Special Education File Submission Scenarios
The Special Education File Submission Scenarios document contains specific special education data.Document contains specific special education data scenarios and information about which of the special education files Students with Disabilities Status (SWDS), Special Education Meetings (MEET), Special Education Plans (PLAN) and Special Education Services (SERV) would be required in each of these scenarios.
Additional Definitions:
- CALPADS: California Longitudinal Pupil Achievement Data System
- FAPE: Free and Appropriate Public Education
- IEP: Individualized Education Plan
- IFSP: Individualized Family Service Plan
- ISP: Identified Student Percentage
- LEA: Local Educational Agencies
| Scenario Category | Scenario Number | Scenario | SWDS | MEET | PLAN | SERV |
|---|---|---|---|---|---|---|
| Pending and Late Meetings | 1a | A Part B Initial evaluation is scheduled for a student and is pending but is not yet late. | None | Pending as of Date = Date of parental consent for Part B Initial Evaluation Evaluation Type Code = 10 - Initial Evaluation Plan Review Indicator = N Meeting Delay Code = Blank |
None | None |
| Pending and Late Meetings | 1b | ….the Part B Initial evaluation meeting is now overdue (over 60 days from the date of parental consent for evaluation). | None | Pending as of Date = Date the record is being submitted to CALPADS Evaluation Type Code = 10 - Initial Evaluation Plan Review Indicator = N Meeting Delay Code = Populated with appropriate Meeting Delay Code |
None | None |
| Pending and Late Meetings | 1c | …the Part B Initial is finally held, student is determined to be eligible, the parent has accepted the offer of FAPE but the meeting was held late. | Status = 1 - Eligible and Participating Status Start Date = Date the parent accepted the offer of FAPE. |
Evaluation Type Code =10 - Initial Evaluation Meeting Date = Initial Evaluation Meeting date (first day) Eligibility Outcome Code 20- Eligible |
Education Plan Type Code= 100 Reason for Plan Record Code: 1 – Meeting Outcome Plan Effective Start Date = Date student will begin services |
Plan Effective Start Date = Date student will begin services |
| Pending and Late Meetings | 2a | A plan review meeting is scheduled but is overdue (more than 365 days from the previous plan review). | None | Evaluation Type Code = Blank Pending as of Date = Date the record is being submitted to CALPADS Plan Review Indicator = Y Meeting Delay Code = Populated with appropriate Meeting Delay Code |
None | None |
| Pending and Late Meetings | 2b | …the plan review is finally held, but was held late, and the parent signs the new IEP. | None | Evaluation Type Code = Blank Meeting Date = Date of the plan review meeting Plan Review Indicator = Y Meeting Delay Code = Populated with appropriate Meeting Delay Code |
Education Plan Type Code= 100 Reason for Plan Record Code: 1 – Meeting Outcome Plan Effective Start Date = date the parent approves the plan. |
Plan Effective Start Date = date the parent approves the plan. |
| Pending and Late Meetings | 3a | An eligibility reevaluation is scheduled but is overdue (more than three years from the previous initial evalution or eligibility reevaluation). | None | Evaluation Type Code = 40 - Eligibility Reevaluation Pending as of Date = Date the record is being submitted to CALPADS Plan Review Indicator = N Meeting Delay Code = Populated with appropriate Meeting Delay Code |
None | None |
| Pending and Late Meetings | 3b | …the eligibility reevaluation is finally held, student remains eligible, but the meeting was held late, and the student's IEP was not changed. | None | Evaluation Type Code = 40 - Eligibility Reevaluation Meeting Date = Date eligibility reevaluation was initiated. Plan Review Indicator = N Meeting Delay Code = Populated with appropriate Meeting Delay Code |
None | None |
| Part C to B Transitions | 4 | A student was on Part C (IFSP), was evaluated for Part B and determined to be eligible and will start Kindergarten in the Fall. | None - student remains eligible. | Evaluation Type Code = 10 - Initial Evaluation Eligibility Outcome Code = 20 - Eligible Meeting Date = Initial Evaluation Meeting date (date the meeting was initiated) |
Education Plan Type Code= 100 Reason for Plan Record Code: 1 – Meeting Outcome Plan Effective Start Date = First day of enrollment in Kindergarten |
Plan Effective Start Date = First day of enrollment in Kindergarten |
| Part C to B Transitions | 5 | A student was on Part C and the IFSP/IEP team determined no Part B evaluation was necessary. | Status = 4 - Not Eligible Non-participation Reason = 26 - IFSP/IEP team determined no Part B Evaluation is necessary Status Start Date = date of student's third birthday |
None | None | None |
| Part C to B Transitions | 6 | A student was on Part C and was evaluated for Part B but was determined to be ineligible. | Status = 4 - Not Eligible Non-participation Reason = 21 - Not Eligible Status Start Date = date of student's third birthday |
Evaluation Type Code = 10 - Initial Evaluation Plan Review Indicator = N Eligibility Outcome Code = 25 - Not Eligible Meeting Date = Initial Evaluation Meeting date |
None | None |
| Part C to B Transitions | 7 | A student was on Part C and was evaluated for Part B was determined to be eligible and the parent has agreed to the IEP. Student is preschool age but will not enroll in preschool and will receive services only. | Status = 1 - Eligible and Participating Status Start Date = Date the parent accepted the offer of FAPE. |
Evaluation Type Code = 10 - Initial Evaluation Plan Review Indicator = N Eligibility Outcome Code = 20 - Eligible Meeting Date = Initial Evaluation Meeting date |
Education Plan Type Code= 100 Reason for Plan Record Code: 1 – Meeting Outcome Plan Effective Start Date = Date services will begin |
Plan Effective Start Date = Date services will begin |
| Initial Part B Evaluations | 8 | A student is newly evaluated for Part B and was found ineligible. | Status = 4 - Not Eligible Non-participation Reason = 21 - Not Eligible Status Start Date = Initial Evaluation Meeting date (date the meeting was initiated) |
EvaluationType Code = 10 - Initial Evaluation - Initial Evaluation Plan Review Indicator = N Eligibility Outcome Code = 25 - Not Eligible Meeting Date = Initial Evaluation Meeting date (date the meeting was initiated) |
None | None |
| Initial Part B Evaluations | 9a | A student is initially evaluated for Part B and is found eligible, but the parent hasn’t yet approved or signed the IEP. | Status = 2 - Eligible, Not Participating Non-participation Reason = 12 - Eligible, No Education Plan (Other Reasons) Status Start Date = date of the Initial Evaluation Meeting |
Evaluation Type Code =10 - Initial Evaluation Plan Review Indicator = N Meeting Date = Initial Evaluation Meeting date (date the meeting was initiated) Eligibility Outcome Code 20- Eligible |
No PLAN record submitted until the parent agrees to the plan. |
None |
| Initial Part B Evaluations | 9b | ...but then the parent later agreed to and signed the IEP. | Status = 1 - Eligible and Participating Status Start Date = the date parent agreed to the plan |
None - meeting not required as meeting record was initially submitted in 9a. | Education Plan Type Code= 100 Reason for Plan Record Code = 1 – Meeting Outcome Plan Effective Start Date = the date the parent agreed to the plan |
Plan Effective Start Date = the date the parent agreed to the plan |
| Initial Part B Evaluations | 10 | A student is initially evaluated for Part B and is found eligible, but the parent declines the offer of FAPE and places the student in a private school. | Status = 2 - Eligible, Not Participating Non-participation Reason = 11 - No Education Plan (Parent Declined FAPE - Private Placement) Status Start Date = date of the Initial Evaluation Meeting |
Evaluation Type Code =10 - Initial Evaluation Plan Review Indicator = N Meeting Date = Initial Evaluation Meeting date Eligibility Outcome Code 20- Eligible |
None | None |
| Plan Reviews | 11 | The IEP team conducts the student's plan review required at least once annually and the parent approves the proposed IEP. | None | Evaluation Type Code = Blank Plan Review Indicator = Y Meeting Date = Date the plan review was held and the parent approved the plan. |
Education Plan Type Code= 100 Reason for Plan Record Code = 1 – Meeting Outcome Plan Effective Start Date = the date of the plan review and the parent agreed to the plan |
Plan Effective Start Date = the date of the plan review and the parent agreed to the plan |
| Plan Reviews | 12a | The IEP team conducts the student's plan review required at least once annually and the parent does not approve the proposed IEP. | None | Evaluation Type Code = Blank Plan Review Indicator = Y Meeting Date = Date the plan review was initiated. |
None - current plan is in stay-put until parent agrees to proposed plan. | None - current plan is in stay-put until parent agrees to proposed plan. |
| Plan Reviews | 12b | ...the parent subsequently agrees to one or more services and approves the plan. | None | None | Education Plan Type Code= 100 Reason for Plan Record Code = 1 – Meeting Outcome Plan Effective Start Date = the date the parent agreed to the plan |
Plan Effective Start Date = the date the parent agreed to the plan |
| Transfers within Public Schools | 13a | A student on an IEP transfers to a new district and the new district adopts the IEP in stay-put. | None | None - unless plan review meeting occurred. | Education Plan Type Code= 100 Reason for Plan Record Code = 3 - Adoption/Same Plan Type Plan Effective Start Date = the date the student enrolled in the new district (from the student information system) |
Plan Effective Start Date = the date the student enrolled in the new district (from the student information system) |
| Transfers within Public Schools | 13b | …the IEP team amends the student's plan within 30 days of enrollment. | None | None - unless plan review meeting occurred. | Education Plan Type Code= 100 Reason for Plan Record Code = 2 - Amendment Plan Effective Start Date = date of the amendment |
Plan Effective Start Date = date of the amendment |
| Transfers TO private schools | 14 | A student on an IEP is parentally placed in a private school and the parent elects to have the student served on an ISP. The agreement on the ISP is finalized PRIOR to the enrollment in the private school. | None | None - unless plan review meeting occurred. | Education Plan Type Code = 200 Reason for Plan Record Code: 2 – Amendment Plan Effective Start Date = First day of enrollment in private school |
Plan Effective Start Date = First day of enrollment in the private school |
| Transfers TO private schools | 15a | A student on an IEP is parentally placed in a private school and the parent elects to have the student served on an ISP, however, the agreement on the ISP is finalized AFTER the first day of enrollment in the private school. | None | None - unless plan review meeting occurred | Education Plan Type Code = 100 Reason for Plan Record Code = 4 - Adoption/Different Plan Type Plan Effective Start Date = First day of enrollment in the private school |
Plan Effective Start Date = First day of enrollment in the private school |
| Transfers TO private schools | 15b | …after adopting the IEP in stay put, an interim placement meeting is held for an interim ISP. | None | None - unless plan review meeting occurred | Education Plan Type Code = 200 Reason for Plan Record Code: 2 – Amendment Plan Effective Start Date = date the parent agreed to the ISP |
Plan Effective Start Date = date the parent agreed to the ISP |
| Transfers TO private schools | 15c | …then, a final agreement is reached on the student's ISP. | None | None - unless plan review meeting occurred | Education Plan Type Code = 200 Reason for Plan Record Code: 2 – Amendment Plan Effective Start Date = date the parent agreed to the ISP |
Plan Effective Start Date = date the parent agreed to the ISP |
| Transfers FROM private schools | 16a | A student on an ISP is transferring to a public school, the LEA adopts the ISP in stay-put on the first day of enrollment. | None | None - unless plan review meeting occurred | Education Plan Type Code=200 Reason for Plan Record Code: 4 - Adoption/Different Plan Type Plan Effective Start Date=First day of enrollment in the public school |
Plan Effective Start Date = First day of enrollment in the public school |
| Transfers FROM private schools | 16b | ...then the LEA holds a subsequent IEP plan review meeting within 30 days of enrollment and parent agrees to the plan. | None | Evaluation Type Code = Blank Plan Review Indicator = Y Meeting Date = Date of plan review meeting |
Education Plan Type Code = 100 Reason for Plan Record Code: 1 - Meeting Outcome Plan Effective Start Date = date the parent agreed to the IEP plan |
Plan Effective Start Date = date the parent agreed to the IEP plan |
| Eligibility Reevaluations | 17a | A student has an eligibility re-evaluation and is found to be ineligible. | Status = 4 - Not eligible Non-participation Reason = 21, Not Eligible Status Start Date = date the parent agreed to change in placement |
Evaluation Type Code = 40 - Eligibility Reevaluation Plan Review Indicator = N Meeting Date = Eligibility Re-evaluation date Eligibility Outcome Code 21- Not Eligible |
None | None |
| Eligibility Reevaluations | 17b | …however, the parent does not agree to the change in placement (exit) and eligibliity determination and won't sign the IEP. The student is still receiving services because the plan is in stay- put. | None - not needed unless there is a change in status that might have resulted from an Independent Eligibility Evaluation or due process. | None - unless plan review meeting occurred | None | None |
| School-related exits | 18a | A student who is on an IEP leaves the state. | Status = 3 - Eligible, Not Enrolled Non-participation Reason = 31 - Left School Not Expected to Return Status Start Date = Enrollment exit date from Student Information System (SIS). |
None | None | None |
| School-related exits | 18b | …after leaving the state, student is exited from Special Education in the other state and subsequently returns to California. | Status = 4 - Not Eligible Non-participation Reason = 25 - Returned to CA, no longer eligible Status Start Date = first day of enrollment in the California school |
None | None | None |
| School-related exits | 19 | A student leaves the school because they transferred out of the state or country, dropped out, died, or completed high school without a standard high school diploma. | Status = 3 - Eligible, Not Enrolled Non-participation Reason = 31 - Left School Not Expected to Return Status Start Date = Enrollment exit date from Student Information System (SIS). |
None | None | None |
| Reenrollments | 20 | A student who initially left school because they transferred out of the state or country, dropped out, died, or completed high school without a standard high school diploma, reenrolls in a California public school. | Status = 1 - Eligible and Participating Status Start Date = First day of the enrollment after reenrolling. |
None - unless plan review and/or eligibility re-evaluation meeting occurred | Education Plan Type Code= 100 Reason for Plan Record Code: 3 – Adoption, same plan type Plan Effective Start Date = First day of enrollment |
Plan Effective Start Date = First day of enrollment |
| Special Education Exits | 21 | The parent of a student on an IEP revokes consent for special education instruction and services. | Status = 2 - Eligible, Not Participating Non-participation Reason = 24 - withdrawal Status Start Date = date of withdrawal |
None | None | None |
| Special Education Exits | 22 | A student on an IEP has reached the maximum age and exits special education. | Status = 4 - Not Eligible Non-participation Reason = 23 - MaxAge Status Start Date = Date of student's 22nd birthday OR date services will end if allowed to continue services until the end of the semester or end of the year. |
None | None | None |
| Completer Exits | 23a | A student completed high school with a certificate of completion, high school equivialency certificate, passed the California High School Proficiency Exam (CHSPE), or earned the Alternate Pathway Diploma and the student is not expected to return to school. | Status = 3 - Eligible, Not Enrolled (still eligible if they have not reached max age, did not earn a High School diploma) Non-participation Reason = 31 - Left School Not Expected to Return Status Start Date = Exit date from Student Information System (SIS) |
None | None | None |
| Completer Exits | 23b | A student completed high school with a certificate of completion, high school equivialency certificate, passed the California High School Proficiency Exam (CHSPE), or earned the Alternate Pathway Diploma but remains enrolled. | None | None | None - unless amendments are made to the plan | None - unless amendments are made to the services |
| Completer Exits | 24 | A student graduated with a standard high school diploma. | Status = 4 - Not Eligible Non-participation Reason = 21 - Not Eligible Status Start Date = Exit date from Student Information System (SIS) |
None | None | None |
Questions:
CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
Service and Support: CALPADS-CSIS Service Desk | calpads-support@cde.ca.gov | 916-325-9210
Last Reviewed: Friday, October 6, 2023
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