Referral ARC Meeting
AGENDA
Prior to the Meeting
Assign a Recorder for the meeting.
Ensure access to the following documents:
Determination of Student Representative on File
Student Due Process Folder
Existing Assessment Data
Evaluation Planning Form
Eligibility Determination Forms
KY Disability Definitions
Consent to Evaluate
Conference Summary/Action Notice
Kentucky Administrative Regulations
Have on Hand:
 Completed Referral with Documentation
of Instruction/Interventions

Copy of Parental Rights
A. Introduction of ARC Members and Guests
1. If a staff person is substituting for another staff person, document the attendance on the Conference
Summary/Action Notice.
2. If someone not listed on the Notice of Meeting requests to attend, ask parent for approval and
document this on the Conference Summary.
3. If an ARC Member is unable to attend the meeting, the ARC Chairperson requests consent (signature)
from parent “Parent Notice: ARC Member Unable to Attend Scheduled Meeting” prior to the ARC
Meeting and shares written report submitted from absent ARC member.
B. Review of Procedural Safeguards Notice (Parent Rights)
1. Explain & give parent a copy of Procedural Safeguards Notice
2. Ask parent if they have any questions or need for further explanation of parent rights
C. Chairperson describes the ARC Process
1. The ARC uses consensus to reach decisions
2. Each member has an opportunity to share information
3. Members discuss and consider information prior to making a decision
4. If data is insufficient to make a decision, the meeting is rescheduled for a time when all data is
collected
5. Each member has an equal and active role in the ARC process
D. Chairperson describes the steps in the Referral Meeting Process
The committee will:
1. Review and discuss all components of the referral
2. Determine whether or not the child or youth has a suspected disability
3. Determine the area(s) of suspected disability, if applicable
4. Design an evaluation plan, if applicable
5. Obtain parental consent for evaluation, if applicable
6. If the committee does not suspect a disability, a notice of refused action is completed on the
Conference Summary/Action Notice
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E. Analyze the Referral
1. Determine if the personally identifiable data is correct [Referral Page 1]
2. Review student performance data in the Major Areas of Concern [Referral Page 1 & 2],
3. Discuss School Information, Health Screening, Medical Health Conditions, and current Medication and
determine the extent of impact or contribution to the student academic or behavioral problems
indicated in the areas of concern. [Referral Page 1, 2, 3, & 4]
4. Use the student performance data in the Major Areas of Concern [Referral Page 1 & 2], and
determine if:
a. documentation exists of Research-based Instruction/ Interventions/Strategies in all areas of
concern over a period of time [Referral Page 5]; and
b. implementation of Instruction/ Interventions/Strategies by qualified personnel is verified
[Referral Page 5 and student records];
c. Documentation of Student Progress exists (repeated assessments or measures of behavior at
regular intervals) [Referral Page 5].
d. research-based instructional interventions targeted the areas of concern and were
appropriate;
5. Review and discuss documentation of Past and Present Support [Referral Page 4] provided and
determine if the supports were appropriate and the impact or contribution to the area(s) of concern.
6. Review and discuss documentation to determine if appropriate instruction in reading and math was
provided.[School Information Page 2, Page 4, and Page 5]
7. Discuss documentation to determine if appropriate instruction for limited English proficiency was
provided, if applicable.[Demographic Data Page 1, Page, 4, Page 5]
8. After review, discussion, and determinations made with all data in 1-6 above, compares the student
performance data to their peer group in each area of concern. Determine whether or not the student
performance is significantly different from peers.
F. Determine if Referral Information Supports a Suspected Disability and Need for a Full and Complete
Individual Evaluation
Use referral information, KY Disability Definitions, and Eligibility Criteria to determine if:
1. information is sufficient to support a suspected disability and need for a full evaluation;
2. Information is sufficient but does not support a suspected disability is suspected nor the need for a full
evaluation; or
3. Information is not sufficient to make a determination and more information will be collected.
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If YES, the information was sufficient to warrant the student is significantly different from peers and
previous supports and the research-based instructional interventions were appropriate, determine the
Area(s) of Suspected Disability.
If the student is experiencing
problems in:
Communication with others
Speech and Language
Academics
Behaviors and Emotions
Child development areas
(up to age 9)
Cognition (thinking and problem
solving
Health
The ARC may want to consider
Suspected Disability Area(s) of:
Speech or Language Impairment
Autism
Specific Learning Disability
Mental Disability
Speech or Language Impairment
Specific Learning Disability
Mental Disability
Emotional Behavioral Disability
Autism
Developmental Delay
Autism
Mental Disability
Other Health Impaired
Traumatic Brain Injury
Orthopedic Impairment
Vision Impairment
Deaf Blind
Hearing Impairment
Deaf Blind
Traumatic Brain Injury
Physical areas
Vision
Hearing
Issues due to an old or recent
accident
Develop the Evaluation Plan. Based on referral information & eligibility requirements, determine additional
information needed;
a. Determine needed areas of evaluation;
b. Determine types of personnel to complete evaluation components;
c. Target specific areas for observation;
d. Determine the need for Assistive Technology Evaluation; and
e. Determine the need for modifications to evaluation procedure(s).
If NO, the information was sufficient to warrant the student is not significantly different from peers and
previous supports and the research-based instructional interventions were appropriate, The ARC
documents the refused action to evaluate on the Conference Summary/Action Notice.
If Information is not sufficient to make a determination and further data based information is necessary, the
ARC makes a plan to ensure that appropriate supports and research-based instructional interventions are
implemented and sets a timeline for review of the results by the ARC.
G. Obtain Consent for Evaluation, if applicable
H. Review Conference Summary/Action Notice Documentation for Accuracy
I. Obtain Signatures of ARC Members in Attendance
J. Give Written Notice of Action and Other Meeting Documentation to Parents
Place copies in education folder of child or youth
K. If parent is not in attendance document on the Summary/Action Notice when (date) and how
information from the ARC meeting will be sent to parent.
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