What’s Special About Special Education? OAEP Fall Conference October 23, 2015 Jennifer Schmidt, CEP

Usual Reminders I will make movie, TV and song references that not everyone will get I will do my best to be professional, but sometimes my personality escapes Feel free to ask questions along the way My background: 12 years as a special education secretary at Olentangy Local 25 years in EMIS (I started when I was 12) 10 years at an ITC doing EMIS support If something I say is counter to ODE – ODE is correct and I made a mistake ODE provided some of the slides for this presentation – thank you, Ann Skaggs

What Will Be Covered? Quick Overview of the GE Special Events Progression Funding Implications for Special Education Students Gen Issues – those pesky reports that are meant to help us OH Special Education Annual Rating

GE Special Events Progression Starts with Referral – someone thinks the student may need extra help – RFRL or PSTC Parent has to consent to move forward – CNST School Psych or SLP does testing – IETR Team decides there is a handicap – IIEP or IISP meeting Lather, Rinse, Repeat – RIEP/RISP each year, RETR every 3 years

Changes to GE Events New - SEMD – Manifest Determination Student has more than 10 days of suspensions/expulsions Event date is same date as manifestation determination completed New - NIEP – Services provided w/o IEP in place Report disability on FD record Non-Compliance ID required – 10, 11, 12 (only used for NIEP) Use date services began Does not apply to 504 or ISPs Does not apply prior to IIEP Removed – FIEP – Final IEP

Manual Update - New GE Released Best Guidance is here EMIS Manual GEEMIS Manual GE

Funding for Special Education Students Weights are for state funding only Title VI-B Federal Flow-Thru Preschool Not affected by non-compliance reason

Weighted Funding Category Disability CategoriesCategory Weight Factor 1Speech only$1,547 2LD, CD, Other health - Minor$3,926 3Hearing, Vision, ED9,433 4Other health – Major, Orthopedic12,589 5Multi-handicapped17,049 6TBI, Autism, Deaf-blindness25,134

Devil is in the Details The formula for the weighted funding calculation is: The number of disabled children (by category), times the categorical weighted factor, times the per-pupil base cost funding times, the district’s state share percentage. See Sample SFPR Detail Worksheet Report b1 = students reported in Category 1 $1,547 = weight for Category 1 k = State Share Index (b1 = ) X $1,547 = $162,265 x (k= ) = 79, added funding for Category 1 students

Fiscal Year (FY)16 IDEA Part-B Allocation Each handicapped student identified & served by 10/31/xx counts Weights are not considered – all handicap codes = 1 FTE is not considered – each student = 1 Parents-and-Teachers-of-Students-wit/Special-Education-Part-B- Allocations/Fiscal-Year-FY-15-IDEA-Part-B-Allocation Parents-and-Teachers-of-Students-wit/Special-Education-Part-B- Allocations/Fiscal-Year-FY-15-IDEA-Part-B-Allocation

Special Education Part B Allocations FY YearName Nonpublic Children Served Child Count Per Pupil Amount Proportional Share Allocation Amount 2016 Sample District 0 461$1,506.29$0.00$694, Sample District0419$1,630.16$0.00$683, Sample District0484$1,450.99$0.00$

Gen Issues Reports Not always ‘FATAL’ errors – sometimes a warning If Data is right – leave it as is Don’t ignore – pass along

Error Code Error TitleDescriptionContactCheckCount/% 145 No Secondary Planning Student is 16 and no Secondary Planning Code has been reported Anne Skaggs, ducation.ohio.gov Examine Transition Plan sections of IEPs for all students who were 16 at any time this school year. If the plan meets federal requirements, make sure it is reported; if there is no plan that meets requirements, report no plan in place.SSID 170 IETR>60 days of Consent IETR must be within 60 days of Parental consent Anne Skaggs, ducation.ohio.gov Both IETR and CNST records must be submitted and Consent must occur within 60 days.SSID 175 Non-compl rsn for late IETR IETR must be within 60 days of Parental Consent. If not, district must indicate reason. Anne Skaggs, ducation.ohio.gov Check dates on IETR, Parental Consent, Non- Compliance ID if more than 60 days.SSID 176No PSTC reported Anne Skaggs, ducation.ohio.gov Check whether students were referred from Part C to Part B, if so, report the conference date.Counts 178No ETRs reported No IETR, TETR or RETR reported Anne Skaggs, ducation.ohio.gov Check special education records to identify dates and outcomes of ETRs completed this year.SSID 180No ETR after Consent Cannot calculate whether IETR is within 60 days of Parental Consent due to lack of IETR date Anne Skaggs, ducation.ohio.gov IETR record is due to be submitted for this studentSSID 182No IEPs reported No TIEP, RIEP, CIEP, IIEP, or FIEP reported. Anne Skaggs, ducation.ohio.gov Check special education records to identify dates and outcomes of IEPs completed this year.Counts 185 IETR with no consent reptd Cannot calculate whether IETR is within 60 days of Parental Consent due to lack of consent outcome for initial Anne Skaggs, ducation.ohio.gov Parental Consent record is due to be submitted for this student.SSID

Special Education Ratings Let’s let ODE explain how EMIS data is used - ODE WebcastODE Webcast

2015 District Special Education Ratings Rating Actual Rating (Compliance Measures) Projected Rating (Results & Compliance Measures) Meets Requirements923 Needs Assistance109 Needs Intervention4 Needs Substantial Intervention 0

From EMIS data to Special Ed Determinations Common issues for Indicators 11 & 13

Some Data is More Visible

Indicator 11: Completion of Initial Evaluations within 60 days Not all months have 30 days! It is important to count the days from parental consent to the 60th day. Plan the evaluation – make sure the plan includes all the information the team will need to make a determination. Asking for more information or assessments at the end just extends time.

Indicator 11: Initial Evaluations within 60 days Know the EMIS codes for accepted reasons for not completing evaluation within 60 days. Use them! 05 - Parent Choice (If using must have documentation that the parent and district mutually agreed that more time is needed) 06 - Parent refusal to participate (Must have documentation of attempts to involve parent) 07 - Incarceration of student with written documentation 08 - Child’s health with written documentation 09 - Compliant with procedure but previous data error cannot be corrected

Delay between the date the parent signs the consent form and the date the LEA receives it: The parental consent form does not have a blank to fill in for district receipt of the form. The assumed receipt date will be the signature of the parent. However, if the district can provide documentation that the form was received by the district at a later date this will be considered the initial date for beginning the 60-day timeline to conduct the evaluation. Indicator 11: Initial Evaluations within 60 days

Indicator 13: Transition Planning for Students 16 and Above Oops, forgot about the transfers and withdrawn students - all students with disabilities age 14 or older must have a Transition Plan on the IEP (and have the plan reported in EMIS) Watch birthdays – If a student will turn 14 during the year the IEP is in effect, wish him/her a happy birthday and write a transition plan!

Check your data for Indicator 11 and 13 General Issues Reports If your data is incorrect, you will have multiple chances to get it right Utility of this check depends on timely submission of yearend data

Questions? Thank you to Anne Skaggs from ODE for use of slides. Jennifer Schmidt, CEP Meta Solutions