Special Education Students

Contents

Introduction

The Special Education Students report generates a comma separated (.csv) file containing one record for each student with a Special Education (SPE) program status at any time during the collection period. This report is processed at the district-level for state reporting submission. The option to process for selected staff or for a single school is provided for troubleshooting purposes only.

A new special education program enrollment is required each time the status of a student’s exclusion from state reporting is changed or the school’s exclusion from state reporting is changed.

Example: If a student began a program on 12/1/2010 and their exclusion status was updated on 8/30/2011, the program enrollment should be updated as follows:

12/1/2010 – 8/30/2011 (date of exclusion status change)
9/1/2011 – 0/0/0 (current program enrollment)

Tested – Ineligible Students:

Students that were tested and found ineligible for Special Education are required to be reported in the Special Education Students Extract. Please see the Special Education Students: Tested – Ineligible Student Reporting and FAQ section at the end of this guide for additional information.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Special Education Selection

The report selects records from the [SpEnrollments] table based on the following criteria:

The student must be enrolled in a special education program (program name starts with SPE) during the specified reporting period.
The student must not be excluded from state reporting.
The school must not be excluded from state reporting.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Select School	Choose one of the following: Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list. Note: For this report, this option is available for troubleshooting purposes only. All Schools – Includes all student records on the PowerSchool server that meet selection criteria.
Select Students	Indicate which students to include in the report by selecting one of the following options: The selected [number] students only – Run the report for students in the current selection. All students – Run the report for all students in the current school or district that meet the selection criteria. If running the report for a single student, or group of students, select the students prior to running the report.
Start Date	Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the first day of the report date range.
End Date	Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the last day of the report date range.
Include Audit Fields	Choose Yes or No from the pop-up menu. The default option is No. Choosing Yes includes additional fields used for troubleshooting to identify data that may need to be modified prior to submitting the report to the state.
Validate Data	Choose Yes or No from the pop-up menu. The default option is Yes. Choosing No requires PowerSchool to validate whether the records meet the selection criteria listed above. The report returns a validation error if any of the selection criteria are not met.

Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName	Field Name	Field Path	Field Type	Field Length	Reqd
1	IDStuId	The Idaho student number. This is required for tested – Ineligible students.	[Students]State_StudentNumber			Varchar	9	Yes
2	resSchoolId	The school ID. The student's Resident School ID override field is reported, if populated, otherwise, the alternate school number is reported. If Resident School ID and alternate school number are not populated, the school number is reported. This is required for tested – Ineligible students.	[S_ID_STU_X]ResSchoolID [S_ID_REN_X]ResSchoolID [Schools]Alternate_School_Number [Schools]School_Number	Resident School ID	Transfer Info > Current Enrollment	Option Set	4	Yes
3	servSchoolId	The school number. The service school ID is reported, if populated, otherwise, alternate school number is reported. If the service school ID and the alternative school number are not populated, then the school number is reported.	[S_ID_SEN_X]ServiceSchoolID [Schools]Alternate_School_Number [Schools]School_Number	Service School ID	Special Programs > Service School ID	Option Set	4	Yes
4	exceptionality1	The student’s primary exceptionality.	[S_ID_SEN_X]Exceptionality	Primary Exceptionality	Special Programs	Option Set	2	Cond
5	environment	The environment type.	[S_ID_SEN_X]Environment	Environment	Special Programs > Special Education Environment	Option Set	2	Cond
6	minPerWeek	The total minutes per week. If Minutes Per Week is blank, then 0 is reported.	[S_ID_SEN_X]MinsPerWeek	Enter Number of Minutes	Special Programs > Minutes Per Week	Integer	4	Cond
7	ECReferredDhw	Indicates if the early childhood referral from the Department of Health and Welfare.	[S_ID_STU_X]ECRefAgency	Referred to the Infant Toddler Program by DHW	State/Province - ID > Student Services	Option Set	1	Cond
8	ECDecTim	Indicates if the eligibility decision was made prior to the child's third birthday. This element is only reported for students with a grade level less than Kindergarten.	[S_ID_STU_X]ECDecTim	Early Childhood Eligibility Decision Timeliness	State/Province - ID > Student Services	Option Set	1	Cond
9	ECDecLate	If the Eligibility of IEP occurred after the child's third birthday, indicates how many days late.	[S_ID_STU_X]ECDecLate	Eligibility Determination - Number of Days Late	State/Province - ID > Student Services	Numeric	3	Cond
10	ECLateRea	If Eligibility of IEP was late, indicates the reason for delay.	[S_ID_STU_X]ECLateRea	Eligibility Determination Late Reason	State/Province - ID > Student Services	Option Set	2	Cond
11	ECLROther	If Eligibility of IEP determination was late and the reason was other, explains the delay.	[S_ID_STU_X]ECLROther	Late Reason of Other - Explanation	State/Province - ID > Student Services	Varchar	250	Cond
12	IDSpedDate	The date the student was first identified as qualifying for special education services or date of the first eligibility meeting. This element is reported if the date value is greater than the last in-session day of the previous school year. This means that the previous school year must exist in Years & Terms and the last in-session day must be flagged as "In-Session". If Tested-Ineligible is selected, then the Initial Determination Date (Eligible or not) becomes a mandatory field. If a date is not entered in this field, an error message displays, "Missing: Initial Determination Date is required when TestingIneligible is checked (1)."	[S_ID_SEN_X]IDSpedDate	First Identified as qualifying for SPED Services	Special Programs > IEP and Eligibility Info	Date	10	Cond
13	SEEntryDate	The date the student first received special education services during the current school year within the enrolled District. The first in-session day of school (based on the student’s entry date into school) will be returned if the program started in a previous school year.	[SpEnrollments]Enter_Date			Date	10	Cond
14	IEPDate	The date the student's current IEP became active.	[S_ID_SEN_X]IEPDate	Active IEP Date	Special Programs > IEP and Eligibility Info	Date	10	Cond
15	consentDate	The date the LEA received the parent’s written (signed) consent for initial assessment and eligibility determination. This element is only extracted if the IDSpedDate is greater than the last in-session day of the previous school year. An error, 'Missing required field: Parent consent date' appears if this field is empty and the above requirements are met.	[S_ID_SEN_X]consentDate	Parent Consent Date (Initial/Eligibility determination. This starts the 60 day timeline.)	Special Programs > IEP and Eligibility Info	Date	10	Yes
16	60DTline	A flag indicating if the determination for special education was completed in 60 days. This element is only extracted if the IDSpedDate is greater than the last in-session day of the last school year. This element is only reported if consentDate is reported. Required for Tested – Ineligible students.	[S_ID_SEN_X]SixtyDTline	60-day timeline compliant?	Special Programs > IEP and Eligibility Info	Option Set	1	Cond
17	DaysLate	If determination was not completed within the required 60 day timeline, indicate the number of days late. This element is only extracted if the IDSpedDate is greater than the last in-session day of the last school year. If applicable, required for tested – Ineligible students.	[S_ID_SEN_X]DaysLate	Days Late	Special Programs > IEP and Eligibility Info	Numeric	3	Cond
18	LDRea	The reason the determination was late. This element is only extracted if the IDSpedDate is greater than the last in-session day of the last school year. If applicable, required for tested – Ineligible students.	[S_ID_SEN_X]LDRea	Late Determination Reason	Special Programs > IEP and Eligibility Info	Option Set	2	Cond
19	ExRule	Explanation for choosing "SE" as the reason determination was late. This element is only extracted if the IDSpedDate is greater than the last in-session day of the last school year. If applicable, required for tested – Ineligible students.	[S_ID_SEN_X]EXRule	If late due to State Exception Rule	Special Programs > IEP and Eligibility Info	Option Set	2	Cond
20	SpedEligible	A flag indicating if the student was found eligible for special education services. This will always be N for tested – Ineligible students.	[S_ID_SEN_X]SPEDEligible	SPED Eligibility	Special Programs > IEP and Eligibility Info	Option Set	1	Yes
21	UndetRea	The Reason for selecting undetermined in the special education services eligibility.	[S_ID_SEN_X]UndetRea	Undetermined Reason	Special Programs > IEP and Eligibility Info	Option Set	1	Cond
22	SEStatus	The status for the special program enrollment. This value is based on the student’s program and school enrollment dates. If the student is actively enrolled in the program on the last day of the report date range, then a value of “A” is reported for Active. If the student exited the program during the date range, without reenrolling in the same program, then a value of “I” is reported for inactive. This will always be T for tested – Ineligible students. Additionally, a value of “I” will be reported in the EOY mode if the SpEd program is either open-ended or has an end date after the end of the year.	[SpEnrollments]Enter_Date [SpEnrollments]Exit_Date For Tested – Ineligible students: [S_ID_SEN_X]Tested_Ineligible	Tested – Ineligible for Special Education	Special Programs > IEP and Eligibility Info	Option Set	1	Yes
23	SEExitDate	The date the student left special education services for the current school year. If the program ends before the end of the school year, there will be an exit date present. In this scenario, this will be reported. If there's no exit date, or if the exit date is beyond the last day of the full-year term, and the record is current, report the last in-session day (based on the school calendar) of the full-year term.	[SpEnrollments]Exit_Date			Date	10	Cond
24	SEExitReason	The exit reason for the special program. Note: If there's no exit date, or if the exit date is beyond the last day of the full-year term, and the record is current, the report will automatically return an SEExitReason of 12 (Summer Break).	[SpEnrollments]ExitCode			Option Set	2	Cond
25	caseManager	The Idaho Staff ID of the case manager. This is required for tested – Ineligible students.	[S_ID_SEN_X]CaseManager	Idaho Staff ID	Case Manager	Varchar	9	Yes
26	notes	Comments or notes. This will always report as blank.	N/A			Varchar	250	No
27	CurrentSchoolID* Audit mode only	The student’s current school id.	[Students]SchoolID			N/A	N/A	N/A
28	LastFirst* Audit mode only	The student’s name.	[Students]LastFirst			N/A	N/A	N/A
29	LegalFirst* Audit mode only	The student's legal first name.	[StudentCoreFields]PSCore_Legal_First_Name			N/A	N/A	N/A
30	LegalLast* Audit mode only	The student's legal last name.	[StudentCoreFields]PSCore_Legal_Last_Name			N/A	N/A	N/A