Instructions for Maintaining
Student Special Education
Records
SPECIAL EDUCATION SYSTEM
TABLE OF CONTENTS
Page
SPECIAL EDUCATION AND MEDICAID BILLING
Special Education User Restrictions ………….............................................................. 3
Special Education Information ………… ...................................................................... 4
Basic Information............................................................................................................ 5
Surrogate Family (Parent) ………….............................................................................. 6
Services ........................................................................................................................... 7
Referrals........................................................................................................................ 10
Re-evaluation ................................................................................................................ 10
IEP................................................................................................................................. 15
Transportation ............................................................................................................... 17
Medicaid Billing ........................................................................................................... 18
Testing Information ...................................................................................................... 21
Discipline Records ………… ....................................................................................... 23
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SPECIAL EDUCATION SYSTEM
Special Education User Restrictions
Access to the Special Education information is restricted to users with Special Education Menu
assignments.
Access authority to the various Special Education records is granted to the user through program
WVA.303.
A district level user with access to all student records must have the school field left blank. To
restrict a user’s access enter a school number. A user may have access to multiple schools but
not all schools. Enter a record for each school.
Access is granted or denied by the record type. The commands available may be different per
record.
A user may have different access granted for different school locations.
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SPECIAL EDUCATION SYSTEM
Special Education Information
The Special Education information for a student is maintained using program WVS.302. The
screens also are accessible using STU.301E, Access to All Student Records and STU.301M,
Access to Multiple Student Records.
The initial screen is populated with the current district number. If the user does not have a
school restriction, the district number can be changed (i.e. Rxx) or blanked out to access students
in the R district or the unassigned pool.
Index Options
To locate students, several index options are available. After making an index option selection
and filling out the appropriate fields, press F4.
1 - Special Education Students by Name. Selecting this option, entering a name or the
initial letter of a name in the Index Name field and pressing F4 will begin the
index at that point in the alphabet; if the field is blank the index will begin with
the As.
2 - Special Education Students by ID. Selecting this option will display a listing of
students with special education information by student number.
3 - Special Education Students by Name within Class. Selecting this option and then
entering class information in the Index Class field will display an alphabetic
listing of students by class.
4 - All Students by Name. This option will display an alphabetic listing of all students
whether they have special education records or not.
5 - Multiple Student Selection. This option permits the user to select more than one
student record from the index of all special education. This option displays an
index of all special education students. By placing an X beside the name of the
each student record to be displayed, the program will automatically advance from
one student’s record to another.
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SPECIAL EDUCATION SYSTEM
Select Information to Display
Once a student is selected or a student number is entered, place an X beside the record(s) to be
added or maintained. Press ENTER to go to the next screen. If index option 5 was selected the
next screen displayed will allow the user to enter multiple student numbers. Otherwise the
program begins displaying the Special Education data screens determined by the item(s) with
X’s placed beside them.
Special Education Basic Information
This record must exist for any student receiving special services.
The information shown on the screen, down to and including Class, comes from the Basic
Student Information entered using STU.301. Incorrect or incomplete information must be
maintained using STU.301.
Active?
Y
N
Yes, the student is currently enrolled in the local education
system and receiving special services.
No, the student is not currently receiving special services.
Social Security #
Necessary for Medicaid billing purposes.
Medicaid #
Necessary for Medicaid billing purposes.
Diagnosis Code
Necessary for Medicaid billing purposes. Press F4 for a current
list of Diagnosis Codes. The WVDE Medicaid specialist maintains
diagnosis codes. A listing may be found in the Standard Codes for
Maintaining Special Education and Medicaid Billing Records
document.
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SPECIAL EDUCATION SYSTEM
Extended Year?
Edit Surrogate
Family Info?
Diploma
Y
N
Yes, the student is eligible for extended year services.
No, the student is not eligible for extended year services.
Y
N
Yes, the student has a surrogate parent and a screen is
displayed to maintain the information.
No, the student does not have a surrogate parent.
M
R
Modified Diploma
Regular Diploma
Surrogate Family (Parent) Information.
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SPECIAL EDUCATION SYSTEM
Student Special Education Services Detail
Student Special Education Services Detail begins with an index display. The district of origin
appears on the index with each service record.
ALWAYS CHECK THE DISTRICT ID FOR THE UNDUPLICATED SERVICE.
Unduplicated service records without an exit date always appear first in the index, regardless of
the district of origin. Next, all duplicated/un-exited services appear in descending date order.
Finally, all exited services appear in descending date order. All records created in another
district appear highlighted in BLUE, unless it is an unduplicated service that does not have an
exit date.
EACH STUDENT MUST HAVE NEW UNDUPLICATED SERVICE INFORMATION
ENTERED FOR THE DISTRICT IN WHICH THEY ARE ENROLLED. SERVICE
RECORDS FROM ANOTHER DISTRICT ARE NOT SHOWN ON THE CURRENT
DISTRICT’S REPORTS.
A student’s records must contain only one unduplicated service. Check transferred records for
exit dates. The user can enter an exit date for unduplicated services received from other districts.
Place the cursor on the line to be changed and press ENTER. The detail screen appears. This is
the only record received from another district users may change. All records may be viewed, but
only records created in the current district may be changed.
Press F6 to enter new service records. Place the cursor on any line and press ENTER to change
or view an existing record.
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SPECIAL EDUCATION SYSTEM
Students Transferring from Other Districts
Unduplicated services from a previous district, which do not contain an exit date, will generate a
message at the bottom of the screen. The message lists the district ID where the record
originated and instructs the user to change the exit date. Comments may be added or changed.
Only the exit date and the comment field can be changed for an unduplicated service from
another district. Entering an exit date automatically generates a status code of 80. The program
automatically updates the record in the previous district with the date and status code of 80, if the
record does not contain an exit date. Entering an exit date and pressing ENTER locks the record,
and it cannot be changed again. If an incorrect date is entered as an exit date, it will not affect
the current district’s reports. The previous district will still be able to update their records as
always. The line will then display in BLUE.
Every active special education student must have one unduplicated service in the current
district’s files. A student may have several duplicated service records.
Maintain Special Education Services Detail
E/R Code
Exceptionality/Related Services: Press F4 for a valid index of
codes. A listing of codes may be found at the end of this section.
D/U Flag
Duplicated/Unduplicated Services
D
Use this code to indicate additional services or
exceptionalities for a student.
U
Each student may be counted under only one area of
exceptionality; use this code to indicate a student’s primary
or only special education exceptionality.
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SPECIAL EDUCATION SYSTEM
Entry Date
Date of initiation of service
Exit Date
Date student exited the exceptionality or service.
To exit a student either from eligibility for an exceptionality or
from receiving a service, enter the exit date. Do not remove the U
or any part of the unduplicated (U) record. If the student is exiting
all special education services, also inactivate (Active= N) the
record.
LRE Code
Least Restrictive Environment: Press F4 for a valid index of
codes. A listing of codes may be found in the Standard Codes for
Maintaining Student Special Education and Medicaid Billing
Records document.
Status Code
Current Status in Relation to the Service: Press F4 for a valid
index of codes. A listing of codes may be found in the Standard
Codes for Maintaining Student Special Education and Medicaid
Billing Records document. For a student exiting all special
education services, the exit status code is required.
Teacher Id
Press F4 for an index of valid teacher IDs for the current school.
Referral/Re-Evaluation
All records originating in another district display in BLUE. All records may be viewed, but only
records created in the current district may be changed.
NEW REFERRAL AND RE-EVALUATION INFORMATION MUST BE ENTERED
FOR THE DISTRICT IN WHICH THE STUDENT IS CURRENTLY ENROLLED.
RE-EVALUATION REQUESTED displays on the index for records if a Request for Consent
has been sent and no other data are entered on the re-evaluation screen.
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SPECIAL EDUCATION SYSTEM
To view or change an existing referral or re-evaluation record, move the cursor to the line and
press ENTER.
If a new record is to be added press F6, select the type of record to be entered.
1 = Referral
2 = Re-evaluation
Maintain Referral Information
Referral Source
The code displays on the index. Press F4 for a listing of valid
source codes.
Referral Date
The date displays on the index.
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SPECIAL EDUCATION SYSTEM
Once a response is received the Initial Evaluation section must be completed.
Consent/Refusal
Record whether the response was consent or refusal
Date Received
The date the consent or refusal was received
Meeting Due Date
If consent for evaluation is given, the final due date for the
Evaluation/Eligibility Meeting to be completed is automatically
calculated for 80 days from the date received.
When eligibility is completed record the outcome in the next fields.
Date Eligibility
Determined
The date of the Eligibility Committee meeting.
Over 80 Days
If the date is later than the Meeting Due Date record the reason.
Press F4 for a list of reasons.
Eligibility Status
The code displays on the index. (1=eligible; 2= not eligible) Press
F4 for a listing of valid source codes.
E/R Code
Exceptionality for which the student was found eligible.
Placement Consent/
Refusal
Indicates whether parent consented or refused consent for initial
placement in special education services. If parent signed consent,
date signed.
For an initial placement in special education services, following development of the
Individualized Education Program (IEP), the parent must sign written consent to the initial
special education placement on the IEP form, Part X. Consent. Enter whether the parent
consented or refused consent for initial placement and, if the parent signed consent, the date
signed.
The Re-evaluation Due date is calculated for three years from the eligibility date. This date
displays on the Services screen.
The eligibility determined date, status and the re-evaluation date display on the index.
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SPECIAL EDUCATION SYSTEM
Re-Evaluation Information
Document communication with the parent/guardian requesting permission for the re-evaluation
of the student. Record the information under Consent Request(s).
Sent
The date contact was attempted.
Method
The mode used to make contact. A listing of valid codes may be
obtained by pressing F4.
If this is the only information entered, RE-EVALUATION REQUESTED is displayed on the
index screen.
Response
The type of response received. A listing of valid codes may be
obtained by pressing F4. (Consent/refusal)
If consent is granted for re-evaluation, then the evaluation is conducted and the next two fields
are used to record the outcome.
Date Eligibility
Determined
The date of the Eligibility Committee meeting/report.
Eligibility Status
The code displays on the index. Press F4 for a listing of valid
source codes. (Eligible=1; not eligible = 2)
E/R Code
Enter the exceptionality for which the student was found eligible.
The Re-evaluation Due date is calculated for three years from the eligibility date. This date
displays on the Services screen. An earlier date may be entered manually, if needed.
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SPECIAL EDUCATION SYSTEM
Once the Date Eligibility Determined is entered, the date and Re-evaluation Due display on the
index.
IEP Information
All information from a previous district appears in BLUE.
NEW IEP INFORMATION MUST BE ENTERED FOR THE DISTRICT IN WHICH
THE STUDENT IS CURRENTLY ENROLLED.
The screen displays the date the notice of the IEP meeting was sent, method used and the
Parent’s response, when entered, on the index. The IEP Completed date and the next IEP due
date display after the meeting is held and the data are entered.
To view or change an existing IEP record, move the cursor to the line and press ENTER.
If a new record is to be added, press F6.
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SPECIAL EDUCATION SYSTEM
Maintain IEP Information
Enter parent/guardian notice of the IEP meeting information. Record the information under
Consent Request(s).
Sent
The date contact was attempted.
Method
The mode used to make contact. A listing of valid codes may be
obtained by pressing F4.
Response
The type of response received. A listing of valid codes may be
obtained by pressing F4.
IEP Completed
Enter the date of the IEP team meeting at which the IEP was
completed.
The Next IEP Date is calculated for one year after the IEP Completed Date.
Press ENTER. The program returns the user to the index screen. Press ENTER to continue to
the next record type.
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SPECIAL EDUCATION SYSTEM
Transportation Information
The AM & PM bus information is populated from the student registration screen.
Enter the transportation method. Press F4 for an index of valid codes.
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SPECIAL EDUCATION SYSTEM
Medicaid Billing – Requires special access.
Entries from previous districts appear in BLUE.
When services are billed a Date Billed is displayed.
Press F6 to enter a new Medicaid service.
To view or update an existing record, move the cursor over the line and press ENTER.
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SPECIAL EDUCATION SYSTEM
Medicaid Service Billing Detail
The student information, the Medicaid number and the diagnosis code are displayed from the
Basic Student Information and from the Basic Special Education screen.
Treatment Provider The individual or group that provided billable services to the
student. Press F4 for a current list of valid providers. Providers
are unique for each district.
Date of Services
Enter the beginning and ending date of the service or treatment.
Procedure Code
The billable procedure code for the service provided to the student.
Press F4 for a valid index of codes. The procedures displayed are
based on the provider selected. They are linked together by
service/treatment type.
Units
The number of service units provided.
Note Code
Note codes must be established before using. Enter a code or a
type a note if desired.
Press ENTER, the program returns the user to the index screen. The number of units and the unit
cost will display.
Place the cursor on the new line displayed and Press ENTER, additional information appears on
the detail screen.
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SPECIAL EDUCATION SYSTEM
The display shows the pay-to provider, which is who the reimbursement will be payable to.
Also, an extended cost displays with the FFP percentage and FFP payment amount. The FFP
percentage changes annually. This is allowable reimbursement amount.
The status will be U for Unbilled or B for Billed. Once reimbursements are posted, the status
code will be C for Suspended, N for Paid or P for Denied, per the information received after
claim processing.
If a service has been billed but was denied or suspended, it may be re-billed after corrections
have been made to the record by resetting the status code to a U.
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SPECIAL EDUCATION SYSTEM
Special Education Testing Information
Part VIII of the IEP specifies the conditions for participation in state testing. Complete the
screen with Ns and Y and press ENTER. (Only one field may be coded Y; the others must be
N.)
If the IEP indicates the student will participate under standard conditions, enter Regular Testing
(Y). No further information is needed. If the student will participate in the second option, with
accommodations, enter Y for this option.
If Assessment with Accommodations is selected the following screen appears.
The index displays previous accommodations selected, or new accommodations may be entered
by pressing F6. Delete an accommodation by placing the cursor on the line and pressing
ENTER. When the record is displayed use F23 to delete the record. (F23 is SHIFT F11)
Answer the question “Do you want to delete this record?” “Y” to remove the record and press
ENTER.
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SPECIAL EDUCATION SYSTEM
Valid accommodation codes may be displayed by placing the cursor in the Accommodation
Code field and pressing F4.
The user may enter comments. Press ENTER to return to the index screen. Press ENTER to exit
the Testing Information screen.
If Alternate Assessment is indicated on the student’s IEP, but no accommodations are checked
on the IEP, enter Y for Alternate Assessment. No further information is needed. If Alternate
Assessment is indicated on the student’s IEP and accommodations are checked on the IEP, enter
Y for Alternate Assessment with Accommodations and the following screen appears. Records
may be added and deleted in the same manner as the previous accommodations screen.
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SPECIAL EDUCATION SYSTEM
Discipline - Display ONLY No new records may be added, and changes cannot be made.
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