FY2011Data Collections Conference Special Education Record and

GNETS Program RecordAthens, Georgia

September 1, 2010

Georgia Department of EducationDivisions for Special Education Services and Supports

1870 Twin Towers EastAtlanta, Georgia 30334

Session Agenda

State Performance PlanAnnual Performance Report

Federal Reporting State Reporting

Special Education Annual Report

FTE

CPI

SR

Class Size

Performance Indicators (20)

Environments Timelines Transitions Accuracy Disproportionality Parents

Child CountPlacementPersonnelDisciplineAssessmentExiting

Event Code

Event Name

Event Definition

‘01’ Babies Can’t Wait Transition Date of BCW transition conference.

‘02’ Parent Consent to Evaluation

Date district receives parent permission for an initial evaluation.

‘03’ Initial Evaluation Date of initial evaluation.

‘04’ Initial Eligibility Determination

Date of initial eligibility determination.

‘05’ Initial IEP Meeting Date of initial IEP meeting.

‘06’ Initial IEP Placement

Date student first receives special education services.

Event Code

Event Name

Event Definition

‘07’ IEP Annual Review Date of most recent annual review.

‘08’ Eligibility Redetermination

Date of most recent triennial eligibility redetermination.

‘09’ Special Education Exit Reported only when a student is no longer eligible for special education services.

‘10’ Parental Revocation of Consent

Reported only when parents revoke consent for special education.

Event Codes

•Event codes “01” to ‘’06” report initial special education placement in Georgia.

•Event codes ‘’07” and ‘’08” report annual or triennial status.

•Event code ‘‘09” is used ONLY when a student is no longer eligible for special education.

•Event code ‘‘10” is used ONLY when parents revoked consent for special education.

Event Codes

If Special Education events are reported for events ‘06’ thru ‘09’, the student must have a primary area of exceptionality.

Special Education Records are reported for active students and students who withdrew during the current year.

Initial events codes (Codes ‘01’ -’06’ ) refer to initial placement in Georgia special education and do not change if the student’s primary area exceptionality changes.

Event Codes

• Event codes ’01’ to ’06’ report “Initial” events. For reporting purposes, “Initial” events meet one of the following conditions:

– Student with first time special education placement in Georgia.– Student previously served in special education in Georgia but not

reported in the prior year Student Record as special education student.

– Student reported in the prior year Student Record as special education student , returned to general education (Event Code 09), and subsequently re-referred.

– Student for whom parents revoked consent for special education (Event Code 10) and subsequently re-referred.

Existing Special Education Students

•Special education records are required for all existing special education students (i.e. Primary Area of Exceptionality reported last fiscal year and in the current fiscal year).

•Student must have a record for the Initial IEP Meeting ‘05’ or IEP Annual Review ‘07’.

•Student must have a record for the Initial Eligibility Determination ‘04’ or the Eligibility Redetermination ‘08’.

Multiple Schools 

The school where the student is active, or most recently attended, is responsible for reporting the special education events. Student and enrollment data are required to correctly identify the school responsible for reporting this data.

General Education Students

A special education record may be submitted for general education students, but may only contain events for the following:

Babies Can’t Wait Notification ‘01’, Parent Consent to Evaluation ‘02’, Initial Evaluation ‘03’, Initial Eligibility Determination ‘04’, and Initial IEP Meeting ‘05’.

Parental Consent for Evaluation

If there is an event for Initial Parent Consent to Evaluation ‘02’, then there must be valid events for:

Initial Evaluation ‘03’ and Initial Eligibility Determination ‘04’, unless the date for Parent Consent to Evaluation ‘02’ is received less than 30 days before the end of the school year.

•The number of days between events ‘02’ Parent Consent to Evaluation and ‘04’ Initial Eligibility Determination should not be greater than 60 days. Code: IDDF (4) - 160-4-7-.04 EVALUATIONS AND REEVALUATIONS.

•E581 is a relievable error for the following valid reasons: •Parent failed to produce the student•Student enrolled in another district•Medical Reason(s)•Other – Manual comment

Parent Consent for Evaluation

Code: IDDF (4) 160-4-7-.04 EVALUATIONS AND REEVALUATIONS. Effective March 31, 2010

(b) Once a child is referred for an evaluation by a parent or Student Support Team(SST) to determine if the child is a child with a disability, the initial evaluation:

1. Must be completed within 60 calendar days of receiving parental consent for evaluation. [34 C.F.R. § 300.301(c)(1)(i)](i)Holiday periods and other circumstances when children are not in attendance for five consecutive school days shall not be counted toward the 60 calendar day timeline, including the weekend days before and after such holiday periods, if contiguous to the holidays except:

Code: IDDF (4) 160-4-7-.04 EVALUATIONS AND REEVALUATIONS. Effective March 31, 2010

I. Consent received 30 days or more prior to the end of the school year must be completed within the 60 calendar day evaluation timeframe.

II. Students who turn three during the summer period or other holiday periods must have an eligibility decision and IEP (if appropriate) in place by the third birthday.

•The following records are required for new special education students:

Initial Eligibility Determination ‘04’, Initial IEP Meeting ‘05’, and Initial IEP Placement ‘06’.

Babies Can’t Wait

Transition Conference-A meeting established by Babies Can’t Wait, on behalf of the parent/guardian, with the Local School System prior to the child’s 3rd birthday.

REPORT EVENT CODE ’01’.

Event CodesPublic School

Student-Initial Placement in Special

Education

‘01’ -Babies Can’t Wait Transition If applicable

‘02’ -Parent Consent to Evaluation X

‘03’ -Initial Evaluation X

‘04’ -Initial Eligibility Determination X

‘05’ -Initial IEP Meeting X

‘06’ -Initial IEP Placement / Transition Service Begin (BCW) X

60 D

ays

90 Days

Code: IDDF (6) 160-4-7-.06 INDIVIDUALIZED EDUCATION PROGRAM

(IEP).(13) INITIAL IEP’S PROVISION OF SERVICES.

Each LEA must ensure that – (a) A meeting to develop an IEP for a child is conducted within 30

days of a determination that the child needs special education and related services; and

(b) As soon as possible following development of the IEP, special education and related services are made available to the child in accordance with the child’s IEP. [34 C.F.R. § 300.323(c)(1) – (2)]

A student’s right to FAPE is not affected by access to prior records. All students must receive FAPE.Code: IDDF (6) - 160-4-7-.’06’ INDIVIDUALIZED EDUCATION PROGRAM (IEP).

Adopts Out of State Eligibility/IEP

Accepts Out of State Eligibility/IEP Information but Moves Information to Georgia Eligibility/IEP Forms

Determination Necessary

“In-process” Status*

Initial Eligibility ‘04’ – Expires 3 years from date prior state’s eligibility determination.

Initial Eligibility ‘04’ – Expires 3 years from date of Georgia eligibility determination.

Consent ‘02’ Consent ‘02’

Initial IEP ‘05’ – Expires as indicated on IEP from the prior state.

Initial IEP ‘05’ – Expires as indicated on the Georgia developed IEP.

Assessment ‘03’ – 60 day timeline applies

Assessment ‘03’ *

Initial Placement ‘06’ – Date services were initiated in Georgia.

Initial Placement ‘06’– Date services were initiated in Georgia.

Initial Eligibility ‘04’ - 60 day timeline applies

Initial Eligibility ‘04’*

Initial IEP ‘05’– 90 day timeline applies

Initial IEP ‘05’*

Initial Placement ‘06’– 90 day timeline applies

Initial Placement ‘06’ *

Students Exiting Special Education

•The Special Education Exit Event Code ‘09’ is reported only when a student is no longer eligible for special education services and reflects the last date of service.

•If a Special Education student withdraws and also reports a Special Education Exit event ‘09’, the withdrawal date must be after the event date reported for exit event ‘09’.

Parent/Student Present at Conference

•For students with a primary area of exceptionality, and are in grade 9-12 or age 16 or older, the Student Present at Conference must be ‘Y’ or ‘N’ for the Initial IEP Meeting ‘05’ and the IEP Annual Review ‘07’.

•Parent Present at Conference must equal ‘Y’ or ‘N’ for Initial IEP Meeting (‘05’ ) and IEP Annual Review ’07”.

FY2010 EVENT_07 EVENT_08 EVENT_09 EVENT_10

P - Mild Intellectual Disability 12970 11431 278 9

Q - Moderate Intellectual Disability 5379 4822 58 0

R - Severe Intellectual Disability 1467 1296 12 0

S - Profound Intellectual Disability 890 802 14 1

T - Emotional / Behavioral Disorder 19637 16519 753 124

U - Specific Learning Disability 56196 46189 1526 174

V - Orthopedic Impairment 1006 873 32 1

W - Hearing Impairment 1242 1046 36 4

X - Deaf 684 577 3 0

Y - Other Health Impairment 27512 23199 726 61

Z - Visual Impairment 636 509 26 0

1 - Blind 138 120 1 0

2 - Deaf and Blind 36 32 1 0

3 - Speech / Language Impairment 32182 23216 6651 137

6 - Autism 11075 9360 119 4

7 - Traumatic Brain Injury 488 382 14 0

8 - Significant Developmental Delay 16007 9781 492 24

Total 187545 150154 10742 539

GNETS

• The student data reporting requirements for students placed in a GNETS program are the same as the requirements for all other students.

Georgia Network for Educational and Therapeutic Supports

Program Level Record

Brad Bryant, State Superintendent of Schools“We will lead the nation in improving student achievement.”

•GNETS students must be enrolled in an LEA (Local Education Agency) and have an assigned GTID (Georgia Test Identifier). •All Student Record Files including enrollment and discipline must be reported for all GNETS students in the student’s LEA of residence.

•LEAs must coordinate with their GNETS program to develop a data exchange system to provide the information required for input in the local student information system.

•To facilitate the transfer of data, IEPs for GNETS students should be written in the IEP platform of their LEA of residence.

• Students served at any time during the current school year in a GNETS program should be reported with a Program Level File in Student Record.

GNETS

What is the GNETS program type?

The program type data element identifies the type of program being reported for each record’s activity. The program type code for GNETS is ‘02’ and its Element ID is ‘PGM007’.

GNETS

What are program codes for GNETS programs?

Where program type = GNETS ‘02’ ’ (Element ID PGM007), the program code (Element ID PGM008) must equal one of the following codes:‘8’ = GNETS – Center Based‘9’ = GNETS – School BasedGNETS – Center Based ‘8’ is defined as a separate program that operates as a standalone and does not afford students the opportunity to access age appropriate non-disabled peers during the school day.

GNETS – School Based ‘9’ is defined as a program that allows students access to non-disabled peers during the school day.

GNETS

What school code is used for GNETS students?

Two school codes are reported for GNETS students attending a GNETS program. The ‘School Code’ (Element ID PGM004) is used to report the home school the student would attend if not enrolled in a GNETS program and the ‘Alternate School Code’ (Element ID PGM011) is the GNETS program code assigned to the GNETS program the student attends.

GNETS

GNETS

• Enter the GNETS program code in the alternative school code field.

• New edit to validate GNETS program code against facilities database. (E413)

• Is there a specific program code for GNETS programs? The coding for GNETS is 63XX or 64XX. All GNETS programs will have one of

these coding schemes in the facilities database.

• Can my district report any of the GNETS codes? No. GNETS program are tied to specific districts. See the GNETS map at http://www.gadoe.org/ci_exceptional.aspx?PageReq=CIEXCGNETSMap to identify the GNETS program for your district.

• Are all programs attached to a facility? Yes, all programs are attached to a facility in the facilities database even though the services may not be provided at the associated facility.

GNETS

Should districts have a GNETS program code even in cases where their students attend a GNETS program located in another district?

Yes, the district should have a GNETS program code even if the centers are regional or located in another school district.

GNETS

How is frequency of GNETS services determined?

The ‘Number of Daily GNETS Segments’ (Element ID PGM015) identifies the highest number of daily segments (1-6) a student received in a GNETS program during the school year.

GNETS

How is duration of enrollment in a GNETS program determined? The duration of services for a student enrolled in a GNETS

program is calculated using the ‘Beginning Date’ (Element ID PGM009) and ‘Ending Date’ (Element ID PGM0010). For students with continuous enrollment ‘Beginning Date’ would be the first day of school and ‘Ending Date’ would be the last day of school. If a student enters and exits a GNETS program multiple times during the school year a new Program Level Record must be created for each entry.

GNETS