Special Education Events Extract

Introduction

This extract generates a comma-delimited file used to track special education events, including:

Student exiting special education
Early Childhood transition from Part C to Part B
Parental Consent for Evaluation

The extract can be submitted cumulatively with all active and inactive students since the beginning of the school year, or incrementally with only new special education events for active students created between reporting periods. For example, on 80D, you can submit data for active/inactive students since the beginning of the school year or submit new special education events that were created between 40D and 80D reporting periods for active students.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects student records from the [Students] or [ReEnrollments] tables based on the following criteria:

The student must not be excluded from state reporting.
The student must have a school enrollment associated with a school included in the report.
The student’s school enrollment must not be excluded from state reporting.
The student’s school enrollment Exit Date must occur after the report start date.
The student’s school enrollment Entry Date must occur on or before the report count date.
The student is HSDA-flagged.

Special Education Events Selection

The report selects special education event records from the [S_NM_STU_SpedEvents_C] table based on the following criteria:

The special education event date must occur on or before the report count date or, if the parameter is set, the date the special event was created must occur on or before the report count date (regardless of enrollment date).
The special education event date must occur after the report start date or, if the parameter is set, the date the special education event was created must occur on or before the report start date.
The special education event must be associated with a student included in the report.
The field STARS Submitted Report on the Special Education Events Information page must be blank (if the Extract records that have been submitted to STARS already? parameter is set to No).
When the special education event has the option 'The LEA assures that compliance has been met for the following Post-secondary Transition Goals. NOW Required for 14 and older' and the field 'Post-secondary Transition Goals Compliance Date' not populated and there is one or more, qualifying, manually entered record, the report will return a 40 record using the latest event date.
When the special education event has the option 'The LEA assures that compliance has been met for the following Post-secondary Transition Goals. NOW Required for 14 and older' and the field 'Post-secondary Transition Goals Compliance Date' populated and there is one or more, qualifying, manually entered record, the report will return the Post-secondary Transition Goals Compliance Date.
When the student has no specific events defined, to create a generic record
- The option 'The LEA assures that compliance has been met for the following Post-secondary Transition Goals. NOW Required for 14 and older' must be selected and the field 'Post-secondary Transition Goals Compliance Date' must be defined and fall within the reporting period. For more information on these fields, see Student Setup.

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Report Input

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

Field	Description
Select Schools	Choose one of the following: Current School Only – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click the School link, and choose the appropriate school from the list. All Schools (default) – Includes all student records on the PowerSchool server that meet the selection criteria.
Select Students	Choose one of the following: The Selected [x] 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.
Submittal Cycle	Choose a reporting period from the pop-up menu: 40D 80D 120D EOY Summer
Begin Date	Enter the start date of the report. Special education events that occur between the Start Date and Count Date and special education events that were created between the Start Date and the Count Date are extracted.
Count Date	Enter the count date of the report. This is the district’s specified date for the reporting period.
Report Mode	Choose one of the following: Extract – Choose this option to run the extract version of this report, which includes only the columns/fields required for submission to the state. Audit – Choose this option to run the audit version of this report, which includes only the columns/fields to review special education event data. Run the audit version of the report to verify data before running the extract version.
Extract records that have been submitted to STARS already?	Choose one of the following: No – Choose this option if records that have the “STARS Submitted...” fields populated from a prior report run should be excluded. Yes – Choose this option if records that have the “STARS Submitted...” fields populated from a prior report run should be included.
Update STARS Submitted Report & STARS Submitted Date for Sped Event records?	Choose one of the following: No – Choose this option to leave the STARS student fields as-is. Yes – Choose this option to update the STARS Submitted Report and STARS Submitted Date fields on the New/Edit Special Education Events Information page (Start Page > Student > State/Province – NM > Special Education Events > Edit/New). The STARS Submitted Report field is updated with the submittal cycle chosen at report runtime (40D, 80D, 120D, or EOY). The STARS Submitted Date field is updated with the date that the report is run. Setting this parameter to 'Yes' will indicate the records have been submitted and should not be pulled again. When processed in Audit mode, the report returns all records that have and have not been submitted to STARS.
Also, extract records based on the creation date?	Choose one of the following: No – Choose this option to exclude records that have a 'When Created Date' within the reporting cycle (regardless of the Event Date). Yes – Choose this option to include records that have a 'When Created Date' within the reporting cycle (regardless of the Event Date).

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Report Output – Audit Version

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

Item #	Data Element	Description	[Table]FieldName	Begin / End Position
1	State Student Number	The state-issued student identification number.	[Students]State_StudentNumber	N/A
2	Student Name	The student’s name.	[Students]First_Name [Students]Middle_Name [Students]Last_Name	N/A
3	School Number	The school number associated with the student.	[Schools]School_Number	N/A
4	Enroll Status	The student’s current status at the school. Valid values: -1 – Pre-Registered 0 – Active 1 – Inactive 2 – Transferred Out 3 – Graduated 4 – Imported as Historical Any other value is considered inactive.	[Students]Enroll_Status	N/A
5	Primary Area Disability	The student’s primary area of exceptionality.	[S_NM_STU_X]PrimaryAreaDisability59	N/A
6	Event Type Code	The code that represents the type of special education event. If the student has an Event Type Code of 40-56, this field reports as 40.	[S_NM_STU_SpedEvents_C]EventType [S_NM_STU_X]EventCode40	N/A
7	Event Date	The date on which the event took place. The value is extracted in the format YYYY-MM-DD. If the student has multiple events that have an Event Type Code of 40-56, this field reports the earliest date available.	[S_NM_STU_SpedEvents_C]EventDate [S_NM_STU_X]EventCode40Date	N/A
8	Event Reason Code 1	The special education exit reason code. This field is only required if the Event Type Code is 1 (Special Education Exit). Graduated with Diploma on Modified Option	[S_NM_STU_SpedEvents_C]EventReason	N/A
9	Non-Compliance Reason	The reason for Part C to B initial placement in IEP or IFSP delay. Valid values: 30 (No service provider available to complete evaluation) 31 (Evaluation scheduling issues/ Difficulty scheduling IEP with parent/ Evaluation delays) 32 (60th day/3rd birthday on the weekend, holiday, or during other school closure) 33 (Parent request delay in IEP meeting)	[S_NM_STU_SpedEvents_C] SpedNonComplianceReason	N/A
10	STARS Submitted Code	The submittal cycle is selected at the report runtime. This is the value updated in the STARS Submitted Report field on the New/Edit Special Education Events Information student page if “Yes” is chosen for “Submitted STARS.” Valid values: 40D 80D 120D EOY	N/A	N/A
11	STARS Submitted Date	The current date. This is the value updated in the STARS Submitted Date field on the New/Edit Special Education Events Information student page if “Yes” is chosen for “Submitted STARS.”	N/A	N/A

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Report Output – Extract Version

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

Item #	Data Element	Description	[Table]FieldName	Begin / End Position
1	District Code	PED assigned a three-digit district number.	[Prefs]Name=DistrictNumber [Prefs]Value	1/8
2	Location Code	The PED assigned a three-digit school number. The alternate school number is extracted if populated. Otherwise, the report extracts the Location Code from the eScholar Programs Fact Record page, which is automatically populated with the school number. Use the following Location Codes for special education students not enrolled at an actual district location: 993 – Students who are hospitalized 997 – Students who are enrolled in a private school 998 – Students who are homebound 999 – Students who are homeschooled (cannot be used for Special Ed students)	[Schools]Alternate_School_Number [S_NM_STU_X]LocationCode [Schools]School_Number For the Summer reporting period: For PowerSchool 10.1.4 and higher, if [S_NM_STU_X]LocationCode is blank, it will look at the latest current enrollment location code for the student. [S_NM_STU_X]LocationCode [ReEnrollments]SchoolID [Schools]Alternate_School_Number	9/14
3	School Year Date	This value is automatically extracted as June 30^th. The report determines the year by referencing the school year selected for the report input. The value is extracted in the format YYYY-MM-DD.	[Terms]LastDay	15/24
4	Student ID	The state-issued student identification number.	[Students]State_StudentNumber	25/36
5	Event Type Code	The code that represents the type of special education event. If the student has an Event Type Code of 40-56, this field reports as 40.	[S_NM_STU_SpedEvents_C]EventType [S_NM_STU_X]EventCode40	37/52
6	Event Date	The date on which the event took place. The value is extracted in the format YYYY-MM-DD. If the student has multiple events that have an Event Type Code of 40-56, this field reports the earliest date available.	[S_NM_STU_SpedEvents_C]EventDate [S_NM_STU_X]EventCode40Date	53/62
7	Event Reason Code 1	The special education exit reason code. This field is only required if the Event Type Code is 1 (Special Education Exit). Graduated with Diploma on Modified Option	[S_NM_STU_SpedEvents_C]EventReason	63/78
8	Event Reason Code 2	Not collected.	N/A	79/94
9	Event Reason Code 3	Not collected.	N/A	95/110
10	Event Source Code	Not collected.	N/A	111/126
11	Event Status Code	Not collected.	N/A	127/142
12	Event Outcome Code	Not collected.	N/A	143/158
13	Meeting Date	Not collected.	N/A	159/168
14	Meeting Type Code	Not collected.	N/A	169/184
15	Effective Date	Not collected.	N/A	185/194
16	Organization Code	Not collected.	N/A	195/202
17	Organization Name	Not collected.	N/A	203/232
18	Organization Cluster	Not collected.	N/A	233/262
19	Compliance Date	Not collected.	N/A	263/272
20	Non-Compliance Reason	The reason for Part C to B initial placement in IEP or IFSP delay. Valid values: 30 (No service provider available to complete evaluation) 31 (Evaluation scheduling issues/ Difficulty scheduling IEP with parent/ Evaluation delays) 32 (60th day/3rd birthday on the weekend, holiday, or during other school closure) 33 (Parent request delay in IEP meeting)	[S_NM_STU_SpedEvents_C]SpedNonComplianceReason	273/288
21	Challenge Type	Not collected.	N/A	289/318
22	Challenge Type Disorder 1	Not collected.	N/A	319/348
23	Challenge Type Disorder 2	Not collected.	N/A	349/378
24	Challenge Type Disorder 3	Not collected.	N/A	379/408
25	Previous Challenge Type	Not collected.	N/A	409/438
26	Integrated Percentage	Not collected.	N/A	439/441
27	Special Ed Percentage	Not collected.	N/A	442/444
28	Student Present	Not collected.	N/A	445/447
29	Parent Present	Not collected.	N/A	448/450

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