This memo contains important and timely
information regarding special education data collection for the 2007-08
school year. Please review the information provided below and if you
have any questions regarding reporting special education data for the
2007-08 school year, contact the SEDCAR unit by telephone at (518) 474-7965
or by sending an e-mail message to datasupport@nysed.gov.
- All materials related to requirements for reporting special
education data to the State for the 2007-08 school year are posted
at https://www.p12.nysed.gov/sedcar/ and/or at https://www.p12.nysed.gov/irs/SIRS/.
Please refer to the following materials for information regarding
reporting special education data for the 2007-08 school year
through the Student Information Repository System (SIRS):
- 2007-08 SIRS Policy Manual (version 3.0 dated October 31, 2007)
- 2007-08 Dictionary of Reporting Data Elements (version 3.0
dated October 31, 2007)
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- Guidelines for Data Extracts for 2007-08 for the three new
templates for special education at https://www.p12.nysed.gov/irs/SIRS/2007-08/special-ed.html.
The Department will make some changes to this document and incorporate
it into the complete Guidelines for Data Extracts document for
the 2007-08 school year.
- The due date for the December 1, 2007 snapshot data (child
count, least restrictive environment and preschool services data)
for preschool and school age students is extended from December
17, 2007 to February 8, 2008. The Regional Information Centers
will establish an earlier due date for these data to be submitted
to the RICs so that they may submit the final data to the Level
2 warehouse by February 8, 2008. The verification and certification
period for these data will be from February
18, 2008 to March 7, 2008. This extension was necessary to allow all school districts,
State agencies, child care institutions with affiliated schools,
New York State School for the Blind, New York State School for
the Deaf and the Regional Information Centers (RICs) sufficient
time to modify their processes and procedures to accommodate
reporting all special education data for the first time this
year through SIRS. For data that are required by February 8,
2008, please review the requirements and instructions provided
in the materials listed under the previous bullet. Specifically,
please see the SIRS policy manual for description of the data
to be submitted to SIRS on pages 20-32 and the SIRS Dictionary
of Reporting Data Elements for the following templates: District;
Location; School Enrollment; Programs Fact; Special Education
Snapshot; Student Lite and Student. Please contact the RIC located
in your region for instructions regarding procedures for submitting
these data to them for all students. The contact information
for the RICs is available in appendix I of the SIRS Policy Manual
and is also posted at https://www.p12.nysed.gov/nysstudents/Documentation/contacts.html.
Please begin submitting these data to the Level 1 warehouse
as soon as your Regional Information Center is ready to accept
2007-08 school year data. Since December 1, 2007 is on a Saturday,
we will use students who are enrolled as of December 3 to calculate
the total child count of preschool and school age students
with disabilities provided special education services in New
York State. This year especially, it may take extra time to
accurately submit complete data, so please begin to do this
early, and don’t
wait until its close to the final due date.
- All school districts must submit special education personnel
data and suspension/expulsion data for the 2007-08 school year
by submitting the PD-6 and PD-8 reports, respectively, through
the PD data reporting system. This process is the same as in
the previous school years. Also, the SEDCAR-1 and SEDCAR-2 processes
are the same as in the previous years. The PD-6, PD-8, SEDCAR-1
and SEDCAR-2 forms to be used during the 2007-08 school year
are available at https://www.p12.nysed.gov/sedcar/data.htm#collect.
- All school districts and other programs required to submit
data through SIRS must report the date that students made application
for Vocational Rehabilitation services while still enrolled in
high school. These data are submitted by using the Special Education
Events template. See page 24 of the SIRS Policy Manual and pages
11-14 of the Dictionary of Reporting Data Elements. These data
are due on October 1, 2008.
- All school districts are required to report data on the evaluation
of parentally placed students who are referred to the CSE for
the determination of eligibility for special education, outcome
of the evaluation and the provision of special education services.
These data are submitted by using the Special Education Events
template. See page 23 of SIRS Policy Manual and pages 11-14 of
the Dictionary of Reporting Data Elements. These data are due
on October 1, 2008.
- All school districts must submit enrollment records for students
who end their enrollment anytime during the 2007-08 school year.
An enrollment exit date must be provided as well as a reason
for ending enrollment code. The “School Enrollment” template
is used to report this information. See pages 21 to 25 of the
SIRS Policy Manual and page 9 of the Dictionary of Reporting
Data Elements. These data are due by July 25, 2008.
- All school districts must report data on students with disabilities
who are declassified or when their disability category is changed.
This is reported by submitting reasons for ending disability
in the Programs Fact record. See pages 15 to 17 and page 68 of
the Dictionary of Reporting Data Elements. These data are due
on July 25, 2008.
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- Please refer to the schedules of the school years for which
school districts are assigned to initially report or re-submit
special education data on the six State Performance Plan indicators
listed below. These schedules are posted at https://www.p12.nysed.gov/sedcar/.
Listed for each indicator below is a brief description regarding
how data for these indicators will be collected for the 2007-08
school year. Please review the additional materials and instructions
that are referenced below for reporting data on these indicators.
-
Indicator 7 - Preschool outcomes:
Please see special education policy memos on the requirements for
conducting entry and exit level evaluations on preschool children
with disabilities at https://www.p12.nysed.gov/specialed/spp/indicators/7.htm.
School districts assigned to report data on this indicator
for the 2007-08 school year are required to report entry and
exit level preschool evaluation results on the Child Outcomes Summary
Form (COSF) on all (no sampling except in New York City) preschool
children with disabilities who entered preschool special education
since March 2006 and who exited preschool special education between
September 1, 2007 and August 31, 2008 after receiving preschool special
education programs and/or services for at least 6 months. Data are
to be submitted by using the Assessment Fact Template to report each
child’s level of functioning
at entry and at exit in each of the three early childhood outcome
areas of the COSF. For additional information regarding reporting
these data, please see the SIRS Policy Manual (Version 3.0 dated October
31, 2007) on pages 24-26, SIRS Data Dictionary (Version 3.0 dated
October 31, 2007) on page 23. Please note that the Department will
revise Appendix 7 on page 88 to include three additional codes to
capture the response to whether the preschool child learned at least
one new skill since entry into preschool special education program
in each of the three early childhood outcome areas. These data are
due to the Department on October 1, 2008.
- Indicator 8 -Parental involvement: Please see instructions
and procedures for administering the parent survey to collect
data on parent involvement as a means of improving services and results
for children with disabilities. These materials are posted at https://www.p12.nysed.gov/specialed/spp/indicators/8.htm under
Indicator 8. Surveys must be sent to parents of all preschool
and school age students with disabilities (no sampling is allowed except
in New York City). Parent survey results for the 2007-08 school year
are due by August 31, 2008.
- Indicator 11 - Child find (timely completion of evaluations
of preschool and school age students for determination of eligibility
for special education services): School districts assigned to report
data on this indicator for the 2007-08 school year are to provide individual
student level data by using the Special Education Events Template.
See pages 24-26 of the SIRS Policy Manual, pages 11-14 of the Dictionary
for Reporting Data Elements. Data are to be provided on all
students that meet reporting requirements (sampling is not permitted
except in New York City). These data are due to the Department on October
1, 2008.
- Indicator 12 - Transition of children from Early
Intervention to preschool and implementing IEPs of children transitioning
by their third birthday. School districts assigned to report data on
this indicator for the 2007-08 school year are to provide individual
student level data by using the Special Education Events Template.
For additional information, see pages 24-26 of the SIRS Policy Manual,
pages 11-14 of the Dictionary of Reporting Data Elements. Data are
to be provided on all students that meet reporting requirements
(sampling is not permitted except in New York City).These data are due
to the Department on October 1, 2008.
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Indicator 13 -Transition IEPs: Please
see instructions and procedures for conducting the review of a sample
number of IEPs of secondary students and reporting data on results
of this review and information regarding status of compliance with
requirements related to transition IEPs. These materials are posted
at https://www.p12.nysed.gov/specialed/spp/home.html under
Indicator 13. These data are due by August 31, 2008.
- Indicator 14 –Post school outcomes for students
with disabilities one year after leaving high school. The data
for this indicator are collected over a two year period. School districts
assigned to report on this indicator for the 2006-07 school year will
receive post school outcome results based on student interviews which
will be conducted at the end of the 2007-08 school year from the Potsdam
Institute of Applied Research (PIAR). See directions to school districts
at http://www.psiweb.potsdam.edu/nyspp14/.
School districts will verify students’ local identification numbers
and submit the electronic file of post school outcome results
to their RIC. School districts assigned to report on this indicator
for the 2007-08 school year will report school district contact
information to PIAR by December 15, 2007 and
submit list of students who leave school during the 2007-2008 school
year to PIAR by February 15, 2008 and July 2, 2008. School districts
will submit Student Demographic and Contact Data Form to PIAR by April
30, 2008 and August 15, 2008. See PIAR’s
website provided above for directions to school districts.
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