2010-2011 December 1 Special Education Child Count

ADMINISTRATIVE LETTER NO:  25
POLICY CODE:  JF

TO:  Superintendents of Schools and Directors of Special Education
FROM:  Angela Faherty, Ph.D., Commissioner of Education
DATE:  November 22, 2010
RE:  2010-2011 December 1 Special Education Child Count

Topics included in this letter:

  • Deadline (January 7, 2011)
  • Utilizing Reports in Infinite Campus State Edition
  • Essential Programs and Services (EPS)
  • Confidentiality
  • Child Development Services (CDS)
  • Additional Information

SAUs should begin preparing data for the December 1, 2010 Child Count.  Student enrollment data in Infinite Campus will be used for this collection again this year.  You MUST complete your Child Count no later than January 7, 2011, as the reports in Infinite Campus will not refresh after that time and the data will be counted as it appears in the report.

Utilizing Reports in Infinite Campus State Edition

There are several reports in Infinite Campus State Edition that will assist you in finalizing your December 1 Child Count.  They are found in the Special Education folder under the ME State Reporting folder in State Edition:

  • December 1 Special Education Students – used to verify students included in your 12/1 count
  • Special Ed Exit Report – used to verify students who have already been exited from services before 12/1
  • December 1 Certification – requires the superintendent’s signature, certifying your 12/1 count.  You MUST go to this report to complete the Child Count process.

To access these reports:

    • Log into Infinite Campus State Edition
    • Be certain that Year is set to 10-11
    • Under ME State Reporting, open the Special Education Reports Folder
    • Click on the report you’d like to download
    • Click Generate Report
    • The report will open in Excel

Details about the December 1 Special Education Students: Column Q will tell you if the student counts for your school administrative unit – a 1 means the student counts, a 0 means the student does not count at this time.  If Column Q is a 0, then there will be a note in Column R telling you why the student does not count.

This report will refresh each day from 12:00 p.m. to 1:00 p.m., and from 12:00 a.m. to 1:00 am.  The report will be unavailable at these times.

Essential Programs and Services (EPS)

The December 1 Child Count data are not used for EPS.  EPS uses the October 1 count of special education students for calculation of State subsidy.

Confidentiality

Confidentiality of personally identifiable data will continue to be maintained by the Maine Department of Education in accordance with the provisions of the Family Educational Rights and Privacy Act, Individuals with Disabilities Education Act, and Section 504 of the Rehabilitation Act.  No names will be released to the United States Department of Education, Office of Special Education Programs (OSEP) in completing our data requirements under P.L. 108-446.

Child Development Services (CDS)

The Child Development Services (CDS) Regional Sites will continue to conduct the December 1 Child Count in the “old” EF-S-05 Web-based application.

Additional Information
The EF-S-05, Part I Web-based Child Count is due January 7, 2011.  Please be aware that there is a very tight timeline for this Department to report the Child Count to the Office of Special Education Programs (OSEP) due February 1st.  The Web-based Child Count system will be shut down after January 7, 2011.  It is imperative that your Child Count is completed on or before that date.

Reminders for the December 1, 2010 Web-based Child Count and General Instructions are posted on the Web-based Child Count log-in page to guide you in completing the Child Count.
http://www.maine.gov/education/speced/EFS05/login_page.htm .

If you have any questions regarding the Web-based Child Count, call either Kathy Fellows or Terry Bailey at 624-6650, or Charlotte Ellis at 624-6808, or email kathy.fellows@maine.gov , charlotte.ellis@maine.gov or terry.bailey@maine.gov for assistance.