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Special Ed

Registration > Maintenance > Student Enrollment > SpecEd

This tab allows you to view and update information for students who participate in a special education program.

The SpecEd tab is not available until you retrieve a student on the Student Enrollment page. For a new student, you must enter and save all required data on Demo1 before proceeding to this tab.

NOTE: When you enroll a student in special education, the Child Count Funding Code field on Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information is automatically set to 3 (i.e., Individuals With Disabilities Education Act (IDEA) Amendments of 2004) .

Update data:

The student’s existing special ed entry/withdrawal/reentry records are displayed. If the most recent row contains an exit date and withdrawal reason code, you can add a record.

Click +Add to add a record. A blank row is added to the grid.

Campus

The campus ID to which you logged on is displayed.

Entry Date

To enroll a student in the program, type the date the student entered the program. Use the MMDDYYYY format. Or, click to select the date from a calendar.

If there are existing entry/withdrawal records for the student, the entry date for the new record must be after the last exit date.

The student can have only one active record (i.e., a record without an exit date).

The entry/exit dates for different records cannot overlap.

TEDS Data Element: SPECIAL-ED-INDICATOR-CODE (E0794) (S1, S3)

Exit Date

To withdraw a student from the program, type the date the student exited from the program. Use the MMDDYYYY format. Or, click to select the date from a calendar.

The exit date should be the school day following the last day the student was in the program.

TEDS Data Element: SPECIAL-ED-INDICATOR-CODE (E0794) (S1, S3)

Reason

If you are withdrawing the student from the program, click to select the withdrawal reason.

If the student is exiting the program, select EP (exit program).

1. Click to do a status change.

• A row is added to the grid that displays the default entry date, which is the same as the withdrawal date. This ensures that you do not lose any membership days by typing the incorrect entry date for the status change.

• The fields display the data from the previous row by default.

2. Modify any information that changed for the entry date.

3. Click Save to save the status change.

If you entered a status change in error (e.g., the wrong student or wrong withdrawal or entry date), click to remove the status change for the student. When you save, the exit date and exit reason are cleared, and the new row is removed from the grid.

1. Click in the the second row. This creates a new row (now 3 rows).

2. Click in the second row. This removes the third row.

3. Click in the first row. This will remove the second row leaving one remaining.

4. Make the change and click Save.

Changes to the following fields usually occur when there is a status change (withdrawal reason code 33). The new information is entered upon reentry.

Primary Dis	If the student's primary disability has changed, indicate the type of primary disability as determined by the Admission, Review, and Dismissal (ARD) committee and recorded in the student’s Individual Education Plan (IEP). OrderOfDisability - Element: E3039
Instrl Set	If the student's instructional setting has changed, indicate the instructional setting used when providing instruction to the student. InstructionalSetting - Element: E0173 (Code table: C035) Rule: • The field must be 00 if the student is in speech only (i.e., Speech code is 1).
Speech	If the student's speech therapy has changed, indicate if the student receives speech therapy services. Rule: • If the student is in speech only (i.e., Speech code = 1), Instrl Set must be 00. Students with disabilities who do not need special education services are not eligible to receive special education transportation. SPEDProgramSvc - Code table: C341 When Speech = 0 is reported, then Special Education Student Does Not Receive Speech Therapy is 23. When Speech = 1 is reported, then Special Education Student Receives Speech Therapy Only is 24. When Speech = 2 is reported, then Special Education Student Rec Speech Therapy and Other SPED Instr Setting is 25.
CTE Elig	If the student is enrolled in a Career and Technical Education (CTE) course, and the student's eligibility for CTE contact hours has changed, select or clear CTE Elig on the new row. Special education students who are home-bound, in a hospital class, or in a state school usually are not eligible for CTE hours. If you perform a status change to change the student’s instructional setting to one of these, determine if the student is eligible for CTE hours. Ensure that CTE Elig is set correctly. For more information, see the Student Attendance Accounting Handbook, Section 4 - Special Education.
Regional Day School Deaf	Indicate if the student is enrolled in the Regional Day School Program for the Deaf. SPEDProgramSvc - Code table: C341 When RDSPD = 3 is reported, then Receiving Instructional Services from RDSPD is 22.

Click Save.

Delete a row.

Comments

View or add comments.

Hist Directory

Retrieve a student enrolled in a prior school year.

From all Registration > Maintenance > Student Enrollment tabs, you can click Hist Directory to open the Historical Directory, which is used to search students who were enrolled in a prior school year and select a student for re-enrollment.

Enter data in one or more of the following fields, or leave all fields blank.

Last Name	Type all or part of the student's last name to retrieve students whose last name begins with the letters you have typed.
First Name	Type all or part of the student's first name to retrieve students whose first name begins with the letters you have typed.
Stu ID	Type all or part of the student's ID to retrieve students whose ID begins with the characters you typed.
Texas Unique Stu ID	Type all or part of the student's Texas Unique Student ID to retrieve students whose ID begins with the characters you typed. If the student does not have a Unique ID, click TSDS Unique ID button to connect to the TSDS Unique ID Web Service and obtain an ID. Your LEA must have the appropriate credentials through Texas Education Agency Login (TEAL) before this functionality can be used. Review the Assign a TSDS Unique ID guide for additional information.
SSN	Type all or part of the student's social security number to retrieve students whose SSN begins with the characters you typed.

All except the SSN field are autosuggestion fields. As you begin typing, a drop-down list displays students whose data begins with the numbers or characters you have typed. From the drop-down list you can select the student.

Click Search. The students who meet the criteria entered are displayed. The records are sorted ascending by last name and first name, and then descending by year.

If there are multiple pages, page through the list.

Click to go to the first page of the report or list.
Click to go back one page.
Click to go forward one page.
Click to go to the last page.
Click to select the page number you want to view in the report or list.
The list can be re-sorted.

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.

The list include enrollment records from the current year and previous years.

• A blue link indicates a student who is not currently enrolled and can be re-enrolled.

• A black link indicates a student who is currently enrolled; these students cannot be re-enrolled.

• You can only click a row for the most recent year the student was enrolled; records for earlier school years are not hyperlinked.

When you locate the student you want to re-enroll, click either the student ID or school year.

• If the student's latest enrollment is in the current school year, a message indicates that the student is currently enrolled. Click OK.

• If the student was last enrolled in a previous school year, a warning message prompts you to confirm that you want to re-enroll the student in the current year. Click Yes, and the Student Enrollment page opens allowing you re-enroll that student.

Click Cancel to return to the previous page without selecting a student.

Bus Info

View or update the student's bus information.

Eligible	Indicate the student's eligibility to ride the school bus.
Seat	Type the school bus seat assigned to the student, up to three characters.

The following fields are user-defined:

Route

Type the code indicating the student's bus route, up to three characters.

Run

Type the one-character run number of the student's bus route. Typically, each bus route consists of several runs.

Pickup Stop

Type the code identifying the bus stop where the student is picked up for school, up to six characters.

Dropoff Stop

Type the code identifying the bus stop where the student is dropped off from school, up to six characters. Leave blank unless you maintain both pickup and dropoff stop information.

Pickup Assgnd

Type a one-character code indicating if the student’s pickup bus stop is assigned.

Dropoff Assgnd

Type the one-character code indicating if the student’s drop-off bus stop is assigned.

Pickup Route

Type the code identifying the student's bus route when he is picked up for school, up to six characters. Leave blank unless the Pickup Route is different from Route and you maintain both pickup and drop-off route fields.

Dropoff Route

Type the code identifying the student's bus route when he is dropped off from school, up to six characters. Leave blank unless the Dropoff Route is different from Route and you maintain both pickup and drop-off route fields.

Special Education

These fields display information from the Special Education application if applicable. The data can be updated on Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information under Related Services.

Transportation	The field indicates if the student is eligible for special education transportation.
Special Seating	The field is selected if the school provides the student any special chairs or seating equipment.
Wheelchair	The field is selected if the student uses a wheelchair.

The Student Bus Information report (SRG1300) provides a list of the bus transportation information entered for each student.

The button does not appear until you retrieve a student on the Student Enrollment page.

View medical alert.

Documents

View or attach supporting documentation.

Document Attachments

The Document Attachments feature allows you to upload and view documents by application, school year, folder, and document type. This feature is not available in all districts.

If you are logged on as a user assigned to a Document Attachments-enabled role, the Documents button is displayed on various pages in the ASCENDER Student system. If a document is attached, the Documents button displays a note icon.

If you have full access, you can upload and download files. If you have read-only access, you can download existing files, but you cannot upload files.

If you are logged on with a role that does not have security access to Document Attachments, the Documents button is not displayed on any pages.

Document Attachment-enabled pages:

Application	Menu
Attendance	Maintenance > Student > Student Inquiry (read-only access) Maintenance > Student > Student Posting > By Individual
Discipline	Maintenance > Student > Inquiry (read-only access) Maintenance > Student > Maintenance > Maintenance
Grade Reporting	Maintenance > Student > Individual Maint
Health	Maintenance > Student Health
Registration	Maintenance > Student Enrollment
Test Scores	Maintenance > Individual Maintenance

Document types by folder and application:

File Extention	Folder	Document Type
Attendance	Attendance	Notes
Attendance	Attendance	Other
Discipline	Incidents	Other
Grade Reporting	Grade Reporting	IPR
Grade Reporting	Grade Reporting	Report Card
Grade Reporting	Grade Reporting	Transcript
Health	Student Health	Acanthosis
Health	Student Health	Food and Allergy
Health	Student Health	Hearing
Health	Student Health	Immunization
Health	Student Health	Other
Health	Student Health	Physical Exam
Health	Student Health	Spinal
Health	Student Health	TB
Health	Student Health	Vision
Registration	Demographic	Birth Certificate
Registration	Demographic	Chemical Abuse Participation
Registration	Demographic	Directory Form
Registration	Demographic	Employment Survey
Registration	Demographic	Entry/Withdrawal
Registration	Demographic	McKinney-Vento
Registration	Demographic	Other
Registration	Demographic	Proof of Residence
Registration	Demographic	SSN Card
Registration	Bilingual/ESL	Other
Registration	Local Programs	Other
Registration	PRS	Other
Registration	Special Education	Other
Test Scores	Test Scores	College Assessments
Test Scores	Test Scores	Other
Test Scores	Test Scores	State Assessments

List of permissible file types:

Maximum file size: 10MB

File Extention	Folder
.doc	application/msword
.docx	application/vnd.openxmlformats-officedocument.wordprocessingml.document
.gif	image/gif
.jpeg	image/jpeg
.jpg	image/jpeg
.pdf	application/pdf
.png	image/png
.pps	application/vnd.ms-powerpoint
.ppt	application/vnd.ms-powerpoint
.pptx	application/vnd.openxmlformats-officedocument.presentationalml.presentation
.tif	image/tiff
.tiff	image/tiff
.txt	text/plain
.xls	application/vnd.ms-excel
.xlsx	application/vnd.openxmlformats-officedocument.spreadsheetml.sheet

Upload or view documents:

❏ Under Document List:

Application	The application you are currently logged on to is displayed (e.g., Test Scores).
Folder	In some applications, you must select the folder for which you want to view or attach a document: • Different types of documents must be uploaded to specific folders. • Changing the folder will change the document type options in the Select Type field. Some applications only have one folder, so no selection is necessary.
Select School Year	Select the school year for which you want to view documents. Student documents are stored by year.

Existing documents are displayed according to specified criteria.

❏ Under Document Upload:

Select File to Upload	Click Choose File. Locate and select the document on your computer or network. The file name is displayed next to Choose File. Note: Files cannot be larger than 10MB or empty.
School Year	Select the school year for which you want to view documents. Student documents are stored by year.
Select Type	Select the type of document you are uploading. The list varies according to your selection in the Folder field.
Description	Type an optional description of the document. Note: The description cannot be longer than 255 characters.

Upload File	Click to upload the file for the student. The document is listed in the Document List section. The date-time stamp and user ID display the date and time the document was uploaded, and the user ID of the user who uploaded the document.

Any changes made in the Document Options window are saved when you close the window.

Type	Click the link in the Type column to download the file to your PC to view it.
Choose File	Click again to add another document, and repeat the steps for uploading a document.
	Click to delete the document from the student’s record. You are prompted to confirm that you want to delete the document.

NOTES Deleted documents are not actually deleted from the Document Attachments server. You can retrieve deleted files using the Document Attachments File Recovery utility in District Administration.

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Special Ed

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Special Ed

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