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District Compliance Report
Indicator #11 - Percent of children with parental consent to evaluate, who were evaluated within State established timelines

(Based on Consent to Evaluate the Child Received Between July 1, 2012 and June 30, 2013, and Status of the Eligibility Determination Process as of August 31, 2013.)

Items that are highlighted are displayed as examples. The VR 11 in the PD System will have data in the highlighted fields.

Name: (Name of School/ District/ Agency) SED Code: (12 Digit SED Code)

Date of Notification: (Date report is certified)


Your district was assigned to report data for the 2012-13 school year on State Performance Plan Indicator 11, which required a report of the percent of children (preschool and school age) with parental consent to evaluate, who were evaluated within State established timelines. You submitted data for this indicator through the Special Education Events template in two chains that begin with Event Type Codes CPSE01 (initial referral to CPSE) and CSE01 (initial referral to CSE). This indicator required that you report on all preschool children , including children referred from Early Intervention included in the CPSE01 chain. Also, all school age students for whom your district has CSE responsibility should have been included regardless of where students were enrolled at the time of referral (e.g., Charter school, parentally placed in a nonpublic school, home-schooled, etc.).

Your district's report indicates that XX.X percent of preschool children and XX.X percent of school-age students received their evaluations within the State's required timelines. Data used to compute these rates are provided below. The State requires that 100 percent of students referred for an initial evaluation for whom parental consent for evaluation has been obtained be evaluated for initial determination of eligibility for special education within the required State timelines.

School districts are required to correct any noncompliance as soon as possible. The reasons reported by your district for delays in completing the evaluations on time may assist you in addressing issues leading to noncompliance.

Your district must take the actions identified in the section indicated by an X:

  X   None. Your school district has a 100 percent compliance rate for both preschool and school-age students for this indicator or 0 preschool and school-age students were referred during the 2012-13 school year for special education eligibility determination. Thank you for your efforts in ensuring timely evaluations of children referred for special education services.

  X   Your school district's compliance rate is below 100 percent for either preschool and/or school-age students.This is notification that your school district is not in compliance with one or both of the following regulatory citations:

For school age students: 8NYCRR § 200.4(b)(7) - The initial evaluation to determine if a student is a student with a disability must be completed within 60 calendar days of receiving parental consent for the evaluation.

For preschool children: 8 NYCRR § 200.16(e)(1) - The committee on preschool special education shall provide a recommendation to the board of education within 60 calendar days of the date of the receipt of consent.

Your district must take the following actions:

  1. Conduct a review of identified students who did not receive their individual evaluations within State required timelines to assure that each of these students have subsequently had their evaluations completed. You must complete the student specific chart found at the end of the VR 11 report for each identified student, if any, and maintain this documentation, which must be available for review upon request by the New York State Education Department (NYSED).

AND

  1. Conduct a review of all students suspected of having a disability (preschool and school age) referred for an initial evaluation over a three consecutive month period and document that all of these students received their initial evaluations within the timelines required by the State. You must complete the chart found at the end of the VR 11 report and maintain this documentation, which must be available for review upon request by NYSED.

When the required documentation is complete and available for review by NYSED, you are ready to report the correction of noncompliance. You report this correction of noncompliance by submitting up to TWO online assurances.

  1. In the first assurance (Part 1), the district will assure that for each identified student, if any, whose initial evaluation was not completed in compliance with State time lines, and for whom data was not already available in SIRS, has since had his or her initial evaluation completed and if not, there is a reason that is in compliance with State requirements.

  2. In the second assurance (Part 2), the district will assure that it has addressed the reasons why the students did not receive their initial evaluations on time and provide data to verify that students for whom parent consent to evaluate was received during a three-month period determined by the district have received their initial individual evaluations within the State required timelines.

These assurances are provided by logging onto the PD data system at http://pd.nysed.gov. The Statements of Assurances are available for your use under the 2012-13 school year heading, under “End-of-Year Verification Reports,” at the bottom of the VR11 Notification.

Data for Indicator #11:

  Preschool Children School-Age Students
1 Number of students for whom parental consent to evaluate was received (July 1, 2012 to June 30, 2013).    
2 Number of students whose evaluations were completed within State established timeline.    
3 Number of children whose evaluations were not completed within State established time lines, but for reasons that are considered to be in compliance with State requirements.    
4 Number of children whose evaluations were not completed within State established time lines, but for reasons that are considered to be NOT in compliance with State requirements.    
5 Compliance Rate [Line 2 divided by (Line 1 minus Line 3)*100]    

Reasons for Exceeding the Timeline Provided by the School District

Reasons in Compliance with State Requirements Number of Preschool Children Number of School-Age Students
     
     
Reasons NOT in Compliance with State Requirements    
     
     

Please contact your Special Education Quality Assurance Office (SEQA) (http://www.p12.nysed.gov/specialed/quality/regassoc.htm) for assistance in addressing issues of noncompliance.

If you have questions regarding the data and procedures included in this report, please submit your questions to SEDCAR at dataquest@mail.nysed.gov or call (518) 486-4678.

District Assurance of Correction of Noncompliance

Indicator #11 - Percent of children with parental consent to evaluate, who were evaluated within State established timelines

*These assurances are visible only after data are certified and only for school districts that have less than 100% compliance for school-age and/or preschool children.

Part 1: Documentation of Correction of Noncompliance for Individual Students:

The date of the Committee on Preschool Special Education (CPSE) or Committee on Special Education (CSE) meeting to discuss evaluation results was not available in the Special Education Events data submitted through the Student Information Repository System (SIRS) for students listed in the chart below.  These students were reported to the New York State Education Department (NYSED) as NOT evaluated within the State’s established timelines and, for each student, the reason for the delay that was identified was determined to NOT be in compliance with State requirements.  The district is required to complete the following chart with data in the last two columns to indicate that these students’ individual evaluations have since been completed and if not, identify the reasons only if such reasons are consistent with State regulations allowing for an extension of the time period to complete the initial evaluation.  The district is required to maintain these data and make them available upon request by NYSED. Once this chart is completed, please read and submit Part 1 of the assurance to the NYSED.

Student’s Local ID Preschool or School-age Date of Referral to CPSE or CSE Date of Receipt of Parent Consent to Evaluate Date of first CPSE or CSE Meeting to Discuss Completed Evaluation (this date indicates that the evaluation was completed) If the Evaluation was not Completed,
the Reasons why.
760474645 Preschool mm-dd-yyyy mm-dd-yyyy    
897467934 Preschool mm-dd-yyyy mm-dd-yyyy    
790264600 School-age mm-dd-yyyy mm-dd-yyyy    
743764973 School-age mm-dd-yyyy mm-dd-yyyy    

Part 2: Documentation of Correction of Noncompliance for All Students:

The school district is required to complete a chart for preschool children if the district’s compliance rate for preschool children is below 100% and/or the district is required to complete a chart for school-age students if the district’s compliance rate for school-age students is below 100%. The school district is required to maintain documentation in the chart(s) below for a period of three consecutive months, and record that period in the first row.  The data chart must document that all students’ initial evaluations to determine eligibility for special education services were completed within the State established timelines and if not, the delays were caused by reasons that are consistent with State regulations allowing an extension to that timeline.  The period of three consecutive months must be within one year from the date of notification and between the months of September and June.  Also, school districts must include data for all preschool and school-age students (not a sample) for whom parent consent to the initial evaluation was received within the three month period.  The district is required to maintain these data and make them available upon request by NYSED. Once the chart(s) are complete, please read and submit the assurance for Part 2 below the chart(s) to the NYSED. School districts should see the preschool chart only if they had less than 100% compliance rate for preschool children.

This district had a compliance rate for preschool children that is less than 100% and is maintaining data in this chart to document correction of noncompliance. The district received parent consent to evaluate the following preschool children within a three-month time period. The three-month period is: --/--/---- to --/--/----.
Student’s Local ID Date of Referral to CPSE Date of Receipt of Parent Consent to Evaluate Date of CPSE Meeting to Discuss Eligibility (this date indicates that the evaluation was completed) If the Evaluation was not Completed, the Reasons why.
         
         
         
         
         
         
         
         

Blank copies of this form may also be printed from http://www.p12.nysed.gov/sedcar/files/word/vr11_part2assurance_pre_blank.doc of correction of noncompliance for Indicator 11. School districts should see the school-age chart only if they had less than 100% compliance rate for school-age students.

This district had a compliance rate for school-age students that is less than 100% and is maintaining data in this chart to document correction of noncompliance. The district received parent consent to evaluate the following school-age students within a three-month time period. The three-month period is: --/--/---- to --/--/----.
Student’s Local ID Date of Referral to CSE Date of Receipt of Parent Consent to Evaluate Date of first CSE Meeting to Discuss Initial Evaluation Results (this date indicates that the evaluation was completed) If the Evaluation was not Completed, the Reasons why.
         
         
         
         
         
         
         
         

Blank copies of this form may also be printed from http://www.p12.nysed.gov/sedcar/files/word/vr11_part2assurance_sch_blank.doc of correction of noncompliance for Indicator 11.

Last Updated: October 31, 2012