Special Education EMIS ReportingOAEP Fall Conference

October 13, 2017

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Topics

General Information

Student Special Education (GE) Record

Related Records

Federal Child Count Report

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Importance of Reporting Special

Education Data

Used by the Office for Exceptional Children

and others Identify strengths and weaknesses of

current policies

Determine and confirm corrective actions

Ensure compliance with the law

Secure federal and state funding

Meet Accountability requirements

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Federal Funding

Federal Child Count Based on data reported by traditional

districts, STEM districts, and community

schools

Includes all students with a disability

condition and a valid Individualized

Education Program (IEP) in place as of

October 31

Determines Special Education and Early

Childhood funds allocated to the state

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State Funding

Weighted funding based on disability condition

Category 1 05 Speech and Language

Impairments

Category 2 09 Intellectual Disabilities 10 Specific Learning

Disabilities 15 Other Health Impaired

(Minor)

Category 3 03 Deafness (Hearing

Impairment) 08 Emotional Disturbance

Category 4 04 Visual Impairments 14 Other Health

Impaired (Major)

Category 5 01 Multiple Disabilities 06 Orthopedic

Impairments

Category 6 02 Deaf-Blindness 12 Autism 13 Traumatic Brain Injury

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Data Collection Form

Optional tool for use by special education staff

to share data with ODE ODE Home > Topics > Special Education > Data and

Funding > Quick Links > Data Collection Tools

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Data Collection Form, cont.

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Student Special Education (GE)

Record

Report all events for which your district is

responsibleReport as they occur

Valid date range July 1 – June 30 for the

current school year

EMIS will accept events that occurred prior

to enrollment

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GE Record Data Elements

Date (GE110)

Date Type (GE100)

IEP Test Type (GE160)

Non-Compliance ID (GE130)

Outcome Beginning Date (GE140)

Outcome End Date (GE150)

Outcome ID (GE120)

Secondary Planning (GE170)

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Date Type (GE100) Valid Options

PSTC – Preschool Transition Conference Date

RFRL – Referral for Evaluation Date

CNST – Parent/Guardian Consent for Evaluation Date

ETR – Evaluation Team Report Completion Date

IEP – Individualized Education Program Completion Date

CIEP – Consent withdrawn by parent

AIEP – Amended IEP

NIEP – Services provided with no current IEP in place

ISP – Individual Service Plan Completion Date

ODE OEC is looking for complete sets of events!

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PSTC–Preschool Transition

Conference Date (GE100)

Only for students transitioning from Part C

to Part B preschool

Reported by district of residence For first-time preschool enrollees

EMIS will accept all special education events

that occurred prior to enrollment

Kicks off compliance timeline

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RFRL–Referral for Evaluation

Date (GE100)

Date a child suspected of having a disability

was referred for evaluation

Only required for initial consentConsent Outcome ID = CNGI

Not required, report with default valueNon-Compliance ID (GE130)

Outcome ID (GE120)

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CNST–Parent/Guardian Consent

for Evaluation Date (GE100)

Date the parent/guardian grants/refuses

consentMay be different from date of signature

Consent does not transfer from district to

district

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Consent Outcome ID (GE 120)

OptionsCNDP - Consent Moved to Due Process

CNGI - Consent Granted for Initial

Evaluation (IETR)

CNGO - Consent Granted for Other Special

Education Activity (neither IETR nor RETR)

CNGR - Consent Granted for a Reviewed

Evaluation (RETR)

CNNR - Consent Not Returned

CNRF - Consent Refused

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ETR–Evaluation Team Report

Full and individual initial evaluation must be

conducted before services can be initiatedWithin required timelines

Determines disability condition effective

date

Re-evaluation required every 3 yearsExcept if parent and district agree it is not

necessary

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ETR Date Type Options (GE100)

IETR – Initial ETRPreviously evaluated, not eligible, re-referred

Exited, re-referred

Moved in from out of state, ETR not accepted

Parent withdraws consent, re-refers

RETR – Review of ETR or decision that

current documentation is sufficient

TETR – IEP team reviews ETR of a transfer

student and accepts it in its entirety

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ETR Outcome ID Options (GE120)

ET01–ET16 – Disability identifiedDisability Condition (FD130)

ETDP – ETR Resulted in Due Process

ETNE – Not Eligible for Services

ETEX – Exiting Special Education Disability Condition = “**”

Does not includeStudents who graduate

Students who withdraw

Parent revokes consent for services

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IEP–Individualized Education

Program

Developed based on eitherResults of an initial evaluation team report (IETR) or

Results of an annual review (RETR)

Initial IEP must be developed by the IEP team within 30 days of determining eligibility

Date (GE110) represents date of IEP team meeting, or “event date”

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IEP Date Type Options (GE100)

IIEP/RIEP – IEP Completion Date,

Initial/Review

TIEP – Transfer Student IEP Adoption Date

IEP from another district adopted without

modification

CIEP – IEP Consent Withdrawn by Parent Date

AIEP – Amended IEP Date

IISP/RISP – ISP Completion Date,

Initial/Review

Parentally placed non-public students

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IEP Date Type Options (GE100),

cont.

NIEP – Special Education services being

provided without an IEP in placeDate (GE110)/Outcome Beginning Date

(GE140) = date services began

Outcome End Date = date new IEP is

effective

Non-Compliance ID (GE130) = 10, 11, 12

Disability Condition (FD130) required

Not applicable for 504 plans, ISPs, or prior

to an initial IEP

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IEP Outcome ID Options (GE120)

Environment in which student will be served IE13-IE72

IEDP - IEP Resulted in Due Process

IENS - IEP Complete – Not Served

IEPR - IEP Complete – Parental Refusal

Outcome beginning date is date services

actually beginMay not always be the same day as the IEP

event date

Outcome beginning/end dates determine

eligibility for state weighted funding

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Non-Compliance ID Options

(GE130) ** Not Applicable – Timelines were all met

01 No Identified Reason

02 Staff Not Available – Summer Months

03 Staff Not Available – School Year

04 Scheduling Conflicts with Family

05 Parental Choice Documented

06 Parent Refused Consent

07 Child’s Health

08 Student’s Incarceration

09 Compliance with timelines, but incorrect/missing data

reported in a prior reporting period

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Secondary Planning Element

(GE170)

Part of an IEP event

Result of transition planning for students

age 14 and above**** – Not Applicable

TPNP – Transition Plan Not in Place

TFYG – Four Year Grad

TMYG – Multi Year Grad

TPCE – Planned Continuation of Educational

Services

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SEMD–Manifestation

Determination (GE100)

Determination as to whether a child’s

behavior is a manifestation of his/her

disability

Reported when more than 10 days of

suspensions or expulsions have

accumulatedRequired within 10 days of discipline event

Date (GE110) = date the manifestation

determination was completed

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Student Special Education

Graduation Requirement (FE) Record

Report exemption from consequences of

any graduation assessment and/or

assessment area(s)Add, confirm, cancel based on current year

IEP

Not an exemption from assessment

Report every year as long as exemption is

continuedCurrent year IEP Date

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FE Record Data Elements

Assessment Area (FE090)

Assessment Type (FE080)GE – End of Course

GX – OGT

Exemption Flag (FE100)Y/N

IEP DateCurrent year

IEP Date TypeAmended, Initial, Review, Transfer

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Student Program (GQ) Record

211001 – Alternative School Setting

Special education student expelled,

removed from regular school setting

Temporary placement, not more than 45

school days

220100 – Preschool Itinerant ServicesEmployee ID required

Provider IRN required when services are

being provided by another entity

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Student Program (GQ) Record,

cont.

New: 221005 – Participation in Coordinated

Early Intervening Services (CEIS)Student participated in CEIS, funded as a

result of mandatory or voluntary redirection

of federal special education funding

Previously submitted as aggregate counts in

CCIP

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Other Related Records

Student Standing (FS)

District Relationship, How Received, Sent To

Student Attributes – Effective Date (FD)Disability Condition, Grade Level

Student Attributes – No Date (FN)Updated October 31 IEP Outcome, CORE

Graduation Requirement Exemption

Student Assessment (FA) Assessment Type, Type of Accommodation

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Other Related Records, cont.

Student Discipline (GD)Correspond with SEMD event type

Organization – General Information (DN)Nonpublic counts, eye exams, PS/ESC

agreements, PS transition conference counts

District Testing – Yearend (DT)Count of students who took a non-state test

with accommodations

Restraint and Seclusion – tentative

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Federal Child Count Report

Two versionsFCCD-001 Federal Child Count Detail

FCCS-001 Federal Child Count Statement

of Assurance

Available via Data Collector as Level 2Beginning of Year Student Collection

SOES Beginning of Year Student

Collection

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Federal Child Count Report

Explanation

ODE Home > Topics > Data > EMIS >

Documentation > EMIS Validation and

Report Explanations

Version dated 12/17/2014 is most recent

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Questions?

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education.ohio.gov

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Social Media

@OHEducation

ohio-department-of-education

Ohio Families and Education

Ohio Teachers’ Homeroom

OhioEdDept

storify.com/ohioEdDept