Report 16.8 – Students with Disabilities – Monitoring Student List
(Updated as of 02/07/2022)
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: SELPA Reports
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:
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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.
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Demographic data is based on CALPADS source and may not be consistent with local special education data systems.
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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.
| Column | Rules |
|---|---|
| 1 | SPED Field 14.15 – Reporting SELPA |
| 2 | Use data element name from CALPADS Security Model |
| 3 | SPED Field 14.15 – Reporting LEA |
| 4 | 4. Use data element name from CALPADS Security Model |
| 5 | SPED Field 14.16 – District of Special Education Accountability |
| 6 | SENR Field 1.05 – School of Attendance. If more than one enrollment on report date, priority is given to Primary enrollment status. |
| 7 | SENR Field 1.08 – SSID number |
| 8 | 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 |
| 9 | SENR Field 1.18 – Student Gender Code |
| 10 | 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" | |
| 11 | SENR Field 1.17 – Student Birth Date |
| 12 | Monitoring Category calculation: |
| IEP on Time/Goals Populated: Students on an Active IEP and do not have any late meetings and are not missing transition goals. | |
| Late Plan Review: 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 | |
| • Meeting Date of most recent SPED record (if date is within the current AY of Report Date) where Education Plan = 700, 800, or 900, 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 | |
| 13 | Days elapsed since the meeting was held. Calculation: |
| - Day difference between Report Date and Meeting Date. For example, if meeting is 5/1/2019 and report date is 5/1/2020, then Days Elapsed Since Meeting = 1 year and 1 day. | |
| 14 | Days elapsed since the meeting was required to be held without being late. Calculation if Monitoring Category: |
| - Late Plan Review – Day difference between Report Date and Meeting Date minus 365. For example, if meeting is 5/1/2019 and report date is 5/15/2020, then Elapsed Days = 15. | |
| - Late Eligibility Evaluation – Day difference between Report Date and Meeting Date minus 1095. For example, if meeting is 5/1/2017 and report date is 5/15/2020, then Elapsed Days = 15 |
| Column | Rules |
|---|---|
| 15 | SPED Field 14.17 – Special Education Referral Date |
| 16 | SPED Field 14.19 – Initial Evaluation Parental Consent Date |
| 17 | SPED Field 14.21 – Special Education Meeting Date |
| 18 | SPED Field 14.23 – Meeting Delay Code |
| 19 | SPED Field 14.20 – Special Education Meeting Type Code |
| 20 | SPED Field 14.25 – Education Plan Amendment Date |
| 21 | SPED Field 14.22 – Student Special Education Meeting or Amendment Identifier |
| 22 | SPED Field 14.27 – Special Education Initial Entry Start Date |
| 23 | SPED Field 14.24 – Education Plan Type Code |
| 24 | SPED Field 14.46 – Special Education Program Exit Date |
| 25 | SPED Field 14.49 – Special Education Program Exit Reason Code |
| 26 | SPED Field 14.28 – Disability 1 Code |
| Column | Rules |
|---|---|
| 27 | SPED Field 14.36 – IEP Includes Postsecondary Goals Indicator |
| 28 | SPED Field 14.37 – Postsecondary Goals Updated Annually |
| 29 | SPED Field 14.38 – Postsecondary Goals Age Appropriate Transition Assessment Indicator |
| 30 | SPED Field 14.39 – Transition Services in IEP Indicator |
| 31 | SPED Field 14.40 – Supportive Services Indicator |
| 32 | SPED Field 14.41 – Transition Services Goals in IEP Indicator |
| 33 | SPED Field 14.42 – Student IEP Participation Indicator |
| 34 | SPED Field 14.43 – Agency Representative IEP Participation |