Special Ed Collection

Modified on Wed, Oct 4, 2023 at 2:36 PM

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.

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.
71	EarlyIntervention	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.
73	ParentalConsentObtained	Student Data.Student.SpecielEd.Evaluation	The Written decision regarding the implementation of the Initial IEP (Y, N, or R).
72	ParentalConsentToImplementInitialIEP		The date parent provided written consent (Parental Consent Obtained must have a value).
53	AnnualIEPReviewMeetingDate	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.
109	TimeInRegularProgram	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.
445	DeclassificationSPEDDate	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.

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.
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
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
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.
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