Special Education Department
Student Learning Support Division
EOY Action Plan
The End of Year Procedures for IEP Chairs Manual 2014-15 lays out policies and procedures
for IEP Chairpersons to ensure that special education records and processes are completed by the
end of the school year. Below provides relevant end of year dates and actions. IEP Chairpersons
at closing and moving schools should follow the end of year procedures unless they have
received alternative instructions from the Special Education Department.
The purpose of this plan is to ensure that IEP Chairs:



adhere to the tasks and dates described in the timeline below and in the End of Year
Manual
transfer records to receiving schools
close out the school year in order to be ready for the 2015-16 school year
Due Date
Ongoing on a weekly
basis
Action
Run and review all Data Cleansing reports and rectify all errors as needed. All
cases on data cleansing reports must be resolved by the end of the school year.
Citywide Program Students (ED Pride, Life Skills, and PAL):
For all students currently enrolled in 5th or 8th grade receiving services, or
exiting high school students in a Citywide Program, complete and submit the
following forms to the designated Citywide Educational Specialist:
 Students Leaving Present Program (pg. 14)
 Student Transportation Form (pg. 18)
April 24, 2015
For all other students currently receiving services in one of the Citywide
Programs, complete and submit the following forms to the Citywide
Educational Specialists:
 Students Remaining in Present Program (pg. 15)
 Student Transportation Form (pg. 18)
ED Pride Specialist
Damion Crawford
DCrawford@bcps.k12.md.us
Dana Deise
DDeise@bcps.k12.md.us
Ernestine Holley
EHolley@bcps.k12.md.us
Program Schools
37, 75, 105, 122, 130, 223, 229,
378, 450
21, 76, 164, 235, 339, 416, 427,
431
16, 67, 207, 210, 213, 406, 418,
433
Life Skills Specialist
Michael Jones
MAJones02@bcps.k12.md.us
PAL Specialist
Diane McKelvey
DMMcKelvey@bcps.k12.md.us
Submit to their Preschool Special Education Program Lead the Office of Early
Learning Programs Organizational Form SY 2014-2015 for rising PreK and K
and submit Student Transportation Forms for:
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Special Education Department
Student Learning Support Division
Due Date

April 24, 2015
April 24, 2015

Action
Preschool students who will continue in an ELP during the 2015-16
SY
Preschool students who will be assigned to their zoned schools in
2015-16 SY and need to be dismissed from transportation
Submit to their Preschool Special Education Program Lead – Ramsey
Mihavetz (ermihavetz@bcps.k12.md.us) the Form for Students Leaving
Present Program form and submit Student Transportation Forms for:
 Kindergarten students transitioning from Kindergarten to 1st grade
who continue to be in need of a Citywide special education program
Complete all IEP Team processes (such as assessments, IEP review
meetings, re-evaluations, etc.) for students with disabilities who will
transition to another school for SY 2015-2016.
Complete all IEP Team processes, such as assessments, IEP review meetings,
re-evaluations, etc., due prior to September 30, 2015, for students with
disabilities.
May 15, 2015
Note: If the IEP Team indicates a need for additional assessments, and/or
meetings, the school team will continue the process beyond May 15, 2015 in
accordance with established timelines. Educational Assessments must be
completed by school-based staff. They cannot be prevention planned.
Second Submission-ELP Citywide Programs
May 19, 2015
May 18, 19, & 21, 2015
Transfer of records
Middle to High
May 26 to
May 29, 2015
Transfer of records
Elementary to Middle
& ELP to Elementary
June 1 to
June 5, 2015
Transfer of Records
Folders that required
corrective actions
Last day of School
Exited/Inactive Folders
June 5, 2015
June 8 to June 12, 2015
Send to the Citywide Educational Specialists any changes to listings for
Students Remaining in Present Program and for Students Leaving Present
Program:
 for students in specialized Citywide special education programs
 within three (3) days of the IEP meeting that resulted in LRE change or
for students newly entering the program after 5/31/15.
The sending and receiving schools will meet at a central location (TBA) to
complete the transition process to ensure the:


exchange of confidential records
exchange of the Students’ Record Transfer List
IEP Chairs will follow the transfer of records process identified by the Office of
Special Education. Sending schools must retain a working copy of the IEP to
ensure that IEP implementation continues through the end of the school year.
Records returned due to non-compliance must be corrected and returned to the
receiving school by June 13, 2015.
*Note: Completed encounter tracker notes from relate service providers for the
period of August 2014 – April 2015 should be included in the folder.
Ensure that all inactive/exited students’ confidential folders are located in a safe
and secure location within the building.
IEP Chairs will exit graduating seniors using appropriate graduation exit code
in Maryland Online IEP (MDOIEP)
End of Year Checklist IEP Chairs will complete and submit to the Educational
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Special Education Department
Student Learning Support Division
Due Date
Action
Specialist assigned to their school(s) the End of Year Checklist for each
assigned school.
IEP Chairs at sending schools transfer students to new school assignments in
MDOIEP. IEP Chairs at receiving schools pull new students in on MDOIEP
and print out IEP report cards and file in the appropriate sections of the
confidential IEP folder.
June 15-16, 2015
Note: Related service providers must print out encounter tracker (ET) logs for
May and June prior to leaving for summer break. IEP Chairs from the sending
school are to intra-office mail the ET notes to the receiving school. Receiving
school IEP Chairs are to place ET notes in the assessment section of
confidential folder prior to the first day of the 2015-16 school year.
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Special Education Department
Student Learning Support Division
Organization Form SY 2015-2016
STUDENTS LEAVING PRESENT PROGRAM
School #
Type of Program
Student’s Name (Please Print)
DOB
Pupil #
Date of Information ___________________
*2nd Submission:
Teacher
Race/Sex
Code
Disability
Code
LRE
Last IEP
Meeting
Date
Current Address/ZIP/Phone
Trans. Type
2015-2016
(Yellow
Bus/MTA)
Grade
15/16
school
year
Sent to: Citywide Educational Specialist or Preschool Specialist by April 22, 2015
_______ No changes made to original data
Updated to reflect: _____Additions
_____Deletions
*Resubmitted to Educational Specialist or Preschool Staff by May 8, 2015
Signature of IEP Chair ____________________ _______________________________________ (Attach Students’ Transportation Forms)
* Comments (use code)
1. Transition to next level
2. Return to Zone School
3. Other (explain)
C: Nonpublic Office
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Comment
(Please use codes
provided)
Special Education Department
Student Learning Support Division
Organization Form SY 2015-2016
STUDENTS REMAINING IN PRESENT PROGRAM
School #
Student’s Name (Please Print)
Type of Program
DOB
Pupil #
Teacher
Race/Sex
Code
Disability
Code
LRE
Last IEP
Meeting
Date
Current Address/ZIP/Phone
Trans. Type
2015-2016
(Yellow
Bus/MTA)
Grade
15/16
school
year
Date of Information ___________________ Sent to: Citywide Educational Specialist or Preschool Specialist by April 22, 2015
*2nd Submission: ______ No changes made to original data
Updated to reflect: _____Additions
____Deletions
*Resubmitted to Educational Specialist or Preschool Staff by May 8, 2015
Signature of IEP Chair ___________________________________________________________ (Attach Students’ Transportation Forms)
* Comments (use code)
1. Transition to next level
2. Return to Zone School
3. Other (explain)
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Comments
Special Education Department
Student Learning Support Division
Office of Early Learning Programs
Organization Form SY 2014-2015 for rising PreK and K but not for rising first graders
School Name and Number: ________________________________ Teacher:_______________________________
Student’s Name (Please
Print)
DOB
Pupil #
Race/Sex
Code
Date of Information ___________________
FCI
LRE
Current
Address/ZIP/Phone
Grade for SY
2015-2016
Will student need
transportation in SY
2015-2016?
Will student be
going into zone
school for SY 1516? If so, include
school # and date
of IEP meeting.
Sent to: ELP Lead by April 22, 2015
Signature of IEP Chair ____________________ _______________________________________
(Attach Students’ Transportation Forms and PreK Checklist and send your ELP Lead in Early Learning Programs, B-5)
E. Ramsey Mihavetz 443-642-3990
Roberta Courter 443-642-3990
Jessica Henkin 443-642-3990
ermihavetz@bcps.k12.md.us
rcourter@bcps.k12.md.us
jlhenkin@bcps.k12.md.us
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Will student be going
into a Citywide Early
Learning Program for
SY 15-16? If so,
include program type
(ELE/ETE/PACE,
etc.) and date of MRE
meeting.
Special Education Department
Student Learning Support Division
Baltimore City Public Schools Student Transportation Form
TO PREVENT DELAYS PLEASE PRINT AND COMPLETE ALL INFORMATION
Student ID
Last Name
First Name
BCPSS Sch#
Trans to Sch#
Grade
Parent/Guardian:
DOB
SSN
Home Phone#
Person With Whom Student Lives:
Gender
Height
Mobile#
Office#
Ethnic Code:
Program:
Residential Address:
Emergency Contact:
Pickup Address:
Emergency Address:
Dropoff Address:
Emergency Telephone:
Transportation:
Ambulates
Without
Assistance
Weight
Reason for Trans:
Disability:
Special Accommodation:
Walks to bus stop independently
Equipment
Communication
Walks to bus with supervision
None
Verbal
Walks on bus independently
Car Seat
Non Verbal
Walks to seat independently
Oxygen
Communication in English
Needs assistance to board the bus
Safety Vest
Primary Language if NOT English:
Needs assistance to find seat
Other:
Uses Crutches
Uses sign language as primary language
Uses Walker
Uses augmentative communication device
Impact of Disability on Transportation
Medical Information
Disability Condition
Allergies
Heart
Cognitive Level impacts understanding of directions
Asthma
Respiratory
Behavior Management Plan on file
Bleeding Disorder
Seizures
Nursing Care Plan
Brittle Bone
Other:
Health Plan
Diabetes
Other:
Special Considerations:
Start Date
End Date
School Program
School Hours
From
Completed by:
Date Received:
Title/Position:
Approved by:
Sch#:
Network:
Date Submitted:
Date Submitted to DPT:
Reviewed/Approved by
Status
Date Returned to Sender
Pick Up Routing Information
Drop Off Routing Information
Route
Route
Contractor
Contractor
Bus#
Stop Time
:
Title/Position:
Date Approved:
Transportation Mode
To
Status:
Forms Submitted to:
Date Received by DPT
:
Bus#
Stop Time
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Special Education Department
Student Learning Support Division
OSE MONITORING AND
TRANSFER OF RECORDS FORM
Student’s Name:
Student ID #:
Sending School #:
LRE and Disability Code:
Receiving School #:
Program:
SECTION 1: MONITORING AND TRANSFER OF RECORDS CHECKLIST
Location in IEP Folder
Inside Cover
Referral Information
Assessments
Name of Form
Communication Log
Log of Access
Initiation of Services
Child Find Referral
Consent for Assessment Form
Psychological/Cognitive
Assessments
Encounter Tracker
Information / Notes /
Forms
IEP
Parent Communications
Miscellaneous
Satisfactory
Unavailable
Psychosocial
Educational
Speech/Language
FBA
Other (OT, PT, Audio/Vision, etc.)
Evaluation and Determination of Eligibility Report
Observations
SLD Team Report
FBA
Progress Reports/Notes
All Encounter Tracker Notes and Forms
Universal Contact Log
Contact / Service Log (notes)
IEP
BIP
IEP Report Card
IEP Meeting Notice / Invitation
5 Day Letter (pre- and post-meeting)
Revoke Consent for Service Form
Prior Written Notice Form
MA Coordination Consent Form
Parent Surrogate Appointment Letter
Nonpublic Placement Form
Student Discipline Log
Request for Parent Surrogate
Release of Information Form
Outside Agency Correspondence
Transportation Data Form
Prevention Plan Form
Monitoring and Transfer of Records
Manifestation Determination Review
FAPE Forms
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Incomplete
N/A
Special Education Department
Student Learning Support Division
Comments (specify available but incomplete, other relevant information)
SECTION 2: ACTIONS NEEDED
Actions required within the next 30 days
IEP Team Meeting
Yes/No
Reason
Assessment Needed
Other (specify):
Comments (other relevant information):
SECTION 3: CERTIFICATION
I conducted this review with the assistance of, _____________________________ (IEP chair name), prior to transferring the folder to
_____________________________ (school name) _______ (number).
I certify that for each FAPE violation discovered, an IEP meeting has been conducted to address the violation.
Date: ________________________
Signature: _________________________________________
Principal/Administrator
Date: ________________________
Signature: _________________________________________
IEP Chair
*Place this form in the Miscellaneous Section of the Confidential Folder.
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Special Education Department
Student Learning Support Division
Student Records Transfer List-Annual Transfer of IEP Records
FROM: ___________________________________
School Name & Number/Office
TO: __________________________
School Name & Number/Office
Part A – Directions: List the names of transitioning students in alphabetical order.
Name
Last, First
Student ID
Number
Date Record was
Accepted
Rejected
Initials of Accepting
Staff Member
Part B – Directions: List the name of students whose records are not being transferred at this time.
Name
Student ID
Number
Last, First
School Forwarding Records
Actions Needed
Staff
Member
Initials
School Receiving Records
Name: __________________________________
Name: _________________________
Position: __________________ Date: __________
Position: _____________ Date: _____
3 Copies:
Sending school
Receiving School
District Office
Shared with IEP Chairs December2014, January 2015, February 2015 & posted on Office 365
Anticipated
Date for
Transfer
Baltimore City Public Schools
Office of Special Education
END–OF–YEAR EXIT CHECKLIST
FOR IEP CHAIRS
SCHOOL YEAR 2014-2015
Carefully read the directions and complete the End of Year Exit Checklist for IEP Chairs.
Directions:
1.
2.
3.
4.
Read each statement.
Respond to each statement by placing a
mark in the appropriate box.
If your response to any statement is NO, state a rationale for the negative response.
Upon completion of the Exit Checklist, submit completed checklist to your Educational Specialist.
 The Educational Specialist assigned to your school will review and follow-up with you as needed.
Special Education Department
Student Learning Support Division
Baltimore City Public Schools
Office of Special Education
END–OF–YEAR EXIT CHECKLIST FOR IEP CHAIRS
School (Name/Number) ______________________ Date___________
Requirements for Maryland Online IEP (MDOIEP) prior to the close of school
ACTIVITIES
Run Data Cleansing Reports # 2, 4, 11, 18, 29, 31, 32, 36, 50 and 51. Reports should
indicate no data. If the answer is “No” due to noncompliant data, state rationale:
(Submit copies with checklist)
Run MDOIEP Reports to ensure that all meetings have been held within timelines
 Annual Review/Evaluation/Reevaluation Report (for most current annual review
and evaluation and reevaluation for this school year)
 SPP 11
 SPP 12
(Submit copies with checklist)
Run MDOIEP Annual Review/Reevaluation Report for PROJECTED annual review
dates and reevaluation review dates to document that there are/are not any outstanding
meetings due.
 Use the date range of January 1, 2015 to October 1, 2015
 Complete VERIFICATION FORM A to document that the annual review
meetings appearing on this report have been scheduled
 Complete VERIFICATION FORM B to document that all reevaluation meetings
appearing on this report have been scheduled
 All meetings must be scheduled to be conducted prior to May 15, 2015. If there
are any meetings that must be held after that date, explain why.

YES
NO
N/A
Complete VERIFICATION FORM C to document initial meetings not
held
High school seniors are exited in MDOIEP using the correct date and code that
corresponds with SMS
 Completion date of June 5, 2015
 MDOIEP Exit Code must match SMS.
MDOIEP= B then SMS = GD
MDOIEP= C then SMS = GC
MDOIEP= D then SMS = GC
If the answer is “No”, state the rationale:
Submit a copy of the MDOIEP Exit Report indicating that all students have been exited
with the appropriate codes
The initial IEP meetings for all students in the referral process have been held. If the
answer is “No”, please complete Form C-of this packet and state rationale.
All students who will turn 8 years old by September 30, 2015, had an IEP meeting prior
to the end of SY 2014-2015 to determine whether there is an educational disability. If the
answer is “No”, please indicate date the meeting is scheduled
Note:
If assessments were ordered but not completed, please attach prevention plan(s).
Educational assessments and observations must be conducted by school staff.
End of Year Exit Checklist for IEP Chairs--Revised April 2015
12
Special Education Department
Student Learning Support Division
Based on OSEMC’s review of compliance with MSDE discipline regulatory indicators, all
students have met the necessary requirements.
If the answer is “No”, state the rationale:
All IEPs have been amended for students who turned 6 years old prior to the end of SY
2014-2015 for their LRE designation.
All confidential folders of students who exited during SY 14-15 must be maintained in a
central location to be available for possible MSDE Exit Audit during Summer 2015
 Print the Exited Report on MDOIEP
 Cross reference each student on the report to ensure that each student has a
folder.
 Place the exited folders in a box/inactive file with the exited report attached to the
outside of the box.
 Indicate where the exited folders are located at your school.
 Ensure that indicator 13 (SPP#13) are completed and placed in the folders for all
students who are transition age.
 Ensure that a copy of the exit document is in the folders.
The 2014-2015 exited folders are located_________________________
All individual Snap Shot IEPs have been submitted to the appropriate Summer School
staff. High Schools must submit Snap Shot IEPs to the appropriate Summer School site.
Documentation that all ESY decisions have been made.
 Run the ESY Report
 Schedule meetings immediately for any that show as decision deferred
 Run ESY Report to show all decisions have been made by March 1, 2015
All documentation required for students referred for Extended School Year services has
been entered in the ESY Tracking System by April 2, 2015.
A completed computer generated, IEP matrix has been updated and submitted to the
principal, scheduler and a copy maintained in the IEP Office. (Submit a copy with the
checklist to the Educational Specialist.)
Copy of MDOIEP Draft/Closed IEP Report must be submitted to verify that all IEPs
have been appropriately closed. If there are any problems, notify your Educational
Specialist.
Requirements for Transfer of Records
ACTIVITIES
For each student who transitioned to the next level, the confidential folder was certified by
the principal as compliant prior to transferring the records.
If the answer is “No”, state the rationale:
YES
NO
N/A
The receiving school will receive a list from the sending school of all in-coming student
record information.
If the answer is “No”, state the rationale:
End of Year Exit Checklist for IEP Chairs--Revised April 2015
13
Special Education Department
Student Learning Support Division
For each currently approved student in a Citywide special education program (PRIDE,
Life Skills, PAL, Vision, Hearing) who will be transitioning to the next level, a student
data/transportation form has been submitted to the Citywide Educational Specialist.
If the answer is “No”, state the rationale:
For each student with an educational disability requiring transportation as a related
service, the Office of Pupil Transportation has been provided with all known and updated
changes of address.
Confidential folders for all students transferring have been exchanged at the central
records transfer location. A copy of the records transferred list is to be attached and
provided to the Educational Specialist.
For confidential folders that are not transferred, a list is provided to the Educational
Specialist indicating the reason(s) the folder was not transferred.
If the answer is “No”, state the rationale:
Requirements for Third Party Billing
ACTIVITY
Any IEP Team Meeting Information not previously submitted prior to June 5, 2015 has
been entered into the Third Party Billing system.
If the answer is “No”, state the rationale:
YES
NO
N/A
YES
NO
N/A
YES
NO
N/A
Requirements for Prevention Plan and Missed Services Reporting
ACTIVITIES
All requests for Prevention Plans have been electronically submitted to the Related
Services Unit or to the appropriate parties.
If the answer is “No”, state the rationale:
All outstanding Prevention Plans have been updated.
If the answer is “No”, state the rationale:
Case Management Housekeeping
ACTIVITIES
All computers in the IEP offices have been turned off.
If the answer is “No”, state the rationale:
All confidential records are secure, but accessible through the principal or his/her
designee.
If the answer is “No”, state the rationale:
A system has been identified to address the receipt of any incoming special education
information during the summer (i.e., letter, telephone message, meeting requests, access to
locked files, receipt of records etc.).
If the answer is “No”, state the rationale:
End of Year Exit Checklist for IEP Chairs--Revised April 2015
14
Special Education Department
Student Learning Support Division
The IEP office is orderly and secure.
If the answer is “No”, state the rationale:
All laptops are secured with the principal
Signatures:
School Principal:________________________________________________
Date: _______________
IEP Chair:_____________________________________________________
Date: _______________
IEP Chair:_____________________________________________________
Date:________________
Educational Specialist:_____________________________________________ Date:___________
End of Year Exit Checklist for IEP Chairs--Revised April 2015
15
Special Education Department
Student Learning Support Division
END–OF–YEAR EXIT CHECKLIST
FOR IEP CHAIRS
Annual Review Verification Form A
Reevaluation Verification Form B
Initial IEP Meeting Verification Form C
End of Year Exit Checklist for IEP Chairs--Revised April 2015
16
Special Education Department
Student Learning Support Division
Baltimore City Public Schools
Office of Special Education
Annual Review Verification Form A
School # _________ IEP Chair(s): ______________________________________________________________________________
# meetings due prior to 9/30/15 ____________
List all students that appear on the
Projected Annual Review Report
PIF
Projected
Annual
Date
Scheduled
Date
Date
Parent
Notified
If not scheduled to be held by 05/15/15
explain why and plan for completing
IEP Chairs Signature: _____________________________________ _______________ Date Completed __________________
Principal’s Signature ______________________________________________________Date submitted to principal __________
Attach a copy of the MDOIEP Projected Annual Review Report and all notification letters to this form
End of Year Exit Checklist for IEP Chairs--Revised April 2015
17
Special Education Department
Student Learning Support Division
Baltimore City Public Schools
Office of Special Education
Reevaluation Verification Form B
School # _________ IEP CHAIRS: ______________________________________________________________________________
# meetings due prior to 9/30/15 ____________
List all students that appear on the
Projected Reevaluation Report
PIF
Projected
Reevaluation
Date
Scheduled
Date
Date
Parent
Notified
If not scheduled to be held by 5/15/15
explain why and plan for completing
IEP Chairs Signature: ______________________________________________________ Date Completed __________________
Principal’s Signature ______________________________________________________ Date submitted to Principal __________
Attach a copy of the MDOIEP Projected Reevaluation Report and all notification letters to this form
End of Year Exit Checklist for IEP Chairs--Revised April 2015
18
Special Education Department
Student Learning Support Division
Baltimore City Public Schools
Office of Special Education
Initial IEP Meeting(s) not held Form C
School # _________ IEP CHAIRS: ______________________________________________________________________________
# meetings due prior to 9/30/15 ____________
Student name
PIF
Referral date
Scheduled
Date
Date
Parent
Notified
If not scheduled to be held by 5/15/15
explain why and plan for completing
IEP Chairs Signature: ______________________________________________________ Date Completed __________________
Principal’s Signature ______________________________________________________ Date submitted to Principal __________
Attach a copy of the MDOIEP Initial IEP Meeting(s) not held and all notification letters to this form
End of Year Exit Checklist for IEP Chairs--Revised April 2015
19