Revised Nov. 26, 2012
Special Education December 1 Child Count
Student enrollment data in Infinite Campus will be used for this collection again this year. Please check the "Forms Due" on the Weekly Commissioner's Updates for certificaiton deadlines regarding the December 1 child count. There are two reports in Infinite Campus State Edition (ICSE) that will assist you in finalizing your December 1 Child Count. They are found in the "Special Education" folder under "ME State Reporting" on the Index tab in State Edition.
Special Education Reports used for verifying December 1 child count data:
- December 1 Special Education Students* – used to verify students included in your 12/1 count
- December 1 Special Education Count Certification - requires the superintendent’s signature, certifying your 12/1 count. You must go to this report to complete the Child Count process.
How to access the Special Education Reports in ICSE:
- Login to Infinite Campus State Edition
- Select the school year and the district
- Select "ME State Reporting" on the Index tab
- Open the "Special Education Reports" folder
- Click on "December 1 Special Education Students " to verify your data and click "Generate Report"
- Click on "December 1 Special Education Count Certification " once your child count data is correct, sign and return to the Department
*Details about the December 1 Special Education Students report: 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 p.m. to 1 p.m., and from 12 a.m. to 1 a.m. when the reports are open for certification. The report will be unavailable at these times.
- Student data is entered into Infinite Campus by the ATTENDING school/district – if you tuition students, you may need to contact the attending school to be sure that they are working with Infinite Campus. All private schools know that they should be enrolling students in Infinite Campus. Tuitioned students will count for your district, but you cannot edit their data, the data must be entered and edited by the attending school/district.
- The exceptions are students attending out of state schools; you will need to work with your MEDMS administrator to ensure that these students have been enrolled in a "Non-Maine School".
- Students who are parentally placed in approved private schools that are located within your district and who have been enrolled in Infinite Campus and flagged as special ed, will show up on your report. If they do not, you can create a "Special Ed Enrollment" for the student. A "Special Ed Enrollment" is created by selecting a Service Type of "N: Special Ed Services" and it should ONLY be used for students who are parentally placed in private schools that are physically located within your school district. Please call the MEDMS helpdesk (624-6896) before creating one of these enrollments.
- Student who have been expelled but are continuing to receive special education services from the school/district must have a "Special Ed Enrollment" for the student. A "Special Ed Enrollment" is created by selecting a Service Type of "N: Special Ed Services". Please call the MEDMS helpdesk (624-6896) before creating one of these enrollments.
- School administrative units providing 4-year-old programs will enter those students in to MEDMS including those 4 year olds with a disability for which the school unit is providing special ed services. Only flag the student identified as special ed in Infinite Campus IF the school unit is providing (and paying for) the special education services.
- The web-based child count program will not allow a student to be reported under more than one disability category. A student who is both deaf and blind must be reported as deaf-blindness. A student who has more than one disability must be reported as multiple disabilities.
- This count of students with disabilities is to be an unduplicated December 1st count from your school administrative unit. Examples of duplication include:
- 3-5 Year old student reported on the December 1 Special Education Student Report by the School Administrative Unit and also reported.
School Administrative Units should report 3, 4 and not yet school-aged five-year-old children with disabilities to the CDS coordination site except as noted in #2 above. CDS in turn reports your preschool students to the Maine Department of Education, Office of Special Services. Only one School Administrative Unit can count each student.
Exceptionality and Special Ed Setting Data in Infinite Campus:
Please use the Exceptionality options provided below. The option entered should reflect the major exceptionality. The web based program will only allow you to enter one exceptionality. Students with more than one exceptionality should be reported as multiple disabilities or deaf-blindness as appropriate. The December 1 child count reflects the exceptionality definitions in the Maine Special Education Regulations, Chapter 101, Section VII (2)(D).
- Intellectual Disability - formerly Mental Retardation
- Hearing Impairment
- Speech and Language Impairment
- Visual Impairment Including Blindness
- Emotional Disability
- Orthopedic Impairment
- Other Health Impairment
- Specific Learning Disability
- Multiple Disabilities
- Developmentally Delayed (Valid for 4-year-old to kindergarten)
- Only use Developmentally Delayed for five-year-old children and kindergartners, who are a maximum of 6 years of age, who have an IEP and are identified as Developmentally Delayed.
- Traumatic Brain Injury
Please use the Special Ed Setting options provided below. The Special Ed Setting represents the place where the student is educated. The web-based program will only allow you to enter one placement option. If the student is receiving special education in more than one educational placement, utilize the option that reflects the primary placement.
- Regular class 80 percent or more of the day (Regular Class Placement) - These are students who receive special education and related services outside the regular classroom for less than 21 percent of the school day. This may include children with disabilities placed in:
- regular class with special education/related services provided within the regular classes;
- regular class with special education/related services provided outside regular classes;
- regular class with special education services provided in resource rooms.
- NOTE: Students with disabilities assigned education technicians and who are in the regular class 80% or more of the day are to be reported as Regular Class Placement.
- Inside the regular class no more than 79 percent of day and no less than 40 percent of the day (Resource Room Placement) - These are students who receive Special education related services outside the regular classroom for at least 21 percent but no more than 60 percent of the school day. Do not include children who are reported as receiving education programs in public or private separate school or residential facilities. This may include children placed in:
- resource rooms with special education/related services provided within the resource room;
- resource rooms with part-time instruction in regular class.
- Inside regular class less than 40 percent of the day (Self Contained Placement) - These are students who receive special education and related services outside the regular classroom for more than 60 percent of the school day. This may include students who are reported as:
- self-contained special classrooms with part-time instruction in regular class; or
- self-contained special classrooms with full-time special educaiton instruction on a regular school campus.
- Separate School Placement - These are students who receive special education and related services for greater than 50 percent of the school day in public or private separate day school facilities.
- Residential Placement - These are students with disabilities who reside in and receive special education and related services for greater than 50 percent of the school day in public or private residential facilities.
- Homebound Hospital Placement - These are students with disabilities who receive special education and related services in a medical treatment facility or at home. NOTE: Home-school placements should be reported in other placement categories and not as homebound/hospital placements.
- Correctional Facilities - These are students who receive special education in correctional facilities. These data are intended to be a count of all children receiving special education in:
- short-term detention facilities (community based as identified); or
- correctional facilities.
- Parentally Placed in Private Schools - These are students who have been enrolled by their parents or guardians in regular parochial or other private schools whose basic education is paid through private resources but who receive special education and related services at public expense from a local educational agency or intermediate education unit under a service plan. Do not include students who are placed in private schools by the Local Education Agency (LEA).
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 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.
The "December 1 Special Education Count Certification" form must be certified by each school administrative unit's Special Education Director. Students may move around on or about December 1 so do not finalize your count prior to this date. Please check the "Forms Due" section of the weekly Commissioner's Updates for the certification deadline.