THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF …

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THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK /

ALBANY, NY 12234

OFFICE OF P-12 EDUCATION

INFORMATION AND REPORTING SERVICES (IRS)

881 EDUCATION BUILDING ANNEX

ALBANY, NEW YORK 12234

Tel. (518) 486-4678

Fax (518) 408-3363

E-Mail: dataquest@mail.

TO: Superintendent of NYS School for the Blind

Superintendent of NYS School for the Deaf

Special Education Contact Persons in the PD Data System

Data Coordinators

FROM: Jeff Baker, Data Director

Kristen DeSalvatore, Coordinator of Special Education and Federal Data Reporting

SUBJECT: Special Education Data Collection Requirements for the 2011-12 School Year

DATE: September 2011

This memo contains important and timely information regarding special education data collection requirements for the 2011-12 school year. Please review the information provided below. If you have any questions regarding your reporting responsibilities, please contact the Information and Reporting Services Special Education Office at (518) 486-4678 or by sending an e-mail message to dataquest@mail..

The following changes will be implemented during the 2011-12 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 5, 2011;

▪ Data on Least Restrictive Environment (LRE) for students with disabilities ages 3-5 is being collected according to new federal reporting requirements. The majority of children in this age range receive preschool special education programs and services, but it is possible for this age range to include school-age students who will be age 4 or 5 on October 5, 2011.

Information on requirements for reporting special education data to the State for the 2011-12 school year can be found at . Special education data are collected through the Student Information Repository System (SIRS), the PD data system and through regular mail. Documentation for data that must be submitted directly through the PD data system or through regular mail is included with each form (PD-6, PD-8, SEDCAR-1 and SEDCAR-2 forms). Documentation is also included in the Self Review Monitoring Protocols for special education State Performance Plan (SPP) Indicators 4, 9, 10 and 13. Descriptions of and information on all special education indicators and copies of all self review monitoring protocols can be found at the SPP home page at .

Special Education Data Collected Through SIRS

The charts below provide a description of each type of data that state operated must submit through SIRS, the verification reports which 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 . User IDs and passwords to access this system are given to a PD data system contact person and to a school district data coordinator in each school district. Certification can only be provided by the PD data system contact person. New contact persons in your school district can request a user ID and password by calling the Information and Reporting Services Special Education Office at (518) 486-4678 or by sending an e-mail to dataquest@mail..

Documentation and guidance for data that must be submitted through SIRS is available at .

|Verification |Type of Data and Required Templates |Verification Period |Data must be Certified by |

|Report | | | |

|VR 1-6, and VR 8 |These reports display preschool and school-age students with disabilities for whom school |Data verification period |An electronic certification|

| |districts have CPSE and CSE responsibility and who are provided special education services in|is between October 26, |is required on or before |

| |accordance with an Individualized Education Program (IEP), Individualized Education Services |2011 and January 11, 2012.|January 11, 2012. |

| |Program (IESP) or Service Plan (SP) and in accordance with State standards as of October 5, | | |

| |2011. These data are submitted through SIRS, using the Special Education Snapshot, School | |A Statement of Assurance |

| |Enrollment, Student Demographic, and Programs Fact templates. | |form (printed from the PD |

| | | |data system) must be mailed|

| |These reports also display the least restrictive environment in which preschool and school | |to SEDCAR after completing |

| |age students with disabilities are provided special education services. Data in these reports| |the electronic |

| |are displayed by disability, age, race/ethnicity, gender and LEP status. (Parentally placed | |certification of accurate |

| |students with disabilities in nonpublic elementary and secondary schools are displayed in two| |and complete data. |

| |categories, those who receive special education services in accordance with an IEP, IESP or a| | |

| |SP and those who do not.) | | |

| | | | |

| |VR 6 (preschool students) and VR 8 (school-age students) reports display students by their | | |

| |“Building of Enrollment”. Students are displayed as enrolled in school district buildings or | | |

| |in out-of-district buildings of enrollment. | | |

|VR 7 and |These reports provide a VIEW of the number of students with disabilities who are the CPSE or |Please view the VR 7 and |No certification is |

|VR 9 |CSE responsibility of other school districts, but as of October 5, 2011 are placed in your |VR 9 reports beginning on |required for these reports.|

| |school district, as reported by their districts of residence. These reports provide an |October 26, 2011. | |

| |aggregate count of preschool (VR 7) and school age (VR 9) students with disabilities enrolled| | |

| |in your school district. Individual student identification information is NOT provided in |These reports will be | |

| |these reports. |refreshed every Wednesday | |

| | |until January 11, 2012. | |

| |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 to assist school districts of residence to report accurate | | |

| |enrollment information, we recommend that you provide enrollment information on students with| | |

| |disabilities who are placed in your school district as of October 5, 2011 to the districts of| | |

| |enrollment that are responsible for the students. Please do this as soon as possible in | | |

| |October or early November to facilitate accurate reporting by school districts of residence. | | |

|VR 10 |This report displays preschool and school-age students with disabilities who are declassified|Data verification is |August 1, 2012 |

| |or end enrollment during the 2011-12 school year. Information is also included regarding the |between June 1, 2012 and | |

| |type of credential students earn and their postgraduate plans. Data are displayed for all |August 1, 2012. |Data can be Certified as |

| |students with disabilities for whom the district has CPSE or CSE responsibility. Data are | |Accurate at any time |

| |displayed by disability, age, race/ethnicity, gender and LEP status of students with | |between June 1, 2012 and |

| |disabilities who leave school during the 2011-12 school year. These data are reported through| |August 1, 2012. |

| |SIRS, using the School Enrollment, Student Demographic and Programs Fact templates. School | | |

| |districts may, but are not required to, report type of credential or postgraduate plans of | |Data can be Certified as |

| |students with disabilities for whom they have CSE responsibility. | |Inaccurate on August 1, |

| | | |2012. |

| | | | |

| | | |Data that is not certified |

| | | |will be considered |

| | | |inaccurate. |

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. User IDs and passwords to access this system are given to a PD data system contact person and to a school district data coordinator in each school district. Certification can only be provided by the PD data system contact person. New contact persons in your school district can request a user ID and password by calling the Information and Reporting Services Special Education Office at (518) 486-4678 or by sending an e-mail to dataquest@mail..

|Verification Report|Type of Data and Required Templates |Verification Period |Data must be Certified |

| | | |by |

|PD 6 |This report collects the total full-time equivalent (FTE) number of special education personnel in|Between October 5, |Certification is |

| |selected titles who are employed or contracted to provide special education services to preschool |2011 and |required by February 1, |

| |and school age students with disabilities on or about October 5, 2011. This form and directions |February 1, 2012 |2012. |

| |for completing it are posted at , under the 2011-12 school year | | |

| |heading. | | |

|PD 8 |This report collects the number of students with disabilities who are suspended, expelled or |Between July 1, 2012 |Certification is |

| |removed to an interim alternative education setting during the 2011-12 school year. Data are |and August 3, 2012. |required by August 3, |

| |collected by type of disciplinary removal, disability, race/ethnicity, gender and LEP status. Data| |2012. |

| |regarding the provisions of educational services during expulsion is also requested for students | | |

| |with and without disabilities. This form is posted at , under the| | |

| |2011-12 school year heading. | | |

For your reference, this memo will be posted at , under: Communication \ 2011-12 School Year

cc: Rebecca H. Cort

James DeLorenzo

SEQA Regional Supervisors

Regional Information Centers

Special Education Computer Management Companies

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