Standard Codes for
Maintaining
Student Special Education
Records
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WVEIS REQUIRED DATA ELEMENTS FOR SPECIAL EDUCATION REPORTING
Special education reports on WVEIS require the following files: PSTU.302: Special Education
Record, PSTU.301: Basic Student Record, and PATT.270 Attendance Register (enrollment record).
Students served by IEPs or Services Plans (private school students) but not enrolled in the public school
must be enrolled in an R district.
STU.301 - Basic Student Information
Student ID Number
Social Security Number (parent option)
Student Name
Parent Name
Address
School
County
Birth date
Grade Level
Race/ethnicity
Gender
LEP information
ATT.270 - Registration and Enrollment
Student ID Number
Student Enrollment Code
Enrollment Date
Home School
WVS.302 - Student Special Education Information
Active/Inactive
Referral Source
Date of Referral
Initial Evaluation - Consent/Refusal (C/R) and Date Received
Date Eligibility Determined
Eligibility Status Y/N
Reason for exceeding initial evaluation and/or transition at age 3 timelines
Date IEP Completed (and date next IEP due)
Placement (initial) - Consent/Refusal (C/R) Date signed
Date Reevaluation Due and Date Reevaluation Completed
Testing Conditions including type of test and specific accommodations
Unduplicated Exceptionality
Entry Date
Exit Date
Type of Diploma
LRE
Status Code for students exiting special education (Age 14+)
Teacher ID (short name)
STU.240 - Teacher Information (school, personnel, special education record)
Teacher ID (short name) and Teacher SSN
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Scheduling Files - Student Schedule Information
Course Codes
Teacher ID
Student Enrollment Information
Discipline
Offense Date
Offense
Days
Action Date
Action
SPECIAL EDUCATION CODES AND ADDITIONAL GUIDANCE
Field
Codes
Notes
DISTRICT
Unique district identification numbers
are available on the WVEIS Website
(http://wveis.k12.wv.us/ ) by accessing
the MASTER LIST OF SCHOOLS. The
regular district or zero district codes
should be assigned to all students with
disabilities (SWDs) excluding those
SWDs parentally placed in private
schools with service plans. SWDs
parentally placed in private schools are
to be enrolled in the R district.
A memorandum issued on May 6, 2013 by the
Office of Information System clarifies enrollment
of PreK children. It states that all children who
are enrolled in a WV Universal Pre-K classroom
(regardless of wheter or not they are identified as
having special needs) should be enrolled in the
regular or “0” District to ensure school aid
funding is appropriately captured for each child.
Children who are not enrolled in a WV Universal
Pre-K classroom but receive special education
services at a public school or off-site location) are
to enrolled in the regular or “0” District as well at
the home school which they will most likely
attend when they enter a classroom setting.
Previously some children who were not enrolled
in a WV Universal Pre-K classroom but received
special education services were enrolled in the
county R District in School 100. However, the R
District should be utilized only for thos children
enrolled in private schools (where school aid
funding is not allocated).
HOME SCHOOL
Location numbers are available on the
WVEIS Website
(http://wveis.k12.wv.us/ ) by accessing
the MASTER LIST OF SCHOOLS.
Y=Yes, N=No
The school identification code must be entered
along with a Yes/ Active in order for the student’s
information to be pulled into the Online IEP.)
ACTIVE
Enter Y if the student is an eligible exceptional
student receiving IEP services. Enter N when the
student is no longer eligible and include the
appropriate exit/status code.
Yes, active must be entered along with the school
identification code in order for the student’s
information to be accessed in the Online IEP.)
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EXCEPTIONALITY
(E/R) CODES
Refer to Policy 2419: Regulations for
the Education of Students with
Exceptionalities, Chapter 4, effective
July 2012 for exceptionality definitions
and eligibility criteria.
Exceptionality Codes:
AU - Autism
BD – Emotional/Behavior Disorder
CD - Speech/language Impairment
DB - Deaf/Blindness
DF - Deafness
EG - Exceptional Gifted (grades 9-12)
GF - Gifted (grades 1-8)
HI - Hard of Hearing
LD - Specific Learning Disability
MD –Intellectual Disability - Moderate
MM –Intellectual Disability - Mild
MS - Intellectual Disability – Severe
OH - Other Health Impairment
PH - Orthopedic Impairment
PS – Developmental Delay (ages 3-5)
VI – Blindness and Low Vision
TB - Traumatic Brain Injury
RELATED
SERVICES (E/R)
CODES
Related services refer to the supportive
services required to assist an eligible
student to benefit from special education
as described in the IEP.
Using the results of the multidisciplinary
evaluation, the EC must determine the student’s
primary exceptionality when more than one
exceptionality condition is present. The committee
must discuss how each exceptionality affects the
student’s educational and functional performance
and determine and document which has the most
adverse impact on the student’s participation and
progress in the general curriculum. If consensus
upon the primary exceptionality cannot be
reached, the district administrator or designee
must make the decision and provide the
parent/adult student with PWN of the decision.
Related service codes are required in WVEIS and
designated as Duplicate services. Related Service
are used in WVDE Medicaid Reports in
conjunction with the cost settlement.
Related Services Codes:
RT - Transportation
RA - Audiology
RL - Speech and Language Pathology
Services
RP - Psychological Services
RY - Physical Therapy
RO - Occupational Therapy
RC - Clean Intermittent Catheterization
(CIC)
RR - Recreation
RU - Therapeutic Recreation
RN - Counseling Services
RB - Rehabilitation Counseling
RS - Social Work Services
RH - School Health Services
RE - Early Identification and Evaluation
RM - Medical Services
(Diagnostic/Evaluation Only)
RG - Parent Training
RZ - Other
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AD - Assistive Technology Device
AS - Assistive Technology Service
TS - Transition Services
RI – Interpreting Services
RV – Orientation and Mobility Services
DUPLICATED/
UNDUPLICATED –
This field indicates
whether the
exceptionality or
related service code is
duplicate or
unduplicated.
D=Duplicated
U=Unduplicated
ENTRY DATE
Enter the date of initiation of services.
EXIT DATE
Enter the date a student exits a special
education service
DIPLOMA
M= Modified Diploma
R= Regular or Standard Diploma
LEVEL
1=Level 1
2=Level 2
3=Level 3 (optional)
EXTENDED YEAR
SERVICES (ESY)
Y= The IEP team has determined the
student is eligible for ESY.
N=The student is ineligible for ESY as
determined by the IEP.
Enter the teacher’s identification code or
“short name” as entered in the STU.240
teacher record. The teacher ID is the
first four letters of the last name
followed by a space and the first letter of
the first name.
TEACHER
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(U) - Each student may be counted under only one
area of exceptionality; use this code to indicate a
student’s primary special education service. For
example, the student’s unduplicated, unexited ER
code in the service record will be used in the
special education child counts.
(D) Related service codes will always be entered
as Duplicate services because a student who only
needs a related service and not special education
is not eligible.
The entry date for an initial placement would not
be the date the student is determined eligible or
the date of the actual IEP. Rather the entry date
would be the date services will be initiated, in
consideration of PWN requirements. PWN must
be provided to the parent /adult student five days
prior to implementing the proposed service.
The entry date for students transferring from
another district or out-of-state with an IEP in
effect would be the date the new district initiates
services.
If the student is exiting all special education
services, the appropriate status/exit code should
be entered and the student should be inactivate
(N= Not an Active SWD)
See Transition Section of IEP: Diploma
information is required for the IEP in effect
when the child turns 16.
Enter a 1, 2 or 3 as directed. Policy 2419
Chapter 6, Section 4 (p.63-66) provides
considerations to the special education
administrator or designee in determining the
level of student needs. This field is required.
The IEP Team shall annually determine and
document a student’s need for ESY services.
Use XXCONT for contracted personnel.
Use XXXOOO for SWDs placed by DHHR in
out-of-state placements. Be sure to use alpha Os.
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Educational Environments (LRE Codes), Ages 3-5
Definition
WVEIS LRE
Code
Regular Early Childhood Program. A Regular Early Childhood Program is a program that includes a
majority (at least 50 percent) of nondisabled children (i.e., children not on IEP’s). This category may include,
but is not limited to:
 Head Start;
 kindergartens;
 preschool classes offered to an eligible pre-kindergarten population by the public school
system;
 private kindergartens1 or preschools; and
 group child development center or child care.
Definition
WVEIS LRE
Code
The child attends a Regular Early Childhood Program at least 10 hours per week
AND is receiving the majority of hours (50% or more) of special education and
related services in the Regular Early Childhood Program.
W
The child attends a Regular Early Childhood Program at least 10 hours per week
AND the child is receiving the majority of hours (greater than 50%) of special
education and related services in some other location.
X
The child attends a Regular Early Childhood Program less than 10 hours per week
AND the child is receiving the majority of hours (50% or more) of special education
and related services in the Regular Early Childhood Program.
Y
The child attends a Regular Early Childhood Program less than 10 hours per week
AND the child is receiving the majority of hours (greater than 50%) of special
education and related services in some other location.
Z
Special Education Programs:
1
Separate class. Unduplicated total who attended a special education program in a class with
less than 50 percent nondisabled children. (Do not include children who also attended a
regular early childhood program. These children should be reported as J, K or L.)
M
Separate school. Unduplicated total who received education programs in public or private
day schools designed specifically for children with disabilities. (Do not include children who
also attended a regular early childhood program. These children should be reported as J, K or
L.)
N
Residential facility. Unduplicated total who received education programs in publicly or
privately operated residential schools or residential medical facilities on an inpatient basis.
P
Include children with disabilities enrolled by their parents in a private elementary school and receiving special education and related services in
accordance with a services plan. The private elementary school must be a nonprofit institutional day or residential school, including a public
elementary charter school, that provides elementary education, as determined under State law.
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(Do not include children who also attended a regular early childhood program. These
children should be reported as J, K or L.)
Definition
WVEIS LRE
Code
Home:
Home. Unduplicated total who received special education and related services in the
principal residence of the child’s family or caregivers, and who did not attend an early
childhood program or a special education program provided in a separate class, separate
school, or residential facility. Include children who receive special education both at home
and in a service provider location. The term caregiver includes babysitters.
R
Service Provider Location:
Service provider location. Unduplicated total who received all of their special education and
related services from a service provider, and who did not attend an early childhood program
or a special education program provided in a separate class, separate school, or residential
facility. For example, speech instruction provided in:
-
S
private clinicians’ offices,
clinicians’ offices located in school buildings,
hospital facilities on an outpatient basis, and
libraries and other public locations.
Do not include children who also received special education at home. Children who
received special education both in a service provider location and at home should be
reported in the home category.
Educational Environments (LRE Codes), Ages 6-21
For students who will be age 6 or older on December 1 during the period covered by the IEP, the
following placement options are used. The names of the first two options have been changed to “general
education” rather than “regular” education, and the percentage of time is expressed in terms of time in the
general education classes (or integrated community settings) rather than the time removed to a special
education class. Although the definitions now speak to the percentage inside rather than outside the
“regular class”, the effect is the same for the student. Therefore, the WVEIS codes remain the same.
Definition
WVEIS LRE
Code
General Education: Full-Time – The student's specially designed instruction and related
services are delivered inside the general education classes or integrated community settings
for 80% or more of the school day.
0
General Education: Part-Time – The student's specially designed instruction and related
services are delivered inside the general education classes or integrated community settings
for no more than 79% of the school day and no less than 40% of the school day.
1
Special Education: Separate Class – The student's specially designed instruction and related
services are delivered inside the general education classes or integrated community settings
2
Students ages 6-21:
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for less than 40% of the school day.
Definition
Special Education: Separate School - The student's specially designed instruction and related
services are delivered in public or private separate day school facilities.
WVEIS LRE
Code
3
Special Education: Out-of-School Environment - The student's specially designed instruction
and related services are temporarily delivered in: 1) A non-school environment, such as a
public library, group home or mental health center; 2 A medical treatment facility/hospital;
or 3) the home.
5
Special Education: Residential facility (public or private) - The student's specially designed
instruction and related services are delivered in a facility which provides twenty-four hour
care and supervision.
6
Parentally placed in private school – The student is placed in private school by the parent and
receives services through a Service Plan. This applies to students ages 6-21 only.
8
9
Correctional facility – The student receives IEP services in a correctional facility (services
provided by the Office of Institutional Education Programs).
Status Codes
The following codes are entered in the status field in the special education record (Maintain Special
Education Services Detail screen) for special education students ages 14 through 22 exiting special
education. An exit date also must be entered. All codes are required unless indicated as optional.
For purposes of the Special Education Exit Report, all students ages 14+ who exited special education
from July 1 through June 30 must be reported as one of the following: 35, 40, 50, 70, 75, 80 or 90. The
exit report is an unduplicated report.
Definition
In evaluation (optional)
WVEIS Status
Code
10
Did not qualify (optional) Active = N
20
In program (optional)
30
No longer receives special education - Received special education but at some time during the
twelve month period between July 1 and June 30 were exited from the special education program due
to completing IEP objectives and no longer meeting eligibility requirements for special education.
Also includes students whose parents removed them from services (e.g., removed to home schooling
or private school with no special education services) and students transferring to Mountaineer
Challenge Academy with no option for special education services.
35
Graduated with regular diploma – Met graduation standards and credits and exited with a regular
high school diploma. This includes students with disabilities who were placed in Out-of-State
facilities by DHHR and received a regular diploma in the residential facility while enrolled in the
40
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West Virginia home county in WVEIS.
Graduated with modified diploma/high school equivalent diploma – Exited with a modified
diploma signifying completion of the IEP objectives under Policy 2510 OR, student was enrolled in
the district during the reporting year in an approved alternative education program under Policy 2418,
during which time they received GED preparation and received special education services in
accordance with an IEP, and who exited with a high school equivalency diploma in compliance with
the requirements outlined in Policy 2444.4: High School Equivalent Diploma.
50
Reached maximum age – Exited special education services due to reaching maximum age, that is, a
student who is age 21 prior to September 1 of the school year has reached maximum age for that
subsequent school year, and therefore, the right to free appropriate public education under WV Code
and Policy 2419 terminates.
70
Died
75
Moved, known to be continuing – Moved out of the catchment area or otherwise transferred to
another district and are known to be continuing in an educational program. There need not be
evidence that the student is continuing in special education, only that the student is continuing in an
educational program. This includes students in correctional facilities and other programs operated by
the Office of Institutional Education Programs, and students placed by state agencies (i.e.,
Department of Health and Human Resources) in out-of–county or out-of–state facilities in which they
receive education.
80
Dropped out – Was enrolled at some point in the reporting year and was not enrolled at the end of
the reporting year and did not exit through any of the other options described (35, 40, 50, 70, 75, 80).
90
TRANSPORTATION CODES
The following are special education transportation codes:
01 – Regular bus
02 – Regular bus with adaptive equipment
03 – Regular bus with lift
04 – Regular bus with aide
05 – Regular bus with nurse
06 – Special bus
07 – Special bus with adaptive equipment
08 – Special bus with lift
09 – Special bus with aide
10 – Special bus with nurse
11 – Public transportation
12 – Private transportation
13 – Walks
REFERRAL SOURCE
1 – Part C – WV Birth to Three
2 – Parent
3 – Teacher/Student Assistance Team (SAT, SBAT)
4 – Other
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5 - Health care professional – (e.g., physician, nurse, physical therapist, occupational therapist
6 - Head Start/Early Head Start
7 – Public child care
8 - Private preschool
PARENT CONSENT
C – Consent
R - Refused
ELIGIBILITY STATUS
1 – Eligible
2 – Not eligible
REFERRAL, EVALUATION, ELIGIBILITY AND INDIVIDUALIZED EDUCATION PROGRAM
(IEP) DATES
Dates for the following must be entered into the WVEIS Student Special Education Information record:
Referral, initial evaluation, re-evaluation, consent date received (evaluation, re-evaluation, placement),
eligibility committee, IEP
REASONS FOR EXCEEDING 80-DAY INITIAL EVALUATION TIMELINE OR C TO B
TRANSITION TIMELINE
1.
2.
3.
4.
5.
6.
7.
8.
Extenuating circumstances, disaster or inclement weather resulting in school closure
Excessive student absences
Student medical condition delayed evaluation
Parent failed to produce the student for evaluation during vacation or otherwise interrupted the
evaluation process
Eligibility committee meeting exceeded timelines due to documented parent request for rescheduling
Eligibility committee reconvened at parent request to consider additional evaluations
Student transferred into district during the evaluation process
Student transferred out of the district
Codes 9, 10, 11, & 12 apply just to the three year olds transitioning from WV Birth to Three:
9.
10.
11.
12.
WV BTT failed to provide notification 90 days or more before third birthday
WV BTT 90 day face-to-face meeting exceeded timeline or did not occur
90 day face-to-face meeting exceeded timeline due to documented parent request to reschedule
IEP meeting exceeded timeline due to documented parent request to reschedule
13. District error
REQUEST METHOD (optional)
01 – Regular mail
01 – Phone
03 – Hand delivered
04 – Certified mail
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OTHER IMPORTANT LINKS
Instructions for Maintaining Student Special Education Records:
http://wveis.k12.wv.us/wveis2004/documents/WVEISStudentSpecialEducationRecords2011.pdf
Office of Healthy Schools and the Discipline Management System:
http://wvde.state.wv.us/healthyschools/
Office of Assessment File Cabinet / Participation Guidelines and Special Education Testing
Accommodation Codes.
https://sites.google.com/a/wvde.k12.wv.us/oaar-file-cabinet/accommodations
Instructions for Enrolling and Maintaining Records for Students with Disabilities place by DHHR
in Out-of-State Facilities
http://wveis.k12.wv.us/wveis2004/documents/StateAidSWDinOOS.pdf
http://wveis.k12.wv.us/wveis2004/documents/DHHROutofStatePlacement.pdf
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