1. No category

SPECIAL
E DUCATION
DATA MANUAL
Oklahoma State Department of Special Education Services
405-521-3351 • http://ok.gov/sde/special-education
Special Education Data Collection, Submission, and Reporting
Table of Contents
Introduction
Data Accuracy and Quality
Responsibility for Reporting Data on Students with an IEP
Data Collection Step by Step
SECTION I.
Getting Started
SECTION II.
Working in the Child Count System: Finding a Student to Edit
SECTION III.
Working in the Child Count System: Adding a New Student
SECTION IV.
Working in the Child Count System: Editing or Entering Student
Information
SECTION V.
End of Year Data Report: District Summary Information
SECTION VI.
SEAS Step by Step
SECTION VII.
Step by Step to Run Reports for Data Accuracy
SECTION VIII.
How to Certify the Child Count or the End of Year Data Report
SECTION IX.
Reporting Data and Results: Office of Special Education Programs
(OSEP) 618 Reports
SECTION X.
Reporting Data and Results: Office of Special Education Programs
(OSEP) SPP/APR
SECTION XI.
Reporting Data and Results: District Reports
SECTION XII.
Resources
SECTION XIII.
OSDE-SES Technical Assistance
April 11, 2014, Page 1
Special Education Data Collection, Submission, and Reporting
Introduction
This Data Handbook is provided as guidance and support to local education agencies (LEAs) that
provide special education and related services to identified students with disabilities under the
Individuals with Disabilities Education Act (IDEA) of 2004. This document serves as an
overview for LEA personnel new to the data requirements of the IDEA as well as a reference for
more experienced Special Education Directors and Data Managers. The document includes brief
background information about the required data and practical procedures for data collection and
submission. This handbook will focus on detailed step-by-step instructions for the Child Count
and End of Year Report.
The reauthorization of the IDEA in 2004 required states to develop a multi-year State
Performance Plan (SPP) to be submitted for approval to the Secretary of Education at the United
States Department of Education (USDE), Office of Special Education Programs (OSEP). The
SPP includes rigorous goals for specific indicators that are outlined in the Federal statute. In
establishing the rigorous goals, states are to analyze baseline data, gather input from
stakeholders, and outline recommended activities for achieving proposed targets. Oklahoma’s
SPP can be located at: http://www.ok.gov/sde/special-education. Each state is required to report
annually to the USDE-OSEP on the progress toward meeting those targets in the Annual
Performance Report (APR) submitted in February of each year.
The USDE-OSEP utilizes the data for national reports as well as to make a determination on the
performance of Oklahoma based on the APR Indicators and table submissions. The data are also
used to produce reports on the performance of each district in the State via the District Data
Profile and District Determination on compliance indicators (4b, 9, 10, 11, 12, 13, 15, and 20).
The Oklahoma State Department of Education (OSDE), Special Education Services (SES), has
the responsibility of collecting data to reflect the performance and compliance of special
education programs within the State under the IDEA. The OSDE-SES carries out this
responsibility through accurate collection, reporting, and analysis of the data that reflects the
Federal intent to emphasize a data driven, systematic approach to compliance and evaluation of
the impact of special education services on improving academic and social outcomes for students
with disabilities.
The OSDE-SES depends on the timely and accurate submission of data from local education
agency (LEA). There are several sources of data that are used for reporting special education
activities.
 Child Count
 Accountability and Assessment
 End of Year Report
 Oklahoma Cost Accounting System
(OCAS)
 Assessment data
 The WAVE, student information
 Accountability data
system
 Parent Survey
 Dispute Resolution activities
 Post-Secondary Survey
April 11, 2014, Page 2
In Oklahoma, LEAs are required to submit specific Special Education data to the school district
reporting site two times per year. These two data collection efforts are:
Child Count
 One point in time, October 1st
 Snapshot of a school day
 Collected and entered by the districts
End of the Year
 Period of time, July 1st to June 30th
 Events and activities throughout the
school year
 Collected and entered by the districts
Data Accuracy and Quality
The data system has been developed with many data check points and LEAs have many
opportunities to maintain and verify the accuracy of their data. LEA staff can edit their data
during the open period, that is, until the data entry period is closed. A superintendent must
certify the accuracy of reports after each data-entry period. Any changes afterward will result in
a penalty for inaccurate data. The OSDE-SES reviews data submissions for errors and anomalies
and will contact districts for corrections after each major data-entry period.
LEAs will receive a preliminary data profile after the data collection. All LEAs will have the
opportunity to contact the OSDE-SES for data corrections within the time frame given, after
receiving the preliminary data profile without penalty. After the correction period data clean up
ends, any data change could result in a LEA receiving a finding regarding timely and accurate
data reporting (Indicator 20).
It is highly recommended that a district print reports to review for accuracy before the
superintendent certifies the Child Count or the End of Year Data Report. Under the Reports tab,
you can print copies of results to review. The OSDE will facilitate and support districts in
submitting accurate and timely data. However, the accuracy and timeliness of data submission is
a responsibility of the district.
The APR specifies the requirements for accurate and timely data submissions from districts to
the OSDE-SES, and from the OSDE-SES to OSEP.
DATA CHECK: Throughout the handbook, you will see “DATA CHECK” reminders that
will point out places to review your data for accuracy.
Responsibility for Reporting Data on Students with an IEP
To ensure accuracy, this report must be completed by persons having access to a variety of
special education information. This may include:
• superintendent;
• special services director;
• special education teacher(s);
• superintendent’s secretary, etc.
April 11, 2014, Page 3
Each district should have a designated person. This will vary by the type of school in which the
child is enrolled, the type of enrollment in the school, and the type of district reporting the child.
DATA CHECK: Please share any updates and changes with staff who work with the
special education data in your district.
Data Collection Step by Step
LEAs self-report data through the School District Reporting Site, Special Education – Child
Count System. The OSDE-SES offers training each year for both data collections. Districts are
encouraged to have staff watch the webinars or webcasts and review the updated instructions for
each data collection. In addition, the OSDE-SES staff is always available for districts requesting
technical assistance.
April 11, 2014, Page 4
SECTIO
ON I. Gettin
ng Started
Whether you are worrking on Chiild Count, End
E of Year, or uploadingg from SEA
AS, getting loogged
into the Special
S
Educcation Child Count Systeem is your fiirst step.
STEP 1.
Login
n to Single Sign
S
On in the School D
District Reporting Site
A.
A
Begin
n by accesssing the Ok
klahoma Staate Departm
ment of Edducation webbsite:
http:///www.ok.gov
v/sde/.
B.
B
From the home page
p
click on
n the link inn blue labeleed Single Sign On to aaccess
your account.
a
DATA CHECK:
C
To
o work in th
he Special Ed
ducation Ch
hild Count System, you
u MUST have a
usernam
me and a passsword. Tesst them to seee if they arre correct an
nd will get yyou access tto the
Special Education
E
Child
C
Countt System.
C.
C
Enter your usernaame and passsword.
April 11, 2014, Paage 5
D.
D
Noticee the help reesources und
der the Sign IIn box.
E.
E
You will
w see the applications
a
associated w
with your Ussername.
F.
Pick Special
S
Educcation – Chilld Count.
G.
G
You will
w see the Child
C
Count Welcome taab.
STEP 2.
Start to work in the Child Count
C
System
m
A.
A
Click on the Distrrict Profile taab.
B.
B
Enter the fiscal yeear.
April 11, 2014, Paage 6
C.
C
Verify
y you have th
he correct co
ounty.
D.
D
Verify
y that your district
d
is corrrect.
E.
E
Click on the Child
d tab.
STEP 3.
a ready to review
r
and make
m
any chhanges or corrrections.
You are
April 11, 2014, Paage 7
SECTIO
ON II.
Working in the Child
d Count Sysstem: Findiing a Studen
nt to Edit
Review Summary
S
Steps
S
to Com
mplete Repo
ort
Updatte the Child Count or the End of Yeear data by eediting inforrmation or addding
a new
w student:
A.
A
1.
En
nter data direectly in the Child
C
Count System, OR
R
2.
Up
pload from SEAS.
S
B.
B
Print reports
r
to rev
view for acccuracy.
C.
C
Your superintendeent must cerrtify that the Child Counnt informatioon is accurate and
true before the deaadline date.
DATA CHECK:
C
Before
B
enterring any infformation, ggather all th
he data on tthe. It will save
time and
d more accu
urate inform
mation will be
b entered.
STEP 1.
Finding a studen
nt to edit (tw
wo methods))
A.
A
Metho
od One:
1.
Cllick on the Search
S
tab.
a.
Type in Laast Name an
nd First Nam
me, OR
b.
Enter the STN
S
in the Id: box
c.
Click on th
he Search bu
utton
2.
A list of studeents will be displayed.
d
3.
Ob
btain the infformation yo
ou need for thhe student.
4.
Cllick on the Child
C
tab to make
m
any neecessary channges or correections.
April 11, 2014, Paage 8
B.
B
Metho
od Two:
1.
Go
o to the Chilld tab.
2.
Cllick on the Child
C
List bu
utton.
3.
An
nother screen will come up.
4.
Cllick on the Run
R button.
5.
An
nother windo
ow will be display
d
a list of all studennts.
6.
Th
his is where you can find
d informatio n on the studdent to look up.
April 11, 2014, Paage 9
STEP 2.
nt to edit in
nformation
Click on the Chilld tab to loccate a studen
A.
A
Enter the Site and
d the Studentt Testing Nuumber.
B.
B
Click on the Locaate button.
C.
C
The sttudent’s Chiild Data Forrm will popuulate with thhe current innformation iin the
system
m.
DATA CHECK:
C
Check
C
otherr data fieldss to make ssure that th
his is the coorrect studeent to
edit.
April 111, 2014, Pagge 10
SECTIO
ON III.
Working in the Child
d Count Sysstem: Adding a new student
STEP 1.
Click on the Child
d Tab.
STEP 2.
Enter the site to ad
dd a student.
STEP 3.
Click on the New button.
STEP 4.
This will
w bring up
p a new screeen.
STEP 5.
Enter the new info
ormation abo
out the studeent.
C
Do
D not forgeet to click on the Save button to h
have the infformation aadded
DATA CHECK:
to the sy
ystem.
April 111, 2014, Pagge 11
SECTIO
ON IV.
Working in the Chiild Count S
System: Ed
diting or Entering Stu
udent
Informattion
STEP 1.
Studeent Testing Number (S
STN) (Cheeck at Child
d Count an
nd at the En
nd of
Year Data Reporrt)
A.
A
All stu
udents MUS
ST have an assigned
a
STN
N.
B.
B
Obtain
n the STN frrom your disstrict enrollm
ment staff.
C.
C
A few
w exceptionss to this:
1. Three year old stu
udents receiv
ving special education seervices.
2. Studen
nts in a privaate school an
nd receivingg special eduucation services.
3. Studen
nts attending
g the Schooll for the Deaaf.
4. Studen
nts attending
g the Schooll for the Blinnd.
DATA CHECK:
C
This
T
is a goo
od time to check
c
if all sstudents on
n an IEP arre marked in
n the
WAVE and
a your Sttudent Inforrmation Sysstem (SIS). Also, makee sure the ST
TN is in SEA
AS.
STEP 2.
Namee (Check att Child Coun
nt and at th
he End of Year Data Reeport)
A.
A
Enter the students’ names EX
XACTLY aas they are eentered on yyour SIS annd the
WAV
VE.
B.
B
Enter a middle iniitial if the stu
udent has a m
middle namee.
DATA CHECK:
C
Check that sp
pelling and name are th
he same in aall data systtems.
April 111, 2014, Pagge 12
STEP 3.
A.
A
o Birth (C
Check at Chiild Count an
nd at the En
nd of Year D
Data Reporrt)
Date of
Enter as mm/dd/y
yyyy.
1. Exam
mple 1: Susiee’s birthday is
i January 1 7, 2005.
a. En
nter it as 01//17/2005.
2. Exam
mple 2: Sportt’s birthday is
i March 4, 22007.
a. En
nter it as 03//04/2007.
B.
B
When
n you enter th
he birthdate,, you will seee the studennt’s age on O
October 1st (C
Child
th
Countt) and on Ju
une 30 (thee last day oof the year).. These dattes are impoortant
becau
use they are used
u
in calcu
ulations to deetermine addditional studdent data neeeded.
DATA CHECK:
C
ch
heck that th
he birthdatee is the sam
me in all datta systems tthat your scchool
uses.
STEP 4.
A.
A
Grade (Check att Child Cou
unt and at th
he End of Y
Year Data R
Report)
This is
i a drop do
own menu where
w
you sselect from tthe list afterr clicking on the
down button.
DATA CHECK:
C
Ensure
E
thatt the grade is the samee in all data systems tthat your scchool
uses.
STEP 5.
A.
A
Sex (Check
(
at Child Count and at the E
End of Yearr Data Repoort)
This is
i a drop do
own menu where
w
you sselect from tthe list afterr clicking on the
down button. Theere are two choices
c
for ggender: M oor F.
DATA CHECK:
C
This
T
is a go
ood time to
o ensure th
hat sex/gend
der is the ssame in all data
systems.
April 111, 2014, Pagge 13
STEP 6.
A.
A
Race//Ethnicity (C
Check at Ch
hild Count aand at the E
End of Yearr Data Repoort)
This is a two part data elemen
nt/field. Botth must be ccompleted.
1. Ethniccity is Hispaanic: yes or no.
2. There must be at least
l
one racce identified..
B.
B
Refer to the table of definition
ns in the Apppendix.
DATA CHECK:
C
En
nsure the etthnicity and
d race is thee same in alll data.
STEP 7.
A.
A
Assessment Information: Check
C
boxees (Check at Child Count and aat the
End of
o Year Data Report)
Summ
mer Program
m.
1. Use ONLY
O
if the student’s prrimary disabiility categorry is Multiplee Disabilitiees.
2. Did th
he child recceive summ
mer program services wiithin the fisscal year off data
collecction? If yes,, indicate so here.
3. You will
w also need
d to indicatee this in the E
Extended Scchool Year (E
ESY) sectionn.
B.
B
LEP means
m
Limiited English
h Proficiencyy as definedd under the Elementaryy and
Secon
ndary Educattion Act, 20 U.S.C. Secttion 7801(A))(25).
C.
C
Exten
nded School Year
Y (ESY).
1. Did th
he child recceive summ
mer program services wiithin the fisscal year off data
collecction? If yes,, indicate so here.
D.
D
Out off Home Placcement.
April 111, 2014, Pagge 14
STEP 8.
Assessment Information: Participation
P
n (Check aat Child Coount and aat the
End of
o Year Data Report)
A.
A
MUST
T be compleeted for ALL
L students.
B.
B
If the student is yo
oung, use the option thatt best fits.
C.
C
Three options:
1. Regullar Assessm
ment, Oklah
homa Coree Curriculuum Test (OCCT) wiithout
Accom
mmodations,
2. Regullar Assessmeent (OCCT) with Accom
mmodations, or
3. Oklah
homa Alternaate Assessm
ment Program
m (OAAP) Poortfolio.
DATA CHECK:
C
student’s IEP.
STEP 9.
The assesssment type should coorrespond tto the information on
n the
Disab
bility Inform
mation: Prrimary Disaability (Cheeck at Chilld Count an
nd at
the En
nd of Year Data
D
Reporrt)
A.
A
Each student MUS
ST have a Prrimary Disabbility.
B.
B
For Developmenta
D
al Delays (D
DD) as a Prim
mary Disabillity, please nnote:
1. The district uses DD
D as noted in the LEA Assurances//Agreementss.
2. Studen
nt’s age musst be less thaan ten years old.
a. When
W
a studen
nt turns ten, they must hhave a categoory.
b. Th
he age is calcculated baseed on the Chiild Count daate or the Ennd of Year daate.
3. Howeever the follo
owing will override DD as the Primaary Disability.
a. Heearing Impaiirment, inclu
uding Deafnness,
b. Viisual Impairm
ment, includ
ding Blindneess, or
c. Deeaf-Blindnesss.
C.
C
Refer to the table of definition
ns in the Apppendix.
DATA CHECK:
C
This
T
should
d be the sam
me Primaryy Disabilityy category aas found on
n the
student’s MEEGS (Multidiscip
(
plinary Evalluation and Eligibility G
Group Sum
mmary).
April 111, 2014, Pagge 15
STEP 10
0.
Disab
bility Inform
mation: Susspected Dissability (Ch
heck at Child Count an
nd at
the En
nd of Year Data
D
Reporrt)
A.
A
Each student musst have a Susspected Disaability if the Primary Diisability cateegory
is Dev
velopmental Delays.
B.
B
Refer to the table of definition
ns in the Apppendix.
DATA CHECK:
C
This
T
should be the sam
me Suspecteed Disabilityy category as found on
n the
MEEGS
S.
STEP 11
1.
Disab
bility Inform
mation: Seccondary Dissability (Ch
heck at Chiild Count an
nd at
the En
nd of Year Data
D
Reporrt)
A.
A
A stud
dent will hav
ve a Secondaary Disabilitty category iif it is found on the MEE
EGS
B.
B
Refer to the table of definition
ns in the Apppendix.
DATA CHECK:
C
This should
d be the sa
ame Second
dary Disabiility categoory as foun
nd on
MEEGS
S.
April 111, 2014, Pagge 16
STEP 12
2.
A.
A
Disab
bility Inform
mation: Rellated Servicces (Check
k at Child C
Count and aat the
End of
o Year Data Report)
A stud
dent MAY have
h
a Relateed Service.
1. Thesee services mu
ust be docum
mented on thhe child’s IEP
P. The provvision of a reelated
servicce may be prrovided in addition to seervices typiccally provideed for the chhild’s
primaary disability
y category. Districts wiill report rellated servicees provided for a
secondary disabiliity by indicaating the relaated service tthat is most closely relatted to
the su
uspected seccondary disaability (e.g., A child wiith the prim
mary disabiliity of
seriou
us emotionall disturbancce might havve a seconddary disabiliity of orthoppedic
impairrment and need the relatted service oof physical thherapy).
DATA CHECK:
C
This catego
ory should not be th
he same as Primary oor Suspecteed or
Seconda
ary disability
y.
DATA CHECK:
C
Th
his should be
b the same Related Se rvice categoory as found
d on the IEP
P.
STEP 13
3.
A.
A
Progrram code/L
LRE (Check at Child Count and
d at the En
nd of Year Data
Reporrt)
Each student MUS
ST have a prrogram codee.
DATA CHECK:
C
Prrogram cod
des are AGE
E SPECIFIC
C.
B.
B
EC co
odes are for students wh
ho are 3 thrrough 5 yearrs old. Oncce a student turns
six, th
he code will change.
1. Ask “Is the studen
nt 3 to 5 yearrs old?”
2. To ideentify the co
orrect program
m code, connsider:
a. Th
he location of
o Early Chilldhood progrram and
b. Where
W
the Speecial Educattion services are receivedd.
DATA CHECK:
C
Th
hese codes SHOULD
S
correspond tto services p
provided in the IEP.
April 111, 2014, Pagge 17
C.
C
Prograam Codes fo
or ages 6-21
1. When
n students turrn six years old, their Proogram Codee needs to bee changed.
DATA CHECK:
C
Changes sh
hould occurr in ALL data system
ms used byy the distriict to
capture this information.
DATA CHECK:
C
Th
hese codes SHOULD
S
correspond tto services p
provided in the IEP.
STEP 14
4.
Exit Information
n (Check at Child C
Count and at the End
d of Year Data
Reporrt)
A.
A
Enter information
n for studen
nts with IEP
Ps no longeer served byy the districtt and
st
st
exited
d between Ju
uly 1 and Occtober 1 .
B.
B
Enter an exit codee from the drrop down lisst.
C.
C
Enter the exit datee using this format:
f
mm
m/dd/yyyy.
DATA CHECK:
C
Sttudents with
h an exit co
ode must haave an exit d
date. Both data fields must
be comp
pleted.
April 111, 2014, Pagge 18
STEP 15
5.
Discip
pline (Only completed on the End of Year Daata Report)
A.
A
This is for any dissciplinary acctions taken tthroughout tthe school yeear.
B.
B
You MUST
M
answer “Were serrvices receivved when exxpelled?” forr all studentss who
have “Number
“
off days expellled (when eexpelled for the remaindder of the scchool
year).”
STEP 16
6.
Early
y Childhood
d Outcomess (ECOs) (O
Only complleted on En
nd of Year Data
Reporrt)
DATA CHECK:
C
EC
COs are age specific.
A.
A
MUST
T be compleeted on ALL
L students beetween 3 andd 6 years oldd when they enter
and leeave your disstrict.
B.
B
Use th
he Child Outtcomes Sum
mmary Form to collect rat
atings.
1. Entry ECO
LL students between 3 years
y
old andd 5 ½ years old with ann IEP should have
a. AL
an
n ENTRY EC
CO completeed when theyy enter yourr district.
b. Must
M have a date.
d
HINT:: the IEP daate is a good
d to use.
c. Must
M have a raating for eacch of the threee areas.
April 111, 2014, Pagge 19
2. Exit ECO
E
a. AL
LL students between 3 years
y
old andd 6 years oldd with an IE
EP should havve an
EX
XIT ECO co
ompleted wh
hen they:
i. leave yourr district (mo
oved to anothher LEA),
ii. leave speccial education
n services (rreturned to reegular educaation), OR
iiii. turn 6 yearrs old (aged out of prescchool servicees).
b. Must
M have a date.
d
c. Must
M have a raating for eacch of the threee areas.
d. Must
M note if th
here was imp
provement oor not.
DATA CHECK:
C
Only the sum
mmary ratin
ngs on a scaale of 1 (noot yet) to 7 ((completelyy) are
reported
d through the
t Special Education Child Cou nt System. However, each distrrict is
responsiible for main
ntaining sup
pporting ev
vidence for tthe ratings.
April 111, 2014, Pagge 20
STEP 17
7.
Indicttor 13 Checcklist of Posstsecondaryy Goals (On
nly completeed on the En
nd of
Year Data Reporrt)
A.
A
ANY student who
o turns 16 by
b July 1st oor entering thhe 9th grade MUST havve the
Indicaator Checklisst completed
d AND ENT
TERED.
B.
B
ANY student with an IEP wh
ho enters yoour district aand is 16 orr in the 9th ggrade
MUST
T have the In
ndicator Cheecklist comppleted AND ENTERED..
C.
C
The ch
hecklist is co
ompleted on
n the first IEP
P in 9th gradde.
D.
D
This data
d is only entered
e
for 16
1 year old sstudents and to be complleted annuallly.
DATA CHECK:
C
Have
H
a cop
py of the In
ndicator 13 Checklist in the stud
dents’ files oor in
SEAS.
E.
E
Detaill of Indicatorr 13 Checkliist data entryy.
April 111, 2014, Pagge 21
STEP 18
8.
SAVE
E your work
k!
A.
A
After you have en
ntered or editted student iinformation, save it to thhe system.
B.
B
Click on the Save button.
C.
C
The saave buttons are
a found on
n the top:
D.
D
And, here.
h
E.
E
And, on the botto
om of the Ch
hild Data Forrm.
April 111, 2014, Pagge 22
SECTION V.
End of Year Data Report: District Summary Information
Review the purpose of the End of Year Data Report
Collects information on activities and changes that occurred over the school year:
1. Updated information about students,
2. Information on students who started special education services in a district,
3. Students who exited special education services in a district, and
4. Summary information on several special education services activities in a district.
a. Paraprofessionals
b. Other Service Providers
c. Child Find
d. Transition from C to B
e. Reevaluations
f. Early Intervening Services (EIS)
STEP 1.
A.
Review the steps for End of Year Data Report
Update the Child Count data by
1. Entering directly in the Child Count System (see Section V), OR
2. Uploading from SEAS.
B.
Complete the End of Year summary tables found in the District Reporting Site.
C.
Print reports to review data for accuracy.
D.
Your superintendent will certify that the End of Year information is accurate and
true before the deadline date.
STEP 2.
Summary Data Needed. Before entering any data, make sure you have all the
information you need:
A.
Paraprofessional and Other Personnel FTE (full time equivalent) information,
B.
Discipline for number of general education (without disabilities),
C.
Early Intervening Services for student with and without IEPs,
D.
Evaluation/Eligibility timelines, and
E.
Transition from Part C/SoonerStart to Part B.
April 11, 2014, Page 23
STEP 3.
Start to completee End of Yeear Summa ry Tables b
by going to tthe End of Year
Tab
STEP 4.
Parap
professionalls
A.
A
STEP 5.
A.
A
Only enter
e
the totaal FTE for each
e
cell.
Otherr Personnel
Only enter
e
the totaal FTE for each
e
cell.
April 111, 2014, Pagge 24
B.
Additional items to consider:
1. Enter service providers employed or contracted serving special education
children.
2. For professional staff, be sure to prorate time spent providing services to students
on an IEP.
3. For other staff, only include staff who EXCLUSIVELY serve children in special
education.
STEP 6.
A.
How to Calculate FTE
For each type of personnel, figure the FTE then add for each cell.
How to Calculate the FTE (full time equivalent)
B.
Enter hours per week the person worked:
X
Enter hours for a full time work week at the district:
Y
Divide the hours worked by the hours for full time:
X/Y
FTE:
.ZZ
Example 1:
How to Calculate the FTE (full time equivalent)
Enter hours per week the person worked:
20
Enter hours for a full time work week at the district:
40
Divide the hours worked by the hours for full time:
20/40
FTE:
C.
.50
Example 2:
How to Calculate the FTE (full time equivalent)
Enter hours per week the person worked:
20
Enter hours for a full time work week at the district:
35
Divide the hours worked by the hours for full time:
20/35
FTE:
.57
April 11, 2014, Page 25
STEP 7.
Discip
pline
A.
A
Only enter
e
the totaal for generaal education students witth long-term
m suspensionns.
B.
B
The to
otal for speccial education
n students w
will be popullated from thhe data enterred at
the stu
udent level. You will no
ot have to ennter this num
mber.
April 111, 2014, Pagge 26
STEP 8.
Evaluation/Eligibility Timelines
A.
The numbers in the highlighted cells should add up to Total Referrals.
B.
This must be completed if there are any late evaluations. Do not forget to enter
reasons for late evaluations.
C.
Have a list identifying students counted in 2.d. below.
Number
Of
evaluations
Total Referrals
6
1. Evaluations completed within 45 school days
3
2. Evaluations not completed within 45 school days:
a. Child changed districts prior to eligibility determination
1
b. Parent failed or refused to produce the child
1
c. Parent refusal to sign consent for evaluation caused
delays in evaluation or initial services
0
d. All other late evaluations
1
For all evaluations not completed within 45 school days, please indicate the
MAXIMUM number of days BEYOND the 45th day needed to complete
the most tardy evaluation.
15
Reasons why evaluations not completed within 45 days (Must select all that apply for
late evaluations)
LEA failure to follow appropriate procedures
Multidisciplinary Evaluation and Eligibility Group Summary (MEEGS)
team decided additional data was necessary
Lack of appropriate resources
Breaks in school calendars
Staff not on contract
April 11, 2014, Page 27
STEP 9.
Threee-Year Reev
valuations
A.
A
This is the total off (1) and (2).
STEP 10
0.
Early
y Childhood
d Transition
n
A.
A
This is be the totaal of the cellss in yellow.
B.
B
Must be completeed if any latee evaluationss occurred.
C.
C
Do no
ot forget to check
c
reason
ns.
D.
D
Have a list identiffying studentts counted inn 5 below.
Numbeer of
Childreen
Type of Traansition:
Total referrred directly from
m SoonerStart (## of children whoo have been serveed in
SoonerStart and referred for eligibility determ
mination):
1. Determiined not eligible; determination coompleted before 3rd
3 birthday (# off those
referred determined to bee NOT eligible annd whose eligibiliity was determineed
prior to their third birthdaays).
2. Numberr of Students Founnd Eligible for Paart B and IEP com
mpleted on or beffore
3rd birthhday (# of those found
f
eligible whho have an IEP deeveloped and
implemeented by their thirrd birthdays)
3. Parent reefused consent orr declined servicees (# of children for
f whom parent refusal
to providde consent causedd delays in evaluaation or initial services)
4. Numberr of children who were referred to Part C less than 90
9 days before thheir
third birrthday (# of childrren determined too be eligible for early
e
interventionn
services under Part C less than 90 days beefore their third birthdays).
5. IEP not completed on 3rdd birthday and noot included in aboove groups
For all eligibbility determinatiions and IEPs nott completed by thhe 3rd birthday, inndicate the maximuum number of dayys beyond the 3rdd birthday to impllement the most tardy
t
IEP.
Reasons wh
hy evaluations not completed within 45 days (sellect all that applyy) 1. LEAs’ failure
f
to follow appropriate
a
proceedures
2. Multidissciplinary Evaluaation and Eligibiliity Group Summaary (MEEGS) teaam
decided additional data was
w necessary
3. Lack of appropriate resouurces
4. Breaks in
i school calendaars and/or staff noot on contract
5. Late refe
ferral from SoonerrStart
April 111, 2014, Pagge 28
STEP 11
1.
A.
A
Early
y Intervenin
ng Services
For districts
d
with
h Project Code
C
623 (Early Inteervening Seervices or EIS)
budgeets:
1. Indicaate the numb
ber of child
dren WITHO
OUT IEPs who receiveed EIS this year,
and
2. Indicaate the numb
ber of child
dren WITH IEPs who rreceived EIS anytime iin the
past tw
wo years.
B.
B
NOTE
E: The curreent school year
y
will apppear correctlyy for the tim
me period yoou are
enterin
ng data.
April 111, 2014, Pagge 29
SECTIO
ON VI.
SEAS Step by Step
Review downloadin
d
ng student data from SE
EAS
A.
A
Before the start of the Ch
hild Count or End off Year, SE
EAS sends users
inform
mation on ho
ow to downlo
oad the data .
B.
B
Make all edits on student info
ormation in S
SEAS.
C.
C
Down
nload the co
orrect year of student ddata from S
SEAS into a file onto your
compu
uter.
D.
D
Uploaad the file to the Special Education C
Child Count System.
E.
E
Make any correctiions if there should be uupload errorss.
STEP 1.
A.
A
Prepa
are all add
ditions and
d edits in SEAS beffore enterin
ng the Disstrict
Reporrting Site. Make the changes thatt we review
wed earlier w
when working in
the Child Count System.
Search
h for the stud
dents that neeed any editeed informatiion.
April 111, 2014, Pagge 30
B.
B
STEP 2.
Review student in
nformation in
n SEAS.
When
n you are do
one with cha
anges
A.
A
Pick Reports
R
from
m the Main Menu.
M
B.
B
Selectt Child Coun
nt.
April 111, 2014, Pagge 31
STEP 3.
ownload you
ur child cou
unt file to yoour computeer
To do
A.
A
REME
EMBER: Ch
hange the Fiiscal Year.
B.
B
Right click the Ex
xport Data lin
nk.
C.
C
Selectt Save Targeet As.
D.
D
Renam
me and savee your file with
w a name and locationn that will bbe easy to loocate.
We reecommend your
y
Desktop
p.
April 111, 2014, Pagge 32
STEP 4.
Uploa
ading to thee Special Ed
ducation Chiild Count S
System.
A.
A
Log in
nto the Special Educatio
on Child Couunt System.
B.
B
Choosse Upload taab.
C.
C
Place your cursorr in the greey box to fiind the file you have ddownloaded from
SEAS
S. Use the Browse
B
button to help.
D.
D
When
n you see you
ur file name,, click on it tto have it puut in the File Name box.
E.
E
Now click
c
on Uplload.
April 111, 2014, Pagge 33
STEP 5.
Read this messag
ge and click
k OK.
STEP 6.
Hopefully, you will
w see this message.
m
April 11, 2014, Pagge 34
STEP 7.
If the upload wass not successsful, you wiill see this m
message.
STEP 8.
You will
w be able to review a list of errorrs.
April 111, 2014, Pagge 35
STEP 9.
You will
w have to correct the errors.
A.
A
Open the link and
d review erro
ors.
B.
B
Review the row with
w the errorr since there could be othher problem
ms.
STEP 10
0.
Repea
at previous steps throu
ugh the dow
wnload/uplooad processs until theree are
no errors. You will see thee notation th
hat there w
was a successsful upload
d and
the da
ate/time stamp.
April 111, 2014, Pagge 36
SECTIO
ON VII.
STEP 1.
Step by Sttep to Run Reports
R
forr Data Accuracy
d List reporrt.
Revieew the Child
A.
A
Click on the Repo
orts tab.
B.
B
Click on the Child
d Count repo
ort
C.
C
Click on Run Rep
port.
D.
D
Current.
Until the Snapsho
ot is taken for the entire sstate, select C
E.
E
Click on Run.
April 111, 2014, Pagge 37
F.
Print the
t report to review the list
l of studennts.
C
If
I you find any errors,, go back too correct th
hem now, b
before the C
Child
DATA CHECK:
Count orr the End off Year Data
a Report is certified.
c
G.
G
STEP 2.
Go baack to the Reeports tab an
nd run the Chhild List agaain.
Revieew the Child
d Count rep
port.
A.
A
Click on the Repo
orts tab.
B.
B
Click on the Child
d List report
C.
C
Click on Run Rep
port.
D.
D
Choosse the Curren
nt option fro
om the drop down box.
DATA CHECK:
C
Use
U the Oct 1st Count Snapshot
S
on
nce Child C
Count has been certified for
the statee.
April 111, 2014, Pagge 38
E.
E
STEP 3.
You will
w see a rep
port that sum
mmarizes thee students in your districct. NOTE: tthis is
a more useful repo
ort for the Child
C
Count.
Revieew the Exiteed Child Lisst report
A.
A
Click on the Repo
orts tab.
B.
B
Click on the Exiteed Child Listt report
C.
C
Click on Run Rep
port.
D.
D
Review the list off students.
DATA CHECK:
C
Review
R
any students
s
witth Moved N
Not Known tto be Continuing and m
make
correctio
ons if there was a chang
ge in their exit
e descripttion.
April 111, 2014, Pagge 39
STEP 4.
Revieew the Secon
ndary Transition reporrts
A.
A
Click on the Repo
orts tab.
B.
B
Click on the Secondary Transsition Reportt.
C.
C
Click on Run Rep
port.
D.
D
There are two opttions.
E.
E
Run both
b
reports and
a comparee.
DATA CHECK:
C
Remember
R
to
t verify an
ny entered d
data is in th
he student’s records aand is
found on
n the Indica
ator 13 Post Secondary Goal Check
klist.
STEP 5.
Revieew the End of
o Year Rep
port
A.
A
Click on the End of
o Year tab.
B.
B
Print the
t entire sett of tables an
nd review thhem.
April 111, 2014, Pagge 40
April 11, 2014, Pagge 41
SECTION VIII.
How to Certify the Child Count or the End of Year Data Report
STEP 1.
The district superintendent must login and certify the data being submitted
is accurate and true.
STEP 2.
The superintendent’s username and password are the only district sign in
that will show the certify button.
DATA CHECK: Before the report is certified by the district superintendent, check the
data for accuracy.
STEP 3.
The certify button is on the District tab
DATA CHECK: This must be certified before the deadline date. Any activities, late
entries, or corrections will be reflected in not meeting the target of 100% for this data
submission.
April 11, 2014, Page 42
SECTION IX.
Reporting Data and Results: Office of Special Education Programs
(OSEP) 618 Reports
This section reviews what data the state submits to OSEP as required in the IDEA data reporting
requirements that are contained in Section 618 of IDEA. OSEP requires States to report IDEA
Section 618 data in eight tables annually. These tables are a summary of data collected from all
the districts in the State. Some data relate to the APR and SPP, while others represent additional
areas of concern in the appropriate provision of a free appropriate public education (FAPE) to
students with disabilities.
Table 1: Child Count
Each LEA must account for the students who have been found eligible for special education and
related services. These data are collected through the Special Education Child Count System.
Table 2: Personnel
Provide the number of full-time equivalent (FTE) personnel employed or contracted to provide
special education and related services on or about the child count date.
Table 3: Preschool and School Age Environments LRE Placement
Preschool (age 3-5) environments data are collected through the Special Education Child Count
System. Data for the school age educational environments are also collected at the district level
through the Special Education Child Count System.
Table 4: Exit
OSEP collects exit data from the States to determine the reasons students with disabilities leave
the public education system, and as a measure of the success of special education programs. Exit
data are collected by the Special Education Child Count System.
Table 5: Discipline Suspension and Expulsion
The OSDE-SES collects suspension and expulsion data through the Special Education Child
Count System. This data is provided in aggregate form on a summary table. These data are also
used to produce progress and slippage reports for Indicator 4A (significant discrepancy in
the rate of suspensions and expulsions of greater than 10 days for students with IEPs), and
Indicator 4B (significant discrepancy by race or ethnicity in the rate of suspensions and
expulsions of greater than 10 days for students with IEPs).
April 11, 2014, Page 43
Table 6: Statewide Assessment
Two important measures of the results of special education programs are the participation and
performance of students with disabilities on the achievement measures administered to all
students in the State.
Table 7: Dispute Resolution
In order to determine how the various dispute resolution procedures; mediations, State
Complaints, and Due Process Complaints are working to resolve disagreements, OSEP collects
data in Table 7. This data is collected by the Special Education Resolution Center (SERC) and
the OSDE-SES.
Table 8: Maintenance of Effort (MOE) and Coordinated Early Intervening Services (CEIS)
Data regarding Maintenance of Fiscal Effort (MOE) and Coordinated Early Intervening Services
(CEIS) are entered by districts in the Special Education Child Count System and the Oklahoma
Cost Accounting System (OCAS). The data are tracked and summarized to compile the annual
report to OSEP in Table 8.
April 11, 2014, Page 44
SECTION X.
Reporting Data and Results: Office of Special Education Programs
(OSEP) SPP/APR
This section reviews what data the state submits to OSEP as required in the IDEA data reporting
requirements. Each February, Special Education Services submits an Annual Performance
Report (APR) and, if necessary, a revised State Performance Plan (SPP). These documents show
the progress made in the previous school year, identify strengths and weaknesses, and explain
how the state is addressing findings of noncompliance. OSEP has required that the states report
on the following indicators.
The SPP/APR indicators are:
 Indicator 1 Graduation Rates
 Indicator 2 Drop-Out Rates
 Indicator 3 Participation and Performance in Statewide Assessments in Reading and
Math
 Indicator 4 Suspension/Expulsion Rates
 Indicator 5 Least Restrictive Environment
 Indicator 6 Preschool Environments
 Indicator 7 Preschool Outcomes
 Indicator 8 Parent Involvement
 Indicator 9 Significant Disproportionality in Relation to Identification
 Indicator 10 Significant Disproportionality in Relation to Disability
 Indicator 11 Child Find
 Indicator 12 Early Childhood Transition
 Indicator 13 Post Secondary Transition
 Indicator 14 Post School Outcomes
 Indicator 15 Correction of Noncompliance
 Indicator 16 Written Complaints (no longer reported in February 2015 report to OSEP)
 Indicator 17 State Systemic Improvement Plan
 Indicator 18 State Mediations
 Indicator 19 State Due Process Resolutions
 Indicator 20 Timely and Accurate Data Submissions
Indicator 1: Graduation Rates
(20 U.S.C. 1416 (a) (3) (A))
Data on the graduation rates for students with disabilities is a key performance indicator showing
results of special education and related services. These data are collected by the Office of
Assessment and Accountability at the OSDE.
Percent of youth with IEPs graduating from high school with a regular diploma.
April 11, 2014, Page 45
Measurement
 States must report using the adjusted cohort graduation rate required under the
Elementary and Secondary Education Act (ESEA).
Instructions
 Describe the results of the State’s examination of the data for the year before the
reporting year (e.g., for the FFY 2011 APR, use data from 2010-2011), and compare the
results to the target. Provide the actual numbers used in the calculation.
 Provide a narrative that describes the conditions youth must meet in order to graduate
with a regular diploma and, if different, the conditions that youth with IEPs must meet in
order to graduate with a regular diploma. If there is a difference, explain why.
 Targets should be the same as the annual graduation rate targets under Title I of the
ESEA.
Indicator 2: Dropout Rates
(20 U.S.C. 1416 (a)(3)(A))
Data on the dropout rates for students with disabilities is a key performance indicator showing
results of special education and related services. These data are collected by the Special
Education Child Count System.
Percent of youth with IEPs dropping out of high school.
Measurement
 Data Source: Same data as used for reporting to the Department under IDEA section 618.
States must report a percentage using the number of youth with IEPs (ages 14-21) who
exited special education due to dropping out in the numerator and the number of all youth
with IEPs who left high school (ages 14-21) in the denominator.
 Measurement: States must report a percentage using the number of youth with
IEPs (ages 14-21) who exited special education due to dropping out in the
numerator and the number of all youth with IEPs who left high school (ages 1421) in the denominator.
Instructions
 Use 618 exiting data reported to the Department via EDFacts in file specification N009 or
via DANS using Part B Exiting Table 4. Include in the denominator the following exiting
categories: (a) graduated with a regular high school diploma, (b) received a certificate,
(c) reached maximum age, (d) dropped out, or (e) died.
 Do not include in the denominator the number of youths with IEPs who exited special
education due to (a) transferring to regular education or (b) who moved, but are known to
be continuing.
April 11, 2014, Page 46
Indicator 3: Statewide Assessment
(Participation and Performance in Math and Reading)
(20 U.S.C. 1416 (a)(3)(A))
Data on the participation and performance of students with disabilities in Statewide Assessments
enables a comparison with same grade level peers to monitor the narrowing of any performance
gap, as well as the effectiveness of special education programs on improving outcomes.
Statewide assessment data are collected on all students in LEAs, including students with
disabilities who participate in the statewide Oklahoma Core Curriculum Test (OCCT) with or
without accommodations, or Oklahoma’s Alternate Assessment Program (OAAP). These data
are collected by the Office of Assessment and Accountability.
Participation and performance of children with IEPs on statewide assessments:
A. Percent of the districts with a disability subgroup that meets the State’s minimum “n”
size that meet the State’s Adequate Yearly Progress (AYP)/ Annual Measurable
Objectives (AMO) targets for the disability subgroup.
B. Participation rate for children with IEPs.
C. Proficiency rate for children with IEPs against grade level, modified and alternate
academic achievement standards.
Measurement (Choose either A.1 or A.2)
 A.1 AYP percent = [(# of districts with a disability subgroup that meets the State’s
minimum “n” size that meet the State’s AYP targets for the disability subgroup) divided
by the (total # of districts that have a disability subgroup that meets the State’s minimum
“n” size)] times 100.
 A.2 AMO percent = [(# of districts with a disability subgroup that meets the State’s
minimum “n” size that meet the State’s AMO targets for the disability subgroup) divided
by the (total # of districts that have a disability subgroup that meets the State’s minimum
“n” size)] times 100.
 B. Participation rate percent = [(# of children with IEPs participating in an assessment)
divided by the (total # of children with IEPs enrolled during the testing window,
calculated separately for reading and math)]. The participation rate is based on all
children with IEPs, including both children with IEPs enrolled for a full academic year
and those not enrolled for a full academic year.
 Proficiency rate percent = ([(# of children with IEPs scoring at or above proficient against
grade level, modified and alternate academic achievement standards) divided by the (total
# of children with IEPs who received a valid score and for whom a proficiency level was
assigned, and, calculated separately for reading and math)]. The proficiency rate includes
both children with IEPs enrolled for a full academic year and those not enrolled for a full
academic year.
 Describe the results of the calculations and compare the results to the targets. Provide the
actual numbers used in the calculation.
 States are encouraged to present their APR information in summary tables and include
multiple years of data for comparison purposes.
 Include information regarding where to find public reports of assessment results, i.e., link
to the website where results are reported.
April 11, 2014, Page 47




Indicator 3A: The data source and measurement for 3A is dependent on whether the
State applied for, and was granted, a waiver of the requirements to determine Adequate
Yearly Progress (AYP) for LEAs and schools as part of requesting ESEA flexibility.
States that either did not apply for and receive ESEA flexibility, or applied for and
received that flexibility but did not apply for a waiver of determining AYP should choose
data source and measurement 3A.1. States with an approved ESEA flexibility request
that includes a waiver of determining AYP should choose data source and measurement
3A.2.
Report only on the AYP/AMO assessment targets for reading/language arts and
mathematics proficiency, not targets for graduation or other elements of AYP/AMO.
Indicator 3B: Provide separate reading/language arts and mathematics participation rates,
inclusive of all ESEA grades assessed (3-8 and high school), for children with IEPs.
Account for ALL children with IEPs, in all grades assessed, including children not
participating in assessments and those not enrolled for a full academic year. Only include
children with disabilities who had an IEP at the time of testing.
Indicator 3C: Proficiency calculations in this APR must result in proficiency rates for
each content area across all ESEA assessments (combining regular and all alternates) for
children with IEPs, in all grades assessed (3-8 and high school), including both children
with IEPs enrolled for a full academic year and those not enrolled for a full academic
year. States are encouraged to report using two rates – one for reading/language arts
covering all assessed grades and one for mathematics covering all assessed grades. Only
include children with disabilities who had an IEP at the time of testing.
Additional info for measurement
 Indicator 3A: The data source and measurement for 3A is dependent on whether the
State applied for, and was granted, a waiver of the requirements to determine Adequate
Yearly Progress (AYP) for LEAs and schools as part of requesting ESEA flexibility.
States that either did not apply for and receive ESEA flexibility, or applied for and
received that flexibility but did not apply for a waiver of determining AYP should choose
data source and measurement 3A.1. States with an approved ESEA flexibility request
that includes a waiver of determining AYP should choose data source and measurement
3A.2.
 Report only on the AYP/AMO assessment targets for reading/language arts and
mathematics proficiency, not targets for graduation or other elements of AYP/AMO.
 Indicator 3B: Provide separate reading/language arts and mathematics participation rates,
inclusive of all ESEA grades assessed (3-8 and high school), for children with IEPs.
Account for ALL children with IEPs, in all grades assessed, including children not
participating in assessments and those not enrolled for a full academic year. Only include
children with disabilities who had an IEP at the time of testing.
 Indicator 3C: Proficiency calculations in this APR must result in proficiency rates for
each content area across all ESEA assessments (combining regular and all alternates) for
children with IEPs, in all grades assessed (3-8 and high school), including both children
with IEPs enrolled for a full academic year and those not enrolled for a full academic
year. States are
April 11, 2014, Page 48
Instructions
 Describe the results of the calculations and compare the results to the targets. Provide the
actual numbers used in the calculation.
 States are encouraged to present their APR information in summary tables and include
multiple years of data for comparison purposes.
 Include information regarding where to find public reports of assessment results, i.e., link
to the website where results are reported.
 States are encouraged to report using two rates – one for reading/language arts covering
all assessed grades and one for mathematics covering all assessed grades. Only include
children with disabilities who had an IEP at the time of testing.
Indicator 4: Discipline—Suspension and Expulsion
(20 U.S.C. 1416(a)(3)(A); 1412(a)(22))
Historically, students with disabilities have been subjected to removal from education
disproportionately to their peers. These data provide a way to monitor progress on this difference
and to infer how the IDEA discipline procedural requirements are being adhered to by districts.
Discipline data collected include the type and length of removal, the disability category,
race/ethnicity, gender, and limited English proficiency status of students with removals, as well
as whether the student received educational services during removals.
Data collected under section 618 of the IDEA (Report of Children with Disabilities Subject to
Disciplinary Removal). Discrepancy can be computed by either comparing the rates of
suspensions and expulsions for children with IEPs to rates for nondisabled children within the LEA
or by comparing the rates of suspensions and expulsions for children with IEPs among LEAs
within the State.
A. Percent of districts that have a significant discrepancy in the rate of suspensions and
expulsions of greater than 10 days in a school year for children with IEPs; and
B. Percent of districts that have: (a) a significant discrepancy, by race or ethnicity, in the rate
of suspensions and expulsions of greater than 10 days in a school year for children with
IEPs; and (b) policies, procedures or practices that contribute to the significant discrepancy
and do not comply with requirements relating to the development and implementation of
IEPs, the use of positive behavioral interventions and supports, and procedural safeguards.
Measurement
A. Percent = [(# of districts that have a significant discrepancy in the rates of suspensions and
expulsions for greater than 10 days in a school year of children with IEPs) divided by the (#
of districts in the State)] times 100.
B. Percent = [(# of districts that have: (a) a significant discrepancy, by race or ethnicity, in the
rates of suspensions and expulsions of greater than 10 days in a school year of children with
IEPs; and (b) policies, procedures or practices that contribute to the significant discrepancy
and do not comply with requirements relating to the development and implementation of
IEPs, the use of positive behavioral interventions and supports, and procedural safeguards)
divided by the (# of districts in the State)] times 100.
April 11, 2014, Page 49
Describe the results of the State’s examination of the data for the year before the reporting year
(e.g., for the FFY 2011 APR, use data from 2010-2011), including data disaggregated by race and
ethnicity to determine if significant discrepancies are occurring in the rates of long-term
suspensions and expulsions of children with IEPs, as required at 20 U.S.C. 1412(a)(22). The
State’s examination must include one of the following comparisons:
 The rates of suspensions and expulsions for children with IEPs among LEAs within the
State; or
 The rates of suspensions and expulsions for children with IEPs to nondisabled children
within the LEAs.
Instructions
 In the description, specify which method the State used to determine possible discrepancies
and explain what constitutes those discrepancies. If the State used a minimum “n” size
requirement, report the number of districts excluded from the calculation as a result of this
requirement. States have the option of using the “total number of districts” OR the
“number of districts that meet the State’s minimum n size for one or more racial/ethnic
group” as the denominator in the calculation for B4A or B4B.
 For 4A, provide the actual numbers used in the calculation and if significant discrepancies
occurred describe how the State educational agency reviewed and, if appropriate, revised
(or required the affected local educational agency to revise) its policies, procedures, and
practices relating to the development and implementation of IEPs, the use of positive
behavioral interventions and supports, and procedural safeguards, to ensure that such
policies, procedures, and practices comply with applicable requirements.
 For 4B, provide the following: (a) the number of districts that have a significant
discrepancy, by race or ethnicity, in the rates of suspensions and expulsions of greater than
10 days in a school year for children with IEPs and (b) the number of districts in which
policies, procedures or practices contribute to the significant discrepancy and do not
comply with requirements relating to the development and implementation of IEPs, the use
of positive behavioral interventions and supports, and procedural safeguards.
 If discrepancies occurred and the district with discrepancies had policies, procedures or
practices that contributed to the significant discrepancy and that do not comply with
requirements relating to the development and implementation of IEPs, the use of positive
behavioral interventions and supports, and procedural safeguards, describe how the State
ensured that such policies, procedures, and practices were revised to comply with
applicable requirements consistent with OSEP Memorandum 09-02, dated October 17,
2008.
 Targets must be 0% for 4B.
 Detailed guidance on district descriptions such as why data for a district is 0 or not
applicable is found in the APR.
 The state’s current definition of significant disproportionality is found in the APR.
April 11, 2014, Page 50
Indicator 5: School Age (6–21) Environments LRE Placement
(20 U.S.C. 1416(a)(3)(A))
The IDEA requires that IEP teams consider placement of each student with disabilities in the
least restrictive environment (LRE), starting with a regular education classroom with same age
peers. These data permit an analysis of placement trends. This data is part of the states 618 data
collection.
Percent of children with IEPs aged 6 through 21 served
A.
Inside the regular class 80% or more of the day;
B.
Inside the regular class less than 40% of the day; or
C.
In separate schools, residential facilities, or homebound/hospital placements.
Measurement
A. Percent = [(# of children with IEPs served inside the regular class 80% or more of the
day) divided by the (total # of students aged 6 through 21 with IEPs)] times 100.
B. Percent = [(# of children with IEPs served inside the regular class less than 40% of the
day) divided by the (total # of students aged 6 through 21 with IEPs)] times 100.
C. Percent = [(# of children with IEPs served in separate schools, residential facilities, or
homebound/hospital placements) divided by the (total # of students aged 6 through 21 with
IEPs)] times 100.
Instructions
 Describe the results of the calculations and compare the results to the target.
 If the data reported in this indicator are not the same as the State’s data reported under
IDEA section 618, explain
Indicator 6: Early Childhood (Age 3–5) Environments LRE Placement
(20 U.S.C. 1416(a) (3) (A))
The IDEA requires that IEP teams consider placement of each student with disabilities in the
LRE, starting with a regular education classroom with same age peers. These data permit an
analysis of placement trends.
Percent of children aged 3 through 5 with IEPs attending a:
A. Regular early childhood program and receiving the majority of special
education and related services in the regular early childhood program; and
B. Separate special education class, separate school or residential facility.
Measurement
A. Percent = [(# of children aged 3 through 5 with IEPs attending a regular early childhood
program and receiving the majority of special education and related services in the regular
early childhood program) divided by the (total # of children aged 3 through 5 with IEPs)]
times 100.
April 11, 2014, Page 51
B. Percent = [(# of children aged 3 through 5 with IEPs attending a separate special
education class, separate school or residential facility) divided by the (total # of children aged
3 through 5 with IEPs)] times 100.
Instructions
 If the data reported in this indicator are not the same as the State’s data reported under
IDEA section 618, explain.
 In the FFY 2011 submission, due February 1, 2013, establish a new baseline, targets and,
as needed, improvement activities for this indicator using the 2011-2012 data.
 Definitions for the program types are found in the APR.
Indicator 7: Preschool Outcomes
(20 U.S.C. 1416 (a)(3)(A))
Preschool outcomes data are collected on three specific targets: (1) Positive Social Emotional
Skills, (2) Acquiring and Using Knowledge and Skills, and (3) Taking Appropriate Action to
Meet Needs. These data provide one source of information to districts and the OSDE-SES to
evaluate the effectiveness of preschool programs around the State. Preschool outcomes data are
collected by the districts for each student who participates in a preschool program for children
with disabilities for a period of at least six months, and is exiting the program at the end of the
school year. Each Eligibility and/or IEP Team determines the child’s initial status on each of the
outcomes within 30 days of his/her being determined eligible for special education and related
services.
Percent of preschool children aged 3 through 5 with IEPs who demonstrate improved:
A. Positive social-emotional skills (including social relationships);
B. Acquisition and use of knowledge and skills (including early language/
communication and early literacy); and
C. Use of appropriate behaviors to meet their needs.
Measurement
Outcomes:
A. Positive social-emotional skills (including social relationships);
B. Acquisition and use of knowledge and skills (including early language/communication and
early literacy); and
C. Use of appropriate behaviors to meet their needs.
Progress categories for A, B and C:
a. Percent of preschool children who did not improve functioning = [(# of preschool
children who did not improve functioning) divided by (# of preschool children with IEPs
assessed)] times 100.
b. Percent of preschool children who improved functioning but not sufficient to move nearer
to functioning comparable to same-aged peers = [(# of preschool children who improved
functioning but not sufficient to move nearer to functioning comparable to same-aged
peers) divided by (# of preschool children with IEPs assessed)] times 100.
April 11, 2014, Page 52
c. Percent of preschool children who improved functioning to a level nearer to same-aged
peers but did not reach it = [(# of preschool children who improved functioning to a level
nearer to same-aged peers but did not reach it) divided by (# of preschool children with
IEPs assessed)] times 100.
d. Percent of preschool children who improved functioning to reach a level comparable to
same-aged peers = [(# of preschool children who improved functioning to reach a level
comparable to same-aged peers) divided by (# of preschool children with IEPs assessed)]
times 100.
e. Percent of preschool children who maintained functioning at a level comparable to sameaged peers = [(# of preschool children who maintained functioning at a level comparable
to same-aged peers) divided by (# of preschool children with IEPs assessed)] times 100.
Summary Statements for Each of the Three Outcomes:
Summary Statement 1: Of those preschool children who entered the preschool program below
age expectations in each Outcome, the percent who substantially increased their rate of growth
by the time they turned 6 years of age or exited the program.
Measurement for Summary Statement 1:
Percent = # of preschool children reported in progress category (c) plus # of preschool children
reported in category (d) divided by [# of preschool children reported in progress category (a)
plus # of preschool children reported in progress category (b) plus # of preschool children
reported in progress category (c) plus # of preschool children reported in progress category (d)]
times 100.
Summary Statement 2: The percent of preschool children who were functioning within age
expectations in each Outcome by the time they turned 6 years of age or exited the program.
Measurement for Summary Statement 2: Percent = # of preschool children reported in
progress category (d) plus # of preschool children reported in progress category (e) divided by
[the total # of preschool children reported in progress categories (a) + (b) + (c) + (d) + (e)] times
100.
Indicator 8: Parental Involvement
(20 U.S. 1416(a)(3)(A))
Opportunity for parental participation in the performance process is a foundational principle in
the IDEA. Indicator 8 requires the OSDE-SES to ask parents to report the extent to which
schools facilitated parent involvement as a means of improving services and results for their
students with disabilities. Parental Involvement data are collected by the Oklahoma Parent
Center (OPC), Oklahoma’s IDEA funded parent center. Each parent receives the opportunity
annually to complete the survey, by phone, on-line or paper/pencil.
Percent of parents with a child receiving special education services who report that schools
facilitated parent involvement as a means of improving services and results for children with
disabilities.
April 11, 2014, Page 53
Measurement
 Percent = [(# of respondent parents who report schools facilitated parent involvement as a
means of improving services and results for children with disabilities) divided by the
(total # of respondent parents of children with disabilities)] times 100.
Instructions
 Describe the results of the calculations and compare the results to the target. Include a
description of how the State has ensured that the response data are valid and reliable,
including how the data represent the demographics of the State. Provide the actual
numbers used in the calculation.
 If the State is using a separate data collection methodology for preschool children, the
State must provide separate baseline data, targets, and actual target data or discuss the
procedures used to combine data from school age and preschool surveys in a manner that
is valid and reliable.
 If States are using a survey and the survey is revised or a new survey is adopted, States
must submit a copy with the APR.
Indicator 9 and 10: Disproportionate Representation in Special Education
(20 U.S.C. 1416(a)(3)(C))
Students from racial and ethnic minorities have historically been disproportionately represented
in special education. These data are collected in order to allow identification and analysis of
where such disproportionality may be occurring and to focus analysis on any inappropriate
procedures that may be the cause of this problem. Data for the calculation of disproportionality
are collected by the Special Education Child Count System
Indicator 9
Percent of districts with disproportionate representation of racial and ethnic groups in special
education and related services that is the result of inappropriate identification.
Indicator 10
Percent of districts with disproportionate representation of racial and ethnic groups in
specific disability categories that is the result of inappropriate identification.
Measurement
 Percent = [(# of districts with disproportionate representation of racial and ethnic groups
in special education and related services that is the result of inappropriate identification)
divided by the (# of districts in the State)] times 100.
 Include State’s definition of “disproportionate representation.”
 Based on its review of the 618 data, describe how the State made its annual
determination that the disproportionate overrepresentation it identified of racial and
ethnic groups in special education and related services was the result of inappropriate
identification as required by §§300.600(d)(3) and 300.602(a), e.g., using monitoring data;
reviewing policies, practices and procedures, etc. In determining disproportionate
representation, analyze data, for each district, for all racial and ethnic groups in the
April 11, 2014, Page 54
district, or all racial and ethnic groups in the district that meet a minimum 'n' size set by
the State. Report on the percent of districts in which disproportionate representation of
racial and ethnic groups in special education and related services is the result of
inappropriate identification, even if the determination of inappropriate identification was
made after the end of the FFY 2012 reporting period, i.e., after June 30, 2013. If
inappropriate identification is identified, report on corrective actions taken.
Instructions
 Provide racial/ethnic disproportionality data for children aged 6 through 21 served under
IDEA. Provide these data for all children with disabilities.
 Provide the number of districts identified with disproportionate representation of racial
and ethnic groups in special education and related services and the number of districts
identified with disproportionate representation that is the result of inappropriate
identification.
 Describe the method(s) used to calculate disproportionate representation. If the State
used a minimum “n” size requirement, report the number of districts totally excluded
from the calculation as a result of this requirement because the district did not meet the
minimum “n” size for any racial/ethnic group. States have the option of using the “total
number of districts” OR the “number of districts that meet the State’s minimum “n” size
for one or more racial/ethnic group” as the denominator in the calculation.
Targets must be 0%.
Indicator 11: Child Find
(20 U.S.C. 1416(a)(3)(B))
OSDE-SES requires districts to evaluate and determine eligibility 45 school days from receiving
parent consent for evaluation.
Percent of children who were evaluated within 60 days of receiving parental consent for
initial evaluation or, if the State establishes a timeframe (in Oklahoma, it is 45 days) within
which the evaluation must be conducted, within that timeframe.
Data Source (from measurement table): Data to be taken from State monitoring or State data
system and must be based on actual, not an average, number of days. Indicate if the State has
established a timeline and, if so, what is the State’s timeline for initial evaluations.
Measurement
 # of children for whom parental consent to evaluate was received.
 # of children whose evaluations were completed within 60 days (or State-established
timeline).
 Account for children included in a but not included in b. Indicate the range of days
beyond the timeline when the evaluation was completed and any reasons for the delays.
 Percent = [(b) divided by (a)] times 100.
April 11, 2014, Page 55
Additional information for Measurement Note that under 34 CFR §300.301(d) the timeframe
set for initial evaluation does not apply to a public agency if: The parent of a child repeatedly
fails or refuses to produce the child for the evaluation; (2) A child enrolls in a school of another
public agency after the timeframe for initial evaluations has begun, and prior to a determination
by the child’s previous public agency as to whether the child is a child with a disability. States
should not report these exceptions in either the numerator (b) or denominator (a). If the State
established timeframe provides for exceptions through State regulation or policy, describe cases
falling within those exceptions and include in b.
Instructions
 If data are from State monitoring, describe the method used to select LEAs for
monitoring. If data are from a State database, include data for the entire reporting year.
 Describe the results of the calculations and compare the results to the target. Describe the
method used to collect these data and if data are from the State’s monitoring, describe the
procedures used to collect these data. Provide the actual numbers used in the calculation.
Targets must be 100%.
Indicator 12: Early Childhood Transition
(20 U.S.C. 1416(a)(3)(B))
Students with disabilities who have received services through the Part C Early Intervention
program and who are referred for evaluation for Part B eligibility must be evaluated and, if
eligible, have an IEP in place by their third birthday.
Percent of children referred by Part C prior to age 3, who are found eligible for Part B, and
who have an IEP developed and implemented by their third birthdays.
Measurement
A. # of children who have been served in Part C and referred to Part B for Part B eligibility
determination.
B. # of those referred determined to be NOT eligible and whose eligibility was determined prior
to their third birthdays.
C. # of those found eligible who have an IEP developed and implemented by their third
birthdays.
D. # of children for whom parent refusal to provide consent caused delays in evaluation or initial
services or to whom exceptions under 34 CFR §300.301(d) applied.
E. # of children determined to be eligible for early intervention services under Part C less than
90 days before their third birthdays.
Account for children included in A but not included in B, C, D or E. Indicate the range of days
beyond the third birthday when eligibility was determined and the IEP developed and the reasons
for the delays.
April 11, 2014, Page 56
Percent = [(C) divided by (A - B - D - E)] times 100.
Instructions
Describe the results of the calculations and compare the results to the target. Describe the method
used to collect these data and if data are from the State’s monitoring, describe the procedures
used to collect these data. Provide the actual numbers used in the calculation
Indicator 13: Secondary Transition
(20 U.S.C. 1416(a)(3)(B))
Each student with a disability aged 16 and older, by the student’s first IEP as a 9th grader, or
earlier if appropriate, must have in place an IEP that includes appropriate, measurable postsecondary goals that are annually updated and based upon an age appropriate transition
assessment; transition services, including courses of study, that will reasonably enable the
student to meet those post-secondary goals; and annual IEP goals related to the student’s
transition service’s needs.
Percent of youth with IEPs aged 16 and above with an IEP that includes
appropriate measurable postsecondary goals that are annually updated and based
upon an age appropriate transition assessment, transition services, including
courses of study, that will reasonably enable the student to meet those
postsecondary goals, and annual IEP goals related to the student’s transition
services needs. There also must be evidence that the student was invited to the
IEP Team meeting where transition services are to be discussed and evidence that,
if appropriate, a representative of any participating agency was invited to the IEP
Team meeting with the prior consent of the parent or student who has reached the
age of majority.
Measurement
 Provide detailed information about the timely correction of noncompliance as noted in
OSEP’s response table for the previous APR. If the State did not ensure timely
correction of the previous noncompliance, provide information on the extent to which
noncompliance was subsequently corrected (more than one year after identification). In
addition, provide information regarding the nature of any continuing noncompliance,
improvement activities completed (e.g., review of policies and procedures, technical
assistance, training, etc.) and any enforcement actions that were taken.
Instructions
 Describe the results of the calculations and compare the results to the target. Describe the
method used to collect these data and if data are from the State’s monitoring, describe the
procedures used to collect these data. Provide the actual numbers used in the calculation.
April 11, 2014, Page 57
Indicator 14: Post-Secondary Outcomes
(U.S.C. 1416(a)(3)(B))
An important indicator of program outcomes is to investigate the level of engagement in
education, work, and living arrangements after students with disabilities leave K–12 public
education systems. Indicator 14 measures these outcomes by collecting data on youth who are no
longer in secondary school and had IEPs in effect at the time they left school.
Percent of youth who are no longer in secondary school, had IEPs in effect at the time
they left school, and were:
A. Enrolled in higher education within one year of leaving high school.
B. Enrolled in higher education or competitively employed within one year of leaving
high school.
C. Enrolled in higher education or in some other postsecondary education or training
program; or competitively employed or in some other employment within one year of
leaving high school
Measurement
A. Percent enrolled in higher education = [(# of youth who are no longer in secondary school,
had IEPs in effect at the time they left school and were enrolled in higher education within one
year of leaving high school) divided by the (# of respondent youth who are no longer in
secondary school and had IEPs in effect at the time they left school)] times 100.
B. Percent enrolled in higher education or competitively employed within one year of leaving
high school = [(# of youth who are no longer in secondary school, had IEPs in effect at the time
they left school and were enrolled in higher education or competitively employed within one
year of leaving high school) divided by the (# of respondent youth who are no longer in
secondary school and had IEPs in effect at the time they left school)] times 100.
C. Percent enrolled in higher education, or in some other postsecondary education or training
program; or competitively employed or in some other employment = [(# of youth who are no
longer in secondary school, had IEPs in effect at the time they left school and were enrolled in
higher education, or in some other postsecondary education or training program; or
competitively employed or in some other employment) divided by the (# of respondent youth
who are no longer in secondary school and had IEPs in effect at the time they left school)] times
100.
Instructions
 Describe the results of the State’s examination of the data for the year before the
reporting year (e.g., for the FFY 2011 APR, use data from 2010-2011), and compare the
results to the target. Provide the actual numbers used in the calculation.
 Provide a narrative that describes the conditions youth must meet in order to graduate
with a regular diploma and, if different, the conditions that youth with IEPs must meet in
order to graduate with a regular diploma. If there is a difference, explain why.
Targets should be the same as the annual graduation rate targets under Title I of the ESEA.
April 11, 2014, Page 58
Indicator 15: Correction of Noncompliance
(20 U.S.C. 1416 (a)(3)(B))
The OSEP requires that the OSDE-SES general supervision system (including monitoring,
complaints, hearings, etc.) identifies and corrects noncompliance as soon as possible, but in no
case later than one year from identification. This requirement means that LEAs must provide
evidence of correction of each identified compliance error, as well as evidence of agency wide
compliance with the requirement in which the error was identified.
General supervision system (including monitoring, complaints, hearings, etc.) identifies and
corrects noncompliance as soon as possible but in no case later than one year from
identification.
Measurement
Percent of noncompliance corrected within one year of identification:
a. # of findings of noncompliance.
b. # of corrections completed as soon as possible but in no case later than one year from
identification.
Percent = [(b) divided by (a)] times 100.
Instructions
 States are required to use the “Indicator 15 Worksheet” sent to states each year to report
data for this indicator.
 Describe the results of the calculations and compare the results to the target. Provide the
actual numbers used in the calculation. Include all findings of noncompliance regardless
of the specific level of noncompliance.
 Targets must be 100%.
 Report on the number of findings of noncompliance made and corrected as soon as
possible and in no case later than one year from identification. In presenting the
compliance data, disaggregate the findings by components of the State’s general
supervision system, including monitoring (on-site visits, self-assessments, local
performance plans and annual performance reports, desk audits, data reviews) and
dispute resolution (complaints and due process hearings). Findings must also be
disaggregated by SPP/APR indicator and other areas of noncompliance. Describe the
other areas of noncompliance.
 Provide detailed information about the correction of noncompliance as noted in OSEP’s
response table for the previous APR, including any revisions to general supervision
procedures, technical assistance provided and/or any enforcement actions that were taken.
If the State did not ensure timely correction of the previous noncompliance, provide
information on the extent to which noncompliance was subsequently corrected (more
than one year after identification). In addition, provide information regarding the nature
of any continuing noncompliance, improvement activities completed, and any
enforcement actions that were taken.
 States are not required to report data at the LEA level.
April 11, 2014, Page 59
Indicator 16: No longer reporting this data in the APR.
Indicator 17: Reserved for the State Systemic Improvement Plan(SSIP)
Indicator 18: Hearing Requests
(20 U.S.C. 1416(a)(3(B)
Hearing requests that went to a resolution session and were resolved.
Percent of hearing requests that went to resolution sessions that were resolved through
resolution session settlement agreements.
Measurement:
 Percent = (3.1(a) divided by 3.1) times 100.
Instructions
 States are not required to establish baseline or targets if the number of resolution sessions
is less than 10. In a reporting period when the number of resolution sessions reaches 10
or greater, develop baseline, targets and improvement activities, and report on them in the
corresponding APR.
 States may express their targets in a range, e.g., 75-85%.
 If the data reported in this indicator are not the same as the State’s data under IDEA
section 618, explain.
 States are not required to report data at the LEA level.
 Data collected under IDEA section 618. (20 U.S.C. 1416(a)(3(B))
Indicator 19: Mediation
(20 U.S.C. 1416(a)(3(B))
Percent of mediations held that resulted in mediation agreements.
Instructions
Describe the results of the calculations and compare the results to the target.
States are not required to establish baseline or targets if the number of mediations is less than 10.
In a reporting period when the number of mediations reaches ten or greater, develop baseline,
targets and improvement activities, and report on them in the corresponding APR.
States may express their targets in a range, e.g., 75-85%.
If the data reported in this indicator are not the same as the State’s data under IDEA section 618,
explain.
April 11, 2014, Page 60
States are not required to report data at the LEA level.
States may report on one set of Improvement Activities covering Indicators 18 and 19 in cases
where the improvement activities are the same or overlap
Indicator 20: Timely and Accurate Data
(20 U.S.C. 1416(a)(3)(B))
State reported data (618 and State Performance Plan and Annual Performance Report) are
timely and accurate.
Measurement:
 State reported data, including 618 data, State Performance Plan, and Annual Performance
Reports, are:
 Submitted on or before due dates (first Wednesday in February for child count, including
race and ethnicity; and educational environments; first Wednesday in November for
exiting, discipline, personnel and dispute resolution; December 15 for assessment; May 1
for Maintenance of Effort & Coordinated Early Intervening Services; and February 1 for
Annual Performance Reports).
 Accurate, including covering the correct year and following the correct measurement.
 States may, but are not required, to report data for this indicator. OSEP will use the
Indicator 20 Rubric (Attachment 2) to calculate the State’s data for this indicator. States
will have an opportunity to review and respond to OSEP’s calculation of the State’s data.
Targets must be 100% for timeliness and accuracy.
 Provide detailed information about the actions the State is taking to ensure compliance.
Describe the State’s mechanisms for ensuring error-free, consistent, valid and reliable
data and evidence that these standards are met.
April 11, 2014, Page 61
SECTION XI.
Reporting Data and Results: District Reports
In addition to the data submissions to OSEP, the data provided by the LEAs also is summarized
throughout the year in several reports:
 District Data Profiles,
 District Determinations,
 Significant Disproportionality, and
 For Compliance, Monitoring, or Audits.
These reports are required in IDEA and its requirements. OSEP has developed guidelines for
states to report to the LEAs and are referenced in other OSDE SES manuals and handbooks.
Location of References and Examples for District Reports
General
Supervision
Manual
District
Data
Profiles
District
Determinations
Significant
Disproportionality
Compliance,
Monitoring,
or Audits
Finance
Manual
Pages 13-14
Special
Education
Process
Chapter 10, Section I, C
Pages 6-8
Pages 165-169
Page 12
Appendix D
Page 7
Appendix C
Special
Education
Handbook
Pages 120-125
Chapter 10, Section I, D
Pages 8-23
Page 169
Pages 91-97
Chapter 10, Section I, E
Pages 170-172
Pages 84-87
Chapter 10, Section I, F
Pages 173-177
April 11, 2014, Page 62
SECTION XII.
A.
Resources
Responsibility for Data Reporting
District Responsible for Data
Reporting
Student
Resident students enrolled in public schools
Students enrolled in private schools by their parents/parentally placed in
private schools (not Lindsey Nicole Henry Scholarship)
Students placed by an IEP team decision in a private school or residential
facility
Students placed by parents in a residential facility or court ordered
placement in a juvenile facility
Students enrolled by an emergency transfer in a district that is not their legal
district of residence
Students enrolled by an open transfer in a district that is not their legal
district of residence
Individualized Education Program (IEP) Service Agreement
Students residing in an elementary school district and attending a high
school in an independent school district
Students who are residential students at Oklahoma School for the Deaf
(OSD) or Oklahoma School for the Blind (OSB)
Students who receive services at OSD or OSB but are not residential
students (i.e., they are day students only)
B.
Resident district
The district providing IEP services
Resident district
Receiving district
Receiving district
Receiving district
Resident district
Independent district
OSD or OSB
Resident district
Race and Ethnicity Definitions
Race/Ethnicity
Hispanic/
Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Definition from OSEP Submission Tables
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other
Spanish culture or origin, regardless of race. Refers to Hispanic and/or Latino.
A person having origins in any of the original peoples of North and South America
(including Central America) and who maintains tribal affiliation or community
attachment. (Does not include persons of Hispanic/Latino ethnicity.)
A person having origins in any of the original peoples of the Far East, Southeast Asia,
or the Indian subcontinent. This includes, for example, Cambodia, China, India,
Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
(Does not include persons of Hispanic/Latino ethnicity.)
A person having origins in any of the Black racial groups of Africa. (Does not include
persons of Hispanic/Latino ethnicity.)
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or the
Pacific Islands. (Does not include persons of Hispanic/Latino ethnicity.)
A person having origins in any of the original peoples of Europe, the Middle East, or
North Africa. (Does not include persons of Hispanic/Latino ethnicity.)
A person having origins in two or more of the five race categories listed immediately
above. (Does not include persons of Hispanic/Latino ethnicity.)
April 11, 2014, Page 63
C.
Disability Categories
Code
Primary Disability
Category
Suspected Disability
Category:
Secondary Disability
Category
3
Hearing Impairments
5
Speech Or Language
Impairments
Speech Or Language
Impairments
Speech Or Language
Impairments
6
Visual Impairments
7
Emotional Disturbance
Emotional Disturbance
Emotional Disturbance
8
Orthopedic Impairments
Orthopedic Impairments
Orthopedic Impairments
9
Other Health Impairments
Other Health Impairments
Other Health Impairments
10
Specific Learning
Disabilities
Specific Learning
Disabilities
Specific Learning
Disabilities
11
Deaf-Blindness
12
Multiple Disabilities
Multiple Disabilities
13
Autism
Autism
Autism
14
Traumatic Brain Injury
Traumatic Brain Injury
Traumatic Brain Injury
15
Developmental Delay
16
Intellectual Disabilities
Intellectual Disabilities
Intellectual Disabilities
D.
Possible Combinations of Disability Categories
Primary
Disability
Suspected
Disability for
Developmental
Delay
Secondary
Disability
Primary
Disability
NA
Required for
Developmental
Delay
Can’t be the
same
Suspected
Disability
Required for
Developmental
Delay
NA
Can’t be the
same
Secondary
Disability
Can’t be the
same
Can’t be the
same
NA
April 11, 2014, Page 64
E.
List of Related Services
(1) Audiology
(2) Counseling services
(3) Early identification and assessment
(4) Interpreting services
(5) Medical services
(6) Occupational therapy
(7) Orientation and mobility services
(8) Parent counseling and training
(9) Physical therapy
(10) Psychological
(11) Recreation
(12) Rehabilitation counseling services
(13) School health services and school nurse services
(14) Social work services
(15) Speech-language pathology services
(16) Transportation
F.
Early Childhood Program Codes (aged 3 through 5)
Location
Child attends a regular early childhood program
at least 10 hours per week . . .
Where Receiving Special
Education Services
…and receiving the majority of hours
of special education and related
services in the regular early childhood
program (A1)
Early Childhood Program: The child attends a program that
includes at least 50% nondisabled children. Early childhood
programs include, but are not limited to (1) Head Start, (2)
Kindergarten, (3) reverse mainstream classrooms, (4) preschool
classes offered to an eligible Pre-Kindergarten population by the …and receiving the majority of hours
public school system, and (5) group child care. Attendance at
of special education and related
an early childhood program need not be funded by IDEA, Part
services in some other location (A2)
B funds. If a child attends an early childhood program, the
district must specify the amount of time the child receives
special education and related services in the early childhood
program.
Child attends a regular early childhood program …and receiving the majority of hours
of special education and related
less than 10 hours per week, . . .
services in the regular early childhood
program (B1)
Early Childhood Program: The child attends a program that
includes at least 50% nondisabled children. Early childhood
programs include, but are not limited to (1) Head Start, (2)
Kindergarten, (3) reverse mainstream classrooms, (4) preschool
classes offered to an eligible Pre-Kindergarten population by the …and receiving the majority of hours
of special education and related
public school system, and (5) group child care. Attendance at
services in some other location (B2)
an early childhood program need not be funded by IDEA, Part
B funds. If a child attends an early childhood program, the
district must specify the amount of time the child receives
special education and related services in the early childhood
Code
E1
E2
E3
E4
April 11, 2014, Page 65
Location
Where Receiving Special
Education Services
Code
program.
…specifically, a separate special
education class (C1)
Separate Class: Special education and
related services are provided in special
education classrooms in regular school
buildings or trailers or portables
outside regular school buildings.
Child attends a special education program (NOT
in any regular early childhood program) . . .
Special Education Program: The child attends a program that
includes less than 50% nondisabled children. If a child attends
a special education program, the district must identify the type
of program.
B1
…specifically, a separate school (C2)
Separate School: Special education
and related services are provided in a
separate school (public or private day
schools designed specifically for
children with disabilities).
…specifically, a residential facility
(C3)
Residential Facilities: Special
education and related services are
provided in publicly or privately
operated residential schools or
residential medical facilities on an
inpatient basis.
B2
B3
…and receiving the majority of hours
of special education and related
services at home (D1)
Child attends neither a regular early childhood
program nor a special education program (none
of the above)
Home: The child receives some or all
of his/her special education services in
the primary residence of the child’s
family or caregivers and does not
attend a regular early childhood
program or a special education
childhood program (note: this includes
children who receive special education
both at home and in a service provider
location). The term “caregiver”
includes babysitters.
B4
April 11, 2014, Page 66
Where Receiving Special
Education Services
Location
Code
…and receiving the majority of hours
of special education and related
services at the service provider location
or some other location not in any other
category (D2)
Service provider location: The child
does not receive any special education
services in the home and does not
attend an early childhood program or a
special education childhood program.
This includes speech instruction
provided in private clinicians’ offices,
clinicians’ offices located in school
buildings, hospital facilities on an
outpatient basis, libraries, and other
public locations.
G.
B5
School Age Program Codes (aged 6 through 21)
REMEMBER: Program codes are AGE SPECIFIC. Once a student turns 6 years old, the code
should change.
Code
Description
Program
Inside the regular classroom 80 percent or more of the school
day. These are children who received special education and
related services outside the regular classroom for less than 21
percent of the school day. This may include children with
disabilities placed in:
1
(a) inside regular class
80% or more of day

regular class with special education/related services
provided within regular classes;

regular class with special education/related services
provided outside regular classes; or

regular class with special education services provided
in resource rooms.
April 11, 2014, Page 67
Code
2
3
Description
Program
(b) inside regular class
79-40% of day
(c) inside regular class
less than 40% of day
Inside regular class no more than 79% of day and no less than 40%
percent of the day; were inside the regular classroom between 40
and 79% of the day. These are children who received special
education and related services outside the regular classroom for at
least 21 percent but no more than 60 percent of the school day. Do
not include children who are reported as receiving education
programs in public or private separate school or residential facilities.
This may include children placed in:

resource rooms with special education/related services
provided within the resource room; or

resource rooms with part-time instruction in a regular class.
Inside regular class less than 40 percent of the day; who were inside
the regular classroom less than 40 percent of the day. These are
children who received special education and related services outside
the regular classroom for more than 60 percent of the school day.
Do not include children who are reported as receiving education
programs in public or private separate school or residential facilities.
This category may include children placed in:

self-contained special classrooms with part-time instruction
in a regular class; or

self-contained special classrooms with full-time special
education instruction on a regular school campus.
Public/Private Separate Day School Facility.
The child receives education in public or private separate day school
facilities. This includes children with disabilities receiving special
education and related services, at public expense, for greater than 50
percent of the school day in public or private separate schools. This
may include children placed in:
4
(d) separate school

public and private day schools for students with
disabilities;

public and private day schools for students with disabilities
for a portion of the school day (greater than 50 percent)
and in regular school buildings for the remainder of the
school day; or

public and private residential facilities if the student does
not live at the facility.
April 11, 2014, Page 68
Code
Description
Program
Public/Private Residential Facility. The child receives education in
a public or private residential facility during the school week. This
includes children with disabilities receiving special education and
related services, at public expense, for greater than 50 percent of the
school day in public or private residential facilities. This may
include children placed in:
6
(e) residential facility

public and private residential schools for students with
disabilities; or

public and private residential schools for students with
disabilities for a portion of the school day (greater than 50
percent) and in separate day schools or regular school
buildings for the remainder of the school day.
Do not include students who received education programs at the
facility, but do not live there.
Home Instruction/Hospital Environment (Homebound/Hospital).
Unduplicated total who received education programs in
homebound/hospital environment includes children with disabilities
placed in and receiving special education and related services in:
8
(f) homebound/hospital

hospital programs, or

homebound programs.
Do not include children with disabilities whose parents have opted
to home-school them and who receive special education at the
public expense.
9
10
(g) correctional
facilities
(h) parentally placed in
private schools
The child receives special education in correctional facilities.
These data are intended to be a count of all children receiving
special education in:

short-term detention facilities (community-based or
residential), or

correctional facilities.
The child is enrolled by his/her parent or guardian in regular
parochial or other private school and his/her basic education is paid
through private resources, although he/she receives special
education and related services at public expense from a local
educational agency under a service plan. Include children whose
parents chose to homeschool, but who receive special education and
related services at the public expense. Do not include children who
are placed in private schools by the LEA.
Regular Classroom: Educational time spent in age-appropriate community-based settings that
include individuals with and without disabilities, such as college campuses or vocational sites,
should be counted as time spent inside the regular classroom.
April 11, 2014, Page 69
Time spent outside the regular classroom receiving services unrelated to the youth’s disability
(e.g., time receiving LEP services) should be considered time inside the regular classroom.
H.
Code
1
Exiting Information
Exit Reason
Return to regular education.
Description
Child was served in special education, but at some point, returned
to regular education. These are children who no longer have an
IEP and are receiving all of their educational services from a
regular education program. This includes children who were
withdrawn by their parents and are being homeschooled.
Transferred to regular education, returned to regular education.
These are students who no longer have an IEP and are receiving all
of their educational services from a regular education program.
Graduation with regular diploma.
Child exited an education program through the receipt of a high
school diploma. These are children who met the same standards
for graduation as those children without disabilities. These are not
children who merely completed the highest grade in an elementary
district (e.g., you would not count a child who completed eighth
grade and is going to attend ninth grade in an independent district).
Graduated with regular high school diploma, exited an educational
program through receipt of a high school diploma identical to that
for which students without disabilities are eligible. These are
students who met the same standards for graduation as those for
students without disabilities. As defined in 34 CFR
§300.102(a)(3)(iv), “the term regular high school diploma does not
include an alternative degree that is not fully aligned with the
State’s academic standards, such as a certificate or a general
educational development credential (GED).”
4
Reached maximum age.
Child exited special education because of reaching the maximum
age for receipt of special education services, including children
with disabilities who reached the maximum age (child has to be 22
by the end of the fiscal year to utilize this option) and did not
receive a diploma.
5
Died.
2
Child died.
6
Moved, known to be continuing.
Child moved out of the district or otherwise transferred to another
district and is KNOWN to be continuing in an education program.
There does not need to be evidence that the child is continuing in
special education, only that he/she is continuing in an education
program. This includes students in residential drug/alcohol
rehabilitation centers, correctional facilities, or charter schools if
those facilities operate as separate districts, excluding normal
matriculation.
7
Moved, not known to be continuing.
NOTE: for aggregation purposes, this category is combined with
“dropped out.”
April 11, 2014, Page 70
Code
Exit Reason
Description
8
Dropped out.
Child is no longer enrolled and did not exit special education
through any of the other bases described. Dropped out. Total who
were enrolled at the start of the reporting period, were not enrolled
at the end of the reporting period, and did not exit special education
through any of the other bases described. This includes dropouts,
runaways, GED recipients (in cases where students are required to
drop out of the secondary educational program in order to pursue
the GED certificate), expulsions, status unknown, students who
moved and are not known to be continuing in another educational
program, and other exiters from special education.
9
Completed highest level in
elementary district.
10
Parent Revocation.
11
Lindsey Nicole Henry Scholarship
Child has completed education in the elementary district and is
continuing education in an independent district
Parent has revoked consent for all special education services and
child is no longer being served with an IEP. If the parent of a child
with a disability revokes consent for special education and related
services under 34 CFR §300.300(b)(4), the child would be reported
in this category.
Left district when received Lindsey Nicole Henry Scholarship
April 11, 2014, Page 71
SECTION XIII.
OSDE-SES Technical Assistance
Compliance, Data, and Finance Staff
Felica Denton
Regions 5 and 6
(405) 521-4857
[email protected]
Karen Howard
Regions 1, 2, and 7
(405) 521-3587
[email protected]
Cynthia Valenzuela
Executive Director of Compliance, Data
& Finance
(405) 521-4872
[email protected]
Anita Eccard
Director of Finance
(405) 521-4865
[email protected]
Janet Felton
Regions 3 and 4
(405) 522-1578
[email protected]
Carole Tomlin
Regions 8, 9, and 10
(405) 521-2335
[email protected]
Mark Everhart
Compliance/Complaints Specialist
(405) 521-4863
[email protected]
Special Education Services Handbooks
Special Education Services has additional information on our website. Many of the specific
questions you have on students with disabilities can often be answered by referring to other
handbooks available.
STEP 1.
STEP 2.
STEP 3.
STEP 4.
STEP 5.
http://ok.gov/sde/
Hover over “Services”
Select “Special Education” - http://ok.gov/sde/special-education
Scroll down to “Helpful Information”
Select “Resources for Educators” -http://ok.gov/sde/documents-forms
SEAS contact information
If you have difficulties with the SEAS system, they have support ready for your calls. You may
want to have information on your SEAS district contact person readily available.
 Toll FREE: (877) 221-7327
 Website: http://www.okseas.com
OMES
If you are having trouble signing in or need other assistance, please contact the OMES Help
Desk at (405) 521-2444 or at (866) 521-2444.
April 11, 2014, Page 72