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Cultivating the Special Education Event Garden Georgia Department of Education Special Education Leadership Conference Athens, Georgia March 19-21, 2012

I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

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Page 1: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Cultivating the Special EducationEvent Garden

Georgia Department of EducationSpecial Education Leadership Conference

Athens, GeorgiaMarch 19-21, 2012

Page 2: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

I am a person.I have a history file.I have a student profile.I am in the LDS.

Do You Know Who I Am?

Thank you for making sure others see the real me.

Page 3: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Special Education Events• ‘01’ = Babies Can’t Wait Notification• ‘02’ = Parent Consent to Evaluation• ‘03’ = Initial Evaluation• ‘04’ = Initial Eligibility Determination• ‘05’ = Initial IEP Meeting• ‘06’ = Initial IEP Placement/Transition Service Begin (PRIMARY AREA)• ‘07’ = IEP Annual Review

(PRIMARY AREA)• ‘08’ = Re-Eligibility Determination

(PRIMARY AREA)• ‘09’ = Special Education Exit OR

(PRIMARY AREA)• ‘10’ = Parent Revoked Consent

(PRIMARY AREA)• ‘02’ = Parent Consent to Evaluation• ‘03’ = Initial Evaluation• ‘04’ = Initial Eligibility Determination• ‘05’ = Initial IEP Meeting• ETC…

Progression of Special Education

Events

Page 4: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

“Dirty Data”• I cannot correct data that are not accurate.

Errors• I have to correct the same errors over and over

again.

Not in My District• I just want to enter the events that occur in my

district.

Concerns You Have Expressed(Weeding the Garden)

Multiple Annual Reviews●I need to report more than one annual review for the same student.

Page 5: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Special Education History

Recovered Events

• Included in Special Education History

• Eliminate Previously Associated Errors

Special Education Record

RecoveredEvents

Rejected Events

Special Education

History• Previously

Reported/Accepted Events

• Recovered Events

Page 6: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

I want Special Education History to accurately reflect all events for students.

What Happened in FY11.• Annual Review– March 19, 2010 (Event

07)• Annual Review – October 19, 2010• Annual Review – May 19, 2011 (Event 07)

Reporting Multiple 07 Events• Multiple 07 Events within appropriate FY12

date ranges will be loaded into Special Education History (Only one Event 07 per month will be accepted.)

What if a student had two Annual Reviews in one month?• Both 07 Events may be reported but must be

recovered to place in the Special Education History.

What will happen in FY12.• Annual Review– March 19, 2011 (Event 07)• Annual Review – October 19, 2011 (Event 07)• Annual Review – May 19, 2012 (Event 07)

NEWNEW

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E872 Student reported with PRIMARY AREA and no exit event last school year, but student not reported with PRIMARY AREA this school year.

Why I may have received this error in FY11.• Student is no longer special education. A prior

year exit event (Event 09 or10) may have been rejected.

Reporting Events outside Accepted Date Range• Events rejected because they are outside the accepted data range (fiscal year +

padding) can be recovered from “rejected records” and placed in Special Education History.

Why I will not receive this error in FY12.Events 09 and 10 from prior years moved to history meet the required condition that primary area must be reported unless the student has an exit event (Event 09 or 10).

NEW

Page 8: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am
Page 9: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am
Page 10: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Already in History• Same event with same date is already in history.• Why are you submitting again?

Check Dates• This event did not occur during this fiscal year. • This event did not occur while this student was enrolled in your

district.• Are you sure your dates are correct?

Check Enrollment• This student does not have an enrollment record for your district.• Why are reporting a student not enrolled in your district?

Recovery – Rejection Codes 01 through 08 (Seeding the Garden)

SIS Vendor Issue The same event with the same date is being reported more than once in the same file.

Page 11: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Rejection Codes 01-08• R01 - Event is not within the current fiscal year*. • R02 - Event has duplicate in upload file based on system code. (Events 01-

06.)• R03 - No Enrollment level record found for same System Code, School Code,

and Student ID*. (Events 06-10)• R04 – Upload file has duplicate for System Code, Student ID, Event Code, and

Event Date. (Events 07-10)• R05 – Date of event is not within Enrollment dates for reporting

school*. (Events 07-10)• R06 – Babies Can’t Wait event has already been reported. (Event 01)

R07 – Event already exists but No Exit Event is Reported. (Events 02-06). • R08 - Event is already reported for the fiscal year (YYYY) and event month

(MM). (Events 07-10)(* For this data collection, dates from May/June of prior fiscal year will be accepted.)

Page 12: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

•Ignore• Clean Dirty

Data

Event Code 01BCW Transition• This event is

already in history. Why are you submitting again?

R06

Rejection Codes

Event Codes 02-06Initial Placement• This event is

already in history. Why are you submitting again?

•Ignore• Clean Dirty Data• Unreported Exit?

R07

Possible Actions

Possible Actions

Event Codes 07-10Multiple Events• This event is

already in history with same month/year but with a different day.

Why are you submitting again?

R08

•Ignore• Clean Dirty Data• Multiple Events

Possible Actions

Page 13: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

• Check GTID/ID

Event Codes 06-10

Valid Event BUT• No Enrollment

Level Record found for student.

Event Codes 01-10Valid Event BUT• The event date

is not within the fiscal year.

(Padding to back to May 1)

R01

Rejection Codes

• Clean Dirty Data• Submit

previously unreported events

Event Codes 07-10

Valid Event BUT• The event date

is not within student enrollment dates for your district.

R05

• Clean Dirty Data• Submit

previously unreported events from other states or districts

Possible Actions

Possible Actions

R03

Possible Actions

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R02 and R04• Duplicate Events Multiple submissions of the same event with the same date are being reported in the same extract file. • Talk to SIS Vendor

Rejection Codes – Vendor Issues

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SE076a

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SE076b

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Page 19: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Special EdRejection Recovery

CURRENT SPECIAL ED HISTORY

Student Name Doe, Jane R   Student ID : 123456789   GTID : 1122334455   Primary Area : Significant Development Delay

Special Education History as of 12/07/2011 03:38:43 pm

Reporting

School

Year

System Id and Name School Id and Name Event Event Date

Student

Present at

Conference

Parent

Present at

Conference

Current

Year

Event

Data

Date Moved

From

Rejected

Link To

Comments

2011 600- Test County 0277- Test County Primary School 07-IEP Annual Review  20101102  N  N  Yes 

2011 600- Test County 0277-Test County Primary School 08-Re-Eligibility Determination  20101102      Yes  20120305 Comments

2010 600- Test County 0277-Test County Primary School 08-Re-Eligibility Determination  20091112      No 

2010 600- Test County 1050- Test Elementary School 08-Re-Eligibility Determination  20091112      No  20120406 Comments

2010 600- Test County 0277- Test County Primary School 07-IEP Annual Review  20091112  N  N  No 

REJECTED RECORDS

Student Name : Doe, Jane R   Student ID : 123456789   GTID : 1122334455   Primary Area : Significant Development Delay 

REJECTED SPECIAL EDUCATION EVENT RECORDS – REPORTING YEAR 2012  

System Id and Name School Id and Name Event Event Date

Student

Present at

Conference?

Parent

Present at

Conference?

Current

Year

Event Data?

MOVE

 

600- Test County 0277- Test County Primary School 07-IEP Annual Review  20110402  N  N  Yes  X  

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  20101102      Yes   

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  20091112      No   

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  2011502      No  X  

600- Test County 0277- Test County Primary School 07-IEP Annual Review  20091112  N  N  No   

To select rejected record(s) for move to Current History, click on the check box to the right of each needed record. Comments will be required, and should be related to the records checked.

1

1

Enter comments for checked record(s):

Select reason for move, or select Other to enter explanation

Then click Move button

2

MOVE RECORDS TO CURRENT HISTORY 3

Page 20: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Special EdRejection Recovery

CURRENT SPECIAL ED HISTORY

Student Name Doe, Jane R   Student ID : 123456789   GTID : 1122334455   Primary Area : Significant Development Delay

Special Education History as of 12/07/2011 03:38:43 pm

Reporting

School

Year

System Id and Name School Id and Name Event Event Date

Student

Present at

Conference

Parent

Present at

Conference

Current

Year

Event

Data

Date Moved

From

Rejected

Link To

Comments

2011 600- Test County 0277- Test County Primary School 07-IEP Annual Review  20101102  N  N  Yes 

2011 600- Test County 0277-Test County Primary School 08-Re-Eligibility Determination  20101102      Yes  20120305 Comments

2010 600- Test County 0277-Test County Primary School 08-Re-Eligibility Determination  20091112      No 

2010 600- Test County 1050- Test Elementary School 08-Re-Eligibility Determination  20091112      No  20120406 Comments

2010 600- Test County 0277- Test County Primary School 07-IEP Annual Review  20091112  N  N  No 

REJECTED RECORDS

Student Name : Doe, Jane R   Student ID : 123456789   GTID : 1122334455   Primary Area : Significant Development Delay 

REJECTED SPECIAL EDUCATION EVENT RECORDS – REPORTING YEAR 2012  

System Id and Name School Id and Name Event Event Date

Student

Present at

Conference?

Parent

Present at

Conference?

Current

Year

Event Data?

MOVE

 

600- Test County 0277- Test County Primary School 07-IEP Annual Review  20110402  N  N  Yes  X  

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  20101102      Yes   

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  20091112      No   

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  2011502      No  X  

600- Test County 0277- Test County Primary School 07-IEP Annual Review  20091112  N  N  No   

To select rejected record(s) for move to Current History, click on the check box to the right of each needed record. Comments will be required, and should be related to the records checked.

1

1

Enter comments for checked record(s):

Select reason for move, or select Other to enter explanation

Then click Move button

2

MOVE RECORDS TO CURRENT HISTORY 3

DROP-DOWN COMMENT OPTIONS:1) Event occurred at this school prior to the enrollment date (example: over the summer).2) Reporting event that occurred at a previously attended school in Georgia. 3) Event occurred prior to enrollment in Georgia.4) Other: (Enter at least 10-word-minimum explanation why checked records require move to history.).

Page 21: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Special EdRejection Recovery

Student Name : Doe, Jane R   Student ID : 123456789   GTID : 1122334455   Primary Area : Significant Development DelaySpecial Education History as of 12/07/2011 03:38:43 pm

Reporting

School Year

System Id and Name

School Id and Name EventEvent Date

Student

Present

at

Conferen

ce?

Parent

Present at

Conference?

CurrentYear

Event Data?

Date Moved From

Rejected

Link To Commen

ts

2011 600- Test County 0277-Test Primary School 07-IEP Annual Review  20101102  N  N  Yes 2011 600- Test County 0277-Test Primary School 08-Re-Eligibility Determination  20101102      Yes  20120305 Comment2010 600- Test County 0277-Test Primary School 08-Re-Eligibility Determination  20091112      No 2010 600- Test County 1050-Test Elementary Schl 08-Re-Eligibility Determination  20091112      No  20120406 Comment2010 600- Test County 0277-Test Primary School 07-IEP Annual Review  20091112  N  N  No 

2012 600- Test County 0277-Test Primary School 07-IEP Annual Review  20110402  N  N  No  20120215 Comment

2012 600- Test County 0277-Test Primary School 08-Re-Eligibility Determination  20110502  No  20120215 Comment

REJECTED RECORDS

Student Name : Doe, Jane R   Student ID : 123456789   GTID : 1122334455   Primary Area : Significant Development Delay 

REJECTED SPECIAL EDUCATION EVENT RECORDS – REPORTING YEAR 2012  

System Id and Name School Id and Name Event Event Date

Student

Present at

Conference?

Parent

Present at

Conference?

Current

Year

Event Data?

MOVE

 

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  20101102      Yes   

600- Test County 0277- Test County Primary School 08-Re-Eligibility Determination  20091112      No   

600- Test County 0277- Test County Primary School 07-IEP Annual Review  20091112  N  N  No   

4 “results”

Selected records are removed from rejected list and added to current special ed events.

Page 22: I am a person. I have a history file. I have a student profile. I am in the LDS. I am a person. I have a history file. I have a student profile. I am

Exactly!I extended my learning.

I got it now!Special Education

Event Codes

‘01’ Babies Can’t Wait Notification‘02’ Parent Consent to Evaluation

‘04’ Initial Eligibility Determination

06' Initial IEP Placement/Transition Services Begin

‘03’ Initial Evaluation

‘05’ Initial IEP Meeting

‘07’ IEP Annual Review‘08’ Re-Eligibility Determination

‘09’ Special Education Exit

‘10’ Parent Revoked Consent

How many times reported?