Monthly School Special
Education Coordinator
Meeting
September 8, 2014
Agenda
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Openings
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5-day count
P&Ps
CPR
Child Find
Revocation
Enrich
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Reminders
Caseloads
Reports
Meetings to amend/adopt
Resources
Next meeting – Monday, September 15 2:30
Questions
Opening of Schools
5-Day Counts
5-day counts
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The 5-day count is the method we use to fund “first year schools.” Every other
school is funded on last year’s 135-day count.
Don’t be surprised . . . . “This list is ONLY for students being served under IDEA (a
current IEP).”
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How do you serve a student?
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Parents must receive a Prior WRITTEN Notice prior to implementing the comparable
services.
Several of the kids who were listed were kids who did not receive a Prior WRITTEN Notice
prior to the 5th day .
Think back to our summer training “prior written notice prior to implementing”
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For parents who did not attend – PWN must be dated out a few days
For parents who did attend – PWN can be dated the day of the meeting (if they walked out with the
PWN).
Policies and Procedures
Policies & Procedures
• Make sure you’ve used the most current version
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Must be the one that was posted Thursday, September 4th
• These are school-specific procedures
• Assurances must be signed by school leader
• Due date is Wednesday, September 10 by 5:00 to your
DSEC
Comprehensive Program
Review (CPR)
CPR
• Verification
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comparable services meetings
30-day meetings
Physical requirements
Staff hired
• Service provision
CPR
• Comparable services meetings
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All should have been completed and have appropriate
documentation in Enrich
• Services must be provided as per the comparable services
meetings
• Data must be gathered in preparation for the 30-day
meetings
CPR
• 30-day meetings
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Will review data and either adopt previous IEP (and transfer to
our Enrich as SR) or write own IEP as AR or SR (IEP amendment
with cover page)
ALL changes must be driven by/supported by data
CPR
• Adequate room for service provision (consider
confidentiality requirements)
• Secure file location
• Files in appropriate order with all required “paperwork”
organized (either hard copy or in Enrich)
CPR
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Appropriate/adequate staff hired to provide services outlined
in IEPs
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“shadow”
SLT/SLP
School psychologist
OT
PT
VI teacher
HI teacher
CPR due dates
• 9/15 for a review of comparable services
• 10/15 for a review of 30-day meetings
• Work with your DSEC to see how verification will take
place
Child Find
Child Find
• How do parents and teachers know who to refer and how
to refer
• Referral packets to DSECs
• Initial Evaluation and Eligibility process (more next
Monday)
Initial Evaluation/Eligibility
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Referral packet
Evaluation Planning meeting
Parent consent to gather additional information
Gather new info
Eligibility Determination
Parent consent for services
IEP
Evaluation/Eligibility
• This process is required by federal and state
laws/regulations as well as by district and school
procedures
• There are no short-cuts or steps you can skip
• Resources on the BookShelf
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Referral Process Description
Quick Check Referral-Evaluation-Eligibility-IEP
Enrich Referral to Eligibility
Parent Consent for eval or reeval
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Informed, written parent consent is required before the team can gather
additional information to make initial evaluation or reevaluation
decisions
The only way for the parent to give informed, consent is for the team to
meet first and determine what information is needed
“Informed” means the parent is told what areas additional information is
needed in and the only way to know that is for the team to meet, review
existing information, and determine what areas additional info is needed
in
If you get parent consent signed before the team meets and makes these
decisions, you have NOT gotten “informed” parent consent which is
what the law requires you obtain
Parent consent
• You never get parent consent “just to cover all your
bases”
• You only get parent consent for specific actions
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To provide initial special education services
To gather additional information in specific areas for evaluation
or reevaluation
BookShelf
• Although we never mind questions, please check the
BookShelf before you call.
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Sample PWNs
Walk-throughs/cheat sheets
videos
Quick Checks for process
Enrich
Enrich
• Start with an end product in mind
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What do you want the result of this action to be?
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The endYou don’t want the end result to be a meeting notice; a
meeting notice is just an means to an end
result is an IEP or initial evaluation for special education or a
reevaluation
Start with Add Action or Add IEP
Revocation
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Revocation
If a parent wants to revoke consent for ALL of the services IDEA
(can’t revoke some of the services):
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Add Action in Enrich
Revocation of Consent
Print the form and send it home for signature.
Once received:
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Go back into the Revocation form:
• Scan/upload the signed form as an attachment
• Complete all the questions, including the PWN (check text assist)
• Finalize
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Provide a copy of the PWN which includes the signed revocation form
back to the parent
End special education for the student – see cheat sheet on Bookshelf
The “30-day” meeting to
amend or accept
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The 30-day meeting to amend/accept/annual
review the transfer IEP
After you’ve gathered the data for the 30 days, it’s time to hold one
of two meetings:
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Annual review - follow AR process
Special review
Regardless of what you are going to do (adopt, accept, annual
review) – you have to “add IEP” and add the appropriate IEP type
(we know that this will flag as an annual even if you are only
amending/accepting):
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Follow the steps for an annual review, except:
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For times that you are amending/accepting the transfer IEP, you need to
adjust the dates that have been auto-populated for you by Enrich (VERY
IMPORTANT!!!!):
• Start Date:
• Planned End Date
You still have your meeting options since it’s not an annual review (full
meeting or in leu of a meeting)
We’ll get a cheat sheet on the Bookshelf tomorrow.
Finalize
FINALIZE
• Special education teachers have the rights to finalize the
IEP
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If you as the school-level special education coordinator do not
want teachers to have these rights, you need to instruct your
staff to follow the “school procedure” for notifying you, the
special education coordinator, or the school’s data person, when
they want an IEP finalized
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(we cannot customize roles to the school level).
Reports
Report Running
• Will work on cheat sheets for this, but look for “received”
reports on your dashboard
• Will demonstrate now
• The video will be stopped for FERPA purposes
Signature Pages
Signature Pages
Yes
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No
Annual Review
Evaluation/Reeval
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Referral/Eval Planning Meeting
Eligibility Determination for
both initial eval and reeval
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Special Review
Transfer/Comparable Services
Eval/Reeval
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Evaluation Document (2nd step for
both initial and reeval when
additional data are requested –
even though there is a place for
signatures)
Reval Review
Comparable Services
Comparable Services
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What do we do when we can’t get hold of the parent to
complete comparable services?
Comparable Services are determined through a “proper
meeting”
Proper meetings are either through a “full IEP” meeting or
“parent/LEA agreement”.
If you want to schedule parent/LEA agreement and you cannot
get in touch with the parent, your only option is to schedule an
IEP meeting.
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Meaning – full IEP team with proper notification to parent
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If parent responds to your notice – great!
If parent doesn’t respond to your notice, make sure you’ve provided
two notifications using two different methods then go ahead and hold
the meeting without them.
Watch your 5-day window for comparable services – if you can’t get the
parent within the first day or so to do an LEA/parent agreement to
amend without a meeting, go ahead and schedule a meeting
• DO NOT try for 5 days to get the parent, then realize you have to schedule a
meeting
Outside Contractors
Outside Contractors and Enrich
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We have a process in place to add these folks to Enrich if you choose
(email Kendall). We even have a special “role” for them.
However - keep in mind that you are responsible for them meaning:
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You train them on Enrich before you request “live” access (let them play in the
sandbox until you are comfortable with their skills and knowledge of Enrich)
Ask Kendall for a “sandbox” account for them.
You will be responsible for any entries they make into Enrich and they are
susceptible to the same monitoring/oversight/audit logs as all staff.
Convert Between IEP Types
Convert Between IEP Types
• If you discover that a child needed a transition IEP instead
of a 6-12:
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Let Kendall know
• Spot-check the age before opening a new IEP (look at top
right corner)
Mistakes
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Mistakes – not that you will ever
make one
There are two situations with mistakes:
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Paperwork has been sent to the parent and you realize you’ve made a
mistake (forgotten something, put a wrong date, …but it was all
discussed correctly during the meeting)
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Click amend on whatever form, fix, finalize, and send the updated
documents to the parent with a note to explain the correction
This assumes the correct information was discussed at the meeting, but
you simply forgot to include it/or entered it incorrectly
We assume ANY finalized document is part of the education file and the
parent has received a copy of it
Paperwork has not been sent to the parent
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For when you accidently finalize:
• Contact your DSEC and she will respond by granting you “administrative edit”
rights for a predetermined amount of time (in order for you to make the
corrections)
• Send home the information to the parent as usual
Enrich – Potpourri
Enrich – Potpourri
• Video will be stopped
Next Meeting
Monday, September 15, 2014 at 2:30pm (same link)
Topics
• Initial evaluations
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Process
Paperwork
Enrich entries
• Reevaluations
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Process
Enrich entries
Developmental Delay reevaluations
Questions?