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Special Program Options

Registration > Maintenance > District Profile > Annual Student Data Rollover > Special Program Options

This tab allows the district to select how special program records are set for the next school year when running ASDR.

A special program entry/withdrawal record is not created for students whose withdrawal reason code in the record is EP (i.e., Exit Program).
Only special programs selected on Attendance > Maintenance > Campus > Next Year Campus Options are created in the next school year.

For more information on running ASDR, refer to the End-of-Year & Annual Student Data Rollover (ASDR).

Update data:

❏ For Title I Services, Bilingual/ESL, Pregnancy Services, and Gifted/Talented, select the code indicating how ASDR should handle the entry/withdrawal records for special programs.

D - Drop special program records for this special program in the next school year. Records are not created.
S - Perform a special reset for this special program. The program is rolled over to the new school year, and the enrollment date is set to the first day of the new school year. Records are created.

Rules for special program withdraw cutoff date

If the student has withdrawn from the special program, and his withdrawal date is earlier than the date in the Withdraw Cutoff Date field on the District Move Options tab (if used), do not create a special program entry/withdrawal record.
If the student’s withdrawal reason code in the record is EP (i.e., Exit Program), do not create a special program entry/withdrawal record, regardless of the data in the Withdraw Cutoff Date and Drop Wd Stu New Sch Yr fields.
If Withdraw Cutoff Date is used, the following applies:
- Example: If Withdraw Cutoff Date is 04272016, the student withdrew from the campus and special programs on 03232017, and the Withdrawl Code field = 80, the student is not created in the new school year during ASDR.
- If Withdraw Cutoff Date is 04272016, the student withdrew from the campus and special programs on 05042017, and the Withdrawl Code field = 80, the student is created in the new school year and reentered in the special program(s) during ASDR.
- If Withdraw Cutoff Date is 04272016, the student withdrew from the special programs on 04202017, and the Withdrawl Code field = EP, the student is created in the new school year during ASDR, but the special program record is deleted. The student is not reenrolled in the special program.
If the entry date is valid, reset the record to the first day of school.
If the withdrawal date is blank or invalid, reset the record to the first day of school.

Code	Wd from School	Wd from Special Pgm	Wd Code	Condition	Action
S	Y	Y	Any	Withdraw Cutoff Date is after Wd Date	Do not create next year record
S	N	Y	Any	Withdraw Cutoff Date is before Wd Date	Create next year record
S	N	Y	EP	N/A	Do not create next year record
D	N/A	N/A	Any	N/A	Do not create next year record

Title I Services

If you select S, the program also takes into account the Title I and Schoolwide Title I fields on Attendance > Maintenance > Campus > Next Year Campus Options when creating next year records:

If neither field is selected:

• If the student’s current year Title I code is A (facility for neglected, receives services) or 9 (does not attend a Title I school, but receives services), ASDR creates a Title I record in the next school year and rolls over the current year code.

• For students with any other current year Title I code, Title I records are not created in the next school year.

If Title I is selected, but Schoolwide Title I is not selected:

• If the student’s current year Title I code is A (facility for neglected, receives services), 6 (attends schoolwide Title I program school) or 9 (does not attend a Title I school, but receives services), Title I records are not created in the next school year.

• For students have any other Title I code, Title I records are created in the next school year.

If both Title I and Schoolwide Title I are selected, Title I records are created in the next school year with code 6.

Bilingual/ESL

If you select S, a record is created on Maintenance > Student Enrollment > Bil/ ESL in the current school year for students who have EB Cd 0 (not EB), 1 (EB), F (Exited from EB (M1)), S (Exited from EB (M2)), or 3 (Exited from EB (M3)) and receive bilingual/ESL services.

If the Bilingual/ESL special program is selected on Attendance > Maintenance > Campus > Next Year Campus Options, the student’s enrollment record for EB, bilingual, or ESL is created in the next school year.

No record is created for students with EB Cd 4 (Exited from EB (M4)).

Pregnancy Services

It is recommended that you select D (drop the student’s pregnancy services row in the new school year).

Gifted/Talented

If you select S, a record is created on Maintenance > Student Enrollment > G/T in the current school year for G/T students.

If the Gifted/Talented special program is selected on Attendance > Maintenance > Campus > Next Year Campus Options, the student’s enrollment record for gifted/talented is created in the next school year.

Special Education

Only option S is available.

• If the student exited the special education program in the current school year with withdrawal reason code EP (exit program), ASDR does not create a special education record for the student in the next school year.

• If the student’s Next Year Special Ed field is Y on Special Education > Maintenance > Student Sp Ed Data > Next Year > Program Information, ASDR merges any of the student’s next year special education information with his current year special education information, and creates the record in the next school year.

• If Next Year Special Ed is blank on Special Education > Maintenance > Student Sp Ed Data > Next Year > Program Information, the student’s special education information from the current year is created in the next school year.

Drop Special Ed Record for New School Yr (if Special Ed Next Yr = N)

This field is used in conjunction with Next Year Special Ed on Special Education > Maintenance > Student Sp Ed Data > Next Year > Program Information. It affects only students whose Next Year Special Ed field is N. If you select Drop Special Ed Rec for New Sch Yr if Special Ed Next Yr = N, special education records are not created for these students in the next school year.

Rules for dropping special ed records

Drop Spec Ed Rec for New Sch Yr if Spec Ed Next Yr = N	Special Ed Next Year	Action during ASDR
Yes	Yes	Merges NY data with CY data. Blank NY data is not merged. Any NY data replaces CY data.Checked NY check box fields are merged.
Yes	No	Deletes all CY and NY data. Does not create the student’s special education records on the Registration SpecEd tab.
Yes	Blank	Copies CY data to a new record in the new school year.
No	Yes	Merges NY data with CY data. Blank NY data is not merged. Any NY data replaces CY data. Checked NY check box fields are merged.
No	No	Copies CY data to a new record with the next school year code.
No	Blank	Copies CY data to a new record with the next school year code.

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