**All correspondence from SEDCAR will be directed to the contact person identified in the PD web based data entry system at http://pd.nysed.gov. Please keep the school district contact person information current, including the e-mail address, as most communication will occur via e-mail.

General Instructions for PD-9

1. During the 2005-06 school year, one statewide representative sample of school districts will complete Tables 1-6, which request data for federal indicator number 11. This indicator is “Percent of children with parental consent to evaluate, who were evaluated and eligibility determined within 30 school days for preschool children and within 60 calendar days for school-age students.” Over the next six years, all school districts will submit these data. See schedule for the school years in which school districts will submit these data at http://www.p12.nysed.gov/sedcar/data.htm.

2. During the 2005-06 school year, one statewide representative sample of school districts will complete Tables 7-11, which request data for federal Indicator 12. This indicator is “Percent of children referred by Part C prior to age three, who are found eligible for Part B, and who have an IEP developed and implemented by their third birthday.” Over the next six years, all school districts will submit these data. See schedule for the school years in which school districts will submit these data at http://www.p12.nysed.gov/sedcar/data.htm.

3. Data for federal Indicators 11 and 12 may be submitted for all students who meet the eligibility criteria. However, if reporting these data on fewer students reduces the data-reporting burden, data may be submitted for a sample of students. If school districts choose to use sampling to report these data, the sampling guidelines included with these directions must be followed. Documentation of the sampling process, including worksheets, must be maintained by school districts and made available upon request for any future audits of these data.

4. For federal Indicator 11, include all students (or minimum number required in a sample) who are referred to determine eligibility for preschool or school-age special education programs and/or services between September 1, 2005 and June 30, 2006. In Tables 1-6, report on the number of eligibility determinations during the period between September 1, 2005 and August 31, 2006. Please note that in 2006-07 and in subsequent school years, school districts will report on all preschool and school-age students who are referred for special education programs and services between July 1 and June 30.

5. For federal Indicator 12, include the number of all children (or minimum number required in a sample) who are referred from Part C to Part B for special education programs and services prior to age three between July 1, 2005 and June 30, 2006. In Tables 7-11, report on the number of children determined eligible and the number of those children whose IEPs were implemented between July 1, 2005 and August 31, 2006.

6.  Please follow instructions provided above each table, as well as within the description of each line of data requested in Tables 1-11.

Sampling Guidelines for Federal Indicator Number Eleven

Indicator 11: Percent of children with parental consent to evaluate, who were evaluated and eligibility determined within 30 school days for preschool children and within 60 calendar days for school-age students. The data for this indicator is requested in this PD-9 form, Tables 1-6

Eligible population of students to be included in the sample of preschool children:
Identify all preschool children for whom parents provided consent to evaluate for eligibility for special education programs and services anytime during the 2005-06 school year (September 1, 2005 to June 30, 2006). In subsequent years, the school year will be from July 1 to June 30. Include all such preschool children, regardless of the source of referral.

Eligible population of students to be included in the sample of school age students:
Identify all school-age students for whom parents provided consent to evaluate for eligibility for special education programs and services anytime during the 2005-06 school year (September 1, 2005 to June 30, 2006). In subsequent years, the school year will be from July 1 to June 30. Include all such school-age students, regardless of the source of referral, and the school students attended or currently attend.

Minimum number of students to be included in the sample:
School districts may provide data on all students identified under the eligible populations or they may choose to provide data on a sample of eligible students. If school districts decide to provide data on a sample of eligible students, they must enter the number of eligible students in the tables above Tables 1 and 4 to determine the minimum number of students that must be included in the sample.

Method of selecting students for the sample:

1. Assign all students who meet the criteria described in the eligible population a sequential number or use a number that already exists in your database. These numbers may be student identification numbers, social security numbers, or other randomly or sequentially assigned numbers. Sort all eligible students in numerical order.

2. Use the random number table posted at http://www.p12.nysed.gov/sedcar/data.htm to select one number on this table as a beginning point. Use the first three or four digits of the first random number and find the student with the corresponding matching number on your list of eligible students. After picking the first student to be included in the sample proceed in order on the random number table from top to bottom and left to right and select the next student to be included in the sample by matching the first three or four digits of the number from the random number table with the student number. If the first three or four digits of the random number do not match any student number, skip to the next random number. Repeat this process until the required numbers of students have been selected for the sample.

Maintain documentation of how the sample was selected:

1. Maintain documentation for a period of seven years, counting the reporting year as the first of the seven years.

2. Documentation must include the list of all student names and numbers who were included in the eligible population, copy of the Random Number Table, the beginning number for selecting students, and a list of all students and their numbers who were selected for the sample.

Sampling Guidelines for Federal Indicator Number Twelve

Indicator 12: Percent of 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 third birthdays. The data for this indicator is requested in this PD-9 form, Tables 7-11.

Eligible population of children to be included in the sample of preschool children:
Identify all preschool children who were referred to determine eligibility for special education programs and services from Early Intervention (IDEA, Part C) prior to age three during the 2005-06 school year (July 1, 2005 to June 30, 2006).

Minimum number of children to be included in the sample:
School districts may provide data on all children identified under the eligible population or they may choose to report on a sample of eligible children. If school districts decide to provide data on a sample of eligible children, they must enter the number of eligible children in the table above Table 7 to determine the minimum number of children that must be included in the sample

Method of selecting students for the sample:

1. Assign all students that meet the criteria described in the eligible population a sequential number or use a number that already exists in your database. These numbers may be student identification numbers, social security numbers, or other randomly or sequentially assigned numbers. Sort all eligible students in numerical order.

2. Use the random number table posted at http://www.p12.nysed.gov/sedcar/data.htm to select one number on this table as a beginning point. Use the first three or four digits of the first random number and find the student with the corresponding matching number on your numerical list of eligible students. After picking the first student to be included in the sample proceed in order on the random number table from top to bottom and left to right and select the next student to be included in the sample by matching the first three or four digits from the random number table with the student number. If the first three or four digits of the random number do not match any student number, skip to the next random number. Proceed in this fashion until the required numbers of students have been selected for the sample.

Maintain documentation of how the sample was selected:

1. Maintain documentation for a period of seven years, counting the reporting year as the first of the seven years.

2. Documentation must include the list of all students’ names and numbers who were included in the eligible population, copy of the Random Number Table, the beginning number for selecting students, and a list of all students and their numbers who were selected for the sample.

Table 1- Timeliness of Eligibility Determinations for Children Referred for Preschool Special Education Programs and/or Services (Indicator Number 11)

Determination of Sample Size: Enter below in Column B, the number of preschool children who meet the definition stated in Column A. Column C will display the minimum number of children who must be included in the school district’s sample of children for whom data must be provided in Tables 1-3. As an alternative, school districts may provide data in Tables 1-3 for all preschool children in Column B. If this school district chooses to report data on the minimum number of children reflected in Column C, it must adhere to the sampling guidelines provided in this form for federal indicator number 11.

Directions for Completing Table 1

Line 1- Report in Line 1 below the number of preschool children reported in Column B or Column C above. Report the number from Column B if the school district will report data on all eligible preschool children. Report the number from Column C if the school district will report data on a minimum sample of eligible preschool children.
Line 2- Of the children in Line 1, report the number who were determined to be eligible for preschool special education programs and/or services in columns A- E, according to the number of school days between the school district’s receipt of consent and initial eligibility determination (date of CPSE meeting at which eligibility is determined). Report all initial eligibility determination decisions made by August 31, 2006.
Line 3- Of the children in Line 1, report the number who were determined not eligible for preschool special education programs and/or services in columns A-E, according to the number of school days between the school district’s receipt of consent and initial eligibility determination (date of CPSE meeting at which eligibility is determined). Report all initial eligibility determination decisions made by August 31, 2006.

Table 2- Reasons that the Number of Children with Consents for Evaluations Exceeded Initial Eligibility Determinations of Preschool Children for Special Education Programs and/or Services
(Indicator Number 11)

If the number of preschool children whose parents provided consent for evaluation for special education programs and/or services (Table 1, Line 1) is greater than the number whose initial eligibility for special education was determined (Table 1, sum of Lines 2-3), provide reasons for the difference in these numbers. The number of children for whom reasons must be provided is displayed in Line 1 below and represents Table 1, Line 1 minus Table 1, sum of Lines 2-3. Report each child whose eligibility was not determined only once in Lines 2-9 according to the primary reason. The number in Line 1 must equal the sum of numbers in Lines 2-9.
If Line 1 is 0, no response is required in this table.

Table 3- Reasons for Delays in Initial Eligibility Determinations of Preschool Children for Special Education Programs and/or Services (Indicator Number 11)

If one or more preschool children’s eligibility determination was delayed by one or more days, provide the reasons for the delays. The number of children whose eligibility determination was delayed is reported in Line1 below and is from Table 1, Line 4, sum of Columns B-E. Report each child only once in Lines 2-10, according to the primary reason for the delay. The number in Line 1 must equal the sum of numbers in Lines 2-10. If Line 1 is 0, no response is required in this Table.

Table 4- Timeliness of Initial Eligibility Determinations of School-Age Students for Special Education Programs and/or Services (Indicator Number 11)

Determination of Sample Size: Enter below in Column B, the number of school-age students who meet the definition stated in Column A. Column C will display the minimum number of students who must be included in the school district’s sample of students for whom data must be provided in Tables 4-6. As an alternative, school districts may provide data in Tables 4-6 for all school-age students entered in Column B. If this school district chooses to report data on the minimum number of students reflected in Column C, it must adhere to the sampling guidelines provided in this form for federal indicator number 11.

Table 5- Reasons that the Number of Students with Consents for Evaluations Exceeded Initial Eligibility Determinations of School-Age Students for Special Education Programs and/or Services
(Indicator Number 11)

If the number of school-age students for whom parents provided consent for evaluation for special education programs and/or services (Table 4, Line 1) is greater than the number for whom initial eligibility was determined (Table 4, sum of Lines 2-3), provide reasons for the difference in these numbers. The numbers of students for whom reasons must be provided is displayed in Line 1 below and represents Table 4, Line 1 minus Table 4, sum of Lines 2-3. Report each student only once whose eligibility was not determined in Lines 2-9 according to the primary reason. The number in Line 1 must equal the sum of numbers in Lines 2-9. If Line 1 is 0, no response is required in this table.
 

Table 6- Reasons for Delays in Initial Eligibility Determinations of School-Age Students for Special Education Programs and/or Services (Indicator Number 11)
 

If one or more school-age student’s initial eligibility determination was delayed by one or more days, provide the reasons for the delays. The number of students whose eligibility was delayed is reported in Line1 below and is from Table 4, Line 4, sum of Columns B-E. Report each child only once in Lines 2-9, according to the primary reason for the delay. The number in Line 1 must equal the sum of numbers in Lines 2-9. If Line 1 is 0, no response is required in this table.

Table 7- Transition of Children from Early Intervention (Part C of IDEA) to Preschool Special Education Programs and/or Services (Part B of IDEA) (Indicator Number 12)

Determination of Sample Size: Enter below in Column B, the number of children who meet the description provided in Column A. Column C will display the minimum number of children that must be included in the school district’s sample of children for whom data must be provided in Tables 7-11. As an alternative, school districts may provide data in Tables 7-11 for all children entered in Column B. If this school district chooses to report data on the minimum number of eligible children reflected in Column C, it must adhere to the sampling guidelines provided in this form for federal indicator number twelve.
 

Directions for Completing Table 7:
Line 1- Report in Line 1 below the number of children reported in Column B or Column C above. Report the number from Column B if the school district will report data on all eligible children. Report the number from Column C if the school district will report data on a minimum sample of eligible children.
Line 2- Of the children in Line 1, report the number found eligible (at a CPSE meeting at which eligibility is determined) for Part B preschool special education programs and/or services on or before the age of three (Column A) and after the age of three (Column B). Report on all evaluations completed by August 31, 2006.
Line 3- Of the children in Line 1, report the number found not eligible (at a CPSE meeting at which eligibility is determined) for Part B preschool special education programs and/or services on or before the age of three (Column A) and after the age of three (Column B). Report on all evaluations completed by August 31, 2006.
Line 4- Of the children in Line 2, report the number whose IEPs were developed and implemented on or before their third birthdays (Column A) or after their third birthdays (Column B). Report on all IEPs implemented by August 31, 2006. (Line 4 may be less than Line 2 if there are children in Line 2 whose IEPs have not implemented by August 31, 2006.)

Table 8- Reasons for More Referrals for Evaluation Than Initial Eligibility Determinations of Children Transitioning from IDEA, Part C to IDEA, Part B (Indicator Number 12)

If more children are reported as referred from Part C (Table 7, Line 1) than whose initial eligibility was determined for services under Part B (Table 7, sum of Lines 2-3, Columns A and B), account for the difference in Column A below. Report each child only once whose eligibility was not determined in Lines 2-9, according to the primary reason. The number in Line 1 must equal the sum of numbers in Lines 2-9. If Line 1 is 0, no response is required in this Table.
 

Table 9- Reasons for Delay in Initial Eligibility Determinations of Children Transitioning from IDEA, Part C to IDEA, Part B (Indicator Number 12)

If there are children reported in Table 7 as having their eligibility for preschool special education programs and/or services determined after their third birthday, provide the number of children by the reason why their eligibility was determined after their third birthdays. Report each child only once in Lines 2-12, according to the primary reason for the delay. The number in Line 1 must equal the sum of numbers in Lines 2-12. If Line 1 is 0, no response is required in this table.
 

Table 10- Reasons for Delays in Developing and Implementing Children’s IEPs Prior to Children’s Third Birthdays for Children Transitioning from IDEA, Part C to IDEA, Part B (Indicator Number 12)

If there are children reported as transitioning from IDEA, Part C to IDEA, Part B and who do not have their IEPs developed and implemented by their third birthdays in Table 7, Line 4, Column B, report the numbers of such children by reasons for delays. Report each child only once in Lines 2-10, according to the primary reason for the delay. The number in Line 1 must equal the sum of numbers in Lines 2-10. If Line 1 is 0, no response is required in this Table.

Table 11- Number of Days of Delay in Developing and Implementing Children’s IEPs by Their Third Birthdays for Children Transitioning from IDEA, Part C to IDEA, Part B (Indicator Number 12)

For children who were referred from IDEA, Part C to IDEA, Part B, report the number of such children by the number of days of delay in the development and implementation of their IEPs past their third birthdays. If there are children reported in Table 7, Line 4 (Column B), provide the number of children by range of days beyond the children’s third birthday when IEPs were implemented. The total number of children reported below must be equal to the total number of children reported in Table 7, Line 4, Column B plus the difference between Table 7, Line 4, Column C and Table 7, Line 2, Column C. If Line 1 is 0, no response is required in this Table.
 

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