Data Reporting for Students with Disabilities FAQ

Frequently Asked Questions: Data Reporting for Students with Disabilities (grades preschool through 12) During Ohio’s Ordered School-Building Closure

This information has been developed to assist school districts with reporting in the Education Management Information System (EMIS) special education events that occurred during Ohio’s ordered school-building closure period.

Please note that this is general guidance to districts regarding special education reporting. Additional assistance regarding how to report a special education event can be obtained from the assigned EMIS coordinator or Information Technology Center.

 

Topics:

Ohio’s Ordered School-Building Closure Waiver or Noncompliance Code Due to COVID-19

Preschool Transition Conference, Initial Evaluation Team Report (IETR) and Initial Individualized Education Program (IIEP) – Preschool Students

Initial Evaluation Team Report (IETR) – School-age Students

Initial Individualized Education Program (IIEP) – School-age Students

Reevaluation (RETR)

Annual Individualized Education Program Review (RIEP)

Graduation

General Issues Reports

Monitoring Activities: Impact of Missed Federal Timelines



Ohio’s Ordered School-Building Closure Waiver or New Noncompliance Code Due to COVID-19

1. Will there be a new noncompliance code or waiver created for districts to use if they are unable to complete special education events within federal timelines due to Ohio’s ordered school-building closure?

No, there is no new noncompliance code or waiver specific to Ohio’s ordered school-building closure for districts to use if they are unable to complete special education events within federal timelines due to Ohio's ordered school-building closure. The currently available noncompliance codes should be used if special education events cannot be completed within required timelines.


back to top


Preschool Transition Conference, Initial Evaluation Team Report (IETR) and Initial Individualized Education Program (IIEP)


2. If a district is not able to complete the preschool transition conference, Initial Evaluation Team Report and/or Initial Individualized Education Program before or by the student’s third birthday, how should the district report these events in EMIS?

There is no extension of the federal timeline to complete the preschool transition conference, Initial Evaluation Team Report and Initial Individualized Education Program on or before the child’s third birthday. If the district is unable to complete these activities on or before the child’s third birthday, the district cannot report these events. These events can only be reported in EMIS when they have been completed.

Please keep in mind the district must develop and implement the student’s Initial Individualized Education Program before or by the child’s third birthday to be in compliance with federal Indicator 12. For more information, please see the Notification of EMIS Reporting for Indicator 12 webpage. There is no extension for Early Intervention services in Ohio past the age of 3.

Reporting guidance is not changing regarding when to report the preschool transition conference, Initial Evaluation Team Report and Initial Individualized Education Program. Reporting guidance has always been to report these events upon enrolling the student. Events from the previous year can be reported the following year if the current-year enrollment date is reported. For example, if the preschool transition conference takes place in the spring and the student enrolls in the fall, the preschool transition conference, Initial Evaluation Team Report and Initial Individualized Education Program can be reported in the fall when the child enrolls for the first time. If the Initial Individualized Education Program is beginning after the child’s third birthdate, report the applicable noncompliance code.

If a student was found not eligible for services or the parent refused services, the preschool transition conference and Initial Evaluation Team Report should be reported when they occur. The district should report a How Received Code of “V.” The enrollment and withdrawal dates both should reflect the date of the last event (if found ineligible – date of Initial Evaluation Team Report; if parent refusal – date of refusal).

There is no noncompliance code that can be applied to the preschool transition conference event date. The Ohio Department of Education has provided guidance on completing these processes during the school-building closure period.


back to top


Initial Evaluation Team Report (IETR) – School-age Students


3. If a district is not able to complete an Initial Evaluation Team Report for a school-age student, how would the district report the event in EMIS?

There is no extension of the federal timelines to complete an Initial Evaluation Team Report within 60 days of receiving parental consent for an evaluation.
  • If a district has received a referral for evaluation and parental/guardian consent for an initial evaluation, then the district can report the referral (RFRL) event date and consent (CNST) date in EMIS. If the district has not received a referral or consent for the student, then these events cannot be reported in EMIS.
  • If the district is unable to complete the Initial Evaluation Team Report within the 60-day timeline, due to the need to complete face-to-face testing, for example, then the district would not be able to report the student’s disability condition code to the FD record, event date or outcome ID in EMIS. Once the Initial Evaluation Team Report has been completed, the district will need to report the event date, outcome ID and noncompliance code that best reflects the reason for the missed timeline for each individual student. Questions about which noncompliance codes to use can be directed to the district’s EMIS coordinator or Information Technology Center.
  • If the district can complete the Initial Evaluation Team Report within the 60-day timeline, the district would proceed with normal reporting in EMIS.


back to top


Initial Individualized Education Program (IIEP) – School-age Students


4. If a district is not able to complete an Initial Individualized Education Program for a school-age student, how would the district report the event in EMIS?

There is no extension of the federal timelines to complete an Initial Individualized Education Program within 30 days of completing the Initial Evaluation Team Report for the student.
  • If a district has completed the Initial Individualized Education Program within 30 days of completing the Initial Evaluation Team Report, the district can report the Initial Individualized Education Program event date, outcome begin and end dates, and outcome ID in EMIS.
  • If a district is unable to complete the Initial Individualized Education Program within the 30-day timeline, the district would not be able to report the event in EMIS. Once the Initial Individualized Education Program has been completed, the district would need to report the event date, outcome begin and end dates, outcome ID and noncompliance code that best reflects the reason for the missed timeline for each individual student.
  • Questions about which noncompliance codes to use can be directed to the district’s EMIS coordinator or Information Technology Center.


back to top


Reevaluation (RETR)


5. Can districts waive the reevaluation if the district is unable to complete it for the student due to Ohio’s ordered school-building closure?

In certain specific instances, the reevaluation can be waived. The option to waive a reevaluation is reserved for students who are accepting a diploma or who are so medically fragile that completing a reevaluation would not be possible.

6. If a district is unable complete a student’s reevaluation during Ohio’s ordered school-building closure period, how would the district report this situation in EMIS?

There is no waiver of the federal timeline to complete a reevaluation within three years.
  • The reevaluation can be completed using a virtual format, via telephone or by records review. Participation and required signatures can be documented via email attachment, standard mail, etc.
  • If the district is unable to complete the reevaluation within federal timelines, the district will be unable to report the event in EMIS. Once the reevaluation has been completed, the district would need to report the date of the event, outcome ID and noncompliance code that best reflects the reason for the missed timeline for each individual student.
  • Questions about which noncompliance codes to use can be directed to the district’s EMIS coordinator or Information Technology Center.


back to top


Annual Individualized Education Program Review (RIEP)


7. If the district is not able to complete a student’s annual Individualized Education Program review during Ohio’s ordered school-building closure period, how would the district report this situation in EMIS?

There is no waiver of the federal timeline to complete a periodic review within 364 days.
  • The annual IEP review can be completed using a virtual format, via telephone or by records review. Participation and required signatures can be documented via email attachment, standard mail, etc.
  • If the district is unable to complete the annual IEP review within federal timelines, the district will be unable to report the event in EMIS. Once the annual IEP review has been completed, the district would need to report the date of the event, outcome ID, outcome begin and end dates, and noncompliance code that best reflects the reason for the missed timeline for each individual student.
  • Questions about which noncompliance codes to use can be directed to the district’s EMIS coordinator or Information Technology Center.

 

back to top


Graduation


8. Due to Ohio's ordered school-building closure and subsequent legislation addressing testing and other coronavirus pandemic-related issues (House Bill 197 of the 133rd General Assembly), should a district remove the testing exemption that exempts a student from not achieving at or above the proficient level on Ohio's State Tests from a student's IEP?

If the student was on Ohio’s State Tests pathway for graduation in which the student must earn at least 18 out of 35 points on seven end-of-course state tests and would have been exempted if testing had taken place, then the district should not remove the testing exemption from the student’s Individualized Education Program.

If the student was on an alternative pathway (such as industry-recognized credential and score on workforce readiness test, college and career readiness tests or the two additional pathways available for the class of 2020 only), then the district can remove the testing exemption from the student’s IEP.

For questions regarding how to report testing exemptions on a student’s IEP, districts should contact their EMIS coordinators or Information Technology Centers.

For additional information regarding graduation requirements during Ohio’s ordered school-building closure period, please visit the Graduation Requirements page on the Coronavirus (COVID-19) Information for Ohio’s Schools and Districts website.



back to top


General Issues Reports


Districts began receiving General Issues Reports the week of May 11, 2020. These reports will continue until the end of the appeals window for the End-of-Year Student Collection period. Please see the Level 2 Report Explanation: General Issues Data Reports explanation document for descriptions of all General Issues Reports. Questions about General Issues Reports can be directed to the district’s EMIS coordinator or Information Technology Center. Districts also can refer to the contact information listed in the explanation document.

Reports will focus on the following:
  • Indicator 7 – Preschool Outcomes
  • Indicator 11 - Child Find - Timely Initial Evaluations
  • Indicator 12 - Early Childhood Transition from Part C to Part B
  • Indicator 13 - Secondary Transition Planning
  • Disproportionality & Indicator 4 – Discipline Events for Students with Disabilities
Please note:
  • With the exception of preschool reports, special education General Issues Reports will not be run in June. They will resume the week of July 6, 2020, continuing through the end of the reporting period.
  • There will be no General Issues Reports for Alternate Assessment data due to Ohio's ordered school-building closure and subsequent legislation addressing the coronavirus pandemic-related issues (House Bill 197 of the 133rd General Assembly).

 

back to top


Monitoring Activities: Impact of Missed Federal Timelines


9. If a district is unable to complete Evaluation Team Reports and/or Individualized Education Programs for students within federal timelines, will the district be penalized through upcoming monitoring activities or on its Special Education Profiles? Or will be there be flexibility available to school districts?
The Office for Exceptional Children continues to monitor the situation regarding Ohio’s ordered school-building closure and guidance from the U.S. Department of Education. Guidance regarding monitoring activities and data to be measured for the Special Education Profiles will be forthcoming.

Contact Information
For questions about reporting special education events, districts should work with their EMIS coordinators and Information Technology Centers to submit questions through the EMIS Help Desk.

back to top


 

Last Modified: 6/26/2020 2:02:19 PM