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Special Education Snapshot Template

Special Education Snapshot Template 2019-06-13T11:06:56-06:00

Target Table: SPECIAL_ED_SNAP

Data Submission Schedule: 40 Day, 80 Day, 120 Day, End of Year (EOY)

Grain: One record per district / location / school year / student / snapshot date

Load Sequences/Dependencies:

  1. Student Template Required
  2. Staff Template Required

TEMPLATE DESCRIPTION –  This template tracks general information on Special Education students.  This template describes the details of students’ participation in special education at a given point in time designated by the Snapshot Date.  Submit only for active students including; EOY graduating seniors, returning 12th graders with a Non-Graduate Continuing (C), Non-Graduate Transition (T), Graduate Continuing (GC), or Graduate Transition (GT).  DO NOT SUBMIT newly exited students (students who have exited special education since the last reporting period) in the Special Education Snapshot Template.  Report these students in the Special Education Events Template.

School Year 2019-2020 Changes

  • Field 21- EXPECTED DIPLOMA TYPE – Name change from Career Readiness Option to “Modified”. Revised an error for the grade range. Report for grades 8-12.

Delete Options:
1.  Delete Special Education Snapshot by District and Snapshot Date
2.  Delete Special Education Snapshot by District, School Year, Snapshot Date, and Student Id

File Name Format:  DDD_SPECIAL_ED_SNAP_YYYYMMDDHHMM.fff
File Name Format Example:  001_SPECIAL_ED_SNAP_201807071201.csv

Field Number Field Name Data Type, Required, Code Valid Values
1 DISTRICT CODE Character, Required, Key
2 LOCATION CODE Character, Required, Key
3 SCHOOL YEAR DATE Date, Required, Key
  • 2019-06-30 = SY18-19
  • 2020-06-30 = SY19-20
5 STUDENT ID Character, Required, Key 9 digit student ID
11 PRIMARY DISABILITY Character, Conditionally Required, Updateable

AU – Autism
DB – Deaf-Blindness
DD – Developmental Delay
ED – Emotional Disturbance
HI – Hearing Impairment
ID – Intellectual Disability (previously referred to as MR – Mental Retardation)
MD – Multiple Disabilities
OHI – Other Health Impairment
OI – Orthopedic Impairment
SL – Speech or Language Impairment
SLD – Specific Learning Disability
TBI – Traumatic Brain Injury
VI – Visual Impairment

Required if the SPECIAL EDUCATION FIELD (#38) in the Student / Student Snapshot Template = Y.
12 SECONDARY DISABILITY Character, Conditionally Required, Updateable

AU – Autism
DB – Deaf-Blindness
DD – Developmental Delay
ED – Emotional Disturbance
HI – Hearing Impairment
ID – Intellectual Disability (previously referred to as MR – Mental Retardation)
MD – Multiple Disabilities
OHI – Other Health Impairment
OI – Orthopedic Impairment
SL – Speech or Language Impairment
SLD – Specific Learning Disability
TBI – Traumatic Brain Injury
VI – Visual Impairment

Required if a Secondary Disability exists.
13 LAST IEP DATE Date, Required, Updateable YYYY-MM-DD
14 LAST EVALUATION DATE Date, Required, Updateable YYYY-MM-DD
18 SPECIAL EDUCATION TEACHER ID Character, Required, Updateable 9 digit Staff SSN
21 EXPECTED DIPLOMA TYPE (Graduation Option) Character, Conditionally Required, Updateable
  • 3 = Modified Option
  • 4 = Ability Option
  • 5 = Standard Option
23 ALTERNATE ASSESSMENT Character, Required, Updateable
  • Y = Student will take the Alternate Assessment
  • N = Student will take the Regular Assessment with or without accommodations
26 BRAILLE INSTRUCTION Character, Required, Updateable
  • Y = Yes (Student requires Braille)
  • N = No (Student does not require Braille)
33 SPECIAL ED ENTRY DATE Date, Required, Updateable YYYY-MM-DD
35 SNAPSHOT DATE Date, Required, Key
  • 2019-10-01 = 40 Day
  • 2019-12-15 = 80 Day
  • 2020-03-01 = 120 Day
  • 2020-06-01 = End of Year (EOY)
44 PRIMARY SETTING CODE Character, Required, Updateable  

  • REC10YSV= Children attending a regular early childhood program at least 10 hours per week and receiving the majority of hours of special education and related services in the regular early childhood program.
  • REC10YOT = Children attending a regular early childhood program at least 10 hours per week and receiving the majority of hours of special education and related services in some other location.
  • REC09YSV = Children attending a regular early childhood program less than 10 hours per week and receiving the majority of hours of special education and related services in the regular early childhood program.
  • REC09YOT = Children attending a regular early childhood program less than 10 hours per week and receiving the majority of hours of special education and related services in other location.
  • SC = Children attending a special education program in a separate special education class.
  • SPL = Service Provider Location – Children attending neither a regular early childhood program nor a special education program and receiving the majority of hours of special education and related services at the service provider’s location or some other location not in any other category.

  • RC80 = Inside Regular Class 80% or more of day
  • RC79TO40 = Inside Regular Class 40% – 79% of day
  • RC39 = Inside Regular Class less than 40% of day
  • PPPS = Private School – Parentally Placed. These are children who are enrolled by their parents or guardians in regular parochial or other private schools and whose basic education is paid through private resources and who received special education and related services at public expense from a local educational agency or intermediate educational unit under a services plan .

  • SS = Separate School – These are children who received education programs 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% of the school day in public or private separate schools.  This may include children placed in:
    • 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%) and in regular school buildings for the remainder of the school day
    • public and private residential facilities if the student does not live at the facility
  • HH = Homebound/Hospital (HH) – These are children who received programs in homebound/hospital environments.  This includes children receiving special education and related services in hospital programs or homebound programs.
    Note: This value can only be used for students that have the location code of 993 (Hospitalized) or 998 (Homebound).
  • CF = Correctional Facilities (CF) – These are children who received special education in correctional facilities.  These data are intended to be an unduplicated count of all children receiving special education in short-term detention facilities (community-based or residential) or correctional facilities
  • RF = Residential Facility (RF) – These are children who received education programs and lived in public or private residential facilities during the school week.  This includes children with disabilities receiving special education and related services, at public expense, for greater than 50% of the school day in public or private residential facilities. This may include children placed in:
    • public and private residential schools for students with disabilities
    • public and private residential schools for students with disabilities for a portion of the school day (greater than 50%) 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.

59 PRIMARY AREA OF EXCEPTIONALITY Character, Required, Updateable
  • G = Gifted Only or Gifted as primary and disability as secondary
  • SE = Disability Only or Disability as primary and Gifted as secondary

SUBMIT FOR:

  • Active students including EOY graduating seniors;
  • RETURNING 12th graders with a Non-Graduate Continuing (C), Non-Graduate Transition (T) , Graduate Continuing (GC) or Graduate Transition(GT)  IEP on a career readiness or ability option only;
  • Students who have received a certificate of coursework completed but have not passed the HSCE.  (Student Snapshot>Special Education = “Y” or Student Snapshot>Gifted Participation Code = “Y”).

DO NOT SUBMIT FOR:

  • newly exited students (students who have exited special education since the last reporting period) in the Special Education Snapshot Template.  Report these students in the Special Education Events Template.
  • returning 12th grade students on a continuing or transition IEP;
  • 12th graders with a certificate of completion;
  • Part C to B Transition and Child Find students.

In field #33 SPECIAL ED ENTRY DATE do we enter the exact date the student began receiving services in the current school year?
Yes.

Example 1. If the student was receiving services (IDEA or Gifted) since the end of last year the date would be either be (the first day of school or the first day in the school year (ex. 7/1/yyyy). Either date is acceptable.

Example 2. If the student transferred in from another district during the school year. The date is when the student began receiving services at the district.

Example 3. If the student transferred from another school within the same district during the school year. Use the date when the student began receiving services at the district.

Do they want all students who are SPED who are not in the “Referral Process”?
This field applies to all students receiving special education services. [Student/Student Snapshot].[Special Education] (field #38) must equal “Y” and/or [Student/Student Snapshot].[Gifted Participation Code] (field #80 must equal “Y”).

Page last updated June 13, 2019