How to Submit Special Education Program Records
- IDOE
- Michelle Tubbs
- Emma Kershner
Note: only submit a Special Education Record to DEX if you are the School of Responsibility / Access School (for public schools). For more on how to determine the School of Responsibility, go here.
Determine a Student’s IDEA Eligibility status:
A student DOES qualify for 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’)
A student DOES NOT qualify for 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.
Report the Program Name and Setting Codes.
Program Names and Setting Codes for Early Childhood Ages 3-4 and Age 5/PK can be found here and Ages 5/KG and Ages 6-22 here.
This element reflects the student's placement information, as well as unlock the appropriate setting codes where appropriate.
Note: Undefined should be used for students who have yet to receive a placement, are being evaluated, or have been found ineligible for services.
Note: If placement changes, IDOE recommends terminating this SE program record with termination reason code 99 and creating a new program record with updated information.
Provide the Disability Codes for the student using the chart below.
IMPORTANT NOTE: The order of the Disability provides information for APC funding amounts.
If a student has a disability of speech and any other exceptionality, provide the other exceptionality as their first disability, then speech subsequently.
Make sure to provide a student’s first disability of any other exceptionality than 09-Speech, if the student has speech and another exceptionality.
Do NOT provide 09 in both Disability1 and Disability2 if the only exceptionality is Speech.
Example: the student qualifies for both Language Impairment and Speech
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 |
Provide the Begin Date.
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 Special Education count.
For initial Special Education evaluations, the Begin Date must be in the current or prior school year to be included.
Reporting guidance for Special Education Evaluation can be found here to assist as needed.
Provide the End Date (when required).
Students terminated from services require an end date and reason exit code.
Students with changes to their disability or a change in programs require an end date with reason exit code 99.
Reporting guidance for Special Education Termination can be found here to assist as needed.