S

CIO Training 2012-2013:

Special Education VR 10-16 Reports

Resources/Links

Description of reports and what data elements are required: http://www.p12.nysed.gov/sedcar/forms/instructions/instructions1213.html#vr10

Schedule of submission: http://www.p12.nysed.gov/sedcar/sppschedule2011-2017.html

Schedule of RE-submission: (Link on SED page does not have current year – email sent)

List of Districts that need to report/certify VR16 Data in 2012-2013: http://www.p12.nysed.gov/sedcar/forms/vr/1213/html/verif16list.htm

Primary Service Codes: http://www.p12.nysed.gov/sedcar/sirs/swd_sirs_1213.html

Least Restrictive Environment Codes (the new - level of integration): http://www.p12.nysed.gov/sedcar/sirs/swd_sirs_1213.html#lre_codes

VR 10-16 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 3rd birthday (Demo, Enroll, PS, Events)

VR13: Any Preschool Children Provided SPED Services during 2012-13 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 2010-11 or 2011-12 or 2012-2013 school years. (Demo, Enroll, PS, Events)

VR 10: Preschool & School-Age Students with

DisabilitiesExiting 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 2012-13 school year OR

Enrolled and left (exited) during the 2012-13 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 2012-13 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 #11Percent of preschool & school-aged

children who were evaluated & eligibility determined within set

timelinesSTUDENTS 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 consentWHAT 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 #12Percent 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 3rd

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, 2013. 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 yearSTUDENTS INCLUDED IN THE VR13:

Preschool-age students who received CPSE service at any point in 12-13

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: http://

www.p12.nysed.gov/sedcar/sirs/swd_sirs_1213.html 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

12-13

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 2010-11 and/or 2011-12 and/or 2012-13 school years. This report also includes students who were identified as students with disabilities during the 2012-13 school year, but who had received CEIS in the preceding two years prior to being classified. http://www.p12.nysed.gov/sedcar/forms/instructions/instructions1213.html#vr16

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): 2010-11, 2011-12, 2012-13

Program Fact: Student has a Program Service record with Code 5753 (Early Intervening Services) in any one or more school years 2010-11 , 2011-12 or 2012-13.

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/ExcludedStudent 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 4034.

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 2012-13 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) http://www.p12.nysed.gov/sedcar/sppschedule2011-2017.html

Check with CSE chaire regarding REsubmissions needed. Check SED’s list to see if you need to report/certify data for the VR16: http://www.p12.nysed.gov/sedcar/forms/vr/1213/html/verif16list.htm

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 30th (remember demo, enroll,

PS are frozen so have this data up by August 14th)

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 14TH 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 2012-2013) 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 email all questions to: DWHelp@neric.org

Or call our Data Warehouse Hotline at: 518-862-5409