Key Procedures for Exceptional Student Education Support

LEA Facilitators/Contacts Meeting LEA Facilitators/Contacts Meeting April 29th, 2019 Exceptional Student Education

Procedural Reminders Procedural Reminders

Mental Health Mental Health Mental Health Therapy is a Related Service. Related Services are provided to enable a student to benefit from ESE services. IEP team should exhaust all interventions/strategies, ESE services, and accommodations available prior to considering add MH Therapy services to a student s IEP. (Emergencies excluded.) LEA should consult with the MH Therapist prior to adding MH therapy to IEP first time. MH Therapist should attend initial IEP meeting. (MH Therapy should not be added via an amendment.) Amendment meetings should be scheduled within two weeks of the MH Therapist s recommendation for an increase/decrease or discontinuation of MH Therapy services.

Referral Tracking in FOCUS Referral Tracking in FOCUS Within 24 hours of receiving parental consent for a reevaluation: 1. Upload a PDF of the signed consent form to Enrich Files. 2. Begin a Referral Tracking form in FOCUS. 3. Email all evaluators to notify them of the parental consent

Entering Ineligible Staffings in FOCUS Entering Ineligible Staffings in FOCUS Students that are found ineligible at a staffing (initial or reevaluation) must be entered into FOCUS. Eligibility date = date an eligibility decision was made. This includes Gifted evaluations.

MTSS Documentation as an Evaluation MTSS Documentation as an Evaluation Requires parent consent Required for all exceptionalities except Hospital Homebound and Gifted Falls under 60 day timeline for initial evaluations Must be entered into FOCUS Referral Tracking as an evaluation Evaluation date = date staffing specialist reviews MTSS documentation and determines it is complete

MTSS and ESE MTSS and ESE Because all students needs are addressed within one integrated MTSS, progress- monitoring, intervention fidelity and response to instruction and intervention data should be collected as frequently for ESE students as for general education students and will be dependent upon the specific interventions and progress- monitoring tools. The student s response to intervention should be part of the existing data the IEP team reviews to decide whether additional information is needed to determine whether the student continues to be a student with a disability in need of special education and related services. Technical Assistance Paper 2015-152

Enrich Files (online) Enrich Files (online) Upload all relevant documents including: Signed consent for initial evaluation or re-evaluation Private evaluations provided by parent including district validation form Physicians Medical Forms Transfer IEPs Mental Health Therapy progress reports ESY progress reports Notice of refusal Revocation of Consent (evaluation/ESE placement) PWN and parent letter IEP Implementation Documentation forms

Working Files (paper Working Files (paper- -based) based) Individual file for each student should include: IEP goal progress monitoring documentation, graphs, etc. Work samples documenting provision of accommodations or present levels Parent contacts Behavior point sheets Above and beyonds'

IEP Meeting Participation Statement IEP Meeting Participation Statement Must be signed at every meeting IEP, Evaluation, Case Conference, Amendment, etc. If one does not print with meeting paperwork, there is a stand-alone version under Add Action. Only one copy needs to be signed at each meeting remove others from the paperwork packet.

If parent does not attend: Leave checks blank Write on signature line whatever is written on the signature line of the front page of the IEP permission to proceed, did not attend, participated by phone, etc.

School staff sign at every meeting regardless of parent attendance.

IEP Implementation IEP Implementation Documentation Documentation

Paraprofessionals providing services Paraprofessionals providing services ESE teacher plans daily lessons Paraprofessional provides feedback on individual student performance ESE teacher documents lesson and student performance on IID form

Documentation Storage Documentation Storage ESE teacher completes IID form daily ESE teacher emails IID form(s) to LEA at the end of the month LEA uploads IID form(s) into Enrich files

Q&A on IID Form and Procedures Q&A on IID Form and Procedures

End of Year Procedures End of Year Procedures

Transportation Requests for Next Year Transportation Requests for Next Year Can begin by ?????? Must be done by ???????? 1. Run report in Enrich for list of all students with ESE Transportation. 2. Submit Transportation Requests to Transportation Department. Keep copy. 3. Check off all submitted requests on Enrich report. Include note for any not submitted. 4. Scan and email Enrich Report and Transportation Requests to staffing specialist by

Mental Health Therapy Amendments Mental Health Therapy Amendments Hold amendment meetings to address all change recommendations made by MH Therapist.

Progress Reports Progress Reports Ensure all students receive 4th quarter progress reports Run report in Enrich

FOCUS Data FOCUS Data Run Advanced Report in FOCUS to ensure all IEP data is current.

Enrich Drafts Enrich Drafts Run Drafts report in Enrich to find any open drafts. Finalize any documents for which meetings have been held. Make a copy of all drafts that remain (in case they are lost when updates are done this summer)