Preschool EMIS Reporting

1
Preschool EMIS Reporting
10/17/2003

• Update for 2003-2004
• Special Education Unit Funding
• Public Preschool Grant Awards

2
Overview of Funding Sources
State Unit Funding 78 million (ECE Web
EMIS)
Preschool Special Ed UNITS
State Grants 18 million CCIP
Public Preschool
Preschool Special Ed
Federal IDEA 10 million CCIP
3
Current Funding System Preschool Special Ed
Units
4
EMIS Reporting

• Public Preschool and Preschool Special Education
  reporting via EMIS
• October K Reporting
• UNITS Preschool Units Report Not Preschool Staff
  Report
• December M Reporting
• Early Childhood Record
• Child Count
• UNITS Federal Child Count Report data
• State-funded PPS Child Count taken from ECE
  Record
• Yearend N Reporting
• Early Childhood Record

5
EMIS Reporting

• Public Preschool and Preschool Special Education
  reporting via EMIS
• October K Yearend N Reporting
• Staff Records
• Demographics
• Employment
• Course Masters
• Student Records (Student Records also reported
  in December M)
• Demographic
• Attendance
• Course
• Program
• December M Reporting
• Early Childhood Record
• Child Count
• UNITS Federal Child Count Report data
• PPS Child Count taken from ECE Record
• Yearend N Reporting
• Early Childhood Record

6
UNITS-Typically Developing Peers

• Staff
• Demographics
• Employment
• Course Master
• Student
• Demographics/Attendance Record
• Student Course Record
• Program Record (If applicable)
• Position fund source (Staff Employment Record)
• Z Preschool State Unit Funding  (use for
  preschool students with disabilities)
• S State Funds - Public Preschool Program

7
Statutory Requirements

• The Department of Education shall require school
  districts, educational service centers, and
  county MR/DD boards serving preschool children
  with disabilities/ public preschool
• to document child progress using research-based
  indicators prescribed by the department and
  report results annually.
• The reporting dates and methodology shall be
  determine by the Departments.

• Child mobility
• Child attendance
• Staff turnover
• Staff qualifications
• Child progress
• Poverty impact
• EMIS data

8
Early Childhood Record

• December M and Yearend N Reporting
• Indicators of Success Project
• Used to calculate
• Attendance Rate
• Enrollment
• Preschool Poverty Rate
• Not an eligibility requirements for special ed
  services
• Research- Impacts child progress data
• Correlate to ODJFS- Finance universal system of
  early care and education

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Early Childhood Record

• Reported by the educating district for all
  preschool students (ages 3-5) enrolled in the
  following preschool programs
• State funded public preschool program (funded
  through a Public Preschool state grant
  administered by the Office of Early Childhood
  Education at the Ohio Department of Education)
• State funded Preschool Special Education program
• Federally funded Preschool Special Education
  program (Special Education Part-B IDEA Federal
  Grant funds)
• If the student is served in a state-funded public
  preschool program that is provided by a Head
  Start program or district other than the grantee,
  the grantee is required to report the Early
  Childhood Record in EMIS.
• Only ONE record per student at each
  district/entity where student of time gt0
• If student participates in BOTH state funded
  public preschool AND preschool special education
  at the same district, only one record is needed
• ADDITIONAL option in data element Type of
  Preschool Student P-Dually enrolled in both
  programs

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Early Childhood Record

• Poverty Level
• Parent refusal
• 1-100
• 101-125
• 126-150
• 151-175
• 176-185
• 186-200
• gt200

• Poverty level to meet requirements in law
  regarding critical program performance indicators
• For Units
• Not an eligibility requirement.
• For PPS
• Income eligibility is a requirement

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Early Childhood Record

• Where is data?
• For Units
• EMAD
• Free/reduced app
• Parent asked
• Parent refusal
• For PPS
• Income eligibility
• Comparison/conversion chart

• Poverty Level
• Parent refusal
• 1-100
• 101-125
• 126-150
• 151-175
• 176-185
• 186-200
• gt200

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Early Childhood Record

• Attendance Pattern
• Full day/every day (4-5 days)
• Full day/every other day (2-3 days)
• Half day/every day AM
• Half day/every day PM
• Other half day every day equivalent
• Half day/every other day AM
• Half day/every other day PM
• Other-less than half day every day equivalent
• Other-more than half day every day but less than
  all day every day equivalent

13
Early Childhood Record

• Additional Elements
• Type of Preschool Student
• Student is served ONLY in a locally funded
  program (It is optional to report an Early
  Childhood Record for this student.)
• A Student is being served in a state-funded
  Public Preschool Grant program
• B Student is being served in a state or
  federally funded preschool special education
  program
• P Student is dually enrolled in both a state or
  federally funded preschool special education
  program AND a state-funded Public Preschool Grant
  program
• Weekly Length of Instruction
• A 19 Hours or Less
• B Greater Than 19 Hours

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Preschool Populations

• Preschool child with disability enrolled in Head
  Start or ESC or MRDD
• District IEP
• Child reported by district of residence
• AND
• Educating district (ESC, other district)
• Does not apply to child service plans developed
  and implemented by Head Start (Head Start and
  MR/DDs will begin reporting in EMIS in FY2005.)

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IV. EMIS Coding Essentials

• Staff
• Demographics
• Employment
• Course Master
• Student
• Demographics/Attendance Record
• Student Course Record
• Program Record (If applicable)
• Position fund source (Staff Employment Record)
• Z Preschool State Unit Funding  (use for
  preschool students with disabilities)
• S State Funds - Public Preschool Program

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EMIS Coding Teacher

• For All Preschool Teachers
• Position Code
• Preschool Special Ed UNITS 206
• State Funded Public Preschool 205
• Assignment Area
• Preschool Special Ed UNITS 999412
• State Funded Public Preschool 999145
• Subject Code
• Preschool Special Ed UNITS 196095 EEH
• State Funded Public Preschool 180108
• Course Master/Type
• Preschool Special Ed UNITS D08, D05
• State Funded Public Preschool P08 (P09)

Pg 8
17
Unit Teacher

• Previously
• D03- Half day
• D04- Full day
• D07- Full day/part time
• D05-Itinerant
• D06-Combination itinerant/center

• Fund total number of teachers meeting
  requirements
• Report service delivery option to meet local needs

-EMIS CODING-
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Teacher

• Report service delivery option to meet local
  needs
• D08- center based
• If AM/PM, then report 2 Course Master Records
  with Course Type D08
• D08 (AM) D08 (PM)?1.00 Position FTE on
  Employment Record
• If full day, one group of children, then 1 Course
  Master Record with Course Type D08
• D05-Itinerant
• If combination itinerant centerbased
• D08 . D05? 1.00 Position FTE on Employment
  Record

Pg 8-11
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State-funded PPS Teacher

• Report service delivery option to meet local
  needs
• P08- center based course type
• If AM/PM, then report 2 Course Master Records
  with Course Type P08
• P08 (AM) P08 (PM)?1.00 Position FTE on
  Employment Record
• If full day, one group of children, then 1 Course
  Master Record with Course Type P08

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218XXX Program CodesPS UNITS-Related Services
RELATED SERVICE ABBREV AREA OF DOCUMENTED
DEFICIT OF STUDENTS WITH DEFICIT
NEEDED FOR 1 UNIT Adapted
Physical Education APE Motor
(218027) 100 Occupational Therapy OT Motor
(218027) 40 Physical Therapy PT Motor
(218027) 40 Speech/Language S/L Communication
(218026) 50 Audiological AUD Hearing
(218028) 75 Orientation Mobility OM Vision
(218029) 40 Psychology PSY 75 with 11
disability Supervisor SUP 10 teacher units
for 1 30 teacher units for
2 50teacher units for 3
New position code 333
Deletion of Assignment Codes
-EMIS CODING-
For ESCs ONLY to receive supplemental salary for
extended service, these positions must also be
reported with the assignment areas listed in
Chapter 3, section 3.1.3.18.
21
PS UNITS-Contracted Services

• IF district has unit but contracts with another
  entity or individual to provide services
• Not for those districts through consortium with
  ESC when ESC has unit
• Applies to related services
• Child study (school psychology)
• Occupational therapy
• Physical therapy
• Speech/language services

-EMIS CODING-
22
Preschool Special Ed Supervisors

• Position Codes
• 110
• 113
• 115
• If position is split between multiple
  assignments, report multiple
• Assignment Areas
• Position fund sources

-EMIS CODING-
23
Student Program Records

• Documented deficits- 218xxx
• Related services- 215xxx
• Service Delivery Options-217xxx

Needed for Student Count used to approve Related
Services 218xxx AND 215xxx
Also used for Federal December Child
Count 218xxx AND 217xxx
Pg 17-19
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Documented Deficits

• Eligibility criteria
• A student may have more than one documented
  deficit reported.
• If a student is reported with the 218031 or the
  218032 program code, s/he must also have one of
  the other 218026 to 218030 program codes
  reported.
• Total child count provides bases for related
  service funding
• 215XXX ? 218XXX

-EMIS CODING-
Pg 17
25
PS UNITS Service Delivery

• 217100 Early Childhood Setting (Nondisabled)
• 217120 Part-Time Early Childhood/Part-Time Early
  Childhood Special Education Settings
• No change
• 217022 Home (or caregiver)
• 217029 Residential Facility
• 217030 Separate School
• Not for MRDD classrooms, churches, etc. IF child
  educated with typically developing peers -217110
• 217031 Itinerant services outside the home or
  outside an early childhood setting
• Clinic setting

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EMIS Adjustments

• Class size waivers-Centerbased (6-8)
• more than 8 children with disabilities
• 36 month age span
• Maximum class size of 12
• Caseload- Itinerant (10-20)
• Emergency Teacher Certification
• Provisional licensure and temporary-Jan 2003
• ECE Teacher license
• HB 196- MRDD

-Funding System-
Pg 22
27
V. Unit Errors Fatal Errors

• Handout/Help Document

?s in the Aggregations
Pg 25
28
VI. Resources Assistance

• Check data with districts program supervisor for
  accuracy
• Check the EMIS Manual
• Check data against information in the EMIS Help
  document compiled by ECE
• Check with your DA site for technical Assistance

Pg 26
29
District Checklist- UNITS
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Help Documentshttp//www.ode.state.oh.us/ece/supe
rintendent/programs/Preschool_Special_Education/

• Reporting Requirements- including funding system
  overview
• Class size waivers
• Itinerant Caseload Waivers
• Teacher Qualifications MRDD Declaration of
  Intent
• Unit Transfers
• Supervisor Qualifications
• Age Clarification
• Rule Clarifications
• Access to the General Curriculum

-Funding System-
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Contact..
UNITS Kim Carlson 330-220-6410 Kim.Carlson_at_ode.st
ate.oh.us CJ.Dziorney_at_ode.state.oh.us Denise
Diamond 614-466-0224 Denise.Diamond
_at_ode.state.oh.us PPS Barb Hogan
614-466-0224 Barb.Hogan_at_ode.state.oh.us Denise
Diamond 614-466-0224 Denise.Diamond
_at_ode.state.oh.us
http//www.ode.state.oh.us/ece/superintendent/prog
rams/Preschool_Special_Education
/ http//www.ode.state.oh.us/ece/superintendent/p
rograms/Public_Preschool/
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