Database Schema for Handbook 2021-2022

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Special Education Referral Tracking (RF)

[spcedreftrac]

ID Element Name Type Size Values Cycle

Key

RF0010

Fiscal Year - The fiscal year that this reporting represents:
For the 2021-2022 reporting year fy must be = 32

fy Num 2 Table 7
RF0020

Cycle - The reporting cycle for which the data is submitted:

7 = June 15th
cycle Num 2 Table 7
RF0030

LEA, District/Coop -Local Education Agency, the unique seven-digit number assigned by the ADE to identify individual county, district, and cooperative. The first two digits represent the county, the second two digits represent the district, and the last three digits represent the individual school, for example:

6001000
60 = Pulaski County
01 = Little Rock School District
000 = N/A (zeroes for district)
lea Alpha 7 Appendix B,D 7
RF0040

SSN, Student - The nine-digit Social Security number of the student. If a student's SSN cannot be obtained, then the ADE assigned number as required by Arkansas Code Ann. 6-18-208 should be used. This number should remain the same throughout the student's school career.

ssn Alpha 9 7

Special Education Referral Tracking Screen (Early Childhood and School Age) – Students who have been referred to special education for evaluation, ages 3-21.

RF0041

First Name - The student's legal first name, as printed on the student's birth certificate, social security card, or other legally binding documentation.

fname Alpha 25 7
RF0042

Middle Name - The student's legal middle name, as printed on the student's birth certificate, social security card, or other legally binding documentation.

mname Alpha 15 7
RF0043

Last Name - The student's legal last name, as printed on the student's birth certificate, social security card, or other legally binding documentation..

lname Alpha 20 7
RF0045

Date, Birth - The student's date of birth. *Please make sure that the student's birth date is accurate.

birth_date Date 8 MMDDYYYY 7
RF0082

Race - The general racial or ethnic heritage with which the individual most identifies from the following codes:

YNNNNN = Hispanic
NYNNNN = Native American/Alaskan Native
NNYNNN = Asian
NNNYNN = Black/African American
NNNNYN = Native Hawaiian/Pacific Islander
NNNNNY = White

Y in more than one combination will be considered 2 or more races.

race_ethnic Alpha 6 NNNNNN 7
RF0083

Federal Race Category - The categories used for reporting race to the US Department of Education.

1 = Hispanic
2 = American Indian/Alaskan Native
3 = Asian
4 = Black (non-Hispanic)
5 = Hawaiian/Pacific Islander
6 = White (non-Hispanic)
7 = Two or more races

fedrace Alpha 1 Table 7
RF0090

Gender - The sexual classification of the staff person.

M = Male
F = Female
gender Alpha 1 Table 7
RF0095

Grade Level - The grade level in which the student is currently enrolled:

K = Kindergarten
01 = 1st Grade
02 = 2nd Grade
03 = 3rd Grade
04 = 4th Grade
05 = 5th Grade
06 = 6th Grade
07 = 7th Grade
08 = 8th Grade
09 = 9th Grade
10 = 10th Grade
11 = 11th Grade
12 = 12th Grade
EE = Non-Graded Elementary
SM = Non-Graded Middle/Jr.
SS = Non-Graded Secondary
grade_level Alpha 2 Table 7
RF0100

Status, English Language Learner (ELL) - Student has a language background other than English, and his or her proficiency in English is such that the probability of the student's academic success in an English-only classroom is below that of native English language students.

ell Alpha 1 7
RF0105

Resident LEA - Indicate the resident LEA of the student being referred to special education.

res_lea Alpha 7 ####### 7
RF0110

Private School Student - Is the student in private school not placed or referred by public agencies?

Y = Yes, the student being referred was parentally placed in a private school and not placed or referred to the private school by public agencies.

N = No

priv_stud Alpha 1 Y/N 7
RF0114

Name of Private School - Provide the name of the private school the student is attending

priv_schname Alpha 30 7
RF0115

LEA, School (Building Code) - The last three digits of the school number as assigned by the state. 

bldg_code Alpha 3 7
RF0116

Part C to Part B Transition - Is the student being transitioned from a "Part C" IDEA program to a "Part B" Early Childhood Program?

Y = Yes, the student is being transitioned from a "Part C" IDEA program to a "Part B" Early Childhood Program.

N = No

trans_partc Alpha 1 Y/N 7
RF0117

Part C & B Concurrent - Ref_c: Part C received referral less than 90 days from the 3rd birthday.

ref_c Alpha 1 Y/N 7
RF0120

Referral Date - The date that the referral was received.

ref_date Date 8 MMDDYYYY 7
RF0121

Parent Consent to Evaluate Date - Date that the parentguardian consented to evaluation.

par_eval_date Date 8 MMDDYYYY 7
RF0125

Evaluation Date - The date that the evaluation process was complete.

eval_date Date 8 MMDDYYYY 7
RF0126

Reason Evaluation exceeded 60 day timeline

IL = Child or Family illnessdeath delayed evaluations
TR = Transferred from another program during the due process
EV = Evaluations not completed in accordance with timelines
FM = Family moved making the child unavailable
EC = Family cancelled evaluation date(s) requiring it to be rescheduled
PW = Parent withdrew consent
PR = Parent refused initial consent to evaluate
OT = Other
AT = Additional Testing Required
HV = Failed Hearing/Vision Screening

eval_reason Alpha 2 Table 7
RF0127

Evaluation Other Reason - If other (OT), enter the name of the service being provided.

eval_other Alpha 30 7
RF0128

Eligibility Determination Date (EDD) - The date which eligibility was determined.

edd_date Date 8 MMDDYYYY 7
RF0129

Reason EDD exceeds 30 days' timeline

IL = Child or Family illnessdeath delayed evaluations
TR = Transferred from another program during the due process
EV = Evaluations not completed in accordance with timelines
FM = Family moved making the child unavailable
FC = Family cancelled ED Conference(s) requiring it to be rescheduled
PW = Parent withdrew consent
OT = Other

edd_90_cd Alpha 2 Table 7
RF0130

EDD Other Reason - - If other (OT), enter the name of the service being provided.

edd_other90 Alpha 30 7
RF0131

Reason EDD exceeded 3rd Birthday (Early Childhood only)

PR = Parent refused initial consent
IL = ChildFamily illness delayed due process
TR = Transferred from another program during the due process
EV = Evaluation not completed in accordance with timelines
PC = "Part C" failed to refer child for transition within timelines
OT = Other

edd_ecbirthd Alpha 2 Table 7
RF0132

3rd EDD Other Reason (Early Childhood only)

edd_other3 Alpha 30 7
RF0133

Served by Temporary IEP (Part C to B only) - Indicate if a child transitioning from Part C to B special education services, who did not have an EDD determined by their 3rd birthday, was served on their 3rd birthday with a temporary IEP.

3temp_iep Alpha 1 Y/N 7
RF0134

Special Education Placement - Indicate if the student was determined eligible for special education services.

Y = Yes, the student was determined eligible for special education services and was placed.

N = No

sped_plac Alpha 1 Y/N 7
RF0135

Early Intervening Services - Early Intervening Services provided to "students in kindergarten through grade 12...who have not been identified as needing special education or related services but need additional academic and behavioral supports to succeed in a general education environment" IDEA, Sec.612, (f)(1).

Y = Yes, the student was placed into early intervening services in accordance with Arkansas Department of Education (ADE) guidelines (services are paid for by the 15% set-aside for early intervening services in accordance with IDEA, Section 612).

N = No

early_interv Alpha 1 Y/N 7
RF0140

Parent Consent to Place in Special Education Date - Date that the parentguardian consented to placement in special education.

cons_sped Date 8 MMDDYYYY 7
RF0145

Referral Process Complete - The referral due process for this student is complete.

Y = Yes, the referral due process for this student is complete.

N = No

ref_comp Alpha 1 Y/N 7
RF0150

Reason for Completion

SP = Placed into special education
NE = Not eligible for special education
EI = Placed into early intervening services
FM = Family moved making the child unavailable
TR = Transferred to another program during the due process
RS = Parent refused services
ED = Child died
OT = Other
NT = Team decided not to test

rfc_reason Alpha 2 Table 7
RF0155

Completion Other - If other (OT), enter the name of the service being provided.

co_servs Alpha 30 7
No change Added Modified Deleted

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