have a current evaluation and eligibility detennination (within the last three years);
all eligible students have been included in the unduplicated count and have been counted only one time;
and
• all students are identified as eligible exceptional students.
•
•
•
•
•
WYEIS will post the submitted child count on the WYDE Private Data Site accessed through WYEISweb. The
report posted numbers must be reviewed for accuracy by the special education director or designee. If assistance is
needed, please contact Dr. Jennings at (304) 558-2696, your county WYEIS contact or your RESA WYEIS
Coordinator.
PH:lj:jv
Attachment: Special Education Child Count Expanded Directions
c:lMyDocuments/SecondMonthReport20 12
Special Education Child Count (October 1 and December 1) Required Fields: The required WVEIS fields for the Special Education Child Count are unduplicated disability,
age, gender, limited English proficiency (LEP) status, race/ethnicity and least restrictive environment
(LRE) for students ages 3-21. Therefore, all exceptionality/disability codes, birth dates, race/ethnicity
codes, LEP designation and LRE codes must be accurate in WVEIS records.
~ Please
note that entry dates will be required fields in WVEIS beginning March 1, 2012. Entry
dates will be used in relation to counts and other federal reporting requirements (e.g., discipline
report). OSP clarification around entry dates is forthcoming and will be issued on the special
education administrators' listserv.
School enrollment records and teacher information also must be correct. On the record screens, a complete list of
codes may be accessed for items in blue by placing the cursor on the item and pressing F4.
Certification and Case Management: All students must be assigned to and receive services from a special educator
who meets state minimum certification standards for their area of exceptionality. This teacher is the designated
case manager as defined under Policy 2419: Regulations for the Education of Students with Exceptionalities. A
"special educator" is a teacher with the appropriate special education endorsement, penn it or authorization from the
Department, or in extenuating circumstances, a substitute, whose name has been provided to the OSP.
Speech/language pathologists also may be assigned caseloads.
Maximum Limits for Case Management Assignments
Teachers of students with Developmental Delays
ages 3-5
20
Teachers of the Gifted
45
Speech Therapists
50
Teachers of all other Exceptionalities
30
Level of Service Needs: Policy 2419 contains maximum class size requirements per instructional period based on
Level of Service Needs. Policy requires that the district special education administrator or designee assigns
students with disabilities a Level of Services based upon individual student need. Levels I and n are required and
Level III is optional. Each student's Level of Service Needs is entered and maintained in WVEIS. The levels are
also available as a field within the teacher roster, although a roster does not reflect the per instructional period
requirement. Please note that the Level of Service Needs data is for district use only in detennining compliance to
maximum class size requirements per instructional periods. The OSP will not collect data on Level of Service
Needs at this time.
Private, parochial, Head Start (if not operated by the district) and other students who receive special education
services from the public school district in accordance with a Service Plan are enrolled in the "R" district on WVEIS
and are counted in the special education count. Preschool special education students receiving special education
services in public school special education programs, or in universal pre-K programs for four-year-olds through a
county board of education collaborative community contract, are enrolled in a public school.
Private, parochial, School Age (6-21) students enrolled in private schools by their parents receive the LRE code of
8. These are students who have been enrolled by their parents or guardians in regular parochial or other private
schools, whose basic education is paid through private resources and who receive special education and related
services at public expense from the LEA under a Service Plan. A private institution or school is a school not under
federal or public supervision or control and may be non-profit or proprietary. For enrollment purposes in WYEIS,
these students are also enrolled in the "R" district.
Correctional Facilities: Students served in correctional facilities will receive the LRE code 9. A correctional
facility is defined as a facility in which student offenders are placed as a result of judicial proceedings, including
short-term detention centers and facilities operated by local, regional and state authorities. This code applies
primarily to students in programs operated by the Office of Institutional Education Programs. These students are
counted by the OIEP, and should not be in the district child count.
Out-of-School Environment: Special education students who receive Special Education: Out-of-School
Environment services (i.e., LRE = 5), provided by a special educator and documented on the IEP, may be
included in the special education count. However, students receiving temporary homebound services who are not
identified as exceptional students under Policy 2419 are not counted.
• A comprehensive listing of all LRE definitions and codes is available online at the following link (p .5-8):
http://wveis.kI2.wv.us/wveis2004/documents/SpeciaIEdStandardCodes2008-2009 001 .pdf
• Per the Director's Memo dated September 1,2011, every student with a disability in the custody of the West
Virginia Department of Health and Human Resources (WYDHHR) and placed in an out-of-state facility is to be
enrolled in a WY school and assigned an Out-Of-State (OOS) enrollment code. These students will be counted
with an assigned home district for the purpose of obtaining Basic State Aid Allowance Under Public School
Support Program and Special Education State Allocation through the Second Month Report. OOS records are
to be continually updated and accurate for the federal December 1 child count report.
o The most current list of students with IEPs placed in OOS facilities are mailed monthly by OSP.
Districts must appropriately enroll and identify these student in WVEIS through the TO
(alphaO) and/or EO (alphaO) registration codes and the XXXOOS teacher identification
code. Please contact Debbie Ashwell, dashwell@access.kI2.wv.us, or Jennifer Myers,
jamyers@access.kI2.wv.us, for questions regarding students placed in OOS facilities. Complete
instructions for OOS enrollment are available on the WVEIS Support Page:
http://wveis.k12.wv.us/wveis2004/support.htm .
• The county school district is responsible for maintaining records to validate the counts submitted, including
rosters and individual student records. Records may be requested for auditing purposes at a future date.
General Instructions
WVEIS Child Count Reporting Programs will be used to obtain the Special Education Second Month
Report
The WVEIS Child Count Reporting programs are found on the menu WV A200. The printed reports from these
programs parallel the information required by the U.S. Department of Education for federal reporting. The
following are instructions for running the program.
Step 1
Ensure that any students who have been newly identified, reevaluated, transferred in or have had their IEPs updated
since the beginning of the school year have been appropriately entered and their records activated. Active? Y
Step 2
Inactivate any student records for students who have exited services or who do not meet the criteria to be counted.
Active? N
Step 3
Validate student birth dates. Since the December Child Count Program relies on the age of the students, it is very
important to assure that birth dates are correct. Students who are younger than 3 or 22 or older on December 1, OF
Child Count Reporting (Sept 1, Oct 1, Dec 1).
MENU WVA2aa: CHILD COUNT REPORTING (SEPT1,OCT1,DEC1)
1.
2.
3.
4.
5.
Special Education
Special Education
Create work files
Special Education
Special Education
Audit Report . . . ·
Teacher Roster . . ·
for following reports
Child Count Report
- LRE Requirements ·
· · · WVA.lea
· · · WVA.2ea
·
· · ·
WVA.30a
WVA.4ea
WVA.5ea
8S. Change Assignment
sa. Exit ACS
THE REPORTING YEAR, are left out of the count. Common mistakes include entering the date the record was
created rather than putting in the student's birth date and typos.
Step 4 In the WV Reports Menu, choose the menu WV A200, Child Count Reporting (Septl, Octl, Decl). Choose Option 1 - Special Education Audit Report (WVA.100) rB=A=S_ _ _ _--=<Spl=-=e=c..:..::ia:...,:l--,E=d=u=ca=-=t..:.;io=n=--=Ed=-=i....:...t.....:..R=e~p'o"-'-r....:...t_ _ _ _ _---,O:R=EF....:...: WVA. lOOP. 1
Report for: County: L
School: or blank = all
I Erro~ on~ I
E=Errors Only _
"._1
U=U codes On 1 y _ ....
As of Date:
Unduplicated Only
I
'
0/00/00
Index: _
1
= Schools
DO
This audit report may be run at any time during the year to check records, not just for purposes of
the December 1 child count. A prompt screen will appear. Enter your 3 digit County District code. This
will show all students in the district. Leave the school and teacher ID fields blank to run the report for the
whole county.
DO
The report may be run for a specific teacher or school. Fill in the appropriate code for the school or
the teacher.
DD
Enter an E if only error records should be printed. Leave a blank to print all records.
00
This program selects students with active special education records. The following fields will be
audited: EIR code is valid, one service is indicated as unduplicated and the teacher code and Social Security
Number are in the school's teacher file.
E/R LRE DIU
CO J
CO ~
CO B
CO J
r Count:
DOB
11121/88
Teacher Error
5SHI
U 5BAI
U 5HCC
U 5HCC
U
4
EIR LRE DIU
T LRE Invalid
P Teacher 10 Invalid
B LRE Invalid for Age < 5
B LRE Invalid
(Schooll
Teacher Error
Birth Date - Younger than 3
No Socia1Security NUlber Found For Teacher No Social Security HUlber Found For Teacher No Socia1Security HUlber Found For Teacher Choose Option 2 - Special Education Teacher Roster (WVA.200)
WVR
Special Education Teacher Roster
Report for:
Ref: WVA.200P.01
Sort by (S)chool or (Tleacher:
~
County:
School:
leave blank to select all
Teacher 10:
leave blank to select all
Include students receiving services as of:
Flag next IEP or re-eval due before:
0/00/00
0/00/00
o D This audit report also may be run at any time during the year. At the prompt screen, enter the
county code and leave all else blank to get rosters for all teachers in all schools. To get only selected
schools or teachers, enter the appropriate codes. Related services are included in these rosters.
DD
Options 1 and 2 may be run as often as desired throughout the year.
programs is a printed report. No physical file is built.
The output from these
Choose Option 3 - Create Work Files for the Following Reports (WVA.300)
I-'w=V"""S_ _ _ _ _!<.ISp=le=c..:.;:ia=-=l~Ed=u=c.::..at;:.,:i:.,:o.!.,!.n--,Tc..::e=ac=.:,h.:.;:e",-r....!R.:.;:o=s..::..,:te::.:.r--=-F l"""e_ _ _..:. .:.RE=F.. .:. : WVA. 300P. 11
l=-.:·
Report Option:
~
1
2
D
= 1st Month
= 2nd Month
= December 1st
D0
This option begins the actual Child Count Reporting program and creates a new Child Count work
file. A prompt for the report date will appear. Select/enter the appropriate Reporting Period for the report.
This will result in the building of a physical file, which is the basis of the Special Education Child Count
reporting. It is the file that will be submitted as the official report for the child count.
DD
The file created is used to produce the reports in Options 4 and 5.
DD
If changes are made in the student's exceptionality or LRE codes in the Special Education Record
or in the birth date in the Basic Student Record, this option must be rerun to incorporate the changes into
the file.
Choose Option 4 - Special Education Child Count Report (WVA.400)
I--!!.:WV'-"'s_ _ _ _~S_""pe:.!:c....,ia....
l --"E"",du"",c",,-at~i-,,-,on-,----,,-,St,-"-u,,-,,de,-,-,-n~t-"-,Co,,-, u"-!-nt'----!!!Re:.t<P,,-,-Or--".t_ _~R.!:.!EF..!.: WVR. 400P. 11
County:
(Btank for al \l
School :
S=Separate Schools
_
Report Option:
1 .......__--{I-:.R.;po:rti;ng;,
: p.:riO:;d
'1
1 = 1st Month
2 " 2nd Month
D = December 1st
~
'
Index: _
1 " Schooh
A prompt for county code will appear. Run the report for the whole county or for separate schools.
This will produce a printed report, which shows the number of students by disability and by age. It is based
on the file created in Option 3.
Choose Option 5 - Special Education LRE Requirements (WVA.500)
Special Educat ion lRE Requirements Report
WVS
REF: WVR.500P.ll
County: (Blank for al \l School:
S"Separate Schools
_
Report Option:
1 ....~----I Reporting Period
I
1 = 1st Month
2 = 2nd Month
D = December 1st
Index: _
1 = Schools
DO
A prompt for the county code appears. Run the program for the whole county. The output of the
program is a printed report, which shows the number of students by disability, by age and by least
restrictive environment.
For All Options
All the above jobs are submitted jobs. Enter "ALLJOB" (ALLJOBS in RESA 7) on the Option line to see
the status of the jobs. Enter "MYREPORTS" to see the status of the printouts.
Final Submission by Superintendent - Child Count Final (Sept!, Oct!, Decl) (WVA.705)
-'A=C'-=S_ _ _ _---=S=u=bm:.:.:i:..:.t-'-=ta::..:lc......:....:Pr-=o=mpr:..;t=--_ _ _ _ _ _ _ _ _---'R.=ec.:..:.f: RCS. JSET. 02
Job:
WVA.705
Child Count Final (Sept1 . 0c t1.Dec1)
Is ready to run IN BATCH MODE
Please fill in the requested data [if any)
Or cancel if you do not wish to run this now
JOBQ
JOBQ Priority:
JOBQ
QNORMAL3
1 - Normal
QNORMAL3
2 - High Priority
QNIGHT
3 - Night
[1 high - 9 low) (max imum
~
1
Library
RCS400
ACS40e
ACS40e
== 3 )
The Superintendent will submit this report electronically from the Superintendent's menu and User ID. The
submission program carries the ID of the person submitting the report and the date of submission.