Part B Annual Performance Report for 2007-08 - New York State
February 2009

Overview of the Annual Performance Report Development:

See Overview of the Development of the Annual Performance Report (APR) in the Introduction section, page 1.

Monitoring Priority: Effective General Supervision Part B / Child Find

Indicator 11: Percent of children with parental consent to evaluate, who were evaluated within 60 days (or State established timeline).

(20 U.S.C. 1416(a)(3)(B))

Measurement:

  1. # of children for whom parental consent to evaluate was received.
  2. # determined not eligible whose evaluations were completed within 60 days (or State established timeline).
  3. # determined eligible whose evaluations were completed within 60 days (or State established timeline).

Account for children included in a but not included in b or c.  Indicate the range of days beyond the timeline when the evaluation was completed and any reasons for the delays.

Percent = [(b + c) divided by (a)] times 100.

New York State’s (NYS) Measurement in the 2007-08 School Year:

NYS’ established timeline to complete the initial evaluation is 30 school days for preschool students and 60 calendar days for school-age students.

In the 2007-08 school year, NYS collected data for this indicator via the Student Information Repository System (SIRS) and verified these data by displaying them in a VR11 report, which was developed in the PD Data System.  SIRS is an individual student reporting data system.

New York’s formula for 2007-08 school year to calculate results for this indicator is as follows:

  1. # of children for whom parental consent to evaluate was received.  (Does not include students whose evaluations were completed past the State established timelines for reasons that are in compliance with State requirements.)
  2. # of children whose evaluations were completed within 30 school days for preschool children and 60 calendar days for school-age students.

Percent = [b divided by a] times 100.

 

FFY

Measurable and Rigorous Target

FFY 2007
(School year 2007-08)

100 percent of children with parental consent to evaluate will be evaluated and eligibility determined within State required timelines.

Actual Target Data for FFY 2007:

67.4 percent of children with parental consent to evaluate were evaluated and eligibility determined within State required timelines.

The two tables below provide Statewide and regional data for NYS’ compliance rates on this indicator for two years.  Data from the 2006-07 school year was NYS’ new baseline data and 2007-08 school year data is the first year of data providing progress towards reaching the goal of 100 percent compliance.  As displayed below, greater percentages of school-age students have their initial evaluations completed within the State required time lines compared to preschool children.  In the 2007-08 school year, 81.2 percent of school-age students were evaluated within State timelines compared to 48.5 percent of preschool children.  The overall percentage of timely evaluations for all students was 67.4 percent, a slight increase from the baseline rate of 64.2 percent.

Annually, one sixth of the school districts in the State are required to report data for this indicator.  The data provided below represents data from these samples for 2006-07 (the baseline year) and 2007-08 (the current reporting year).  All school districts except New York City (NYC) provided data on all eligible children.  NYC provided data for a representative sample.

Category of Students

Evaluations within State Established Timelines

2006-07 (Baseline)
113 school districts

2007-08
113* school districts

A

B

C

A

B

C

Number of Students for Whom Parental Consent to Evaluate Was Received

Number of Students Whose Evaluations were Completed Within State Timelines

Percent = [B divided by A] times 100

Number of Students for Whom Parental Consent to Evaluate Was Received

Number of Students Whose Evaluations were Completed Within State Timelines

Percent = [B divided by A] times 100

Preschool Children

4,836

2,139

44.2%

4,945

2,399

48.5%

School-Age Students

6,815

5,342

78.4%

6,769

5,496

81.2%

Total All Students

11,651

7,481

64.2%

11,714

7,895

67.4%

*In 2007-08, 10 school districts had not certified their data by the time this report was prepared.

The following data is presented by the Special Education Quality Assurance (SEQA) regions of the State to inform needed regional improvement activities.

Evaluations within State Established Timelines by SEQA Regions

Category of Students

2006-07 (Baseline)

2007-08

A

B

C

A

B

C

Number of Students for Whom Parental Consent to Evaluate Was Received

Number of Students Whose Evaluations were Completed Within State Timelines

Percent = [B divided by A] times 100

Number of Students for Whom Parental Consent to Evaluate Was Received

Number of Students Whose Evaluations were Completed Within State Timelines

Percent = [B divided by A] times 100

Central Region

Preschool Children

580

134

23.1%

580

201

34.7%

School-Age Students

877

639

72.9%

837

691

82.6%

Total for All Students

1,457

773

53.1%

1,417

892

63.0%

Eastern Region

Preschool Children

409

155

37.9%

392

209

53.3%

School-Age Students

499

385

77.2%

533

468

87.8%

Total for All Students

908

540

59.5%

925

677

73.2%

Hudson Valley Region

Preschool Children

438

115

26.3%

1,122

573

51.1%

School-Age Students

592

489

82.6%

1,191

924

77.6%

Total for All Students

1,030

604

58.6%

2,313

1,497

64.7%

Long Island Region

Preschool Children

806

623

77.3%

682

591

86.7%

School-Age Students

836

621

74.3%

839

658

78.4%

Total for All Students

1,642

1,244

75.8%

1,521

1,249

82.1%

New York City

Preschool Children

1,261

501

39.7%

1,255

528

42.1%

School-Age Students

2,133

1,738

81.5%

2,130

1,678

78.8%

Total for All Students

3,394

2,239

66.0%

3,385

2,206

65.2%

Western Region

Preschool Children

1,342

611

45.5%

914

297

32.5%

School-Age Students

1,878

1,470

78.3%

1,239

1,077

86.9%

Total for All Students

3,220

2,081

64.6%

2,153

1,374

63.8%

Reasons

Following are reasons why school districts were not able to meet the State required timeline.  Reasons have been separated into two categories:  those that are determined to be "in compliance" with NYS regulations and those that are determined to be "out of compliance" with NYS regulations.

As stated in NYS’ measure for this indicator, the percent does not include students whose evaluations were completed past the State established timelines for reasons that are in compliance with State requirements.  Some of the “in compliance” reasons for exceeding the required timeline for 1,920 preschool children and 623 school-age students were as follows:

Some of the “out of compliance” reasons provided by school districts exceeding the required timeline for 2,546 preschool and 1,273 school-age students were as follows:

Extent of Delays

In order to inform regional interventions in improving results for this indicator, the next two tables provide the number of preschool children and the number of school-age students and the extent of delays in completing their initial evaluation.  These delays are displayed for students whose reasons for delays were NOT in compliance with State requirements.  In previous years, the State could not distinguish between students for whom delays were caused by reasons that were in compliance with State requirements from those whose reasons were not in compliance with State requirements.  Collecting these data at the individual student level has made this differentiation possible.
 

Number of Preschool Children with Delays in Completing Evaluations
for Reasons that are NOT in Compliance with State Requirements

SEQA Region

2007-08

1-10 Days of Delay

11-20 Days of Delay

21-30 Days of Delay

More than 30 Days of Delay

Central

113

122

64

80

Eastern

60

58

20

45

Hudson Valley

255

133

85

76

Long Island

57

16

10

8

New York City

284

185

121

137

Western

103

161

158

195

Total State

872

675

458

541

 

Number of School-age Students with Delays in Completing Evaluations
for Reasons that are NOT in Compliance with State Requirements

SEQA Region

2007-08

1-10 Days of Delay

11-20 Days of Delay

21-30 Days of Delay

More than 30 Days of Delay

Central

44

37

24

41

Eastern

18

15

13

19

Hudson Valley

101

58

30

78

Long Island

58

33

19

71

New York City

89

94

64

205

Western

46

28

21

67

Total State

356

265

171

481

Discussion of Target Data

Discussion of Improvement Activities Completed and Explanation of Progress or Slippage that occurred for FFY 2007:

Explanation of Progress or Slippage

NYS did not meet its target of 100 percent; however there was improvement in our rate from 64.2 percent to 67.4 percent.

During the 2007-08 school year, all school districts reporting data for this indicator received electronic notices of compliance with this indicator immediately upon certifying their data.

School districts that were not 100 percent in compliance with this indicator were required to analyze the reasons for their delays in determining eligibility and to develop and or revise their processes and procedures related to ensuring timely completion of initial evaluations.  School districts were required to provide a Statement of Assurance to the State once they had made the required changes.  In addition to this, school districts with less than a 90 percent compliance rate have been re-assigned to report data to the State on this indicator for the 2008-09 school year in order to document full compliance.  See the schedule of the school years in which school districts must resubmit data on this indicator, posted at http://www.p12.nysed.gov/sedcar/ resubschedule.html.  The Special Education School District Data Profiles will be updated with school districts’ revised compliance rates based on resubmission of data. These profiles are posted at http://eservices.nysed.gov/sepubrep/,

Improvement Activities Completed in 2007-08

The Office of Vocational and Educational Services for Individuals with Disabilities (VESID) accessed technical assistance to further inform its activities to improve the timeliness of completion of preschool and school-age individual evaluations from the National Early Childhood Technical Assistance Center (NECTAC) http://www.nectac.org/, particularly the NECTAC checklist, “Local Corrective Action Plans:  Collection and Use of Valid and Reliable Data for Determining Factors Contributing to Noncompliance,” which lists key questions that school districts can use to review their own process for conducting timely evaluations and eligibility determinations.  This checklist can be found at:
http://www.nectac.org/~pdfs/topics/transition/noncompliance_contributing_factors.pdf

Activities Completed

  1. NYS collected data on this indicator in the 2007-08 school year at the individual student level through SIRS. See information contained in the SIRS 2007-08 Policy Manual and in the SIRS 2007-08 Dictionary of Reporting Data Elements posted on line at http://www.p12.nysed.gov/sedcar/data.htm#references.  Collecting data through the new system has improved accuracy of these data and provided the State with greater capacity for analysis.
  2. NYC identified State approved preschool evaluation sites who have significant numbers of evaluations that do not meet the State’s mandated timelines.  VESID required of those State approved preschool evaluation sites, corrective actions to address the area of noncompliance.  As a result, NYC data improved from 39.7 percent to 42.1 percent for 2007-08.  VESID also provided technical assistance to preschool evaluation sites and NYC CPSE administrators to ensure compliance with timeliness of evaluations.
  3. The Early Childhood Direction Centers (ECDCs) tracked the data of the districts in their service areas that have high classification rates and collaborated with SEQA and Special Education Training and Resource Centers (SETRC) to provide training and technical assistance.  The technical assistance focused on evaluation, timely referral and provision of services.  ECDC directors also sought out areas of culturally diverse populations to initiate outreach.
  4. NYS regulations were amended effective July 2007.  A field guidance memo was issued in April 2008 entitled, Implementation of Response to Intervention Programs.  This document can be found at: http://www.p12.nysed.gov/specialed/publications/policy/RTI.htm.
  5. In 2008, the SEQA Central Regional Office (CRO) approved four new approved programs to provide preschool evaluations to address one of the major reasons for delays in preschool evaluations in the Central region.
  6. The Southern Tier ECDC and SEQA office worked together to develop a coalition to assist local districts with suggestions and best practices on how to improve the CPSE evaluation process.
  7. The Mid-State ECDC established a website that identifies preschool evaluation sites that have availability to complete evaluations of preschool students suspected of having a disability within the required timelines.  This website was shared with the regional office and at all CSE chairpersons meetings.
  8. NYS regulations were adopted, effective October 4, 2007, to require districts to take action to ensure timely evaluation and placement of preschool students.  A field guidance memo was released in August 2008 regarding changes – “New Requirements for Special Education Programs and Services:  Amendments to State Regulations Relating to Chapter 378 of the Laws of 2007 and the 2004 Reauthorization of the Individuals with Disabilities Education Act of 2004”.  This document can be accessed at http://www.p12.nysed.gov/specialed/idea/chap378-808.htm.

Revisions, with Justification, to Proposed Targets / Improvement Activities / Timelines / Resources for FFY 2007 [If applicable]

None