Florida Association of Management Information Systems Summer Conference 2011 Exceptional Student Education

Changes to Student Data Base

Format Elimination Exceptional Student Program format eliminated Selected elements from the format moved to the Exceptional Student format  Referral reason  Date of consent for evaluation  Evaluation completion date  Eligibility determination date  Placement date  Placement status

Format Elimination Old: ◦ Districts submit one Exceptional Student format for each exceptional student ◦ Districts submit one Exceptional Student Program format for each exceptionality for which the student is eligible

Format Elimination New: o Districts submit one Exceptional Student format for each exceptional student o Instead of submitting separate date elements for each exceptional program, submit ONE date for: Date of consent for INITIAL evaluation as an exceptional education student Evaluation completion date of the INITIAL evaluation Eligibility determination date of INITIAL eligibility Placement date of INITIAL placement

Format Elimination New (continued) ◦ Also submit  Referral reason for INITIAL referral for exceptional Education  Placement status for INITIAL placement  Use P for in-state transfers  Use T for out-of-state transfers Slight wording changes made to reflect that elements refer to initial dates, referral reasons or placement status.

Exceptional Student Format Will continue to collect data on Exceptionality Other

New Element Exceptional Student, 60-Day Exception ◦ added to Exceptional Student Format ◦ to meet requirements of Individuals with Disabilities Education Act (IDEA) ◦ indicates whether parent and district agreed to an extension to the 60-day timeline for initial evaluation ◦ not meeting timeline without agreed to extension has ramifications

Clarifications Discipline/Resultant Action (formerly Discipline/Referral Action), Code I Time, Total School Week

Discipline/Resultant Action, Code I Note: In accordance with IDEA, this code must be used for all instances in which a child with a disability is temporarily removed from his/her regular classroom(s) for disciplinary purposes but remains under the direct supervision of school personnel.

Time, Total School Week Note: For students with disabilities ages 3-5, Time, Total School Week must reflect all programs the child is attending including childcare, private kindergarten or preschools, home services, Head Start, and service provider locations, as well as public preschool classes and kindergarten

Data Verification sent to district directors October 1, 2010 regarding educational environment data Districts were asked to submit corrections by the end of state processing (November 12, 2010)

Data Verification A total of 4,227 errors were identified prior to the Following the correction period, there were 810 errors (81% or errors corrected)

Data Verification Remaining errors: ◦ 489 students ages 3-5 who were reported using codes for students ages 6-21 ◦ 321 students ages 6-21 reported using codes for students ages 3-5 ◦ inaccurate data has ramifications for districts ◦ district reporting has improved every year since data verification activities were undertaken

Reminder Fund Source, Code I If districts are required to set aside funds or voluntarily set aside funds for coordinated early intervening services (CEIS), they must use this code for students receiving CEIS supported by IDEA, Part B funds inaccurate data has ramifications for districts

Reminder Contracted staff providing services to students with disabilities should be reported in the staff data base. Districts should compare what they submit on the web with the staff database for obvious omissions.

Reminder Districts must report parentally placed private school students via the automated student data base if they have a service plan.

Marie Lacap, Program Specialist Bureau of Exceptional Education and Student Services Contact Information