This memo contains important and timely information regarding special education data collection requirements for the 2009-10 school year. Please review the information provided below and if you have any questions regarding your reporting responsibilities, contact the SEDCAR unit by telephone at (518) 474-7965 or by sending an e-mail message to datasupport@nysed.gov.
Compared to the 2008-09 school year, the following changes
will be implemented during the 2009-10 school year:
- The special education snapshot (child count and least
restrictive environment in which students with disabilities receive
educational services) will be on Wednesday, October 7, 2009;
- Some reasonability
checks have been added to some October 7, 2009 child count and least
restrictive environment reports (VR1, VR2 and VR3) to compare 2008-09
with 2009-10 school year data. Discrepancies of 10 percent and 10 students
will require an explanation after data are certified.
- The VR10, Report of Students with Disabilities Exiting Special Education
has been revised to include a display of all the required data elements
for all students with disabilities for whom a school district has CPSE
and CSE responsibility as well as a display of data that will be reported
to the USDOE.
- Two summary statements have been added to the VR15, preschool outcomes
report to display results according to how State targets will be established
for this indicator and how data will be displayed in the Special Education
School District Data Profiles, posted at http://eservices.nysed.gov/sepubrep/.
- A new VR16 report will require your data submission, verification,
and certification. This report is an end-of-year report and will display
students without disabilities who received or are receiving
Coordinated Early Intervening Services (CEIS) during the 2007-08, 2008-09
and/or 2009-10 school years. It will also display students with disabilities
in the 2009-10 school year who received CEIS for any length of time
when they were students without disabilities during the above stated
years. These data are required to be reported to the U.S. Department
of Education. If school districts have not reported a program service
code 5753 (Early Intervening Services) for students in the above stated
years, they are required to make the necessary historical corrections
to past years data as well as accurately report students with this
program service code for the 2009-10 school year. Please see the guidance
memo on CEIS posted at: https://www.p12.nysed.gov/specialed/publications/policy/ceis908.htm;
- The verification and certification process for the special education
reports displayed through the PD data system for data collected through
the Student Information Repository System (SIRS) will be different
during the 2009-10 school year. In the 2009-10 school year, data will
be refreshed on a weekly basis from the Level 2 repository and displayed
in the VR reports for your review. After the last refresh, all school
districts will certify their data electronically by selecting one of
the following two certification options. These options will appear
below each VR report on the last refresh date:
- I certify that my
school district's data are complete and accurate;
- I cannot certify that my school district's data are complete and
accurate, however, I understand that the deadline for making corrections
has passed and that these data will be used for all State and district
reports and decisions.
- The 2009-10, PD-6, Report of Special Education Personnel Employed
or Contracted to Provide Special Education Services is posted at
https://www.p12.nysed.gov/sedcar/ under the 2009-10 school year.
The due date for this report is February 1, 2010. Revisions from
the previous year are contained in the cover memo accompanying
this report.
- The 2009-10, PD-8, Report of Students with Disabilities Suspended
or Removed to an Interim Alternative Education Setting is posted
at https://www.p12.nysed.gov/sedcar/, under the 2009-10 school year.
The due date for this report is on August 6, 2010. There are no
revisions to this report compared to the previous year.
- The SEDCAR-1 form has an earlier due date. By November 27,
2009, approved special education programs for preschool and school-age
students with disabilities and State-supported schools and other districts
that provide special education services to your resident children are
required to send each school district of residence this form to request
a proportionate share of vendor funding amount of IDEA funds for the
2010-11 school year. Their request is based on the number of students
with disabilities placed by your school district in their educational
program on October 7, 2009.
- The SEDCAR-2 form has an earlier due date. By November 27,
2009, child care institutions with affiliated schools that provide
educational services to students with disabilities pursuant to Article
81 are required to designate a single LEA through whom to receive a
proportionate share of IDEA federal funds for their court placed students.
The SEDCAR-2 form is used to designate and notify the LEA of this designation.
All materials related to requirements for reporting special education
data to the State for the 2009-10 school year are posted or a link
to them is available at https://www.p12.nysed.gov/sedcar/. Special
education data are collected through the Student Information Repository
System (SIRS) and the PD data system. The primary documentation
for data that must be submitted through SIRS is the 2009-10 SIRS
Manual, the link to which will be available at the websites identified
above. The documentation for data that must be submitted directly
through the PD data system is included with each form (i.e., PD-6,
PD-8, SEDCAR-1 and SEDCAR-2 forms) and in the Self Review Monitoring
Protocols for special education State Performance Plan (SPP) Indicators
4, 9, 10 and 13. For description of these and all other special
education indicators and for copies of all the self review monitoring
protocols, and other information related to each indicator, please
see the SPP home page at https://www.p12.nysed.gov/specialed/spp/home.html.
Special Education Data Collected Through SIRS
The chart below provides a description of each type of data that
school districts must submit through SIRS, which verification reports
will display the data, the verification time period, and the certification
due date. Special education data verification and certification
takes place through the PD data system at http://pd.nysed.gov.
One PD data system contact person and one chief information officer
(CIO) in each school district has a user ID and password to access
this system. Certification can only be provided by the PD data
system contact person. If there
are new contact persons in your school district, please contact
SEDCAR at (518) 474-7965 or by e-mail to datasupport@nysed.gov to request a new user ID and password.
Verification
Report |
Type
of Data and Required Templates |
Verification
Period, and Final Date for Data Certification |
VR1-6,
and VR8 |
These
reports display preschool and school age students with disabilities
for whom school districts have CPSE and CSE responsibility and
who are provided special education services in accordance with
an IEP, IESP or SP and in accordance with State standards as
of October 7, 2009. These data are submitted through SIRS, using
the Special Education Snapshot, School Enrollment, Student Demographic,
and Programs Fact templates.
These reports
also display the least restrictive environment in which preschool
and school age students with disabilities are provided special
education services. Data in these reports are displayed by age-range,
race/ethnicity, gender and LEP status. (Parentally placed students
with disabilities in nonpublic elementary and secondary schools
are displayed in two categories, those who receive special education
services in accordance with an IEP, Individualized Education
Services Program (IESP) or a Service Plan (SP) and those who
do not.)
VR6 (preschool
students) and VR8 (school-age students) reports display students
by the “Building of Enrollment” information provided
for each student. Students are displayed as enrolled in district
buildings or in each out-of-district building of enrollment. |
Data
verification period is between October 14, 2009 and January 13,
2010.
An electronic
certification is required on January 13, 2010.
A Statement
of Assurance form (printed from the PD data system) must be mailed
to SEDCAR after completing the certification. |
VR7
and VR9 |
These
reports provide a VIEW only of the number of students with disabilities
who are the CPSE or CSE responsibility of other school districts,
but as of October 7, 2009 are placed in your school district,
as reported by their districts of residence. These reports provide
an aggregate count of preschool (VR7) and school age (VR9) students
with disabilities enrolled in your school district. Individual
student identification information is NOT provided in these reports.
If
these reports do not agree with your record of how many students
with disabilities your district is educating from other districts,
please contact the other school districts that reported these
data to let them know so they may correct their reporting.
In
order to be proactive and assist school districts of residence
report accurate enrollment information, we recommend that you
provide each district of residence enrollment information on
students with disabilities who are placed in your school district
as of October 7, 2009. Please do this as soon as possible in
October or early November to facilitate accurate reporting by
school districts of residence. |
Please
view the VR7 and VR9 reports beginning on October 14, 2009. These
reports will be refreshed every Wednesday until January 13, 2010.
No certification is required for these reports. |
VR10 |
This
report displays preschool and school-age students with disabilities
who are declassified or end enrollment during the 2009-10 school
year. Information is also included regarding type of credential
students earn and their postgraduate plans. Data are displayed
for all students with disabilities for whom the district has
CPSE or CSE responsibility. Data are displayed by disability,
age, race/ethnicity, gender and LEP status of students with disabilities
who leave school during the 2009-10 school year. These data are
reported through SIRS, using the School Enrollment, Student Demographic
and Programs Fact templates. School districts may but are not
required to report type of credential or postgraduate plans of
students with disabilities for whom they have CSE responsibility
only. |
Data
verification is between June 2, 2010 and August 4, 2010.
Data
displayed in VR10 Report on August 4, 2010 will need to be certified. |
VR16 |
This
report will display all students who received Coordinated Early
Intervening Services (CEIS) funded with up to 15% of federal
IDEA funds. These are students for whom a CEIS program service
record (code 5753 – Early Intervening Services) has been
submitted to the repository during the 2007-08, 2008-09 or 2009-10
school years. CEIS services are provided to students without disabilities only. This report will also display students who
received CEIS and subsequently were identified as having a disability
under IDEA. See a guidance memo on CEIS at: https://www.p12.nysed.gov/specialed/publications/policy/ceis908.htm.School
districts that did not accurately report students with the CEIS
code in the 2007-08 or 2008-09 school years are required to correct
their historical data through SIRS. |
Data
verification is between June 2, 2010 and August 4, 2010.
Data
displayed in VR16 Report on August 4, 2010 will need to be certified. |
VR11 |
The
data for this report are provided only by public school districts
that are assigned to report on State Performance Plan Indicator
#11 (timely evaluation of preschool and school age students).
See the schedule of the school year in which school districts
are assigned and/or reassigned to report data on SPP Indicators
7, 8, 11, 12, 13 and 14 at https://www.p12.nysed.gov/sedcar/sppschedule.html and https://www.p12.nysed.gov/sedcar/resubschedule.html.
Additional school districts will be added to the resubmission
schedule after data from the 2008-09 school year are finalized.
See
additional information related to reporting data for this indicator
at https://www.p12.nysed.gov/specialed/spp/11data.htm.
This report
displays information regarding the timely evaluation of preschool
and school-age students for special education eligibility determination.
The status of evaluations is displayed as of August 31, 2010.
Specific dates are provided, such as the date of receipt of referral
to the CPSE or CSE, date of receipt of parental consent to evaluate,
date of CPSE or CSE meeting at which evaluation results are discussed,
and the number of school days (for preschool children) and the
number of calendar days (for school-age students) from date of
receipt of parent consent to evaluate to the date of the CPSE
or CSE meeting at which evaluation results are discussed. This
data set also includes whether the student is found eligible
for special education and requires a reason for not completing
the evaluation within State established time lines. These data
are reported through SIRS by using the Special Education Events,
School Enrollment, Student Demographic and Programs Fact templates. School
districts must report data on all preschool children (including
children referred from Part C, Early Intervention) and school-age
students (including parentally placed students in nonpublic elementary
and secondary schools) when parent consent for an initial evaluation
is received between July 1, 2009 and June 30, 2010. |
Data
verification is between June 2, 2010 and November 3, 2010.
Data
displayed in VR11 Report on November 3, 2010 will need to be certified. |
VR12 |
The
data for this report are provided only by public school districts
that are assigned to report on State Performance Plan Indicator
#12 (IEP by third birthday for children transitioning from Early
Intervention to preschool). See the schedule of the school year
in which school districts are assigned and/or reassigned to report
data on SPP Indicators 7, 8, 11, 12, 13 and 14 at https://www.p12.nysed.gov/sedcar/sppschedule.html and https://www.p12.nysed.gov/sedcar/resubschedule.html.
Additional school districts will be added to the resubmission
schedule after data from the 2008-09 school year are finalized.
See
additional information related to reporting data for this indicator
at https://www.p12.nysed.gov/specialed/spp/12data.htm.
This
report displays information on the evaluation of children who
are referred from Early Intervention (Part C of IDEA) to the
CPSE between July 1, 2009 and June 30, 2010 and on the status
of their IEP implementation as of August 31, 2010. Specific dates
are displayed such as the date of receipt of referral, date of
receipt of parent consent to evaluate, date of meeting at which
eligibility determination is made and the date of full implementation
of IEP. This report also displays if children were found eligible
and if their IEP was not implemented by their 3rd birthday,
the number of calendar days past the child’s 3rd birthday
when the IEP was fully implemented and the reason for the delay.
These data are submitted through SIRS using the Special Education
Events, School Enrollment, Student Demographic and Programs Fact
templates. |
Data
verification is between June 2, 2010 and November 3, 2010.
Data
displayed in VR12 Report on November 3, 2010 will need to be certified. |
VR13 |
This
report displays all preschool children who receive special education
programs or services at any time during the 2009-10 school year.
These data are submitted through SIRS by using the end-of-year
Special Education Snapshot, School Enrollment, Student Demographic
and Programs Fact templates. The required data elements in the
Special Education Snapshot are the Primary Service Code, Primary
Service Provider, and the Snapshot Date (July 1, 2009). |
Data
verification is between June 2, 2010 and November 3, 2010.
Data
displayed in VR13 Report on November 3, 2010 will need to be certified. |
VR14 |
This
report displays all parentally placed school-age students with
disabilities in nonpublic elementary and secondary schools located
in the school district who are evaluated for eligibility for
special education; those who are determined to be eligible; and
those who receive special education services during the 2009-10
school year. These data are submitted through SIRS using the
Special Education Events, School Enrollment, Student Demographic
and Programs Fact templates. The required data elements include
date of referral to the CSE, date parents provide consent to
evaluate the student, the date of the CSE meeting to discuss
evaluation results, the outcome of the CSE meeting, and the date
the IEP or IESP or SP are implemented. |
Data
verification is between June 2, 2010 and November 3, 2010.
Data
displayed in VR14 on November 3, 2010 will need to be certified. |
VR15 |
The
data for this report are provided only by public school districts
that are assigned to report on State Performance Plan Indicator
#7 (preschool outcomes). See the schedule of the school year
in which school districts are assigned and/or reassigned to report
data on SPP Indicators 7, 8, 11, 12, 13 and 14 at https://www.p12.nysed.gov/sedcar/sppschedule.html and https://www.p12.nysed.gov/sedcar/resubschedule.html.
For
additional information related to this indicator see https://www.p12.nysed.gov/specialed/spp/7data.htm.
This report
displays preschool children’s functional level in three
early childhood outcome areas as recorded on the Child Outcomes
Summary Form upon entry of child into preschool special education
and upon exit from preschool special education. This report also
displays each child’s progress category and two statements
summarizing school districts’ data in each early childhood
outcome area. These data are reported through SIRS by using the
Assessment Fact, School Enrollment, Student Demographic and Programs
Fact templates.
School districts
must report on all preschool children with disabilities who were
evaluated on or after March 1, 2006 and who left preschool special
education between July 1, 2009 and June 30, 2010 after receiving
special education services for at least 6 months. |
Data
verification is between June 2, 2010 and November 3, 2010.
Data
displayed in VR15 Report are to be certified on November 3, 2010 will need to be certified. |
Special Education Data Collected Directly Through the PD Data System
The chart below provides a summary of aggregate data that are required
to be submitted through the PD data system and the due dates. One PD
data system contact person and one chief information officer (CIO) in each
school district has a user ID and password to access this system. Data entry
and certification can only be provided by the PD data system contact person.
If there are new contact persons in your school district, please contact
SEDCAR at (518) 474-7965 or by e-mail to datasupport@nysed.gov to
request a new user ID and password.
Type
of School |
Type
of Data |
Due
Date |
PD-6 |
This
report requests the total full-time equivalent (FTE) number of
special education personnel in selected titles who are employed
or contracted to provide special education services to preschool
and school age students with disabilities on or about October
7, 2009. This form and its accompanying directions is posted
at https://www.p12.nysed.gov/sedcar/ ,
under the 2009-10 school year heading. |
Between
October 7, 2009 and February
2, 2010
Certification
is required by February 2, 2010. |
PD-8 |
This
report requests the number of students with disabilities who
are suspended, expelled or removed to an interim alternative
education setting during the 2009-10 school year. Data are collected
by type of disciplinary removal, by disability, race/ethnicity,
gender and LEP status. Data regarding provision of educational
services during expulsion is also requested for students with
and without disabilities. This form is posted at https://www.p12.nysed.gov/sedcar/ ,
under the 2009-10 school year heading. |
Between
July 1, 2010 and August 6, 2010.
Certification
is required by August 6, 2010. |
Indicator
13 – Self Review Monitoring Protocol – Review of
Secondary Transition IEPs. |
The
data for this self-review monitoring protocol are provided only
by public school districts that are assigned to report on State
Performance Plan Indicator #13 (Secondary Transition IEPs) See
the schedule of the school year in which school districts are
assigned and/or reassigned to report data on SPP Indicators 7,
8, 11, 12, 13 and 14 at https://www.p12.nysed.gov/sedcar/sppschedule.html and https://www.p12.nysed.gov/sedcar/resubschedule.html.
Additional school districts will be added to the resubmission
schedule after data from the 2008-09 school year are finalized.
See additional
information related to reporting data for this indicator at https://www.p12.nysed.gov/specialed/spp/indicators/13.htm.
This
indicator requires school districts to review a sample of students’ IEPs
to evaluate their compliance with respect to transition planning
and services. This
self-review monitoring protocol is posted at the above stated
site. The data required include the number of students with disabilities
ages 15-21 for whom the district has CSE responsibility, the
number of IEPs reviewed and whether or not the school district
is in compliance with each of the eight regulatory citations
related to transition planning. |
Between
July 1 and August 31, 2010 |
Indicators
4A, 4B, 9, 10A, 10B – Self-Review Monitoring Protocols |
Public
school districts that are identified based on review of their
data for the following issues are required to conduct a corresponding
self review monitoring protocol and report results of the review
through the PD data system:
- Indicator 4A: significantly
high long-term, out-of-school suspension rate;
- Indicator 4B: significant
disproportionality, based on race/ethnicity in suspensions;
- Indicator 9: significant
disproportionality, based on race/ethnicity in special education
classification;
- Indicator 10A: significant
disproportionality, based on race/ethnicity in identification
by a specific disability;
- Indicator 10B: significant
disproportionality, based on race/ethnicity, in the placement
of students in particular settings
All self-review
monitoring protocols are posted at https://www.p12.nysed.gov/specialed/spp/home.html. |
School
districts will be notified if they are required to complete any
one or more of these self-review monitoring protocols and they
will be notified of the due date for reporting results. |
Special Education Data Collected Through Other Processes
Type of School |
Type of Data |
Due Date |
SEDCAR-1 Form |
This
form is used by educational programs listed below to request 2010-11,
federal IDEA vendor funding amounts from school districts that
have CPSE or CSE responsibility and have placed students in these
program. The amount of vendor funding for 2010-11 school year is
to be based on October 7, 2009 enrollment of students with disabilities:
- Approved private schools for
students with disabilities
- State-supported schools
- Approved preschool special
education programs operated by a BOCES.
- Public school districts with
approved preschool special education programs that enroll children
from other school districts
This form
is posted at https://www.p12.nysed.gov/sedcar/ ,
under the 2009-10 school year heading. |
This
form must be provided to school districts with CPSE or CSE responsibility
by November 27, 2009.
This form is not submitted
to the State. |
SEDCAR-2 |
Child
care institutions with affiliated schools (Article 81 Schools)
will use the SEDCAR-2 form to designate a public school district
through whom to receive 2010-11 federal IDEA funds for students
who are placed by the courts or State agencies in their program
as of October 7, 2009. This form is posted at https://www.p12.nysed.gov/sedcar/ ,
under the 2009-10 school year heading. |
This
form must be provided to the designated LEA and to the State through
regular mail by November 27,
2009. |
Indicator
8 (parental involvement) |
Public
School Districts that are assigned to report on State Performance
Plan Indicator #8 (Parental Involvement) must take steps to administer
the Department’s parent survey. See the schedule of the school
year in which school districts are assigned and/or reassigned to
report data on SPP Indicators 7, 8, 11, 12, 13 and 14 at https://www.p12.nysed.gov/sedcar/sppschedule.html and https://www.p12.nysed.gov/sedcar/resubschedule.html.
Additional school districts will be added to the resubmission schedule
after data from the 2008-09 school year are finalized.
For additional
information related to this indicator, please see https://www.p12.nysed.gov/specialed/spp/parentsurvey08.doc.
The Department has contracted with
SUNY Potsdam beginning in the 2009-10 school year to assist school
districts with the administration of the parent survey. Please use the website, https://www.piar.potsdam.edu/parentsurvey/ for ordering parent surveys and accessing other information that SUNY Potsdam will post regarding availability of electronic surveys, monitoring response rates and other information. |
All
completed surveys must be returned to SUNY Potsdam by August 31,
2010. |
SPP
Indicator 14 (Post School Outcomes) |
Public
School Districts that are assigned to report on State Performance
Plan Indicator #14 (post school outcomes) are to work with the
Potsdam Institute of Applied Research (PIAR) located at SUNY Potsdam
to facilitate interviews of former students with disabilities one
year after they leave school. See the schedule of the school
year in which school districts are assigned and/or reassigned to
report data on SPP Indicators 7, 8, 11, 12, 13 and 14 at https://www.p12.nysed.gov/sedcar/sppschedule.html and https://www.p12.nysed.gov/sedcar/resubschedule.html.
Additional school districts will be added to the resubmission schedule
after data from the 2008-09 school year are finalized.
For additional
information on this indicator, see https://www.p12.nysed.gov/specialed/spp/indicators/14.htm. PIAR can be contacted
by e-mail at piar@potsdam.edu or
telephone at 315-267-2718. They maintain a website at http://www.psiweb.potsdam.edu/nyspp14/. |
SUNY
PIAR will provide directions and due dates to school districts
to report student and family contact information, communicate with
families regarding this indicator, and provide SUNY PIAR lists
of students who leave school during the 2009-10 school year. |
For your reference, this memo will be posted at https://www.p12.nysed.gov/sedcar, look under the 2009-10 school year heading and under the communications section of this website. |