IMS Data Entry Personnel and Technicians Notes – 8/26/08 10:00 A.M. – 11:15 A.M.

Agenda	1. Introductions 2. Special Education Child Count 3. School Facility Type 4. Additional Topics 5. Networking and Sharing Announcements 1. Secondary and Tertiary Disabilities 2. Early Childhood Outcomes (ECO) Data 3. IEP Results 4. School Facility Type 5. General Education Count 6. Nightly Download
Introductions	The sites checked in.
Special Education Child Count	John reviewed the count check list. He noted there are three (3) Counts: · Weighted · Federal, Part B · Federal, Part C Regarding question and answers pertaining to youngsters who were displaced by the 2008 disasters, check the DE site, 2008 Disaster Recovery (http://www.iowa.gov/educate/content/view/1453/1621/) · Ask the family if they intend to move back within 18 months. If yes, count in the original residential district. Otherwise count in their newly relocated district. · If there was no district change, there is no issue. Question: Could there be a value added in the basis-of-enrollment field? Answer: This has been discussed. No final decision has been made yet. Last November, the new Iowa Administrative Rules of Special Education became effective. Each district will prepare a district delivery model using a level structure. It will take a year or maybe more to transition. Further information is available on page 3 of the State Child Count Information Bulletin. Go to the IMS section on www.iowaidea.org.
School Facility Type	John reviewed a list of all active buildings in the state and pointed out the following: · Of the almost 3800 buildings, 1200 have school facility type codes entered. · The Director or his/her designee is responsible to assign the codes. · It was brought up that Ask-the-Bureau stated that pre-schools did not need a building code. John will check to see if a code needs to be added for preschools. · The majority of the codes will be a “10”. However if an AEA has all codes of “10” that probably needs to be reviewed for accuracy. · John would like the data entry for school facility types completed by child count on October 31^st. And it must be completed by web IEP release date, November 1^st.
Additional Topics	Exiting Table The Bureau has pulled in the preliminary file. They will get back to AEAs about data correction. The final pull for the Exit Table is September 22, 2008. Question: Do we still need to follow the 30-day rule? What about students who DRO in January and return in April. They won’t show as exited since they are now active. Answer: Go back in and change that exit code. Amy and John will discuss what code should be used for situations like this. Question: If a student returns to general ed and then goes back to special ed, do we need a re-evaluation? Answer: Yes, a re-evaluation is needed. However, the student can be put them back on the IEP they were on when they left so services can be started. The re-evaluation can then be done. 60-Day Timelines. · A list for corrections was sent to AEAs. In regard to the “Student is Eligible” field, the only valid codes are PD, NO, RI. Please correct accordingly. · CPC will be developing some new verification reports so the AEAs can correct their data on a regular basis. Question: Who was the 60 day timeline report sent to and when? Answer: Amy sent this report to the Directors 3-4 weeks ago. They should have forwarded it to the person responsible. Question: Will the verification reports be different than those we currently have? Answer: Yes, there will likely be 3 reports: missing data, records not completed and a listing of all the records entered for that school year. Note: These reports will have less flexibility when pulling the report, so the AEAs and the DE will get exactly the same results. The Consent and Determination report may be out of date. Post-meeting note: This report is not current and will not be able to be used to verify data. Question: There are some records where the Date Received in Public Agency is after the Meeting Data Held. Date entered and date received. How does data entry fix this? Answer: You do not fix this. The DE will discuss this and distribute an answer. Question: Can we get the new verification reports by district and building? Answer: Michelle made a note of that need.
Networking and Sharing	Secondary and Tertiary Disabilities: The DE asked Michelle to provide some clarification in regard to secondary and tertiary disabilities. Michelle reviewed that the modified Uniform Data Entry Procedures: Disability is posted on the Iowa IDEA site: IMS, Resources, Uniform Data Entry Procedures, Disability. Then click on “read more” to see the full document. She noted on the first page, under the third bullet there have been some additions. The changes are highlighted in yellow. Click here for details. Enter the disability code as listed on the IEP Question: If the student is vision and hearing impaired, should EI not be listed? Answer: If EI is not on the IEP, do not enter it. Count documents The Count documents are posted on www.iowaidea.org. The Access path is: IMS, Count, Special Education. Count events on calendar To access count-related events on the calendar: Front page, calendar, advance search Select What: IMS-Special Ed Enrollment Count When: Start Date (defaults to today’s date) and End Date End Date for count documents, end of December is a safe date. Click here for details. Calendar, Month at a glance You can search by category: Select a keyword search: IMS>>Special Ed Enrollment Count. And or, you can enter a phrase to search for. Select month and year. You can sign up for email on calendar events should there be changes. Early Childhood Type of Program Question: What is the final date for DHS numbers to be entered? Answer: No exact date is set yet; the Bureau staff will be asked to answer this question.
Announcements	1. Secondary and Tertiary Disabilities The importance of entering these data was discussed at the January 2008 and April 2008 data entry personnel meetings. Two gentle reminders: · Only enter disabilities that are listed on the IEP. For example, if EI is not listed on the IEP, do not enter it. · Enter the disabilities as they appear on the form. i. Usually, there will be just one disability, EI. ii. However, there will be a small group of students who have three low incidence disabilities listed. For these students, there will be no EI disability listed on the IEP. Please contact Marty Ikeda at the DE if there are any questions about entering disability codes. 2. Early Childhood Outcomes (ECO) Data Please continue to enter Early Childhood Outcomes (ECO) data! In other words, there is no change from previous practice. 3. IEP Results IEP Results data do NOT need to be entered. 4. School Facility Type All data entry for School Facility Type needs to be completed prior to the release of Version 5 of Web IEP. 5. General Education Count A document which provides some basic information has been posted on www.iowaidea.org. Go to the IMS section and then the Count subsection. 6. Nightly Download Here are the statistics for the last several months for the last several months: · May: The nightly procedure ran 30 out of 31 nights or 96.77% of the nights without being restarted. · June: The nightly procedure ran 22 out of 23 nights or 95.65% of the time without being restarted. Note: This does not count the 7 nights the server was shut down due to the flood and subsequent decontamination. · July: The nightly procedure ran 29 out of 31 nights or 93.54% of the nights without being restarted.