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Explanation
As a district, we are required to report specific information for enrollment. Students receiving ECSE services often have multiple enrollments throughout the school year. In Early Childhood Special Education, there are also reporting requirements for attendance, membership, and Special Education Service Hours (SESH). As of the 2021-2022 school year, BCCS ECSE is reporting all of this information in SpEd Forms in order to be efficient and accurate in our reporting. Special Services & MARSS staff use the information in SpEd Forms to complete required state reporting.
Credit: The information on this page is from MDE & SpEd Forms Training Materials.
MARSS Basics
Enrollment information collected for each student through a series of enrollment records
ECSE students typically have multiple records each year
Accurate start dates and end dates are essential. These dates are not typically captured within due process documents
Specific elements required on each enrollment record
Many elements have defined code sets
Accuracy requires intentional communication between ECSE team and responsible MARSS reporter.
Reporting New Enrollment Information
We Create New Enrollment Records when...
We Create New Enrollment Records when...
A child enrolls for the first time
A new school year begins (July 1st)
There is a change in a child’s:
State Aid Category
Resident district, providing district or school of enrollment
Instructional setting
Primary disability
Transportation category
Grade level (EC to HK happens 7/1)
A child re-enrolls after 15 consecutive days absent
To help us do this in a timely manner, report all changes on the SpEd & 504 Reporting form.
Attendance, Membership, & Special Education Service Hours
Each fiscal year (July 1-June 30), districts must report:
Membership
Attendance
Special Education Service Hours
For students receiving ECSE services, membership and attendance are reported in hours rather than days.
Membership
Membership
Reported in terms of hours rather than days.
Used to calculate average daily membership (ADM), the basis for many state aids.
Can be calculated from information in an IFSP or IEP however cannot be distributed accurately across enrollment records from these plans.
Membership is the number of hours a child is scheduled (what is planned) to receive special education services and to participate in regular education programs at district expense through their IEP or IFSP. It includes the time children were scheduled for service but were absent for up to 15 consecutive days/school days.
Membership is “kid time”
Not duplicated or “stacked”.
Includes early intervention service time (Part C) and direct and indirect service time (Part B) and time in general ed through IEP
Part C Example: An ECSE teacher and an OT conduct a joint home visit from 9 AM to 10 AM. The child received one hour of service (kid time) so one hour may be claimed for membership.
Part B Example: A child attends preschool at district expense for 6 hours each Monday. On Monday the child also receives 30 minutes of speech and 30 minutes direct instruction. 6 hours of membership is generated on Mondays.
Indirect services minutes do generate attendance and membership in addition to being documented as indrect SESH.
The time that a child is supported by a paraprofessional may be claimed as specified in the students' IFSP or IEP as long as it is not concurrent with time already claimed because of the child’s contact with a licensed staff person or because the child is in a placement paid for by the district.
Program paraprofessionals: The time of paraprofessionals assigned to generally support a program do not generate additional membership.
Attendance
Attendance
Attendance Hours = Membership – Absence
Each program must develop and monitor adherence to procedures to track attendance for each child including children placed by the IEP team in community placements.
Special Education Service Hours (SESH)
Special Education Service Hours (SESH)
Reported for children with IFSPs and IEPs in ECSE & HK
Includes direct and indirect special instruction and related services scheduled (what is planned) to be delivered by teachers and providers of related services
"Stacked" - meaning multiple SESHs can be generated within one hour's time
While all time within a general education classroom may be counted as membership, only the amount of time that direct and indirect special instruction or related services are being provided count as SESH
Does NOT include services from paraprofessionals/SEAs/PCAs or interpreters
Does NOT include travel time
SpEd Forms Resources
Keep in mind that we are no longer entering enrollments into SpEd Forms because they are importing in from Synergy. Therefore you can skip those portions of the SpEd Forms resources.
This is a video of an activity that reviews documentation for enrollment, attendance and membership, and special education service hours. It is highly recommended and helps solidify understanding of how to do this.
This is the google slideshow from the activity video linked to the left.
BCCS & MDE Resources
Reference Guide for ECSE Data ReportingDetails for Claiming Time in Various Early Learning Settings
School Readiness
School Readiness
The time must be documented in the IEP.
Claim all hours of the program as membership plus any direct or indirect time that takes place outside of the setting.
Community Placements
Community Placements
Must be placed through the IFSP or IEP team process
Any cost (tuition) must be paid by the district
Program must be licensed or employ a licensed teacher
Children in placements paid for by the parent cannot be claimed for membership EXCEPT for time that a special education service or support is provided.
Head Start
Head Start
Must be placed through IEP team process
Only time during which the district expends resources to support the child's participation in Head Start can be counted for membership.
Time of licensed special education staff in Head Start
Time of district paraprofessional as long as that time does not duplicate time of licensed staff
VPK/SRP Settings
VPK/SRP Settings
Children with disabilities in classrooms funded all or in part with Voluntary Pre-kindergarten or School Readiness Plus revenue:
Time must be documented on IEP.
Claim all hours of the VPK/SRP program as membership plus any direct or indirect time that takes place outside of the program.
Cannot be enrolled as VPK/SRP and EC
FAQs
Why do we care about accurate membership?
Why do we care about accurate membership?
Standing front & center for students and families
Ensuring needs are met
Accurate reporting
Funding to maintain and expand programming (Note: The visual below was shared by MDE October 2021.)
Is it ok for there to be a gap between enrollments?
Is it ok for there to be a gap between enrollments?
Yes! Some enrollments will have a gap between them and some will not.
Example: Because an initial evaluation enrollment ends on the day of the meeting and the next enrollment line starts when services begin, there would be a gap during the time the plan is being written, we are getting consent, and until services begin.
Example: There likely would not be a gap between enrollments to document changes in transportation, resident district, etc.
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