P.O. BOX 2120

November 2, 2001


TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: Report of Children With Disabilities Receiving Special Education on December 1, 2001

Under the provisions of Part B of the Individuals With Disabilities Education Act (IDEA), as amended, local education agencies are required to make an unduplicated count of students with disabilities receiving special education on December 1 or the closest school day to December 1. 

Because these data form the basis for state funding and federal reporting, information submitted is subject to audit by the United States Department of Education, the Virginia Department of Education, and the Auditor of Public Accounts. Therefore, documentation of age and disability for students reported must be maintained at the local level.

All school divisions are required to submit student data for the December 1, 2001, child count using the SpedSys Special Education Student Information System. All school divisions have participated in training on how to use the SpedSys system.

Individual student records received by the department are processed by using student identification numbers. While the student identification numbering systems are left to local discretion, the Department of Education requires that when two or more school divisions report the same student they must agree to use a common identification number. All other required data elements must be identical when two or more school divisions report the same student. Inaccurate reporting of student data may result in loss of funding or overpayments to localities. 

Data submitted to the Department of Education must reflect the status of students with disabilities as of December 1, 2001. A properly developed individualized education program (IEP), an individualized family service plan (IFSP), or a services plan for students unilaterally placed by parents in private schools but receiving some special education, must be on file for each disabled student reported to the Virginia Department of Education.

Data should be submitted to the Department of Education no later than Friday, December 7, 2001. If you need assistance or have any questions, please contact Mr. Paul J. Raskopf at (804) 225-2080 or at (