Attachment B5

EDFacts Data Set: IDEA Part B Data Collections through EMAPS

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PAPERWORK REDUCTION ACT SUBMISSION SUPPORTING STATEMENT

Annual Mandatory Collection of Elementary and Secondary

Education Data through EDFacts

September 2012

Attachment B-5

EDFacts Data Set:

IDEA Part B Data Collections

through EMAPS
Attachment B5

EDFacts Data Set: IDEA Part B Data Collections through EMAPS

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Two tables required under the Individuals with Disabilities Education Act (IDEA), Part B, 

Section 618, will be collected using the EDFacts Metadata and Process System (EMAPS): IDEA 

Part B Dispute Resolution, and IDEA Part B Maintenance of Effort Reduction/Continuing Early

Intervening Services. This attachment explains the data that will be collected through EMAPS

for these two tables. 

IDEA PART B DISPUTE RESOLUTION

The data required for this table are organized into the following areas:

 Written, Signed Complaints

 Mediation Requests

 Due Process Complaints

 Expedited Due Process Complaints (related to Disciplinary Decision)

The final section is a glossary of terms.

REQUIREMENTS FOR SUBMITTING THE DATA

 These data are due the first Wednesday of November.

 These data are reported electronically by each state through EMAPS.

 The reporting period for all of the data required in this table is July 1 to June 30.

 Include only actions initiated during the reporting year. Do not include actions initiated 

in a previous reporting year that continued into the current reporting year.

WRITTEN, SIGNED COMPLAINTS

For this area, state educational agencies (SEAs) will provide the total number of written, signed 

complaints filed during the reporting period and the following subsets of that number:

 Complaints with reports issued - The number of written, signed complaints that were 

complaints with reports issued as of 60 days following the end of the reporting period; that is, 

the number of complaints that had a written decision from the SEA as of August 29. Also, 

provide the following subsets of that number:

o Reports with findings of noncompliance - The number of the reports issued that were

reports with findings of noncompliance. 
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Business rule – This number plus the number without findings of noncompliance equals the 

number of complaints with reports issued.

o Reports within timeline - The number of reports issued that were reports within 

timeline (60 days). Do NOT include any written decisions issued more than 60 days 

after the written, signed complaint was filed. 

o Reports within extended timelines - The number of the reports issued that were 

reports within extended timeline.

Business rule – The sum of reports within timeline, reports within extended timeline, and the 

reports issued late equals the number of complaints with reports issued.

 Complaints pending - The number of written, signed complaints that were complaints 

pending as of August 29. Also, provide the following subset of that number:

o Complaints pending a due process hearing - The number of the pending complaints 

that were complaints pending a due process hearing. 

Business rule – This number plus the number of complaints pending for reasons other than 

pending a due process hearing equal the number of complaints pending.

 Complaints withdrawn or dismissed - The number of written, signed complaints that were 

complaints withdrawn or dismissed as of August 29 (60 days following the end of the 

reporting period). 

Business rule – This sum of the complaints with reports issued, complaints pending, and 

complaints withdrawn or dismissed must equal the total number of written, 

signed complaints.

MEDIATION REQUESTS

For this area, SEAs will provide the total number of mediation requests received through all 

dispute resolution processes during the reporting period and the following subsets of that

number:

 Mediations held - The number of mediation requests that resulted in mediations held as of the 

end of the reporting period (June 30). Also, provide the following subsets of that number:

o Mediations held related to due process complaints - The number of mediations held

that were mediations held related to due process complaints. Also, provide the 

following subset of that number:
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 Mediation agreements related to due process complaints – The number of 

mediations held related to due process complaints that resulted in mediation 

agreements as of the end of the reporting period (June 30). 

Business rule – This number plus the number of mediations held related to due process 

complaints that did not result in a mediation agreement equals the total number 

of mediations held.

o Mediations held not related to due process complaints - The number of mediations 

held that were mediations held not related to due process complaints. Also, provide 

the following subset of that number:

 Mediation agreements not related to due process complaints - The number of 

mediations held not related to due process complaints that resulted in 

mediation agreements as of the end of the reporting period (June 30).

Business rule – This number plus the number of mediations held not related to due process 

complaints that did not result in a mediation agreement equals the mediations 

held not related to due process complaints.

Business rule – The sum of mediations held related to due process complaints and the 

mediations held not related to due process complaints equals the number of 

mediations held.

 Mediations pending - The number of mediation requests that were mediations pending as of 

the end of the reporting period (June 30). This includes mediation requests that were pending 

as of the end of the reporting period. 

 Mediations withdrawn or not held - The number of requests that were mediations withdrawn 

or not held as of the end of the reporting period (June 30). 

Business rule – The sum of mediations held, mediations pending, and mediations withdrawn or 

not held equals the number of mediation requests received.

DUE PROCESS COMPLAINTS

For this area, SEAs will provide the number of due process complaints filed during the reporting 

period. Expedited due process complaints are included here and also reported separately. Also, 

SEAs will provide the following subsets of that number:

 Resolution meetings - The number of the due process complaints that resulted in a 

resolution meeting as of the end of the reporting period (June 30). Also, provide the 

following subset of that number:
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o Written settlement agreements reached through resolution meetings - The number 

of resolution meetings that resulted in a written settlement agreement as of the 

end of the reporting period. 

Business rule – This number plus number of resolution meetings held that did not result in a 

written settlement agreement as of the end of the reporting period equals the 

number of resolution meetings.

 Hearings fully adjudicated - The number of due process complaints that resulted in 

hearings fully adjudicated as of the end of the reporting period, that is, the due process 

hearing was conducted and the hearing officer issued a written decision by June 30. 

Also, provide the following subsets of that number:

o Decisions within timeline (including expedited) - The number of written decisions 

that were decisions within timeline. Do not include here the decisions within 

extended timelines. 

o Decisions within extended timeline - The number of written decisions that were 

decisions within extended timelines. The decision must be issued within the 

specific time extension granted by the hearing or reviewing officer.

Business rule – This sum of the decisions within timeline, decisions within extended timeline, 

and late decisions equals the hearings fully adjudicated.

 Due process complaints pending - The number of the due process complaints that were 

due process complaints pending as of the end of the reporting period (June 30). 

 Due process complaints withdrawn or dismissed - The number of due process complaints

that were withdrawn or dismissed (including resolved without a hearing) as of the end of 

the reporting period (June 30).

Business rule – This sum of hearings fully adjudicated, due process complaints pending, and 

due process complaints withdrawn or dismissed equals the due process 

complaints.

EXPEDITED DUE PROCESS COMPLAINTS

This area is a subset of the due process complaints area. For this area, SEAs will provide the 

number of expedited due process complaints filed during the reporting period and the following 

subsets of that number:

 Resolution meetings - The number of the expedited due process complaints that resulted 

in a resolution meeting as of the end of the reporting period (June 30) and the following 

subset of that number:
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o Written settlement agreements - The number of resolution meetings that resulted 

in a written settlement agreement as of the end of the reporting period. 

Business rule – This number plus the number of resolution meetings held that did not result in a 

written settlement agreement as of the end of the reporting period equals the 

number of resolution meetings.

 Expedited hearings filly adjudicated - The number of expedited due process complaints

that resulted in expedited hearings fully adjudicated as of the end of the reporting period, 

that is, the due process hearing was conducted and the hearing officer issued a written 

decision by June 30. 

o Change of placement orders - The number of written decisions that resulted in a 

change of placement ordered. 

Business rule – This number plus the number of written decisions that did not result in a change 

of placement equal the number of expedited hearings fully adjudicated.

 Expedited due process complaints pending - The number of the expedited due process 

complaints that were expedited due process complaints pending as of the end of the 

reporting period (June 30).

 Expedited due process complaints withdrawn or dismissed – The number of expedited 

due process complaints that were withdrawn or dismissed as of the end of the reporting 

period (June 30).

Business rule – The sum of expedited hearings fully adjudicated, expedited due process 

complaints pending, and expedited due process complaints withdrawn or 

dismissed equals the expedited due process complaints.

GLOSSARY

Change of placement ordered – The hearing officer’s written decision in an expedited due 

process hearing fully adjudicated ordered a change in placement of a child with a disability to an 

appropriate interim alternative educational setting.

Complaint pending – A written, signed complaint that is either still under investigation or the 

SEA’s written decision has not been issued. 

Complaint pending a due process hearing – A written, signed complaint in which one or more of 

the allegations in the complaint are the subject of a due process complaint that has not been 

resolved. 
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Complaint with report issued – A written decision was provided by the SEA to the complainant 

and public agency regarding alleged violations of a requirement of Part B of IDEA. 

Complaint withdrawn or dismissed – A written, signed complaint that was withdrawn by the 

complainant for any reason or that was determined by the SEA to be resolved by the complainant 

and the public agency through mediation or other dispute resolution means and no further action 

by the SEA was required to resolve the complaint; or a complaint dismissed by the SEA for any 

reason, including that the complaint does not include all required content. 

Decision within extended timeline - The written decision from a hearing fully adjudicated was 

provided to the parties in the due process hearing more than 45 days after the expiration of the 

resolution period, but within a specific time extension granted by the hearing or reviewing 

officer at the request of either party. 

Decision within timeline – The written decision from a hearing fully adjudicated was provided to 

the parties in the due process hearing not later than 45 days after the expiration of the resolution 

period or in the case of an expedited due process complaint, provided no later than 10 school 

days after the due process hearing, which must occur within 20 school days of the date the 

expedited due process complaint is filed. 

Due process complaint – A filing by a parent or public agency to initiate an impartial due 

process hearing on matters relating to the identification, evaluation, or educational placement of 

a child with a disability, or the provision of a free appropriate public education to the child. 

Due process complaint pending – A due process complaint wherein a due process hearing has 

not yet been scheduled or is scheduled but has not yet been held.

Due process complaint withdrawn or dismissed - A due process complaint that has not resulted 

in a fully adjudicated due process hearing. This includes due process complaints resolved 

through a mediation agreement or through a written settlement agreement, those settled by some 

other agreement between the parties (parent and public agency) prior to completion of the due 

process hearing, those withdrawn by the filing party, those determined by the hearing officer to 

be insufficient or without cause, and those not fully adjudicated for other reasons. This does not 

include due process complaints that are pending a due process hearing.

Expedited due process complaint – A due process complaint filed by: (1) the parent of a child 

with a disability who disagrees with any decision regarding the manifestation determination 

and/or disciplinary removal of a student from an educational placement and the placement of that 

student in an interim alternative educational setting; or (2) a local educational agency that 

believes that maintaining the current placement of the child is substantially likely to result in 

injury to the child or to others.
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EDFacts Data Set: IDEA Part B Data Collections through EMAPS

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Expedited due process complaint pending – An expedited due process complaint wherein an 

expedited due process hearing has not yet been scheduled or is scheduled but has not yet been 

held.

Expedited due process complaint withdrawn or dismissed – An expedited due process complaint 

that has not resulted in an expedited fully adjudicated due process hearing. This includes 

expedited due process complaints resolved through a mediation agreement or through a written

settlement agreement, those settled by some other agreement between the parties (parent and 

public agency) prior to completion of the expedited due process hearing, those withdrawn by the 

filing party, those determined by the hearing officer to be insufficient or without cause, and those 

not fully adjudicated for other reasons. This does not include expedited due process complaints 

that are pending an expedited due process hearing.

Expedited due process hearing fully adjudicated – A hearing officer conducted a due process 

hearing concerning an expedited due process complaint, reached a final decision regarding 

matters of law and fact and issued a written decision to the parties about whether a change of 

placement is ordered.

Hearing fully adjudicated – A hearing officer conducted a due process hearing, reached a final 

decision regarding matters of law and fact and issued a written decision to the parties.

Mediation agreement – A written legally binding agreement signed by a parent and a 

representative of the public agency who has the authority to bind the public agency that specifies 

the resolution of any issues in the dispute that were reached through the mediation process. A 

mediation agreement that fully or partially resolves issues in dispute is included in “mediation 

agreement.”

Mediation held - A process conducted by a qualified and impartial mediator to resolve a 

disagreement between a parent and public agency involving any matter under Part B of IDEA or 

34 CFR Part 300, and that concluded with or without a written mediation agreement between the 

parties.

Mediation held not related to due process complaint – A process conducted by a qualified and 

impartial mediator to resolve a disagreement between a parent and public agency that was not 

initiated by the filing of a due process complaint or did not include issues that were the subject of 

a due process complaint. 

Mediation held related to due process complaint – A process conducted by a qualified and 

impartial mediator to resolve a disagreement between a parent and public agency that was 

initiated by the filing of a due process complaint or included issues that were the subject of a due 

process complaint. 

Mediation not held – A request for mediation that did not result in a mediation being conducted 

by a qualified and impartial mediator. This includes mediation requests that were withdrawn, 

mediation requests that were dismissed, requests where one party refused to mediate, and 
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EDFacts Data Set: IDEA Part B Data Collections through EMAPS

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requests that were settled by some agreement other than a mediation agreement between the 

parties. 

Mediation pending – A request for mediation that has not yet been scheduled or is scheduled but 

has not yet been held.

Mediation request – A request by a party to a dispute involving any matter under Part B of IDEA

for the parties to meet with a qualified and impartial mediator to resolve the dispute(s). 

Report with findings of noncompliance - The written decision provided by the SEA to the 

complainant and public agency in response to a written, signed complaint, which finds the public 

agency to be out of compliance with one or more requirements of Part B of IDEA or 34 CFR 

Part 300.

Report within extended timeline – The written decision from the SEA was provided to the 

complainant and the public agency more than 60 days after the written, signed complaint was 

filed, but within an appropriately extended timeline. An appropriately extended timeline is an 

extension beyond 60 days that was granted due to exceptional circumstances that exist with 

respect to a particular complaint; or if the parent and the public agency involved agreed to extend 

the time to engage in mediation, or to engage in other alternative means of dispute resolution, if 

available in the state or under state procedures. 

Report within timeline – The written decision from the SEA that was provided to the 

complainant not later than 60 days after receiving the written, signed complaint. 

Resolution meeting – A meeting, convened by the local educational agency (LEA), between the 

parent(s) and school personnel to discuss the parent’s due process complaint and the facts that 

form the basis of the due process complaint so that the LEA has the opportunity to resolve the 

dispute that is the basis for the due process complaint. 

Resolution period – Thirty (30) days from the LEA’s receipt of a due process complaint unless 

the period is adjusted because: (1) both parties agree in writing to waive the resolution meeting; 

or (2) after either the mediation or resolution meeting starts, but before the end of the 30-day

period, the parties agree in writing that no agreement is possible; or (3) if both parties agree in 

writing to continue the mediation at the end of the 30-day resolution period, but later, the parent 

or public agency withdraws from the mediation process. 

Written settlement agreement – A legally binding written document, signed by the parent and a 

representative of the public agency, specifying the resolution of the dispute that formed the basis 

for a due process complaint arrived at in a resolution meeting. For the purposes of reporting on 

Table 7, a written settlement agreement is one that fully resolves all issues of the due process 

complaint and negates the need for a due process hearing. 
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EDFacts Data Set: IDEA Part B Data Collections through EMAPS

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Written, signed complaint – A signed, written document submitted to the SEA by an individual 

or organization (complainant) that alleges a violation of a requirement of Part B of IDEA or 34 

CFR Part 300, including cases in which some required content is absent from the document.

MAINTENANCE OF EFFORT REDUCTION/ 

CONTINUING EARLY INTERVENING SERVICES

The data required for this table are organized into the following areas:

 LEA Allocations

 Maintenance of Effort Reduction

 Provision of Early Intervening Services

 Number of Children Receiving Coordinated Early Intervening Services (CEIS)

Two changes are proposed for the collection of these data beginning with Federal Fiscal Year 

2012 data (School Year 2012-13), which will be due in 2014. These changes are noted as NEW! 

REQUIREMENTS FOR SUBMITTING THE DATA

 These data are due May 1.

 Report only whole dollar amounts.

 Report on every local educational agency (LEA) and educational service agency (ESA) 

that received a Section 611 or Section 619 subgrant from your state.

 In providing data for this collection, the State is to submit complete and unsuppressed 

data.

 Each LEA/ESA must be reported by LEA/ESA name and NCES ID #.

 Business rules will be applied to these data.

SECTION A: LEA ALLOCATIONS

SEAs will provide the year for which the data were used to make the LEA/ESA determinations 

and the following information related to each LEA/ESA allocation during the reporting period:

 Total LEA/ESA allocation for IDEA Section 611 for:

o FFY 2011

o FFY 2012

o Increase in LEA/ESA allocations from FFY 2011 to FFY 2012. The value will be 

auto-calculated.
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 Total LEA/ESA allocation for IDEA Section 619 for:

o FFY 2011

o FFY 2012

o Increase in LEA/ESA allocations from FFY 2011 to FFY 2012. The value will be 

auto-calculated.

 Total LEA/ESA allocation for Sections 611 and 619 for FFY 2012. The value will be 

auto-calculated.

 15% of total LEA/ESA allocation for Sections 611 and 619 for FFY 2012. The value will 

be auto-calculated.

SECTION B: MAINTENANCE OF EFFORT REDUCTION

SEAs will provide the following information related to each LEA/ESA during the reporting 

period:

 Specify the determination under 34 CFR 300.600(a)(2) that controls whether the LEA 

may be able to reduce MOE during SY 2012-13

 Reduction in dollars of local and/or State funds taken pursuant to Section 613(a)(2)(C) by

the LEA/ESA during SY 2012-13

 Percent of the available reduction taken by LEA/ESA during SY 2012-13. The value will 

be auto-calculated.

SECTION C: PROVISION OF COORDINATED EARLY 

INTERVENING SERVICES (CEIS)

SEAs will provide the following information related to each LEA/ESA during the reporting 

period:

 Required CEIS

o Identify which LEAs/ESAs were required to use 15% for CEIS due to significant 

disproportionality in SY 2012-13

o Each category under which the LEA/ESA was identified as significantly

disproportional NEW!

o Amount reserved for required CEIS in the LEA/ESA in SY 2012-13

o Percent taken for required CEIS during SY 2012-13. The value will be autocalculated.

 Voluntary CEIS

o Identify which LEA/ESA voluntarily used up to 15% of its IDEA 611 and 619 

funds for CEIS in SY 2012-13

o Amount reserved for voluntary CEIS in SY 2012-13

o Percent taken for voluntary CEIS during SY 2012-13. The value will be autocalculated.
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EDFacts Data Set: IDEA Part B Data Collections through EMAPS

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SECTION D: NUMBER OF CHILDREN RECEIVING

COORDINATED EARLY INTERVENING SERVICES

SEAs will provide the following information related to each LEA/ESA during the reporting 

period: 

 Total number of children receiving CEIS in the LEA/ESA during SY 2012-13

 Total number of children who received CEIS anytime in the past 2 school years 

(including SYs 2010-11, 2011-12, 2012-13) and received special education and related 

services in SY 2012-13

 State’s definition of significant disproportionality. NEW!

GLOSSARY

National Center for Educational Statistics (NCES) Identification Number – The 7-character 

NCES LEA ID that is used to uniquely identify a school district.