 CIO Training : Special Education VR Reports

Resources/Links  Description of reports and what data elements are required:  Schedule of submission :  Schedule of RE-submission: (Link on SED page does not have current year – sent)  List of Districts that need to report/certify VR16 Data in :  Primary Service Codes:  Least Restrictive Environment Codes (the new - level of integration):

VR Report Descriptions/L0 Modules Involved  VR10 : District Report of Students Exiting SPED (Demo, Enroll, PS)  VR11 : If you are indicator 11 this year – Preschool and school-aged children with parental consent to evaluate, who were evaluated and eligibility determined within State established timelines (Demo, Enroll, PS, Events)  VR12 : If you are indicator 12 this year – Children prior to age 3, who are found eligible and who have an IEP implemented by their 3 rd birthday (Demo, Enroll, PS, Events)  VR13 : Any Preschool Children Provided SPED Services during School Year (Demo, Enroll, PS, EOY SPED Snapshot)  VR14 : Parentally Placed Students in Nonpublic School Who Were Evaluated (Demo, Enroll, PS, Events)  VR15 : If you are indicator 7 this year (COSF) - Preschool Outcomes Report (Demo, Enroll, PS, Assessment)  VR16 : Students Receiving Coordinated Early Intervening Services. Only for school districts that used up to 15% of IDEA federal funds to provide CEIS during the or or school years. (Demo, Enroll, PS, Events)

VR 10: Preschool & School-Age Students with Disabilities Exiting Special Education STUDENTS INCLUDED IN VR10 :  Preschool-age and school-age students with disabilities, ages 4-21, who were :  Enrolled and declassified (or for whom parents revoked consent in writing for special education services) during the school year OR  Enrolled and left (exited) during the school year WHAT MODULES INCLUDE DATA FOR THE VR10 REPORT :  Demographic (aka Student Lite)  Enrollment (aka Entry/Exit)  Program Services ** Verification Report 10 data are used to determine the numbers of students with disabilities who were declassified, received a Regents or Local diploma or earned a High School Equivalency Diploma or earned an IEP diploma or dropped out during the school year. These data also provide information about students with disabilities’ post school plans

VR10 Report: Notes  VR10 Section A, Report 1 : Report of SWDs who were declassified  Column A: PRESCHOOL student declassified at Age 2 or 3  Column B: A classified as disable PRESCHOOL student who enters SCHOOL-AGE as NON-disabled OR PRESCHOOL child declassified at Age 4 or 5  Column C: SCHOOL-AGE student declassified returning to Gen Ed  VR10 Section B, Table 1 : Report of SCHOOL-AGED SWDs who moved, but known to be continuing with SWD Status (Ages 14-21)  VR10 Section B, Table 2 : Report of SCHOOL-AGED SWDs who died (Ages 14-21)  VR10 Section B, Table 3 : Report of SWDs who reached maximum age as of BEDS Day 10/3/2012 (Age 20 or 21)  VR10 Section B, Table 4 : Summary of tables 1-2 of SWDs (ages 14-21) EXITING SPED by subgroup (race, gender, LEP) and Exit reason

VR11: If Indicator #11 Percent of preschool & school-aged children who were evaluated & eligibility determined within set timelines STUDENTS INCLUDED IN THE VR11:  Preschool-age and school-age students with parental consent to evaluate, who were evaluated in within SED’s established timelines  School-age students: The initial evaluation must be completed within 60 calendar days of receiving parental consent for the evaluation  Preschool children: CPSE shall provide a recommendation to the BOE within 60 calendar days of the date of the receipt of parental consent WHAT MODULES INCLUDE DATA FOR THE VR11 REPORT :  Demographic (aka Student Lite)  Enrollment (aka Entry/Exit)  Events Template : (Chain 1 or 2)  Chain 1: CPSE01- initial referral for children age 2-4 (as of BEDS); CPSE02- parent consent; CPSE03 - meeting to discuss evaluation results.  Chain 2: CSE01- initial referral by the CSE for students age 4-21; CSE02- parent consent; CSE03 - CSE meeting to discuss evaluation results

VR11 (Indicator 11) Report Screenshot

VR11 (Indicator 11) Report: Notes  Students for whom parental consent to evaluate was received (7/1/12 to 6/30/13):  Preschool: CPSE01 & CPSE02 Events record  School-aged: CSE01 & CSE02 Events record  Students whose evaluations were completed in a timely manner :  Preschool: CPSE01 & CPSE02 & number of days is =< 60  School-aged: CSE01 & CSE02 & number of days is =< 60  Students whose evaluations were NOT completed in a timely manner, but the reason DOES comply with SED requirements  Preschool: Number of days is =>60 with a reason Code = CPSER01, CPSER02, CPSER03, CPSER05, CPSER06, CPSER07, CPSER09 OR CPSER11  School-aged: Number of days => 60 with a reason Code = CSER01, CSER02, CSER03, CSER05, CSER06, CSER08 OR CSER10  Students whose evaluations were NOT completed in a timely manner, AND the reason DOES NOT comply with SED requirements  Preschool: Number of days is =>60 with a reason Code = CPSER04, CPSER08 OR CPSER10  School-aged: Number of days => 60 with a reason Code = CSER04, CSER07 OR CSER09

VR12: If Indicator #12 Percent of children referred before Age 3, deemed eligible & an IEP is implemented by their 3rd birthday STUDENTS INCLUDED IN THE VR12: Children referred by Part C prior to age 3, who are found eligible for Part B, and who have an IEP developed and implemented by their 3rd birthday WHAT MODULES INCLUDE DATA FOR THE VR12 REPORT:  Demographic (aka Student Lite)  Enrollment (aka Entry/Exit) with a beginning enrollment code of 4034  Events Template with Event Type Codes:  EI01 - Receipt of initial referral to evaluate the child for preschool special education eligibility.  EI02 - Receipt of written parent consent to evaluate the child  EI03 - CPSE meeting to determine eligibility  EI04 - full IEP implementation

VR12 (Indicator 12) Report Screenshot

VR12 (Indicator 12) Report: Notes  The number of children that have an EI01 record with a date from July 1, 2012 to June 30, 2013  Child referred & determined to be NOT eligible prior to their third birthday  Event Outcome Code = N and EI03 is on or before child's third birthday  Child found eligible who had an IEP implemented by the 3 rd birthday  Event Outcome Code = Y and EI04 date is on or before child's third birthdate  Child for whom delays in determination of eligibility or delays in implementing the IEP were caused by reasons that are in compliance with State requirements: EIR01 or EIR02 or EIR03 or EIR04 or EIR06 or EIR07 or EIR08 or EIR11 or EIR13 or EIR14 or EIR16 or EIR17 or child's third birthday is after August 31, Reasons that are NOT in compliance : EIR05 or EIR09 or EIR10 or EIR12 or EIR15

VR13 (EOY SPED Snapshot): Any preschool-aged student who received CPSE services through the year STUDENTS INCLUDED IN THE VR13:  Preschool-age students who received CPSE service at any point in WHAT MODULES INCLUDE DATA FOR THE VR13 REPORT :  Demographics Age as of BEDS is 2 or 3 or 4 or 5  Enrollment record with reason for beginning enrollment code 0011 or 5905  Disability Programs Fact Record with code 5786 (preschool student with a disability) with a beginning and ending date that overlaps with an enrollment date  SPED Snapshot Record with the following data elements:  Primary Service Code:  Primary Service Provider  Snapshot Date of July 1, 2012

VR13: Partial Screenshot

VR14 - Parentally Placed SWDs in Nonpublic Schools in your District Who Were Evaluated For SPED Services And Found to be Eligible STUDENTS INCLUDED IN THE VR14: Parentally-placed students in nonpublic schools located in your school district who received initial evaluations for SPED eligibility determinations and the numbers who were found to be eligible and whose IEPs were implemented WHAT MODULES INCLUDE DATA FOR THE VR14 REPORT:  Demographics  Enrollment Beginning enrollment code 5905  SPED Event Codes (Events Template) Any of the following  CSENP01 - receipt of initial referral of a parentally placed school-age student in a nonpublic school  CSENP02 - receipt of written parent consent to evaluate the student  CSENP03 - CSE meeting to discuss evaluation results  CSENP04 - IEP or IESP or SP implementation

VR14: Screenshot

VR14: Notes/Criteria for Inclusion

VR15: If you are Indicator 7, Preschool Outcomes Report (COSF Exams) STUDENTS INCLUDED IN THE VR15: Early Childhood Outcomes Summary Form (COSF) in the three early childhood outcome areas upon initial evaluation for preschool SPED services and upon exit from SPED. WHAT MODULES INCLUDE DATA FOR THE VR15 REPORT:  Demographics & Enrollment Beginning enrollment code of 0011 OR 5905  Assessment Screen  COSF: Entry Level Social Emotional; and  COSF: Exit Level Social Emotional ; and  COSF: Progress Social Emotional*; and  COSF: Entry Level Knowledge and Skills; and  COSF: Exit Level Knowledge and Skills; and  COSF: Progress Knowledge and Skills*; and  COSF: Entry Level Behaviors; and  COSF: Exit Level Behaviors; and  COSF: Progress Behaviors* **COSF Progress in any subject area is reported only if Assessment Score at entry and exit is 1 or if Assessment Score at Exit is lower than at Entry (for Assessment Scores less than 6 at exit).

VR15 Report (If Indicator 7, COSF): Partial Screenshot

VR16 (If Required): Students Receiving CEIS in the Preceding 2 Years, also includes SWDs in STUDENTS INCLUDED IN THE VR16: General education students who received Coordinated Early Intervening Services (CEIS) funded with up to 15 percent of IDEA federal funds in the and/or and/or school years. This report also includes students who were identified as students with disabilities during the school year, but who had received CEIS in the preceding two years prior to being classified. WHAT MODULES INCLUDE DATA FOR THE VR16 REPORT:  Demographics & Enrollment: Record for any length of time in one or more of the following school years, with reason for beginning enrollment code 0011, 5544, 5654, 5905, 7000 or 7011): , ,  Program Fact: Student has a Program Service record with Code 5753 (Early Intervening Services) in any one or more school years , or  If the same student also has a Disability Program Service record, the “5753” service record must be before the beginning date of the disability record or after the ending date of the disability record.

VR16 (If Required) Report: Screenshot

VR16 (If Required) Report: Notes  May have a “5753” code assigned by a different district than the district in which the student is currently enrolled. If school districts see one or more students with disabilities in the second row, under the third column, but do not see the same students in the first row in any one of the three columns, it may mean that the students received CEIS as general education students while enrolled in other school districts.  May have a “5753” code assigned sometime during the year and later have a disability program service code assigned in the same year.  May have a “5753” code assigned sometime during the year, after a disability service has ended.  If a student has a “5753” code assigned with the same beginning and ending dates as a disability program service code, the student will not be “included” in this report. Instead, the student will appear in the “excluded students report”.  If a student has multiple “5753” records in the same school year, the student will be displayed in the VR16 school year column only once with the beginning and ending dates of the latest “5753” record.

Included/Excluded Student Reports  Included/Excluded Reports for: VR10, VR11, VR12, VR13, VR14, VR15, and VR16  No Included/Excluded reports will show if you do not have data submitted or if there are no excluded students Partial Screen Shot of VR13 (EOY Snapshot) Excluded Report:

Potential Student Reports  List of Potentially Eligible Students who may be included in the VR-12 Report :  Description of Preschool Students with Disabilities Included in the Report: All Grade PS students with reason for beginning enrollment code  List of Potentially Eligible Students who may be included in the VR-13 Report :  Description of Preschool Students with Disabilities Included in the Report: All students with reason for beginning enrollment code 0011 or 5905 and a disability Programs Fact record with code 5786 (preschool student with a disability). Also includes all children with a 4034 enrollment record (who don't also have a 0011 or 5905 enrollment record) as potential students. School districts need to provide a 0011 or 5905 enrollment record and a preschool disability program service record for any of these children who were determined to be eligible for preschool special education and who received some special education service any time during the school year.

EOY SPED REPORTING CHECKLIST  See the schedule of submission to find the school year in which your district is required to submit data for the indicators (7, 11, 12 are reported through Level 0)  Check with CSE chaire regarding RE submissions needed. Check SED’s list to see if you need to report/certify data for the VR16:  Know NERIC’s deadlines are: Everything SPED imported and uploaded BEFORE August 14th!! (may have to submit just the events or snapshot again)  Know when you need to CERTIFY SPED data in the PD system for SED:  For VR10, VR13, and VR15-16: August 26th!  For VR11, VR12, and VR 14: September 30 th (remember demo, enroll, PS are frozen so have this data up by August 14 th )

EOY SPED REPORTING CHECKLIST (Cont.)  Log into your PD reports now. Look at your included/excluded/ potential student reports. Don’t wait until the August 14 TH please  Prior to August 14th, make sure ALL Demographic, Enrollment, and Program Service records are IMPORTED into Level 0 and UPLOADED to Level 1  Make sure all errors have been corrected (L0 to L1, M2L1C, NYSSIS)  Make sure all NYSSIS near matches have been resolved  Make sure all EXIT Enrollment codes were added (VR10 report)  Make sure all DECLASSIFIED students have their disability type in program services end-dated and an exit reason code given (VR10 report)

EOY SPED REPORTING CHECKLIST (Cont.)  Make SURE all KINDERGARTEN STUDENTS, who received SUMMER OF 2012 CPSE services as a grade PS student are being reported properly in Enrollment, Program Services & EOY Snapshot (VR13 report). See our “Questions of the Moment” page and Preschool Cheat Sheet  Make sure you entered the COSF exams in the ASSESSMENT Module in Level 0 IF YOU ARE INDICATOR 7 THIS YEAR (VR15 report)  Ask your CPSE/CSE department for Indicator 11 and/or Indicator 12 extracts to import into the EVENTS Module in Level 0, IF YOU ARE INDICATOR 11 OR 12 THIS YEAR (VR11/VR12 reports)  Ask your CPSE/CSE department for an extract for the VR14 Report (5905 Students placed in nonpublic schools who were referred for evaluation in ) This extract is imported into the EVENTS Module in Level 0. Every District needs to do this is if you have these students to report (VR14 Report)

Contacts:  Please all questions to:  Or call our Data Warehouse Hotline at: