ESY Planning with Data: Who Actually Needs Summer Services

ESY Decision Accuracy

Subjective 92% data-based

New

Regression Data Collected

31% 88%

+184%

Service Planning Completed by May

60% 95%

+58%

Symptom

Extended School Year (ESY) decisions were made subjectively. Some teams automatically recommended ESY for every student with an IEP. Others never recommended it. There was no consistent data collection process for measuring regression (the legal standard for ESY eligibility). The result: some students received services they didn't need (wasting limited summer resources) while others who needed services didn't receive them.

People

The director of special education created a district-wide ESY protocol. Team: - Director of special education — Protocol design, training - Building coordinators — Implementation, data collection oversight - Special education teachers — Regression data collection - Related service providers — Service-specific regression monitoring

Data

Regression data was collected at three points: before a scheduled break (baseline), immediately after the break (regression measure), and two weeks post-break (recoupment measure). Each IEP goal was measured at all three points. The data was logged as factor scores and displayed on a dashboard that showed regression/recoupment patterns per student.

Plan

A structured 3-step process replaced ad hoc ESY decisions: 1. Data Collection (Jan-Apr): Before and after every school break (winter, spring, long weekends), teachers measured progress on IEP goals. This created an objective regression/recoupment record. 2. Decision Protocol (April): Teams reviewed each student's regression data against a clear rubric: "Did the student lose skills over breaks AND take longer than 2 weeks to recoup?" If yes → ESY recommended. If no → document the data and do not recommend. 3. Service Planning (May): Students recommended for ESY had service plans completed by May 15, including specific goals, service hours, and provider assignments. The data made conversations with parents easier. Instead of "we think your child needs summer services," the team could show the regression pattern with objective numbers.

Resources

ESY Decision Rubric

Regression/recoupment criteria with examples

Break Data Collection Form

Pre/post break measurement template