Statewide Student Identifiers for Students with Disabilities in CALPADS Special Education Division Data Evaluation and Analysis Unit Fall 2023

Creating and Maintaining Statewide Student Identifiers for Students with Disabilities in CALPADS Special Education Division Data Evaluation and Analysis Unit California Department of Education Fall 2023 TONYTHURMOND TOM TORLAKSON State Superintendent of Public Instruction 1

Presenter Information Brandi Jauregui Information Technology Supervisor Data Evaluation and Analysis Unit Special Education Division Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 2

Download the presentation CDE Box Link: https://cde.box.com/s/9rek71pri0ummj65gez7pens2hgw825w Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 3

Training Objectives By the end of this training user will: Understand which students with disabilities need a Statewide Student Identifier (SSID) Understand when local educational agencies (LEAs) are required to obtain SSIDs for students with disabilities (SWD) Understand which data are required to obtain SSIDs Understand how to prevent the creation of multiple identifiers (MIDs) for SWD Understand how to determine if a student transferring into your LEA is a SWD Understand which Enrollment Status Codes are appropriate for SWD Understand how those enrollments should be maintained and exited Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 4

Decoding the Acronyms! CFR Code of Federal Regulations IDEA Individuals with Disabilities Education Act MID Multiple Identifier anomaly SWD Students with disabilities SEDS Special Education Data System SIS Student Information System IEP Individualized Education Program ISP Individualized Service Plan IFSP Individualized Family Service Plan SWDS Students with Disabilities Status File MEET Special Education Meetings File PLAN Special Education Plans File SERV Special Education Services File LEA Local educational agency FAPE Free and Appropriate Public Education DOR District of Residence DOL District of Location CALPADS SPED Redesign Overview

IDEA Child Find Responsibility 34 CFR Section 300.111 (1) The State must have in effect policies and procedures to ensure that (i) All children with disabilities residing in the State, including children with disabilities who are homeless children or are wards of the State, and children with disabilities attending private schools, regardless of the severity of their disability, and who are in need of special education and related services, are identified, located, and evaluated; Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 6

Which students with disabilities need Statewide Student Identifiers (SSIDs)? Any student ages zero-21 (inclusive) residing or attending a private school within a district s boundaries for whom parental consent for initial evaluation has been obtained, including: Preschool-age (3-5, inc. TK<5 years old) School-age (5-21, inc. TK>=5 years old and adult-age SWD) Infants (zero-35 months) Even if they do not formally enroll in preschool Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 7

Before creating NEW enrollments and SSIDs 1. MAKE SURE the student does not already have an SSID. DO NOT CREATE A MULTIPLE IDENTIFIER ANOMALY (MID) 2. Gather necessary data to create a new SSID (if necessary) 3. Determine if CALPADS has information that indicates that the student is a student with disabilities Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 8

Best Practices for Obtaining Data Needed for SSID Creation For infant and preschool-age students, require that parents complete the same enrollment packet that is required for TK-12 students Some LEAs have indicated that getting all data required for a full student profile (all data needed for Student Enrollment [SENR] and Student Information [SINF] Files) is difficult for infants or preschool-age children who: Are referred from regional centers Are not attending a LEA-operated preschool program In these cases, LEAs should gather the MINIMUM data required to create a SSID in CALPADS Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 9

What are the minimum data REQUIRED to create an SSID in CALPADS? Minimally, the following data are required to create a SSID for a student in CALPADS: 1.04 Reporting LEA 1.12 Student Legal Last Name 1.05 School of Attendance 1.17 Student Birth Date 1.06 School of Attendance NPS (only if student is enrolled at an NPS School) 1.18 Student Gender Code 1.07 Academic Year 1.22 Enrollment Start Date 1.09 Local Student ID (district identifier assigned by student information system) 1.23 Enrollment Status Code 1.10 Student Legal First Name 1.24 Grade Level Code Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 10

Completing the Demographic Profile Once the SSID is created, LEAs MUST complete the demographic profile to view students on CALPADS Snapshot Reports, however the inability to obtain a FULL demographic profile should NOT impede the creation of a SSID needed to submit special education files to CALPADS The full demographic profile is submitted to CALPADS via the Student Information (SINF) File Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 11

Determine if the student already has an SSID Do a student search in CALPADS for one student at a time. TIP: add this step to the process of initially enrolling a student in the LEA Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Ways to determine if the student already has an SSID Submit a batch file through the SSID Match Tool Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Ways to determine if the student already has an SSID Download and analyze the Match Results File Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Download the SSID Extract on a Regular Basis On a weekly basis, work with your CALPADS administrator to download the SSID Extract: SSID Extracts - CALPADS User Manual Doing this regularly will help avoid SENR0606F1 Missing PLAN record for Eligible and Participating SWD Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Roles Needed to Download the SSID Extract SENR View Role is necessary CALPADS Administrator may be willing to provide special education staff with this role so that they can download the extract this is a local decision Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Look for Students Identified as SWDs First sort the list by Enrollment Start Date (descending order) Additionally, sort by Date SSID Created (descending) Filter Students with Disabilities (SWD) Indicator Column for values of Y , compare against SEDS Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Which LEA is responsible for reporting data for students with disabilities in CALPADS? The LEA that provides the MAJORITY of instruction and special education- related services is the LEA that is responsible for reporting ALL data in CALPADS for students with disabilities. This is generally the LEA where the student attends school. The following web site outlines scenarios assisting LEAs in determining: The Reporting LEA in CALPADS; and The District of Special Education Accountability Reporting Data for Students with Disabilities: https://www.cde.ca.gov/ds/sp/cl/swdreporting.asp Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

How should enrollments be created for NEW students with disabilities? Enrollment Status Start Date Age Enrollment Grade Level School of Enrollment Zero to 35 months 50 Non- ADA Enrollment IN - Infant District-level enrollment Date of parental consent for Part C initial evaluation 3 to 5 years, preschool (public or private, not served on IFSP by another LEA at the time of initial evaluation) 10 - Primary PS - Preschool Private preschool or no specific preschool CDS Code - District-level enrollment Date of parental consent for Part B initial evaluation Preschool with specific CDS code Enroll at preschool 3 to 5 years, preschool (public or private, served on IFSP by another LEA at the time of initial evaluation) 10 - Primary PS - Preschool Private preschool or no specific preschool CDS Code - District-level enrollment Date of child s third birthday Preschool with specific CDS code Enroll at preschool 5-21, Kindergarten (inc. TK) through 12 (public) 10 - Primary K-12 Kindergarten through 12 School of enrollment First day of enrollment 5-21, Kindergarten (inc. TK) through 12 (private) 50 Non- ADA Enrollment K-12 Kindergarten through 12 School 0000002 Private School Group Date of parental consent 19 Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Maintaining Enrollments for Newly Evaluated Students If after initial evaluation, the student was determined to be eligible and participating: Enrollment should be maintained for the duration of the academic year and then exited at the end of the year If after initial evaluation, the student was: determined ineligible or the parent declines special education and services, or the student will not participate in special education and services for other reasons, then the enrollment can be exited with a No-Show (N470) and Exit Date should equal the Enrollment Start Date Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 20

Exiting Enrollments for SWDs Age Enrollment Status Grade Level Eligibility Determination Exit Code Exit Date Zero to 35 months 50 Non- ADA Enrollment IN - Infant Eligible and participating E170 Non- Primary Enrollment Exit E450 Pre-K Exit OR any other appropriate exit Appropriate exit code Exited annually at the end of the year 3 to 5 years, preschool (public or private) 10 - Primary PS - Preschool Eligible and participating Exited annually at the end of the year 5-21, Kindergarten (inc. TK) through 12 (public) 5-21, Kindergarten (inc. TK) through 12 (private) 10 - Primary K-12 Kindergarten through 12 K-12 Kindergarten through 12 Eligible and participating Exited annually at the end of the year 50 Non- ADA Enrollment Eligible and participating E170 Non- Primary Enrollment Exit Exited annually at the end of the year ALL ALL Not Eligible or Not Participating N470 No Show Same date as Enrollment Start Date ALL Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 21

Why do infants and preschoolers who havent enrolled need SSIDs and enrollments? Once parental consent for evaluation is obtained, even if an infant or preschool age student has not formally enrolled in a district-operated school, the district has a RESPONSIBILITY to evaluate within 60 days of the consent date (45 days for infants) Enrollments for these infants and preschoolers represent AN ACKNOWLEDGEMENT OF RESPONSIBILITY to evaluate and if eligible, provide special education and related services Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 22

Enrollments for Students Enrolled in Private Schools Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 23

Which LEA is responsible for conducting Child Find for SWD in private schools? LEA where the private school is LOCATED (34 CFR Section 300.131) is responsible for: Locating Identifying Evaluating students with disabilities who are enrolled by their parents in private schools Historically, some LEAs within the same county have established different agreements to alleviate the burden on large districts Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 24

Can a SWD in private school be evaluated by the District of Residence? Although it is discouraged by the US Department of Education, if the parent chooses to request evaluations from the LEA responsible for providing the child free and appropriate public education (district of residence) and from another LEA that is responsible for considering the child for the provision of equitable services, both LEAs are required to conduct an evaluation. Both LEAs may submit a MEET record for the initial evaluations, however only ONE LEA would submit be responsible for submitting the SWDS, PLAN, and SERV records LEAs cannot discuss unless parent signs release of information Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 25

Which District is responsible for the offer of FAPE? District of residence (DOR) is responsible for the offer of free and appropriate public education (FAPE) If student is attending private school outside of their district of residence, the district where the private school is located is not responsible for making FAPE available If student is found eligible but parent declines, then DOR is not required to make an offer of FAPE If student is eligible and parent accepts, then the DOR is responsible for providing a FAPE to the student Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 26

Which District is responsible for providing services through an ISP? If the student is attending private school outside their district of residence, the DOL would be responsible for providing services outlined in the ISP Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 27

Considerations for Enrollments and SSIDs for Private School Students If student is NEWLY identified (has not previously been on an IEP at a public school) and the district of location obtains parental consent for initial evaluation: Enrollment Start Date should equal Date of Parental Consent for Evaluation If student on an active IEP is transferring from a public school and is parentally placed at a private school: Enrollment Start Date should equal the date the student transferred to the private school Student s IEP remains in stay-put until either parent agrees to have the student served on an ISP or the parent revokes consent for special education and services Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 28

Enrollments for Adult-Age SWD in Transition Programs Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 29

What is an adult-age SWD in a transition program? (1) Students with an active IEP are eligible to receive services until one of the following happens: The student graduates with a standard high school diploma (E230 Completer Exit/100 Standard High School Diploma); OR The parent/guardian revokes consent for special education and services; OR The student turns 22 years old If a SWD does not receive a standard high school diploma in their initial cohort year and the student: Will remain enrolled in pursuit of a high school diploma Enroll student annually at school of residence Will remain enrolled solely for transition services and is not in pursuit of a high school diploma even if student enrolls in an adult program Enroll student at the district-level in CALPADS (grade level of 12, Primary Enrollment [10]) Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 30

What is an adult-age SWD in a transition program? (2) Field 1.34 Adult Age Student with Disabilities in Transition Status is captured in the Student Enrollment (SENR) File which comes from the SIS Required to be populated if: Student age >= 17; AND Grade level = 12; AND Special Education Status = 1 Eligible and Participating AND Special Education Plan Type = 100 Individualized Education Program Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 31

Contact Us Email questions to: calpads-support@cde.ca.gov or speddatasupport@cde.ca.gov Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 32

Resources and Support Special Education File Submission Scenarios: https://www.cde.ca.gov/ds/sp/cl/spededfilesubscenarios.asp Reporting Scenarios for Students with Disabilities: https://www.cde.ca.gov/ds/sp/cl/swdreporting.asp CALPADS User Manual Error Resolution: https://documentation.calpads.org/Troubleshooting/ErrorList/ CALPADS User Manual: https://documentation.calpads.org/ Documentation for the new special education files can be found at the following CDE website: https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Special Education Data Roadshow recording: https://www.youtube.com/watch?v=kNARoriIIAI&list=PLsnFpLOXpp4Jjx9zMz-J42- zp1GYuyBsS New frequently asked questions (FAQs) have been developed for the special education data: https://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp#f1top Sign up for the CALPADS Sped Support Listserv: Send and email to: subscribe-calpads- sped-support@mlist.cde.ca.gov Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023

Additional Questions? Creating and Maintaining SSIDs and Enrollments for Students with Disabilities Fall 2023 34