Overview:
Here are the quick instructions for utilizing Template 022 Student Program Student Special Ed Program Association.
Make sure to read the general reporting information for templates before proceeding. Failure to follow these guidelines will result in errors and/or data validation issues.
Before Beginning, Note:
All steps will be completed in Row 7, downwards.
It is highly recommended that you complete Template 022 in conjunction with the guidance provided in the following Reporting Guides:
Instructions:
1. Enter IDEAEligibility status:
Enter “TRUE” (in all-caps) under IDEAEligibility if the student is found eligible for special education services and is participating in a special education program. (Note: students terminated or exited from services should not have the original eligibility of ‘true’ changed to ‘false’)
Enter “FALSE” (in all-caps) under IDEAEligibility if the student is in the process of evaluation for services or is found to not be eligible for special education services after evaluation is complete and is not participating in a special education program.
2. Enter the EdOrgID.
This is the school Id reported for access to the student’s Indiana IEP or the school Id where the student is receiving their special education services.
See the chart below for more details.
EdOrgID: Public vs. Non-Public Schools | |
|---|---|
Public | Non-Public |
|
|
3. Enter the STN.
Note: Any STNs beginning with a zero will need the field or entire column to be formatted as TEXT to hold the nine digits being reported. Leading zeros will be dropped upon reopening the csv file.
4. For ProgramEdOrgID, enter in this number exactly: 1088000000
5. For ProgramType, enter the phrase, “Special Education” (case and space sensitive, without the quotations).
6. Enter the appropriate ProgramName.
The allowable program names are listed below on the yellow chart.
Note: when entering, make sure the program name matches EXACTLY what is allowable; caps, lower case, space).
ProgramName |
Choice Voucher Correctional Facility Other Services at Home Other Services at Provider Location Parentally placed in Private School Private Preschool Regular Classroom (80% or more) Regular Early Childhood, at least 10 Hours Regular Early Childhood, at least 10 Hours, Other Location Regular Early Childhood, less than 10 Hours Regular Early Childhood, less than 10 Hours, Other Location Residential Facility (+50%) Resource Room (40% - 79%) Separate Class (less than 40%) Separate Day School Facility (+50%) Special Education Program, Residential Facility Special Education Program, Separate Class Special Education Program, Separate School Student’s disability requires home services Undefined
|
7. Enter the DisabilityDescriptor1, using the codes on the chart below.
Note: Make sure that cells are formatted as “TEXT”, so that, for example, that numbers appear as “01”, instead of “1”.
Disability Descriptor
Disability Code | Description |
01 | Multiple Disabilities |
02 | Orthopedic Impairment |
03 | Visual Impairment, including Blindness |
04 | Hearing Impairment, including Deafness |
05 | Emotional Disability (Full Time) |
06 | Emotional Disability (Other) |
07 | Specific Learning Disability |
08 | Developmental Delay (ages 3-8 only) |
09 | Speech or Language Impairment |
10 | Mild Cognitive Disability |
11 | Moderate Cognitive Disability |
12 | Severe Cognitive Disability |
14 | Deaf-Blindness |
15 | Autism Spectrum Disorders |
16 | Traumatic Brain Injury |
17 | Other Health Impairment |
8. If necessary, enter the Disability2 if the student has a second disability.
This is an optional field and will use the same green chart above.
Important Note: The order of the Disability provides information for APC funding amounts. Make sure to provide Disability1 of any other exceptionality than 09-Speech first if the student has speech and another exceptionality. Provide 09 as Disability2 when the student has more than one exceptionality. Do NOT provide 09 in both Disability1 and Disability2 if the only exceptionality is Speech.
9. Enter the BeginDate.
This may be the start date of services, first day of your school year,the day the student enrolled, or the same date of the parental consent if the student is in the process of being evaluated for services.
The Begin date must be on or before the count date to be included in SE count.
For initial Special Education evaluations, the Begin Date must be in the current or prior school year to be included.
Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].
10. If necessary, provide an EndDate.
This is the date the educating organization stopped providing services.
Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].
11. If an EndDate has been provided, a ReasonExitedDescriptor must be provided.
This is the reason special education services were terminated for this student.
It is highly recommended that you reference the Reporting Guide for Special Education Termination before continuing.
Refer to the chart below and enter one of the Special Education Termination code values on the left.
Special Education Reason Exited Descriptors
Code Values | Description | Definitions |
|---|---|---|
1 | Transferred to Regular Education | Report students who were served in special education at the start of the reporting period, but at some point returned to general education. The student no longer has an IEP and receives all educational services in the general education program. This would include students for whom the case conference committee determined were no longer eligible for services, as well as students for whom the parent has revoked consent for services. |
11 | Earned High School Diploma | |
12 | Received Certificate | |
13 | Received maximum age of 22 | |
14 | Deceased | |
15 | Dropout | |
16 | Moved, known to be continuing in a General Education Program ONLY or moved out of state | May also be used when student has attended a nonpublic school or homeschool that does not submit data. For example: student graduated from nonpublic HS that does not submit data - submit code 16 rather than 11. Appropriate for ending SE program record for student serving expulsion and not being educated. Do not use code 99 in this instance. |
17 | Moved, but continuing Special Education services under IDEA in Indiana | |
18 | Received an Alternate Diploma | |
99 | No longer qualifies | Used if a program (placement) changes, OR, for students who were found ineligible and have never received Special Education services. Also appropriate when a student withdraws from the corporation or transfers within district prior to the completion of the Special Education evaluation. Used when program “Identified Unserved NonPublic/Homeschool Only” is no longer associated to the student at the reporting school. Note: May be used when students are no longer receiving services from a non-public school identified with “Choice Voucher” program. While non-public schools do not report termination information to the state reason exited 99 may be utilized to keep program records accurate internally. Note: Changes may mean a change in the Special Education program, a change in schools under the same district, and/or a change in the Special Education Exceptionalities/Disabilities. Note: For students whose placement is changing, create a new program record with updated information. Note: Records with a Code “99” will not appear on Special Education Termination rosters. |
12. Enter the appropriate SpecialEducationSettingDescriptor utilizing:
Setting Codes for Early Childhood Ages 3-4 and Age 5/PK OR Setting Codes for Early Childhood Ages Ages 5/KG and Ages 6-22.
Note: utilizing the above links, make sure you are entering the Code Values from the far right column, NOT the Legacy Codes.
13. Enter the CircumstancesRelevantToTimelineDescriptor by utilizing the chart below:
Circumstances Relevant to Timeline Descriptor
Code Value | Definition | Compliance Determined |
|---|---|---|
1 | 20 instructional days due to implementation of Response to Intervention (NO LONGER ALLOWABLE FOR REPORTING IN THE 2025 SCHOOL YEAR AND BEYOND) NOTE: Parental consent dates prior to July 1, 2024 will accept historical reporting of this code. | Indicator 11 |
2 | 20 instructional days expedited evaluation due to disciplinary action. | Indicator 11 |
3 | preparation for transfer from First Steps. | Indicator 12 |
4 | All other, 50 instructional day timeline. | Indicator 11 |
14. Enter the TimelineComplianceDescriptor by utilizing the chart below:
Timeline Compliance Descriptor
Code Value | Description | Definition |
|---|---|---|
00 | Timeline was met. | Timeline was met. |
01 | Parents refused/delayed services for student transitioning from First Steps | Timeline was missed because parents refused or delayed implementation of services only to student transitioning from First Steps. |
03 | Student withdrew from school during the evaluation process | Student withdrew from school during the evaluation process. |
05 | Parent revoked consent for testing | Parent revoked consent for testing. |
07 | Timeline missed, third birthday occurs during school break and no ESY | Timeline missed, student transitioning from First Steps with 3rd birthday during any school break and student did not require extended school year services. |
08 | Timeline missed because parent refused to bring student in for evaluation | Timeline missed, parent refused to bring student in for evaluation |
09 | Timeline missed, First Steps referral late | Timeline missed, First Steps referral late |
10 | Timeline missed, Move-In during Evaluation | Timeline missed, Move-In during Evaluation |
99 | Timeline missed for another reason | Timeline missed, other reason |
15. Enter the CaseConferenceDate for the most recent initial evaluation.
Case conference date may not be prior to the date of parental consent/referral.
This date must be an instructional day on the school calendar.
Annual Case Reviews (ACR’s) should not be recorded in this data element.
For children with initial evaluations concluded before the 2020-2021 school year, June 30, 2020 may be used.
BLANK is allowable for reporting of incomplete processes (i.e. evaluation starting in May and will be finished in August).
Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].
16.. Enter the Date of Parent Consent
This date begins the timeline for initial evaluations (20 or 50-day timeline).
Any Timeline Date needs to occur on instructional day within school calendar.
If referral occurred over the summer, parent consent/referral date should be the first day of the current school year.
Reevaluations should not be recorded in this data element.
Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].
10. If the student is in First Steps, enter their Date Services Begin for First Steps.
Date does not need to be an instructional day.
Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].
Remember: Templates must be saved as a CSV file (with cells formatted as TEXT) inside of a Compressed Zipped Folder, in order to process correctly.