The following are recommendations for what to do in October to get ready for the December 1 Child Count. 

The December 1 Child Count is an annual data collection process mandated by the Individuals with Disabilities Education Act (IDEA). It requires each state to report the number of children receiving special education services on December 1 (or the closest school day). This count includes students ages 3 through 21 who have been identified as eligible for special education under one or more of the 13 disability categories outlined in IDEA. The data collected is used to allocate federal funding to states and to monitor the provision of services to children with disabilities.

To prepare for the December 1 Child Count, districts should begin their preparations in October by taking the following steps:

1. Review and Update Student Records

• Verify IEPs: Ensure all students with IEPs have current and accurate documentation, including updated eligibility determinations and service plans.
• Check Eligibility Categories: Confirm that each student’s primary and secondary disability categories are correctly identified according to IDEA requirements.
• Update Enrollment Data: Make sure all students receiving special education services are properly enrolled and listed in the district’s student information system.
• Ensure Timeliness: Verify that initial evaluations, re-evaluations, and IEP meetings are within required timelines, and that IEPs are current.

2. Coordinate with Schools and Service Providers

• Communicate with School Teams: Ensure school administrators, special education coordinators, and case managers are aware of the upcoming Child Count and their role in providing accurate information.
• Address Staffing and Caseloads: Confirm that all special education staff have accurate caseloads and student assignments, and that services are being delivered in line with each student’s IEP.

3. Validate Data in the Special Education Management System

• Check Data Accuracy: Cross-check student information between the special education management system and the district’s main student information system to avoid discrepancies.
• Resolve Errors: Address any inconsistencies, such as missing or incorrect student data, errors in service delivery documentation, or inaccurate disability classifications.
• Ensure Accurate Exit Data: Make sure students who have exited special education (through graduation, aging out, or other reasons) are properly recorded.

4. Ensure Compliance with State and Federal Reporting Guidelines

• Review State Requirements: Ensure the district team is familiar with any specific state guidelines or changes to the reporting process for the Child Count.
• Monitor Deadlines: Stay aware of the submission deadlines for the state’s Child Count reporting and begin preparing early.

5. Monitor for New or Incoming Students

• Track New Referrals: Keep track of new referrals for special education services and ensure evaluations are completed and eligibility determined before December 1.
• Address Transfers: Work with families of students who have recently transferred into the district to confirm the timely transfer and implementation of their IEPs.

6. Provide Training to Staff

• Train Case Managers and Data Clerks: Ensure staff involved in data collection, entry, and reporting are trained on the district’s processes for managing special education data.
• Reinforce the Importance of Accuracy: Emphasize to staff that accurate reporting is essential, as it affects funding and compliance.

7. Plan for a Final Pre-Count Review

• Schedule a Data Review in November: Plan a meeting in mid-November to review all data before the December 1 snapshot, resolving any errors or inconsistencies before the final submission.