SIRS - p-12 - New York State Education Department

Chapter 8: Reporting Enrollment Records
or is stopped for any reason. A subsequent second 4034 enrollment record may be submitted
for preschool children if they are referred to the CPSE again for an initial evaluation to
determine eligibility for special education. A new enrollment record with Reason for Beginning
Enrollment Code 0011 must be submitted for preschool-age children who are found to be
eligible for special-education services when they enroll in school to receive special-education
services. The beginning day of this enrollment must be after the ending date of the Reason for
Ending Enrollment Code 140 record.
If a preschool student with a disability is declassified by the CPSE, or if a preschool
student with a disability is determined not to be eligible for special education as a school-age
student with a disability, or if the parents of a preschool student with a disability revoke consent
for special-education services, the program fact record (i.e., Type of Disability) must be ended
with an ending date and Reason for Ending Program Service Code 901.
If preschool students with disabilities move out of the school district, submit an ending
enrollment record with the Reason for Ending Enrollment Code 170, 221, or 425.
Use Reason for Ending Enrollment Code 153 for a preschool child with a disability who,
upon reaching school age, is placed by the CSE in a different building for a school-age specialeducation
program. Use Reason for Ending Enrollment Code 782 for a preschool child with a
disability who, upon reaching school age, is placed by the CSE in the same building for a
school-age special-education program. In both cases, also submit a program fact record (i.e.,
Type of Disability) with an ending date and Reason for Ending Program Service Code 912 to
end the “preschool student with a disability” record, and submit a new programs fact record
with the school-age disability code.
Postsecondary Students
Students who leave a district to attend a postsecondary institution prior to earning a
high school diploma and are awarded, by that postsecondary institution, the final high school
credits needed for graduation, must be reported by the high school issuing the diploma, even if
these students never returned to the high school. The high school should report these
students in the SIRS using the Reason for Beginning Enrollment Code 0011 and date, the
appropriate Reason for Ending Enrollment Code and date, and the credential earned. If
students are enrolled both in a high school and in a postsecondary institution, they should be
reported as enrolled in the high school.
Students with Disabilities
The enrollment record of each student with a disability who is placed out of district by
the CSE or CPSE must have an active BEDS code for the district of residence (i.e., under the
data element District of Responsibility BEDS Code) and for the school where the child is
receiving full-time educational services (i.e., under the data element Building of Enrollment
BEDS Code). Guidance on acceptable BEDS codes is available at
http://www.p12.nysed.gov/irs/sirs under Location Code Information and at
http://www.p12.nysed.gov/sedcar/. If you cannot find a BEDS code for the location where the
student has been placed, contact SEDCAR by phone at (518) 486-4678 or by e-mail at
dataquest@mail.nysed.gov for assistance.
162 Student Information Repository System Manual for 2010–11 Version 6.2