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Special Education Snapshot Template

Contents

Introduction

This template describes the primary details of students' participation in special education in the current school year. Only students in school age programs K4 – 12 who have a valid IEP on 12/1 should be included in the December submission. The July submission should include all special education students 14 years of age or older as of July 1 of the current school year or any student who has a transition plan as part of their IEP.

Selection Criteria

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

  • Students must be enrolled into a program that has been designated as "Qualifies as a special education program." See District Setup > Special Programs > Special Program Information.
  • Students must have an Entry Date in the [SpEnrollments]Enter_Date field. This is the core field the > New/Edit Special Programs Enrollment page.
  • Includes all Special Education students 14 years of age or older as of July 1 of the current school year or any student who has a transition plan as part of their IEP.
  • The date entered in the "Submission Date (Field #35)" on the report submission page is used to populate the correct "snapshot date" designated each year by PDE.

Report Input

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

Field

Description

Select Schools*

Make one of the following selections:

  • When logged into a school you will have the option to run the report for the Current School Only.

The All Schools option is only available when running the report from the District Office.

  • When logged into District you will have the following options:
    • If sub-districts are not enabled:
      • Select Multiple Schools – Select the schools for which you want to run the report. Includes all student records associated with the selected schools that meet the selection criteria.
      • All Schools (default) – Run the report for all schools. Includes all student records on the PowerSchool server that meet the selection criteria
    • If sub-districts are enabled:
      • Select Sub-district - Select the sub-district for which you want to run the report.
      • Current School Only – Run the report for only the current selected school. Includes all student records associated with the selected schools that meet the selection criteria.
      • All Schools in selected sub-district (default) – Run the report for all schools in the selected sub-district. Includes all student records on the PowerSchool server that meet the selection criteria.

Students to Include*

Choose the 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.

For December 1 Reporting Period: Student must be in a school age program K4-12 and have a valid IEP on 12/1. For July 1 Reporting Period: Student must be a Special Ed student and 14 yrs of age or older as of July 1 of the current school year or any student who has a transition plan as part of their IEP.
Special Program must be flagged to include in Special Education Snapshot for the December 1 report. To include Special Education Program Enrollments that occurred while the student was enrolled at another school in your district, the report must be run from the District Office.

Select School Year*Select a school year from the pop-up menu.
Submission Date (Field #35)*Enter a submission date. This field is used to populate the correct "snapshot date" designated each year by PDE.
Field DelimiterSelect a field delimeter for the extract file from the pop-up menu.
Include Header Labels in output file?Choose Yes or No to indicate whether to include column headings in the extract file. Including column headers provides a heading for each type of data extracted in the report.
Reporting PeriodChoose July 1 or December 1. If you choose December 1, then the Report Start Date and Report End Date must be entered.

Scheduling

Select when to run the report.

  • Run Now – Execute the report immediately.
  • Schedule - Execute the report on the date and time specified.
    • Start Date - Enter a start date to run the report.
    • Start Time – Enter a start time to run the report.
    • Select Run Once or Repeat to schedule how often the report is run.
Use School Building Override Field for Location CodeSelect to print the School Building Override number as the student's Location Code.

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.

The Special Education – Exit Report is to be used for the July submission..

Item #

Data Element

Description

[Table]FieldName

Field Type

Field Length

1

(Special Education)

District Code

The unique 9-digit Administrative Unit Number assigned by the PDE. This field is extracted from Start Page > District Setup > District Information.

The Valid Value must equal the (Special Education) school district, the charter school where the student is enrolled, or corrections (NOT educating LEA, IU, APS, CTC, or other entity)

If sub-district is enabled, the selected sub-district appears in this field.

[Prefs]Value where [Prefs]Name=PA_DistrictAUN

If sub-districts are enabled:

[CST_SubDistricts]Subdistrict_Number

Alpha-numeric

9

2

Location Code

The PDE-defined, 4-digit code identifying the school the student attends within the district of residence. For Special Ed Reporting – the District of Residence should indicate 9999 for students educated in other LEAs. If Use School Building Override Field for Location Code is selected then the school building override number is printed.

[S_PA_SCH_X]PIMS_Location_Code

[Students]SchoolID

If sub-districts are enabled:

[CST_SchoolSubDistricts]SchoolID

[S_PA_STU_X]BuildingOverride

[S_PA_REN_X]BuildingOverride

Alpha-numeric

4

3

School Year Date

The SCHOOL YEAR DATE is YYYY-06-30 of the current school year.

[Terms]Yearid

Alpha-numeric

10

4

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

5

Student ID

The unique, 10-digit PAsecureID assigned to the student

[Students]State_StudentNumber

Alpha-numeric

9

6

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

7

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

8

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

9

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

10

Special Education Teacher Name

The legal last name of the teacher providing the majority of the special education services.

[S_PA_SEN_SPED_X]SPED_Teacher_Name

Alpha-numeric

20

11

Primary Disability

The primary disability as identified on the Evaluation / Reevaluation Report.

This MUST match Field 34 (CHALLENGE TYPE) of the Student template.

[S_PA_STU_X]Challenge_Type_Code


Alpha-numeric

4

12

Secondary Disability

The secondary disability as identified on the Evaluation / Reevaluation Report.

[S_PA_SEN_SPED_X]Secondary_Disability_Code

Alpha-numeric

4

13

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

14

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

15

Amount of Special Education Services

The amount of special education services as identified on the IEP or Notice of Recommended Educational Placement.

[S_PA_SEN_SPED_X]Amount_SPED_Services_Code

Alpha-numeric

2

16

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

17

Type of Support

The support provided to student based on their needs as identified on the IEP or Notice of Recommended Educational Placement.

[S_PA_SEN_SPED_X]Type_Support_Code

Alpha-numeric

2

18

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

19

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

20

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

21

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

22

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

23

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

24

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

25

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

26

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

27

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

28

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

29

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

30

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

31

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

32

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

33

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

34

Date Exited Special Education

The date the student exited the special education program.

Field is blank if no exit date has been populated.

[S_PA_SEN_SPED_X]SPED_Exit_Date

Numeric

10

35

Submission Date
(Snapshot Date)

One of the standard reporting dates defined by PDE.

N/A

Numeric

10

36

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

37

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

38

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

39

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

40

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

41

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

42

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

43

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

44

Educational Environment

Students with disabilities must be educated in regular public school buildings with non-disabled students to the extent possible, as indicated in Section VIII (A or B) of the IEP.

[S_PA_SEN_SPED_X]Educational_Environment_Code

Alpha-numeric

2

45

Transition IEP Status Code

Indicates if the student has a transition plan as part of their IEP.[S_PA_SEN_SPED]TransIEP_Status_CodeAlpha-numeric8

46

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

47

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

48

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

49

Educational Environment Percentage (School Age Program)

The percentage of time that students are educated in regular classrooms in public school buildings with non-disabled students as indicated in Section VIII (A) of the IEP. This field is extracted from Start Page > Student > Special Programs > Special Education Snapshot Fields.


This item is not applicable to students not educated in regular buildings as indicated in Section VIII (B) of the IEP.

[S_PA_SEN_SPED_X]EDU_Environment_Percent

Alpha-numeric

3

50

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

51

Not Collected

A blank placeholder is extracted.

N/A

N/A

N/A

52

Reason for Exiting Special Education

The reason the student left the special education program. This field is extracted from Start Page > Student > Special Programs > Special Education Snapshot Fields.


Field is blank if no exit date has been populated.

[S_PA_SEN_SPED_X]Reason_Exited_SPED_Code

Alpha-numeric

2

53

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

54

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

55

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

56

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

57

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

58

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

59

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

60

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

61

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

62

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

63

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

64

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

65

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

66

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

67

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

68

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

68

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

69

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

70

Service Provider

The 9-digit AUN of the special education service provider as indicated on the IEP or Notice of Recommended Educational Placement.

If the AUN does not exist, then the name of the service provider is reported.

This indicates the entity providing special education services.

[S_PA_SEN_SPED_X]Service_Provider


9

71

Location of Special Education Services

The PDE-defined, 4-digit code identifying the school where special education services are provided.

If a student is at a location that does not have a designated school code, then the name of the building is reported.

9999 is not a valid value. Services being provided in IU, PRRI, or APS buildings use code 0000.

[S_PA_SEN_SPED_X]Location_SPED_Services


4

72

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

73Trans IEP (Paid Work Based Learning)Indicates if the IEP contains new services that support paid work-based learning in a competitive, (at least minumum wage) integrated setting.

[S_PA_SEN_SPED]TransIEP_Paid_Wrkbased_Lrning

Alpha8
74Trans IEP (Job Supports/Coaching)Indicates if the IEP contains services that include job supports/coaching.[S_PA_SEN_SPED]TransIEP_Job_Support_CoachingAlpha8
75Trans IEP (Career Dev/Job Exploration)Indicates if the IEP contains services that include career development and job exploration.[S_PA_SEN_SPED]TransIEP_CareerDev_JobExplorAlpha8
76Trans IEP (Modified)Indicates if the IEP has been modified to include services that support paid work-based learning experiences in a competitive (at least minumum wage), integrated setting.[S_PA_SEND_SPED]TransIEP_Modified_For_ServicesAlpha8
78

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

79

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

80

Not Collected

A blank placeholder is extracted

N/A

N/A

N/A

81Race/EthinicityThe student's race selected in the Demographics page.[StudentRace]RaceCdNumeric
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