State Education Logo THE STATE EDUCATION DEPARTMENT/ THE UNIVERSITY OF THE STATE OF NEW YORK/ALBANY, NY 12234
STRATEGIC EVALUATION DATA COLLECTION, ANALYSIS AND REPORTING
1613 ONE COMMERCE PLAZA
ALBANY , NEW YORK 12234
Tel. (518) 474-7965
Fax (518) 408-3363
E-mail:  dataquest@nysed.gov

To:

Chief Administrative Officers of Approved Special Education Programs for Students with Disabilities (not including Article 81 Schools)
Chief Administrative Officers of State-supported Schools
Superintendent of BOCES
Special Education Contact Persons in the PD Data System
Chief Information Officers

From:

Ken Wagner, Data Director
Inni Barone, Special Education Data Manager

Subject:

Special Education Data Collection Requirements for the 2009-10 School Year

Date:

September 2009
Updates/ revisions are highlighted

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 dataquest@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;
  • The 2009-10, PD-6, Report of Special Education Personnel Employed or Contracted to Provide Special Education Services is posted at http://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 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.

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 http://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 and SEDCAR-1 forms).

Special Education Data Collected Through SIRS

The chart below provides a description of each type of data that Article 81 schools 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 special education contact person and one chief information officer (CIO) in each school 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, please contact SEDCAR at (518) 474-7965 or by e-mail to dataquest@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
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.

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 dataquest@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 http://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.

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:
  1. Approved private schools for students with disabilities
  2. State-supported schools
  3. Approved preschool special education programs operated by a BOCES.
  4. Public school districts with approved preschool special education programs that enroll children from other school districts
                This form is posted at http://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.

For your reference, this memo will be posted at http://www.p12.nysed.gov/sedcar, look under the 2009-10 school year heading and under the communications section of this website.

cc:

Rebecca H. Cort
James DeLorenzo
SEQA Regional Supervisors
Regional Information Centers
Special Education Computer Management Companies

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