Special Education DATA
School divisions are required to report an unduplicated count of students with disabilities receiving special education on December 1 (or the closest school day to December 1) for state funding and federal reporting under provisions of the Individuals with Disabilities Education Act (IDEA) Part B.
- December 1 Specifications Document-This is a Word document.
- Collection Event: December 1 Child Count 2022-This is a PDF document.
- December 1 Child Count Placement Codes-This is a Word document.
- Regular Class Percent Chart-This is a Word document.
- Calculation Tool for Least Restrictive Environment (LRE)
- Considerations for Reporting Service Time and Regular Class Percent During COVID-This is a Word document.
- Indicator 6 Reporting Considerations during COVID-19-This is a Word document.
- Information Modules & Training Videos:
- Module 1: Overview-This is a PowerPoint presentation. (PPT)
- Module 5: Regional Programs-This is a PowerPoint presentation. (PPT)
- Module 7: Virtual Schools & Jails-This is a PowerPoint presentation. (PPT)
- Module 8: Submission Procedures-This is a PPT presentation.
- Indicator 6: Preschool Least Restrictive Environment (LRE) Webinar
- Student Record Collection Codes Values
- Information on Funding for Students with Intensive Support Needs-This is a Word document.
- Superintendent & Assistant Superintendent Memos
Announcements for School Year 2022-2023
Updates and Reminders
- Thursday, December 1, 2022 – Child Count Collection Window Opens
- Wednesday, December 14, 2022 - Child Count Collection Window Closes
- December 14, 2022 – Superintendent’s Child Count Verification is DUE; each division superintendent must electronically approve the data through the Superintendent Data Collection Approval (SDCA) application.
December 1 Child Count Collection Event
The Department of Special Education and Student Services would like to provide local educational agencies (LEAs) with the following information regarding the December 1 Child Count data collection, submission dates, and procedures.
Student Record Collection (SRC) Presubmission
The Student Record Collection (SRC) Presubmission application will be available for divisions to submit their December 1 Child Count files prior to the opening of the December 1 Child Count window. School divisions are encouraged to utilize this application during November to submit preliminary data files, identify potential errors, and make necessary corrections prior to the final data submission.
December 1 Child Count Submission Window
The December 1, 2022-2023 Child Count submission window will open Thursday, December 1, 2022 and will close Wednesday, December 14, 2022. All divisions must have a successful submission on or before December 14. Your Superintendent’s verification by electronic signature is also due Wednesday, December 14, 2022. If a division suspects an error in their verified Child Count report, division Superintendents and Special Education Directors should review their reports during the following 3-4 weeks and resubmit needed revisions/corrections during the penalty-free resubmission period in January.
Please ensure every student with an active Individualized Education Program (IEP) or Services Plan and receiving special education services is reported on the December 1 Child Count. This includes students who are parentally-placed in private schools, as well as students in residential facilities, regional centers, private day schools, and hospitals. To avoid duplicate counts, please communicate with other agencies. Following a successful child count submission, you must complete the Parentally-Placed Private School Students Data survey before your report will proceed to the superintendent for verification. The LEA does not report students from the Virginia School for the Deaf and Blind, the Department of Juvenile Justice, the Department of Corrections, or state-operated programs; those entities report their own students.
The following (effective January 2010) are used by VDOE for federal and/or state reporting and for determining certain state funding.
More information about individual disability categories, their definitions in state special education regulations, and eligibility criteria is available.
|AUT||Autism (can include certain areas under Autism Spectrum Disorder)|
|ED||Emotional Disturbance (can include Emotional Disability)|
|HI||Hearing Impairment (can include Deaf and Hard of Hearing)|
|ID||Intellectual Disabilities (effective July 2009)|
|MR||Mental Retardation (discontinued effective July 2009)|
|OHI||Other Health Impairment|
|SD||Severe Disability (discontinued effective July 2009)|
|SLD||Specific Learning Disability|
|SLI||Speech or Language Impairment|
|TBI||Traumatic Brain Injury|
|VI||Visual Impairment (including blindness)|