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October 1st – C1��ACT 16 – C1��December 1st – C2

1

Special Education Reporting

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2

Special Education Reporting

October 1

Reporting PS/EI students as special education

Field 34 (Challenge Type) - Use code 2134 (Development Delay)

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3

Special Education Reporting

October 1

For a child transitioning from PS EI into Kindergarten, may an LEA adopt or revise the IEP for a child with the disability category of Development Delay (DD) for Kindergarten?

Yes. LEAs may adopt or revise the current preschool IEP and issue a NOREP to provided services in Kindergarten.

May an LEA identify a school age child as having a DD following a school age re-evaluation?

No. An LEA may not identify a child with a DD once they begin Kindergarten.

Will a Kindergarten student that transitioned from PS EI with DD be included in the December 1 Child Count collection?

No. DD is not a reportable category for the December 1 Child Count collection.

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4

Special Education Reporting

October 1

Change to field 38 (Challenge Type)

All students with IEPs should be coded as a Y or an N. E is only for students transferring to regular ed for the current SY. If student exits for any other reason, field remains a Y.

Grade Level

Must be level reflected on the IEP (Not necessarily based on age or years in school)

PASA Students

Field 212 (PSSA/PASA Assessment) Code A

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Correction Window: 10/18 – 10/29��Report Special Education costs for the ENTIRE School Year (7/1/20-6/30/21) regardless of funding source��Only report costs associated with special education services during the 20-21 SY(not necessarily when you paid the bill)

5

Special Education Reporting

ACT 16 Collection

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ACT 16 Collection��Student Fact Yearly Comparison Report��Special Education ‎> Act 16 > Special Ed Act 16 2015-16 and Later��Justification is recommended for 20% change previous year vs current year

6

Special Education Reporting

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ACT 16 Collection��Student Fact Yearly Comparison Report��If LEA had a 20% or higher increase AND an increase of 2 or more students in categories 2, 3 or 4, please email list of Student IDs and Actual Total Expenditures for each student to ra-edseact16@pa.gov.��Only send list of students for the categories that have a 20% or higher increase from the previous year.

7

Special Education Reporting

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�PennData Table 9A (Discipline) will be collected again for the 21/22 SY��LEAs will also continue to report Discipline in Safe Schools��Cognos Reports�Table 9A and 9A Details (Incidents reported by other LEAs)��

8

Special Education Reporting

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December 1st �Special Education Submission

9

Special Education C2 Reporting

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12/1 Special Education Collection

Federal IDEA funding

State Performance Plan

Annual Performance Report

Special Education Data Report Targets

Compliance Monitoring

Corrective Action

LEA Determinations

Significant Disproportionality

Where is the Data Used?

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12/1 Special Education Collection

Data submitted this year are compared to last year’s data.
Review detail information with your Special Ed data team. Last chance to make adjustments!
Who is my Special Ed data team?
Review for any anomalies, things to consider:

Was there an increase in a particular population within the LEA? Why?
Was there a change in personnel or programming that caused a particular category to increase? What?
Was there a change in policies or procedures that caused a change in reporting categories? What?

Things to Know and be Prepared to Answer BEFORE You Submit

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Who Submits?

12

School District of Residence

Exceptions:

Charter School

Foster Parent Home District (1305)

Who Does Not Submit:

APS, IU, County Prison, CTC, PRRI, SJCI

Do Not Submit These Students:

Students educated in state correctional facilities.

Wards of State

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December 1^st Child Count

13

December 1st

PIMS C2 Collection (December)

Special Education and Student Templates

Data in this collection directly affects Federal Special Education Funding and all LEA data reports which support cyclical monitoring

All special education students with a current IEP and receiving services as of 12/1 of the school year.

Include ALL special education students regardless of placement

PIMS Report

Student > Resident District Students Reported by Other LEA

1306 – Reporting by District of Residence (Including Therapeutic Foster Care Facilities) (Where legal custody lives)

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December 1^st Child Count

14

Reporting Educational Environment

Section A (19,20,21) vs Section B of the IEP

19 – 80% or more in regular classroom

20 - 79% - 40%

21 – Less than 40%

Where is the student receiving services?

(Not necessarily where they are living)

For what percentage of the day are they in the setting? Non-instructional time counts! Time spent with non-disabled peers is NOT tied directly to Amount of Services or Type of Support

Regular school building/community-based setting

CTCs are Regular school building

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December 1^st Child Count

Other Considerations

Students Receiving Services at an Approved Private School

Educational Environment Codes 01 and 02 are only used for 4010 Funded Students

Use Codes 06 (Residential) or 16 (Non-Residential) for Non-4010 Funded Students

Ask your Business Office for Funding Status

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December 1^st Child Count

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Reporting Educational Environment

Remote Guidance

An IEP team should not check the “Instruction Conducted in the Home” or “Homebound” or consider it “Home Schooling” just because the student is receiving instruction in a remote learning environment.

Report where the student WOULD HAVE BEEN receiving services.

Report the data based on the student’s IEP.

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December 1^st Child Count

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Hospital/Homebound

Educational Environment (44) code 09

These are TEMPORARY in almost all cases (typically medical).

Do not report the temporary placement. IEP should not be changed.

Educational Environment is an IEP team decision that can only be changed by the team.

Report the student’s status PRIOR to Homebound.

Homebound is not the same as Instruction in the Home

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December 1^st Child Count�Timelines

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Follow local IU timelines

Submit Data to IUs (Spot Checker, etc) – Starting Early November

Data checks on all fields in both templates for current year

PIMS Sandbox – Opens at Least Two Weeks Prior to Production

Compares data to previous years

Checks grade 9 entry dates, Enrollment records, etc.

PIMS C2 Collection Window - Production

12/1 – 12/17

All LEAs are required to submit their templates during this window.

Resubmission Window – Opens Beginning of January

1/10 – 1/21

Used to make CORRECTIONS

December 1^st Child Count Data Timelines

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December 1^st Child Count

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Utilize YOUR IU DATA MANAGER

IU Data Managers are an extension of the Data Reporting Team with the BSE. If they are asking for data or verification of information, it is because the Bureau has requested the information. Please cooperate and ensure LEA data are submitted in a Timely and Accurate manner.

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Best Practices

Accuracy starts with student enrollment
Check/Analyze data monthly
Sync SIS and Special Ed systems
Keep data current in systems – IEP, ER, RR, exit data, discipline data, staff
Plan timelines so IEPs are not due at the end of November
Being cognizant of submission timelines when exiting students from services
Work closely with your Intermediate Unit Special Ed Data Manager

Accuracy starts with student enrollment

LEAs should run edit checks internally on a monthly basis to correct errors – analyze data

If you have the student in your SIS and in a separate Special Ed software, make sure that the fields match.

LEAs should keep data updated in their systems throughout year – IEP data, ER,RR, exit data, discipline data, staff

Plan timelines so paper work can get recorded before submissions are due. Some districts are trying to complete all IEP’s by the beginning of November so that they get into a pattern that no IEP’s come due toward the end of November allowing time for paperwork flow and to ensure that they will receive funding for all of their special ed students.

Make sure exited students get updated in your system in a timely manner. Along with making sure you report all your Special Ed students, you also don’t want to report a student who exited Special Ed.

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Data Sources

Main Source - IEP, ER, NOREP (Teachers, Directors, Psychologist)

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STARTS HERE

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PIMS Student Template- Resource 1

Current Grade Level
Birth Date
Gender
Address
Race/Ethnicity Code
Challenge Type
Special Education (38)
LEP Participation
Name (First, Last, Suffix, Middle)

Field	Description	Location
10	Current Grade Level	From data in SIS or Special Ed system (not on IEP)
14	Birth Date	From data in SIS or Special Ed system (not on IEP)
15	Gender	From data in SIS or Special Ed system (not on IEP)
16-20	Address	From data in SIS or Special Ed system (not on IEP)
27	Race/Ethnicity Code	From data in SIS or Special Ed system (not on IEP)
34	Challenge Type	From data in SIS or Special Ed system (not on IEP)
38	Special Education	From data in SIS or Special Ed system (not on IEP)
41	LEP Participation	From data in SIS or Special Ed system (not on IEP)
126	Name Suffix	From data in SIS or Special Ed system (not on IEP)
133	Last Name	From data in SIS or Special Ed system (not on IEP)
134	First Name	From data in SIS or Special Ed system (not on IEP)
142	Middle Name	From data in SIS or Special Ed system (not on IEP)
167	Special Education Referral	From data in SIS or Special Ed system (not on IEP)

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PIMS Special Ed Snapshot- Resource 2

Field	Description	Location
1	District Code	From data in SIS or Special Ed system (not on IEP)
2	Location Code	From data in SIS or Special Ed system (not on IEP)
5	Student ID	From data in SIS or Special Ed system (not on IEP)
10	Special Ed Teacher	IEP Team/Signatures-Special Ed Teacher
11	Primary Disability	From the ER/RR and data in SIS or Special Ed system (not on IEP)
12	Secondary Disability	From the ER/RR and data in SIS or Special Ed system (not on IEP)

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IEP - Team Signatures- Resource 3

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PIMS Special Ed Snapshot

Field	Description	Location
1	District Code	From data in SIS or Special Ed system (not on IEP)
2	Location Code	From data in SIS or Special Ed system (not on IEP)
5	Student ID	From data in SIS or Special Ed system (not on IEP)
10	Special Ed Teacher	IEP Team/Signatures-Special Ed Teacher
11	Primary Disability	From the ER/RR and data in SIS or Special Ed system (not on IEP)
12	Secondary Disability	From the ER/RR and data in SIS or Special Ed system (not on IEP)

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ER/RR- Resource 4

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PIMS Special Ed Snapshot

Field	Description	Location
15	Amount of Special Ed Services	VIII-Education Placement – B – 1 – Amount of Special Ed Services
17	Type of Support	VIII-Education Placement – B – 2 – Type of Support
34	Date Exited Special Ed	NOREP – Derived from data in NOREP recommended placement (possibly in #7 Anticipated Duration)
44	Educational Environment	VIII Penn Data – Section A – Percentage Category OR Section B-location type selected
49	Educational Environment %	VIII Penn Data – Section A – Indicate Percentage column OR if Section B is filled out: Zero or Blank
52	Reason for Exiting Special Ed	(NOREP-#1 Type of action taken)
70	Service Provider	From data in SIS or Special Ed system (not on IEP)-AUN/Name of facility providing service
71	Location of Special Ed Service	VIII-Education Placement – C – Name of School building where IEP will be implemented

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IEP - Educational Placement- Resource 5

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PIMS Special Ed Snapshot

Field	Description	Location
15	Amount of Special Ed Services	VIII-Education Placement – B – 1 – Amount of Special Ed Services
17	Type of Support	VIII-Education Placement – B – 2 – Type of Support
34	Date Exited Special Ed	NOREP – Derived from data in NOREP recommended placement (possibly in #7 Anticipated Duration)
44	Educational Environment	VIII Penn Data – Section A – Percentage Category OR Section B-location type selected
49	Educational Environment %	VIII Penn Data – Section A – Indicate Percentage column OR if Section B is filled out: Zero or Blank
52	Reason for Exiting Special Ed	(NOREP-#1 Type of action taken)
70	Service Provider	From data in SIS or Special Ed system (not on IEP)-AUN/Name of facility providing service
71	Location of Special Ed Service	VIII-Education Placement – C – Name of School building where IEP will be implemented

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IEP – Section VIII PennData Reporting

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PIMS Special Ed Snapshot

Field	Description	Location
15	Amount of Special Ed Services	VIII-Education Placement – B – 1 – Amount of Special Ed Services
17	Type of Support	VIII-Education Placement – B – 2 – Type of Support
34	Date Exited Special Ed	NOREP – Derived from data in NOREP recommended placement (possibly in #7 Anticipated Duration)
44	Educational Environment	VIII Penn Data – Section A – Percentage Category OR Section B-location type selected
49	Educational Environment %	VIII Penn Data – Section A – Indicate Percentage column OR if Section B is filled out: Zero or Blank
52	Reason for Exiting Special Ed	(NOREP-#1 Type of action taken)
70	Service Provider	From data in SIS or Special Ed system (not on IEP)-AUN/Name of facility providing service
71	Location of Special Ed Service	VIII-Education Placement – C – Name of School building where IEP will be implemented

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IEP – Location of Program- Resource 6

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Disability Codes

Appendix H–Disability Codes(Challenge Types)

NOTE: Appendix His for use with Field 34 (CHALLENGE TYPE)in the Student and Student Snapshot Templates, and Field 11 (PRIMARY DISABILITY) and Field 12 (SECONDARY DISABILITY) in the Special Education Snapshot Template.

Disability Code Disability Description

2121 Autistic/Autism

2122 Deaf-blindness

2123 Hearing impairment including deafness

2124 Intellectual disability

2125 Multiple disabilities

2126 Orthopedic impairment

2127 Emotional disturbance

2128 Specific learning disability

2129 Speech or language impairment

2130 Traumatic brain injury

2131 Visual impairment including blindness

2132 Other health impairment

2134 Developmental delay NOTE: this code is not valid for the Special Education collection (Student/Student Snapshot/Special Education Snapshot templates)

2135 Infants and Toddlers with Disabilities NOTE: this code is not valid for the Special Education collection (Student/Student Snapshot/Special Education Snapshot templates)

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Educational Environment Codes

Appendix U – Educational Environment (eScholar Lookup – Primary Setting Code)

NOTE: Appendix U is for use with Field 44 (EDUCATIONAL ENVIRONMENT) in the Special Education Snapshot Template.

Code Description

01 Approved Private School (Non-Residential) 4010 Funded Students Only

02 Approved Private School (Residential) 4010 Funded Students Only

05 Public Separate Facility (Residential)

06 Other Private Separate Facility (Residential)

09 Hospital/Home Bound

12 Public Separate Facility (Non-Residential)

14 Out of State Facility

15 Instruction in the Home

16 Other Private Separate Facility (Non-Residential)

18 Correctional Facility

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Important Links

36

PIMS Manuals and How-To Guide:

https://www.education.pa.gov/DataAndReporting/PIMS/Pages/default.aspx

Special Education Data Reporting Website:

Contains: Special Education Resource Guide Submission Guide/State Performance Plan
https://penndata.hbg.psu.edu/

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Contacts

37

IU Data Manager

Dan Ficca - c-dficca@pa.gov

Jodi Rissinger - jrissinger@pa.gov�

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Contact/Mission

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For more information on Special Education Reporting Requirements please visit PDE’s website at www.education.pa.gov

The mission of the Department of Education is to ensure that every learner has access to a world-class education system that academically prepares children and adults to succeed as productive citizens. Further, the Department seeks to establish a culture that is committed to improving opportunities throughout the commonwealth by ensuring that technical support, resources, and optimal learning environments are available for all students, whether children or adults.