Report 16.8 – Students with Disabilities – Monitoring Student List

(Updated as of 10/06/2021)

Description: : Reports student details of Students with Disabilities with an Active IEP or Pending records and assigns them a Monitoring Category: IEP on Time/Goals Populated, Late Plan Review, Late Eligibility Evaluation, Exceed 60 Day Timeline or Missing Transition Goals. The report will reflect the most recent active SPED record for the Monitoring Category it falls under, even if it doesn’t correspond with current Enrollment record.

Report Type: ODS

Security Role(s) Required: Fall 1 Reports Role or EOY 4 Reports Role

Data As Of: User Defined

Basic selection criteria:

Students included: Students with a qualifying enrollment who have an Active SPED record (regardless of what Reporting SELPA (14.15 field) is reported) at any time during the report period.

  • Grade Levels = PS, KN – 12
  • Enrollment Status = Primary (10), Secondary (20), Short Term (30), Non-ADA (50)
  • In cases where more than one enrollment record overlaps the report period, priority is given as follows: Primary Enrollment (10), Short Term (30), Secondary (20) and then Non-ADA Enrollments (50).
  • Students whose most recent SENR record on report date = E155 (YearEndEnrollmentExit) are considered part of the qualifying enrollment

Special Education Program Records (SPED) most recent records included:

  • Active Plan Type Code = IEP (100) AND Meeting Type = Part B Initial (10), Plan Review (20), Eligibility Evaluation (40), or Part C Initial (15) – based on Special Education Meeting Date or Amendment Date (if populated).
  • Active Plan Type Code = ISP (200) AND Meeting Type = Part C Initial (15) – based on Special Education Meeting Date or Amendment Date (if populated)
  • Meeting Type = Pending (30) – based on Parental Consent Date

Note:

  • Student Information (SINF), Student Program (SPRG), Student English Language Acquisition (SELA), Foster Youth and Direct Certification data used for selecting student subgroups (e.g. Race/Ethnicity, Homeless, EL, etc.) are selected from the most recent record that overlaps the qualifying enrollment.

  • Demographic data is based on CALPADS source and may not be consistent with local special education data systems.

  • Student Age Filter is calculated based on the students Age as of the report date

Report Filters: Filters can be selected resulting in only totals for the selected filter being displayed – legend on bottom of last page of report states which filter/s were selected

  • Academic Year
  • As of Month – default is current month
  • As of Day – default is current day
  • LEA
  • Gender
  • Ethnicity/Race
  • Grade Level
  • Primary Disability Category Code
  • Education Plan Type
  • Monitoring Category
  • English Language Acquisition Status
  • Socio-economically Disadvantaged
  • Title I Part Migrant
  • Homeless
  • Foster Youth
  • Student Age


Report Logic

SPED fields are pulled from the most recent open SPED record triggering the Monitoring Category, even if it doesn’t correspond with current Enrollment record.


Report 16.8-Column 1 to 10


Column Rules
1 SPED Field 14.15 – Reporting SELPA
2 Use data element name from CALPADS Security Model
3 SPED Field 14.16 – District of Special Education Accountability
4 SENR Field 1.08 – SSID number
5 SENR Field 1.12 – Student Legal Last Name and SENR Field 1.10 – Student Legal First Name and SENR Field 1.11 – Student Legal Middle Name
6 SENR Field 1.18 – Student Gender Code
7 Ethnicity/Race - identified using SINF fields 2.23 (Student Hispanic Ethnicity Indicator), SINF 2.24 (Student Ethnicity Missing Indicator), SINF 2.25-2.29 (Student Race 1-5 Code), and SINF 2.30 (Student Race Missing Indicator) and the following rules:
1) If the Student Hispanic Ethnicity Indicator (Field 2.23) = Y, always roll up to Hispanic, even if one or more races are selected or the Student Race Missing Indicator (Field 2.30) = Y
2) If Student Hispanic Ethnicity Missing Indicator (Field 2.23) = N or null and the Student Ethnicity Missing Indicator (Field 2.25) = Y or null and Student Race 1 - 5 Codes (Fields 2.26 - 2.30) is indicated, then roll up per rules outlined in 5 below.
3) If the Student Hispanic Ethnicity Indicator (Field 2.23) = N and the Student Race Missing Indicator (Field 2.30) = Y, then roll up to "Missing".
4) If the Student Hispanic Ethnicity Indicator (Field 2.23) = N or null, and the Student Race Missing Indicator (Field 2.30) = Y, then roll up to "Missing."
5) If the Student Hispanic Ethnicity Indicator (Field 2.23) = N or null, and the Student Race Missing Indicator (Field 2.30) = N or null, and Student Race 1-5 Codes (Field 2.25 - 2.29) is indicated, then roll up as follows:
• If a single race = American Indian or Alaska Native (100), roll up to American Indian or Alaska Native
• If there is one or more of any of the Asian subgroups: ((201) Chinese, (202) Japanese, (203) Korean, (204) Vietnamese, (205) Asian Indian, (206) Laotian, (207) Cambodian, (208) Hmong, (299) Other Asian, and no other race category (100, 301, 302, 303, 304, 399, 400, 600, 700, 302, 303, 304, 399, 400, 600, 700) then roll up to Asian
• If a single race = Filipino (400) roll up to Filipino(400)
• If race includes Filipino (400) AND one or more of any of the Asian subgroups, [(201) Chinese, (202) Japanese, (203) Korean, (204) Vietnamese, (205) Asian Indian, (206) Laotian, (207) Cambodian, (208) Hmong, (299) Other Asian) and no other race category roll up to Filipino(400)
• If there is one or more of any of the Native Hawaiian/Pacific Islander subgroups ((301) Hawaiian, (302) Guamanian, (303) Samoan, (304) Tahitian, (399) Other Pacific Islander) and no other race category (100, 201, 202, 203, 204, 205, 206, 207, 208, 299, 400, 600, 700) then roll up to Hawaiian/Pacific Islander.
• If a single race = (600) Black or African American, roll up to Black or African American
• If a single race = (700) White, roll up to White
• If more than one of the following races: American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian/Pacific Islander, White, roll up to "Multiple"
8 SENR Field 1.17 – Student Birth Date
9 Monitoring Category calculation:
Meeting/Goal Compliant: Students were/are on an Active IEP and do not have any late meetings and are not missing transition goals.
Late Plan: Meeting Date of most recent IEP record, where Meeting Type = 10 or 20, is more than 365 days prior to Report Date
Late Eligibility Evaluation: Meeting Date of most recent IEP record, where Meeting Type = 10 or 40, is more than 3 years prior to Report Date
Missing Transition Goals: Active SPED Plan where Education Plan Type = 100 AND student is 16 years old or greater (Age calculation: Report Date – Birthdate from SINF) AND EITHER: SPED 14.43 Agency Rep IEP Participation = No – Not Invited (20) OR at least ONE of the following fields in the student’s most recent SPED record are “N”:
- 14.36 IEP includes Post-Secondary Goals Indicator
- 14.37 Postsecondary Goals Updated Annually Indicator
- 14.38 Postsecondary Goals Age Appropriate Transition Assessment Indicator
- 14.39 Transition Services in IEP Indicator
- 14.40 Supportive Services Indicator
- 14.42 Student IEP Participation Indicator
Exceed 60 Day Timeline:
- Parent Consent Date of most recent SPED record, where Meeting Type = 30, is more than 60 days from the current date OR
- Meeting Date of most recent SPED record, where Education Plan Type = 150 and Meeting Type = 15, is more than 60 days from Parent Consent Date OR
- Meeting Date of most recent SPED record, where Education Plan = 100 or 200 and Meeting Type = 10, is more than 60 days from Parent Consent Date
- Note: Exceed 60 Day Timeline will continue to trigger until a subsequent Annual meeting is posted
- For Education Plan = 700, 800, 900 only include records where Meeting Date is in the same Academic Year as the Report Date
10 Elapsed Days
Days elapsed since the meeting was required to be held. Calculation if Monitoring Category:
- Late Plan Review – Day difference between Report Date and Meeting Date minus 365. For example, if meeting is 5/1/2020 and report date is 5/15/2021, then Elapsed Days = 15.
- Late Eligibility Evaluation – Day difference between Report Date and Meeting Date minus 1095. For example, if meeting is 5/1/2018 and report date is 5/15/2021, then Elapsed Days = 15


Report 16.8-Column 11 to 17


Column Rules
11 SPED Field 14.17 – Special Education Referral Date
12 SPED Field 14.19 – Initial Evaluation Parental Consent Date
13 SPED Field 14.21 – Special Education Meeting Date
14 SPED Field 14.23 – Meeting Delay Code
15 SPED Field 14.20 – Special Education Meeting Type Code
16 SPED Field 14.25 – Education Plan Amendment Date
17 SPED Field 14.22 – Student Special Education Meeting or Amendment Identifier


Report 16.8-Column 18 to 22


Column Rules
18 SPED Field 14.27 – Special Education Initial Entry Start Date
19 SPED Field 14.24 – Education Plan Type Code
20 SPED Field 14.46 – Special Education Program Exit Date
21 SPED Field 14.49 – Special Education Program Exit Reason Code
22 SPED Field 14.28 – Disability 1 Code


Report 16.8-Column 23 to 30


Column Rules
23 SPED Field 14.36 – IEP Includes Postsecondary Goals Indicator
24 SPED Field 14.37 – Postsecondary Goals Updated Annually
25 SPED Field 14.38 – Postsecondary Goals Age Appropriate Transition Assessment Indicator
26 SPED Field 14.39 – Transition Services in IEP Indicator
27 SPED Field 14.40 – Supportive Services Indicator
28 SPED Field 14.41 – Transition Services Goals in IEP Indicator
29 SPED Field 14.42 – Student IEP Participation Indicator
30 SPED Field 14.43 – Agency Representative IEP Participation Code