Special Ed Collection

Modified on Tue, Sep 17 at 7:42 AM

Special Education Snapshot

What students are included in this collection:

  • The October 15 Collection will only collect students that are ACTIVE on October 15th of the snapshot year.
  • The Local Data Mart Collection will only collect students that are ACTIVE on the date the collection is run on.
  • Every student must have a STATE ID assigned.

Where do we collect this info in Genesis?

This is located on NJ>NJ Smart>Snapshots.

Special Education Submission fields added on 8/6/24:

1. The following data elements have been added:

a. SLDBasicReadingSkills - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in basic reading skills.

b. SLDReadingComprehension - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in reading comprehension.

c. SLDOralExpression - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in oral expression.

d. SLDListeningComprehension - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in listening comprehension.

e. SLDWrittenExpression - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in written expression.

f. SLDReadingFluency - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in reading fluency.

g. SLDMathProblemSolving - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in mathematics problem solving.

h. SLDMathCalculations - For students classified Specific Learning Disability (SLD), or Special Education Classification code 14, an indication of whether eligibility was determined in mathematics calculations.

2. New Validation Checks were added to the SpecialEducationClassification field for the SLD-related data fields.

* IEP Tracking

- When an IEP's State Classification is set to "14 - Specific Learning Disability", a new set of checkboxes will appear in the IEP for Eligibility Determined in Area of: Basic Reading Skills, Reading Comprehension, Oral Expression, Listening Comprehension, Written Expression, Reading Fluency, Math Calculations and Math Problem-Solving.

- Override values may be entered for these NJSmart fields in the Student's 'NJSmart > Other Snapshots > Special Ed Submission' tab.


Where are the NJ Smart Fields in Genesis and how are they computed?

DOE #

Name

Screen where field is read

Notes

1

LocalIdentificationNumber

Demographics.Required

Student IDs can only be changed on the Admin.Students.Change Student ID screen

2

StateIdentificationNumber

Demographics.Required


3

FirstName

Demographics.Required


5

LastName

Demographics.Required


8

DateOfBirth

Demographics.Required


49

ReferralDate

Student Data.Student.SpecielEd.Evaluation

Evaluation Record as of snapshot date.

50

ParentalConsentToEvaluateDate

Student Data.Student.SpecielEd.Evaluation

Evaluation Record as of snapshot date.

51

EligibilityDeterminationDate

Student Data.Student.SpecielEd.Evaluation

Evaluation Record as of snapshot date.

71EarlyIntervention

Student Data.Student.SpecielEd.Evaluation

Any preschool student who was receiving Part C Early Intervention at time of referral.

52

InitialIEPMeetingDate

Student Data.Student.SpecielEd.Evaluation

IEP Record as of snapshot date.

73ParentalConsentObtained

Student Data.Student.SpecielEd.Evaluation

The Written decision regarding the implementation of the Initial IEP (Y, N, or R).

72ParentalConsentToImplementInitialIEP

The date parent provided written consent (Parental Consent Obtained must have a value).

53AnnualIEPReviewMeetingDate

Student Data.Student.SpecielEd.Evaluation


IEP Record as of snapshot date.


47

SpecialEducationClassification

Student Data.Student.SpecielEd.IEP

Genesis translates the State Classification Code to the NJ Smart State Classification Code using these rules:

  • HI or AI -> 01
  • AT -> 02
  • C1 -> 03
  • C2 -> 04
  • C3 -> 05
  • CI -> 06
  • ED -> 07
  • MD -> 08
  • DB -> 09
  • OI -> 10
  • OH -> 11
  • PD -> 12
  • SM -> 13
  • SL -> 14
  • TB -> 15
  • VI -> 16
  • SP -> 17
  • 00 is used if the student does not have an IEP Tracking record as of Collection Date and the Evaluation Status field on the Evaluation record is set to Not Eligible For Special Services
  • 99 is used for students who have a Special Ed Exit date filled in on the IEP corresponding to the collection. Field will be left blank if student was exited prior to October 15th of previous school year.

56

ReevaluationDate

Student Data.Student.SpecielEd.Evaluation

Evaluation Record as of snapshot date.

57

InitialProcessDelayReason

Student Data.Student.SpecielEd.Evaluation

Evaluation Record as of snapshot date.

58

SpecialEducationPlacement

Student Data.Student.SpecielEd.IEP

IEP Record as of snapshot date.

109TimeInRegularProgram

Student Data.Student.SpecielEd.IEP



MDDisablingCondition

Student Data.Student.SpecielEd.IEP

If code "08" is used for special ed classification (Multiple Disabilities) the IEP will have a selection box for each disability/condition.
NJ Smart requires at least 2 conditions to be checked off. 
445DeclassificationSPEDDate

Student Data.Student.SpecielEd.IEP

Indicates the date the special education student was declassified (taken from Spec Ed Exit Date)

59

CounselingServices

Student Data.Student.SpecielEd.Related Services

Related Services Record as of snapshot date.

60

OccupationalTherapyServices

Student Data.Student.SpecielEd.Related Services

Related Services Record as of snapshot date.

61

PhysicalTherapyServices

Student Data.Student.SpecielEd.Related Services

Related Services Record as of snapshot date.

62

SpeechLanguageTherapyServices

Student Data.Student.SpecielEd.Related Services

Related Services Record as of snapshot date.

63

OtherRelatedServices

Student Data.Student.SpecielEd.Related Services

Related Services Record as of snapshot date.

How are students selected to be included in NJSmart?

The code loads all students in the district in current school year and goes through a process of elimination.

  1. If the student does not have an IEP or a Evaluation Tracking Record as of the snapshot; the student will be eliminated from the collection.
  2. The student's attendance records are analyzed (if the student has attendance records). The genesis school that the student attended as of the snapshot date is determined by looking at the student's attendance tracking records. These records are visible on the Student Data.Modify Student.Tracking.Registration screen.
    1. If the student has withdrawn or transferred out before the snapshot date, the student is eliminated from the collection.
    2. The student will be eliminated from the collection if the Genesis school has any of following flags set. These flags can be found on the Setup.Schools.Modify School screen.
      • Is an Inact School = YES
      • Include students in state reporting = NO
      • Is a Charter School = YES
      • Is Vocational School = YES
  3. The student's IEP-Tracking record is examined as of the snapshot date:
    1. The student is eliminated from the collection if the IEP Tracking Record meets these TWO conditions:
      • Use on NJSMART SpecEd Set = NO
      • Has an Out of District County, District and School code value set.
    2. The student is eliminated from the collection if:
      • IEP is declassified
  4. The student's Evaluation record is examined as of the snapshot date: 
    1. The student is eliminated from the collection if student meets the following criteria: 
      • has Evaluation Status of Not Eligible for Special Services, Parent not consenting to Special Services or Student never tested.
      • Evaluation Tracking has referral date PRIOR to 09/01 of previous school year.  (students found not eligible must still be reported)
      • and has NO IEP Tracking record.
  5. The student's Tuition Tracking record is examined as of the snapshot date. The student is eliminated from the collection if these conditions are met:
    • Has no sending County, District and School code selected (Student is Received) and Tuition Code is not 2 (Paid by Parents)
    • The Genesis School that the student is in; has the Is Regional High School flag = NO.
    • The Genesis School that the student is in; has the Collect Received Out Of District Students in NJ-Smart = NO.
    • The student's resident home school is NOT named Non-Operating.

How are re-referrals reported to NJSmart?

If a student has an "In Process" referral record in Genesis, this "In Process" referral will be reported to NJSmart EVEN IF the student has existing referral/IEP data.  

Why are student excluded from NJSmart Collection?

see NJ Smart FAQ


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