NEW: Starting FY 2009 all SPED services must be exited.
Schools must submit a SPED Service Participation transaction(14) with an
exit reason code and withdrawal date. Previously SPED students were not
required to be withdrawn from service participation.
To facilitate adding these SPED Exits at the end of
the school year a new batch procedure is available--- see "SPED
Exit by Batch"
- Allowable SPED exit codes at end of year.
YE Codes.
- Allowable SPED exit codes when student withdraws before end
of school year. Withdraw Codes
The SPED Service
Participation Transaction(014) applies to needs associated
with the special education need group only. (See Table 1
for relevant needs.)
The SPED Service Participation (014) transaction is designed to capture the following situations.
- A student may be diagnosed to have multiple Needs and
may participate in multiple special education
Services.
- However, a student may participate in only one
Service at a time for a single Need.
- Need Entry Date only serves to tell us what fiscal
year the need exists in. Logically the student must
have the need at least as early as receiving a service for that need, so
Need Entry Date should be the
same as or earlier than SPED Service Entry Date, but this is not required
from a system standpoint so
this validation will not be done.
Uses of the SPED Service Participation transaction
- Initial diagnosis indicating that student has a Need
and the student has been placed in a Service. If a SPED
Service Participation transaction is received with no previous Need
established, SAIS will create one.
• An "add" operation to submit Service entry. If the specified Need was not
previously added for this student for
the school year, the need will be added automatically.
- Transfer to a different Service while staying in
current Need.
• A "change" operation to submit Service exit for the previously submitted
Service
• An "add" operation to submit Service entry for the new Service
- Re-diagnosis indicating that student no longer has a
previously submitted Need.
• A "change" operation to submit the Service Exit Reason Code and Exit Date.
See table for allowable reason codes -
See mid-year codes.
- Diagnosis or re-diagnosis indicating that in addition
to the previously submitted Need, the student has another
Need and has been placed in a Service.
• An "add" operation to submit the new Need entry and Service entry.
- Re-diagnosis indicating that student Need has changed
relative to the previously submitted Need: the student no
longer has the previous Need but instead has a new one.
• A "change" operation to submit exit from the previously submitted Service
• An "add" operation to submit entry to the new Need (and Service if the
student has already started receiving a
Service for the new Need).
- To delete a SPED Service Participation submitted in
error to SAIS.
• A "delete" operation to delete the Service Participation. If there are no
other services attached to this need for
this student for the school year, SAIS will automatically remove the need
for this student.
- New FY 2009: Use this transaction to terminate
service at end of school year. For allowable reason codes -
See End of Year codes.
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In the following instructions
click on the screenshot images for
expanded views of the screenshots.
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To start go to main menu/Needs Double click on
"SPED Service Participation (014) |
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The form on the left is used for entering
SPED Service Participation transaction.
Refer
to the Overview above for rules to
filling out this form. This transaction applies to needs associated
with the special education need group only. (See
Table 1 for relevant
needs.)
•
Start by selecting school calendar and student name.
After calendar selection the list box on right side of
screen will
contain all school day for your conveniences
- Make sure the "Transactions" tab is
selected. Fill in appropriate fields as follows:
- Op Code will normally be Add.
Use the Change and/or Delete options as needed.
- Fill in Need and Start Date of that
Need.
- Check Primary Need if it applies
--see
Primary Fed Need
- Select the SPED Service Code.
Beginning in FY 2008 the service codes have changed--see
Service Codes. For compatibility with earlier
years codes two entry drop downs are used. For
making corrections to past years data use the lower drop
down.
- Service Exit - for service
previously submitted to SAIS.
- Enter date student exited the
service.
- Select an Exit Reason.
- Use "Change" Op Code. Note:
transaction will already exist on SAIS.
- Select student grade level.
- Select SAIS Track Number from the
drop down. The FY will be automatically filled in.
- Enter or verify DOR (District of
Resident) CTDS number. Remember districts CTDS end
in "00".
- After verifying all fields are
correct click on "Format to SAIS".
- This will create the correctly
formatted transaction(014) and place in buffer for
submitting to SAIS.
- The date formatted will be
displayed and the box checked.
- Later, after submitting, the
response from SAIS will be displayed in "ADE Response".
Normally this will be "Record processed successfully"
but when appropriate will display an error message from
ADE.
- The "View Transaction Status"
button will tell you where the transaction is in the ADE
submission cycle. It will also give details of any
errors returned from SAIS.
- There are several Help documents
available from this form:
- "View SPED Svr Help" will open up
this document from the web.
- "Help Exit Reason" will pop up a
window with the complex rules for selecting the correct
exit reason.
- Beginning in FY 2008 the rules
for selecting the correct Service have become more
complicated. In order to help the user the rules
will be posted in this document or possibly later will
be added as a pop up window. Also review the FY
2008 Changes document from ADE-
http://www.ade.az.gov/sais/SAISChangesforFY08.pdf
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The following elements may be changed
using this transaction with a "change" operation.
• SPED
Exit Date
• SPED
Exit Reason Code
• SPED
Special Enrollment Code
• SPED
Grade
• Funded
SPED Service DOR
• SPED Federal Primary
Indicator
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Year End SPED Exit Codes Allowed
Starting in FY 2009 all need services
must be terminated. If the student finishes the year
while receiving a SPED service the appropriate SPED Exit
codes are shown in the table to the left. Click on the
table to enlarge.
Note the allowable Exit Codes depends
on the Year End code for a student. |
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Starting in FY 2009 all need services
must be terminated. If the student withdraws mid-year
from school, in addition the Membership Withdraw transaction,
you must send a SPED withdrawal to SAIS. The codes
that are allowed are listed in the table to the left.
Note the allowable Exit Codes depends
on the Membership Withdraw code. |
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This indicator is included in SPED Service Participation transaction (014) and
must be designated each year.
Definition - If the student is found
eligible in one or more SPED disability category - the disability category
that has the greatest adverse impact on the students’ ability to access
and progress through the general curriculum is
identified as the student’s Federal Primary Need. This information should be
found in the current multidisciplinary evaluation team
report.
Federal Primary Indicator will not be
state funding related. It is specifically needed to provide federally
required data submissions. The highest state weighted need will not
necessarily be the Primary Need.
The Federal Primary Indicator should
be determined by the student’s Individualized Education Program
(IEP), which is not captured in SAIS.
The collection of SPED Service
Participation data is mandated per Federal regulations (34 CFR 300.641).
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Table 1 Need
groups, Needs, and Programs/Services |
| Need group |
Need (used to be called need
category or need type) |
Programs/Services |
Funded by |
| language |
English Language Learner – ELL (changed
in legislation
in 2002 from Limited English Proficiency – LEP) |
language programs |
federal titles
state aid |
special
education
(SPED) |
the 18 disability categories (as of 7/1/1999: Autism, Emotional
Disability, Emotional Disability Separate Facility/Private, Hearing
Impairment, Multiple Disabilities, MD Severe Sensory Impairment,
Mild
Mental Retardation, Moderate Mental Retardation, Other Health
Impairments, Orthopedic Impairment, Preschool-Moderate Delay,
Preschool-Severe Delay, Preschool-Speech/Language Delay, Specific
Learning Disability, Speech/Language Impairment, Severe Mental
Retardation, Traumatic Brain Injury, Visual Impairment)
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special education
services (used to be
called "service
types")
|
federal titles
state aid |
| giftedness |
quantitative (math), verbal (language) ,
non-verbal
reasoning |
support programs |
federal titles,
state block
grants |
| economic |
free lunch, reduced lunch; homeless, migrant
agriculture
employment,, immigrant, neglected, refugee
|
| behavioral |
delinquent |
| health |
homebound |
support programs |
state aid |
| academic |
math, language arts (reading and/or writing),
science,
school improvement, social studies, other academic
services |
support programs |
federal titles |
| To obtain the latest specifications see ADE publication
"Transaction Overview" |
Last update 11-30-2006 |
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- All code values will change beginning in FY 2008.
See following table for comparison with FY 2007 or earlier codes.
- SPED Service Codes from FY 2007 and prior
shall still be available for those applicable fiscal years.
- Code changes are organized by student age
- Expelled but still Receiving SPED Services.
SAIS shall allow a SPED Exit Reason code that designates when a
student is expelled yet is continuing to receive SPED services.
Exit one Need but Continue in another .
SAIS shall allow a SPED Exit Reason code that
allows student to exit a SPED Service Participation for one need while
continuing in a SPED Service Participation for a different need.
School’s Out SPED Exit Reason.
SAIS shall allow a SPED Exit Reason code that designates that a student is
exiting his SPED Services due to the school year ending.
Overview
