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DECEMBER EMIS REPORTING, FISCAL YEAR 05

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This document will assist you in completing your Period M Special Education reporting requirements as well as the December Reporting requirement for reporting an Early Childhood record for certain preschool students.  December EMIS reporting requirements are basically the same as last year.

For December EMIS,  both the resident district and the attending district are to report the data for handicapped students.  Required data includes elements from the Demo/Attendance Record and the Program Record. 

STUDENT DEMOGRAPHICS RECORD

The majority of the fields on the Demographic screen are required. 

Building IRN District of Residence
Student ID Number Homeless Status
Date of Birth Limited English Proficiency
Gender Migrant Status
Racial/Ethnic Category Student Name  (opt.)
Student Status Grade Level Next Year
Grade Level KG Experience
Student percent of time Disability Condition
Disadvantagement Native Language
Reclassification from LEP Special Ed. Exit Date
  Student Birth Place (opt.)
SSID State Equiv Grade Level
Section 504 Plan PS Early Intervention ?
PS IEP Dev Date Homeless Unacc Youth

STUDENT ATTENDANCE RECORD

The following fields are required on the Attendance Screen:

 

STUDENT PROGRAM RECORD

NEW FOR FY05:  Some of the 210xxx program codes were deleted and some were added.  A new program code was added for PS Special Ed Itinerant Services - 220100.  (This code requires the employee I.D.)  The student must also have a 217xxx code.

The following fields are required on the Program Screen:

Most students will already have their program codes in EMIS because this was required for October reporting.  However, you may have some new students, for example, who will need program codes added in the December database.  

To complete your December reporting requirements, please do the following:

____ Process UNCLEMIS. Students that need to be reported must have a demographic record in LIVE EMIS. This should include any student admitted to the district prior to and inclusive of December 1, 2004. When UNCLEMIS is processed, data in the SIS files is used to update your LIVE EMIS database. Remember, however, the only students considered for December reporting by the EMIS aggregations are students with a disability condition. UNCLEMIS is run overnight each night for each building by procedures at the DA site. You should check the SIS$ACCOUNT:UNCLEMIS.TXT report to check for errors in the overnight run. You may also run UNCLEMIS directly during the day to move data from SIS to EMIS LIVE. If you run UNCLEMIS, always check the UNCLEMIS.TXT report created.

In SIS, students who attend non-public school but receive special education services from your public school can be coded with a Status/Att combination of either  Q/N (or A/N) or N/N (if non-residents) on STUD.  If a student is coded as an N/N combination, he may appear on any rosters which are processed for students with an Active internal status. If you do not want these students to be considered Active in SIS, code them as O/N's.  Q/N, A/N, N/N and O/N students should have a zero FTE since they are not being instructed and are only receiving services.

Resident  homeschooled students, who do not attend but receive special ed services only, should be coded as Q/I in SIS with zero FTE.  I f you have any students in this situation, please check your aggregation reports to make sure that the students aren't being excluded.  Notify Sheila if you find any problems.

A preschool student who will not be six years of age on or before December 1 and who has a disability condition must be coded with a disability condition of "11 - Preschool child with disability". A Kindergarten student, regardless of age, can be reported with any appropriate disability condition.

A child may have a "KG" grade level and a handicap code of "11". Aggregations will identify as "PK".

A child six or older as of December 1 with a handicap code, must have a handicap code other than "11".

Before proceeding, make sure all demographic records have been completed.

____ Enter program codes on the MEMB or MEMS screens in SIS or on the EMSPGM screen in EMIS or through SEEMIS. If you will be using the membership screens in SIS to add program records, be sure to use the current school year when adding the records.

If you are adding the records directly into EMIS, use the EMSPGM - Student Program File Maintenance Program screen in EMSTCN.

Here is an example of the EMIS Program code screen (EMSPGM):

 

                                                   Program/Employee ID/Name School IRN/Name

                            EMIS ID                             Code/Desc                      School IRN/Name         Empl.ID/Name    Trans from IRN
                            STUDENT, IMA/14000
                            089966777                          210015                                    049304
                                                                        Special education outside the regular class more than 60% of
                                                                               ABC School
                            089966777                          215008                                   049304
                                                                        Occupational Therapy Services
                                                                               ABC School

 

NOTE:  The Empl ID/Name field is where an employee social security number would be entered. This field is only required for a few types of program codes.  For special ed reporting, it would only apply to Preschool Special Ed Itinerant Services students - program code 220100.

SEEMIS may be used for adding special ed. program codes.   SEEMIS allows updating of both EMIS and SIS files. Handicap code as well as program codes may be updated. SEEMIS includes some edit checks which should be helpful as you enter your special ed. program codes.

PROGRAM CODES FOR DECEMBER REPORTING

The following program codes are the only codes that need to be reported in December. Other codes will be ignored by the aggregations.

Placement Options

Placement Options apply to students who are six years of age on or before Dec. 1st and who have been identified as having a disability condition. Select only one placement option per student. Each student to be reported must have a placement option. If no placement option is specified, the student should be assigned placement option 210041 - No Special Education provided.  A warning is issued on the error report. These students are then listed on the December Child Count Report in the "Excluded/coding Err" column. Students with placement option 210041 will not be funded.  Students without a placement option will still be included on the AGG7 with a 210041 program code.

If the parents refuse to have special ed services provided to their child, use code 210043. 

210013 Special Education outside the regular class less than 21 percent of the day.
210014 Special education outside the regular class at least 21 percent of the day and no more than 60 percent of the day.
210015 Special education outside the regular class more than 60 percent of the day.
210016 Public separate school.  Student with a disability receiving special education and related services, at public expense, for greater than 50 percent of the school day in public separate schools.
210017 Private separate school.  A student with a disability receiving education programs in private separate day school facilities.  This includes children with disabilities receiving special education and related services, at public expense, for greater than 50 percent of the school day in private separate schools.
210018 Public residential facility.  A student with a disability receiving education programs and living in a public residential facility during the school week.  This includes children with disabilities receiving special education and related services for greater than 50 percent of the school day in public residential facilities.
210019 Private residential facility.  A student with a disability receiving education programs and living in a private residential facility during the school week.  This includes children with disabilities receiving special education and related services, at public expense, for greater than 50 percent of the school day in public (I think this should be "private") residential facilities.
210020 Homebound/Hospital
210038 A student with a disability, placed in a state-approved non-public school by a public school district and receives services through an IEP.
210039 A student with a disability, placed in a state-approved non-public school by the student's parent(s) and receives services through a Services Plan.
210041 No special education provided
210042 IEP review process incomplete
210043 No Special Education Services Provided Due to Parental Refusal
211001 Alternative Placement for Special Education Students who are expelled.

 Autism Scholarship Program - new for FY05

   212100                                         Student is participating in the Autism Scholarship Program

APE AND RELATED SERVICES

Students may have more than one related service program record. However, most reports will only display one related services program code per student.

215001 Adapted Physical Education Services
215002 Aide Services
215003 Attendant Services
215004 Audiological Services
215005 Guide Services
215006 Interpreter Services
215007 Medical Services
215008 Occupational therapy services
215009 Orientation and Mobility services
215010 Physical Therapy services
215011 Reader Services
215012 School Psychological services
215013 Speech and Language services
215014 Supervisory services
215015 Vocational Special Education Coordinator Services
215016 Work-Study Services
215017 Parent Involvement
215018 Counseling/Guidance
215019 Adaptive Equipment and Services
215020 Recreational Services
215021 Special Transportation
215022 Social Work Services
215023 Other
215024 Braille Services
215025 Transitional Services

For Preschoolers with disabilities ONLY

EACH "Preschooler with a Disability" is to have AT LEAST one of the following PROGRAM CODES:

218026 Documented Deficit Area - Communication Skills
218027 Documented Deficit Area - Motor Skills
218028 Documented Deficit Area - Hearing Impairment
218029 Documented Deficit Area - Vision Impairment
218030 Documented Deficit Area - Social Emotional/Behavioral Skills
218031 Documented Deficit Area - Cognitive Ability
218032 Documented Deficit Area - Adaptive Behavior Skills

 

NOTE:

Preschoolers with disabilities may also have 215XXX numbers (215001 through 215025) when the IEP indicates those services are provided to the child, but they must have at least one of the codes 218026 through 218032.

Early Childhood Service Delivery Options

Delivery options are to be reported for children who have a disability condition and will not yet be six years of age as of December 1. A student may have only one Early Childhood Service Delivery Option program code reported.

Early Childhood Setting

217100 Early Childhood Setting
217110 Early Childhood Special Education Setting
217120 Part-Time Early Childhood/Part-Time Early Childhood Special Education Setting
217022 Home
217029 Residential Facility
217030 Separate School
217031 Itinerant services outside the home or outside an early childhood setting

For a complete description of each program, refer to Appendix E in the EMIS guide.

MOVING PROGRAM RECORDS TO EMIS

____ Process MEMBEMIS to move the program codes for special ed from the MEMB/MEMS screens into EMIS.

Once all programs have been loaded into EMIS, either by your own district personnel or by an update from the ESC, you may begin to generate reports to verify the accuracy of your data.  (You may need to contact your ESC if your program codes have been added for you in prior years by the ESC.)

____Run PSPRGMEMIS to help check special ed information.  The report generated is PSPRGMEMIS.TXT.

____ Process December aggregations. Use Aggregate and choose 05M. Once submitted, do not work in your 05M EMIS files until you receive a message stating that the aggregations have been completed.

REPORTS YOU CAN RUN TO CHECK YOUR DATA

Once program records have been moved to EMIS and you begin to process aggregations, print or view the following reports and correct any outstanding errors.

____ EMSAGG5.TXT - The EMSAGG5.TXT report is generated by the aggregation process and will show additional errors which may cause students to be excluded from funding. The errors on this report are errors encountered by the aggregation programs.

____ EMSAGG6.TXT - The EMSAGG6.TXT report is also generated by the aggregation process and will show students who are coded as having a disability condition but will be excluded from December reporting either because of errors or because they were not enrolled as of December 1st. This report does not look at program codes for errors.

EMSVLD.TXT - Validation report. This report will show errors that should be corrected before data is submitted. Errors are classified as either warnings or fatal errors. Fatal errors may result in a loss of funding until corrected and your data is resubmitted. This report is generated when you run aggregations but may be generated without processing aggregations by running it directly. To generate the EMSVLD report, at Menu> type EMSVLD and process for reporting period M. Specify sort types GI, GK, and GQ.  Little emphasis is placed on this report because it is not reporting period specific. 

____Run HANDICAP - HandicapSummary report.  This report option may be found on the EMIS_RPT reports menu.  It is not necessary to run aggregations prior to creating this report.  This report will list students in your database who have a handicap condition.  The student's gender, grade level, handicap status, disadvantagement, prior disability, admission and withdrawal information, FTE and attending/home IRN and indicator are also printed.

____ Run EMS_CHILDC December Disability Child Counts simulation report. This report option may be found on the EMIS_ODE menu. You must process aggregations prior to creating this report as the report runs off your aggregated data, not directly off of your EMIS database. If you make changes to your data, you must reaggregate before the changes will appear on a new EMS_CHILDC report. If ODE asks you for an inclusion/exclusion report, this is the report to use - NOT the AGG7. To process the report, select EMS_CHILDC from the EMIS_ODE menu. You will be presented with the report requesting screen with the following options:

EMS_CHILDCNT -- December Child Count Report

Summary file                                      EMS_CHILDCNT.TXT
Inclusion/exclusion                          EMS_CHILDCNT_INEX.TXT
Statement of assurance file             EMS_CHILDCNT_ASSUR.TXT
Print options page? (Y/N)               Y
Inclusion/Exclusion Report Options
Generate inclusion/exclusion detail report? (Y/N)   Y
Sort by student name or ID? (N/I)         N

Student Age:_ _ _ _ _ _ _ _ _ _ _ _ _ _

Handicap code: _ _ _ _ _ _ _ _ _ _ _ _ _ _

EMS_CHILDCNT -- December Child Count Report             1 of 1

PF1 Execute
F7 Help                F10 Reset
F8 Exit                  F11 Save/recall
F9 Cancel

 

Report options include a summary file report, EMS_CHILDCNT.TXT, which is a simulation of the report you will receive from ODE once your data has been submitted. This report which will list students by disability with a breakdown of each placement option being reported for each age group of students with that particular disability.

The report EMS_CHILDCNT_ASSUR.TXT report will create a Statement of Assurance indicating the total number of students being reported for each disability condition.

STATEMENT OF ASSURANCE

1. Multihandicapped (other than deaf-blind) 0
2. Deaf-blind 4
3. Hearing Impaired 0
4. Visually Impaired 0
5. Speech and Language 22
6. Orthopedic Impairments 0
8. Emotional Disturbance (SBH) 0
9. Mental Retardation (DH) 11
10. Specific Learning Disabilities 0
11. Preschool Child with disability 1
12. Autism 5
13. Traumatic Brain Injury 1
14. Other Health Impediments - major 2
15. Other Health Impediments - minor 3

When running EMS_CHILDC, if you indicate that you wish to generate an inclusion/exclusion report, the report EMS_CHILDCNT_INEX.TXT will be created. This report will first list each student being included either alphabetically or in EMIS ID order. Subtotals are provided for each placement option in each age group as well as any additional exclusion/coding error information.

Reminder from a  several years ago:  Handicap code "07 - Other health impaired" was replaced with handicap codes "14 - Other Health Impediments - major" and "15 - Other Health Impediments - minor".  The ODE has determined that the following list of conditions meets the definition of "medically fragile child" and so would be considered to be "14 - other health impaired - major":

 

____ EMSAGG7.TXT - The EMSAGG7.TXT report is generated by the aggregation process and will show you each student that is being included in the December report as well as their Placement Option program code. If the student is receiving related services as well, only 215013 will show on the Agg7, even if they have other related services.

You may wish to rerun the EMSAGG7 report to list students by building rather than by social security number. To process EMSAGG7, type EMSAGG7 at the Menu> prompt. You will be prompted for sort type. Specify PRH. Enter the IRN of the building you wish to create the report for or press return and the report will be generated for all buildings.

 

Who should be reported?

It is recommended that the resident district and attending district report the data so that the count which will be used for Title VI-B Flow-through funding can be verified by the resident district. If both the attending and resident districts fail to report the placement option, it will be assumed that no special education program is occurring.  (It is unclear if it makes a difference whether the non-resident district reports the child or not.  ODE instructions say that the non-resident district should report the child, but we have been unable to verify the reasoning behind this.)

Special ED students who are also participating in open enrollment must have an IEP on file in the resident district;  therefore, the resident district must report the program codes for these students.

Student demographic and attendance records should always be reported by both districts. The only exception is that only the public school district providing the special education service to students in non-public schools located within its service area is to report these students. If the attending district for the non-public child is different than the resident district, a matching record need not be reported by the district of residence.

In the case of a non-public school student the Student Status must be reported as a '6'. The Attending/Home District IRN may be left blank or contain the school IRN of the non-public school. If the non-public school IRN is used, the validation report (EMSVLD) may show this as an "Error".   The aggregation routines (EMSAGG), however, should allow it to be included in the counts and ODE can process the data.

The aggregation routines for the December Child Count are designed to include only the speech and language related services. This is the only related service that generates Flow-through funding. The Ohio Department of Education will receive the other related services at year end.

 

December Child Count Formula

Assuming that the resident district reported the placement options or Early Childhood Delivery Options for each of their resident students, the following can be used in conjunction with the EMSAGG4 report to estimate the December Child Count.

Students who are counted to generate VI-B flow through funds to a particular district are those ages 3-21, who have a Student Status of '0', and where the Attending/Home District IRN Indicator is either '0', '2', '3', '4', '7', or 'E', 'C', 'P', 'S', 'M'* plus any student who attends a non-public school (i.e. a student who has a Student Status of '6', and whose attending/home district indicator is '0' or '9', as reported by the attending school district which is providing the services to the student attending the non-public school located within its service area.)

*We believe that a student with an "M" Indicator is not counted at the resident district.   Per ODE's documentation, "Children with disabilities, on an IEP, who attend a community school, the community school is considered the district of residence" for December count data.

The following chart is taken from ODE's documentation from previous years:

Regarding children who, on December 1, are five years of age, served in Kindergarten, and identified as a child with a "school-age" disability; or, who, on December 1, are six years of age and are being served in a preschool program, use the following chart for guidance.

 

Age as of December 1 Disability Condition LRE Related Services
3 and 4 yrs Must be (11) 217XXX 215XXX
5 yrs in preschool Must be (11) 217XXX 215XXX
5 yrs in kindergarten Any condition 217XXX 215XXX
6 yrs or older Any condition 210XXX 215XXX

Note: If the child has a disability of (11) and is age six by December 1, the disability designation must be changed to reflect any one of the disability conditions used for students served in school- age programs.

 

NOTE  regarding October reporting:

Handicap preschool students who are new to your district after count week and by December 1st  need to be added to the October database as well.  Once the STUD record has been set up, notify the DDAS to run UNCLEMIS into the October database for the student.  Then you will need to enter Program Codes in the October database.   If your employees instruct the children then you will also need to add a day of attendance and Student Subject Records in 05K.  After you make additions/changes to your October database,  have your data resubmitted to ODE.

Clarification for FY05:  If you have any handicapped preschool students who were reported in October but withdraw by December 1st, then you should NOT report that withdrawal in the 05K database.  

According to ODE, "this date change will make it easier for Districts/ESC's/MRDD's to meet the minimum FTE for unit reimbursement by counting eligible preschool children with disabilities enrolled no later than December 1, ... (instead of the first full week of October) and to have the Spring allocated units in operation."

 

REPORTING OF EARLY CHILDHOOD RECORD

The Early Childhood record is found on the EMSTCN menu - #9 (EMSMGH)

Find:                                      EARLY CHILDHOOD DATA


Student ID         Student Name
268992222           BEAR,TEDDY/17977

Building IRN/Name:     112233 ABC Elementary

Preschool Education Fund Source:
Preschool Poverty Level:   

Prior Month's Attendance:                 Student Attendance Pattern:
Prior Month's Absence:                      Scheduled Instruction per week:

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A record must be reported by the educating district for all preschool students (ages 3-5) enrolled in the following preschool programs:

If a student is in a _locally_ funded public preschool, then no EC record is required to be reported.  However, by reporting these students, the district would be able to demonstrate the need for additional preschool services.

If you have preschool students that meet the criteria listed above, then you must add an Early Childhood record for them for December reporting.   Use the F12 key to add and enter the child's SSN - NOT SIS ID.  Complete the following fields.  See Section 2.1.12 of the FY05 EMIS Guide for details :

Preschool Education Fund Source (new name for FY05)

Preschool Poverty Level 

Student Attendance Pattern  (there were changes made to the options for the Attendance Pattern for FY05)

Weekly Length of Instruction

 Run the program PSATTEMIS   to load the following two fields which consist of SIS attendance figures from November:

Prior Month's Attendance

Prior Month's Absence

In order to submit a preschool record to ODE, the following criteria must be met:

The first processing for 05M data is the weekend of December 3rd, 2004.  We plan to submit everyone's data for that processing.  The snapshot will most likely be on December 16th.  (The snapshot will create the 05M database and LIVE will become the database for yearend reporting at that point.)

Until the snapshot is taken, you will need to be careful not to change any coding for special ed students that wouldn't reflect their situation as of December 1st.