Initial Referrals NRMPS Exceptional Children’s Department November 24 th, 2008.

Initial Initial ReferralsReferrals

NRMPS Exceptional NRMPS Exceptional Children’s DepartmentChildren’s Department

November 24November 24thth, 2008, 2008

NC 1503 – 2NC 1503 – 2NC 1503-2.1 – Referral NC 1503-2.1 – Referral

When a teacher, parent or other involved person When a teacher, parent or other involved person suspects that a child may be a child with a suspects that a child may be a child with a disability, he/she shall provide in writing the reason disability, he/she shall provide in writing the reason for referral, addressing the specific presenting for referral, addressing the specific presenting concerns and the child’s strengths and needs. concerns and the child’s strengths and needs. This referral shall be given to the principal or other This referral shall be given to the principal or other school professional, or the Superintendent or other school professional, or the Superintendent or other appointed official of the LEA. For preschool appointed official of the LEA. For preschool children with disabilities, the referral may also be children with disabilities, the referral may also be given to the person designated as the person in given to the person designated as the person in charge of services for preschool with disabilities.charge of services for preschool with disabilities.NC 1503-2.2 (b) – Request for an Initial NC 1503-2.2 (b) – Request for an Initial EvaluationEvaluation

Consistent with the consent requirement in NC Consistent with the consent requirement in NC 1503-1, either a parent of a child or an LEA may 1503-1, either a parent of a child or an LEA may initiate a request for an initial evaluation to initiate a request for an initial evaluation to determine if the child is a child with a disability. determine if the child is a child with a disability. Upon an oral request for an initial evaluation from Upon an oral request for an initial evaluation from a parent, the LEA shall provide assistance, as a parent, the LEA shall provide assistance, as needed, in completing a written referral.needed, in completing a written referral.

Special Education Special Education ProcessProcess

The following order must The following order must ALWAYS be followed:ALWAYS be followed:

ReferralReferral

EvaluationEvaluation

EligibilityEligibility

IEPIEP

PlacementPlacement

Step 1 - ReferralStep 1 - Referral

EST teams are the portal addressing EST teams are the portal addressing students having behavioral and students having behavioral and academic difficulties.academic difficulties.EST has flow chartsEST has flow chartsA referral A referral mustmust be in writing. be in writing.90 day timeline begins when the 90 day timeline begins when the written referral is received by the written referral is received by the school.school.Out of state transfers – IEP is not a Out of state transfers – IEP is not a referral. Parent could hand you an referral. Parent could hand you an IEP and you could assist the parent in IEP and you could assist the parent in writing a parent referral that day. writing a parent referral that day. Otherwise, could be the date the Otherwise, could be the date the referral is made. (date DEC-1 is referral is made. (date DEC-1 is completed)completed)

Preschool ReferralsPreschool Referrals

Infant-Toddler Program (Part C of Infant-Toddler Program (Part C of IDEA) personnel must notify the IDEA) personnel must notify the LEA if a child in the Part C may be LEA if a child in the Part C may be eligible for preschool services (Part eligible for preschool services (Part B). This notification may be as early B). This notification may be as early as 2.3 years, but must be by 2.9 as 2.3 years, but must be by 2.9 years.years.

The IEP for a child transitioning The IEP for a child transitioning from Part C, who is found eligible from Part C, who is found eligible for Part B, must be developed and for Part B, must be developed and implemented by the age of 3.implemented by the age of 3.

Once A Referral is Once A Referral is Received -Received -

Set up a meeting to complete the DEC-Set up a meeting to complete the DEC-1 and DEC-21 and DEC-2Remember – 7 to 10 calendar days to Remember – 7 to 10 calendar days to give parents adequate notice of the give parents adequate notice of the meeting. If the parent agrees to meet meeting. If the parent agrees to meet sooner than that, document it on the sooner than that, document it on the invitation = parent requested meeting.invitation = parent requested meeting.DEC-1 = portal to review or gather DEC-1 = portal to review or gather informationinformation

Get DEC-1and DEC-2 for reviewGet DEC-1and DEC-2 for review

DEC-1DEC-1Section III – Review of Existing DataSection III – Review of Existing Data

You can gather and review but no You can gather and review but no decisions or outcomes are to be made decisions or outcomes are to be made until the meeting.until the meeting.

Section A – Research-based interventions Section A – Research-based interventions and outcomesand outcomes

Section B – Milestones, concerns, formal Section B – Milestones, concerns, formal evaluations if brought in, etc.evaluations if brought in, etc.

Section D – Outcomes of the observation - Section D – Outcomes of the observation - done by licensed persondone by licensed person

Section F – Write a story about what the Section F – Write a story about what the team has learned about the child – team has learned about the child – Summarize!Summarize!

((4of4) – Specify what areas are needed4of4) – Specify what areas are needed

If the IEP team decides no If the IEP team decides no further testing is needed based further testing is needed based on the review of existing data – on the review of existing data – two things can happen:two things can happen:

1. Determine Eligibility1. Determine Eligibility2. Stop the Referral due to 2. Stop the Referral due to progress and no needs progress and no needs identified (be careful – identified (be careful – discuss with program discuss with program specialist) specialist)

Complete a DEC-5 Complete a DEC-5 for both!! for both!!

DEC-2DEC-2

Informed consent Informed consent MUST MUST be be provided by parents for each provided by parents for each proposed area of evaluation. (Box proposed area of evaluation. (Box must be checked)must be checked)

All areas of need identified on the All areas of need identified on the DEC-1 must be included in the DEC-1 must be included in the assessment measures on the DEC-assessment measures on the DEC-22

Must obtain another DEC-2 if Must obtain another DEC-2 if information is needed that is not information is needed that is not checked on the original DEC-2checked on the original DEC-2

If child fails screening, go on with If child fails screening, go on with the evaluation, already checkedthe evaluation, already checked

Step 2 - EvaluationStep 2 - Evaluation

Once the referral meeting has Once the referral meeting has been held, the paperwork been held, the paperwork needs to be sent to the needs to be sent to the psychologist ASAP (90 DAYS psychologist ASAP (90 DAYS is ticking) and a CECAS sheet is ticking) and a CECAS sheet needs to be sent in (faxed to needs to be sent in (faxed to EC office, sent to CRT) EC office, sent to CRT) showing the referral in process.showing the referral in process.

Step 3 - EligibilityStep 3 - Eligibility

Once you have received the Once you have received the evaluations from all the requested evaluations from all the requested parties – schedule the eligibility parties – schedule the eligibility determination meeting. (90 days is determination meeting. (90 days is ticking)ticking)Complete the DEC-3’s – Summary Complete the DEC-3’s – Summary of Evaluation and Eligibility of Evaluation and Eligibility Determination WorksheetDetermination WorksheetThe DEC-3’s will be discussed in The DEC-3’s will be discussed in more detail during the re-evaluation more detail during the re-evaluation training session.training session.Three Prongs – for the primary Three Prongs – for the primary category (disability, adverse effect category (disability, adverse effect and specially designed instruction)and specially designed instruction)Related Services – Why is the Related Services – Why is the service needed or not needed for service needed or not needed for the student to benefit from special the student to benefit from special education? (no cut scores)education? (no cut scores)

Child may not be eligible if the Child may not be eligible if the determinant factor is :determinant factor is :

– He/she has not received He/she has not received appropriate instruction in appropriate instruction in reading;reading;

– He/she has not received He/she has not received appropriate instruction in math; appropriate instruction in math; oror

– Has limited English proficiency.Has limited English proficiency.

Step 3 - EligibilityStep 3 - Eligibility

Steps 4 and 5Steps 4 and 5IEP and PlacementIEP and Placement

Both of these steps will be Both of these steps will be covered in a later training covered in a later training session.session.

Unless parent signs and returns first

invitation

1. Upon receipt of referral from parent, make sure principal indicates date received on letter.

2. Send out Invitation to Conference and Parents’ Rights Handbook.

3. Once first meeting is held, fax CECAS sheet to EC office showing the referral in process.

* 90-day timeline begins with receipt of parent letter by school official (Principal)

Send 2nd notice

Initial Placement (Parent Referral)

Forms needed:

Copy of Parent Referral Letter

Invitation to Conference

Minutes sheets

DEC 1

DEC 2

DEC 3 Eligibility Determination

Applicable DEC 3 Worksheets)

DEC 4 IEP

DEC 5 Prior Notice

DEC 6 Consent for Placement

Access Log Sheet

CECAS sheet

At the first meeting:

If Does Not Qualify

If Eligible

Complete CECAS sheet, attach to folder & put folder in CRT

pick up location.

*Revised 9-08

Complete DEC 1

Complete DEC 2

Information Needed:

SS # or SIMS ID #

Student Full Name

Parents’ Name

Current Address

Current Phone #

Any previous testing

Attendance Report

Discipline Report

EOG scores (if applicable)

Previous Report Cards

EST Paperwork

+

Complete

DEC 3 +

applicable worksheets

At the second meeting:

Develo

p IEP

Fill out DEC

5* 90 Day

Clock Stops

Parent signs

DEC 6 Handbook and

copies given

DEC 5

filled out

Handbook and copies given

EST+Complete and Send Referral to Psychologist

Once returned from CRT, place in brown envelope and put with cumulative folder.

Refer to Forms Needed section above.

Unless parent signs stating will attend and returns first invitation

1. Upon receipt of referral forms from EST, immediately contact parent to arrange meeting.

2. Send an Invitation to Conference and a Parents’ Rights Handbook.

3. Once first meeting is held, fax CECAS sheet to EC office showing the referral in process.

Send 2nd notice

Initial Placement (School Referral)

Forms needed:

Invitation to Conference

Minutes sheets

DEC 1

DEC 2

DEC 3 Eligibility Determination

Applicable DEC 3 Worksheets)

DEC 4 IEP

DEC 5 Prior Notice

DEC 6 Consent for Placement

Access Log Sheet

CECAS sheet

At the first meeting:

If Does Not QualifyIf Eligible

Complete CECAS sheet, attach to folder & put folder in CRT pick up

location.

*Revised 9/19/2008

Complete DEC 1

Complete DEC 2

Information Needed:

SS # or Local ID

Student Full Name

Parents’ Name

Current Address

Current Phone #

Any previous testing

Attendance Report

Discipline Report

EOG scores (if applicable)

Previous Report Cards

EST Paperwork

Cumulative Folder

+

Complete

DEC 3 + applicable worksheets

At the second meeting:

Develop IEP Fill out

DEC 5*90- Day timeline

ends

Parent signs

DEC 6

Handbook and copies given

DEC 5

filled out

Handbook and copies

given

90-Day timeline begins with receipt of the EST

paperwork.

Complete and Send Referral to Psychologist

Once returned from CRT, place in brown envelope and put with cumulative folder.

Refer to Forms Needed section above.

Unless parent signs and returns first invitation

1. Upon receipt of written notification of EC services from previous school, immediately contact parent to arrange meeting.

2. Send Invitation to Conference with Parents’ Rights Handbook.

Send 2nd notice

Initial Placement (Out-of-State Transfer)

Forms needed:

Invitation to Conference

Minutes sheets

DEC 1

DEC 2

DEC 3 Eligibility Determination

Applicable DEC 3 Worksheets)

DEC 4 IEP

DEC 5 Prior Notice

DEC 6 Consent for Placement

Access Log Sheet

CECAS sheet

At the first meeting:

If Does Not QualifyIf Eligible

Complete CECAS sheet, attach to folder and put folder in CRT pick up

location.

*Revised 9/08

Complete DEC 1

Complete DEC 2

Information Needed:

SS # or SIMS ID #

Student Full Name

Parents’ Name

Current Address

Current Phone #

Any previous testing

Attendance Report

Discipline Report

EOG scores (if applicable)

Previous Report Cards

Observations / Interventions

Cumulative Folder

Complete

DEC 3 + applicable worksheets

At the second meeting:

Develop IEP

Fill out DEC 5

Parent signs

DEC 6* *90- Day timeline ends

Handbook and copies given

DEC 5

filled out

Handbook and copies

given

• If, and only if, every, single piece of evaluation REPORT is received and If child qualifies in NC, Team may proceed to DEC 3 for NC placement.

• If ANY piece is missing or placement is unclear, obtain consent to evaluate.

Once returned from CRT, place in brown envelope and put with cumulative folder.

Unless parent signs and returns first invitation

1. Upon receipt of EC forms from previous school, immediately contact parent to arrange meeting.

2. Contact previous school system to request all records.

3. Complete Invitation to Conference and provide Parents’ Rights Handbook.

Send 2nd notice

Initial Placement (In-State Transfer)

Forms/Info needed:

SS # or SIMS ID #

Student’s Full Name

Student’s DOB

Current Demographic info

Copy of current IEP

Invitation to Conference

Minutes sheets

DEC 5 Prior Notice

Access Log Sheet

CECAS sheet

Cumulative Folder

At the meeting:

Complete CECAS sheet, attach to folder and place in CRT pick up

location.

*Revised 9/08

DEC 5

filled out

Handbook and copies

given

• If unable to get records from previous school system, contact your Program Specialist. If EC Director cannot get records, DPI will be contacted for payback issue.

• There are NO Replacement Forms!

Complete a

Re-evaluation

• Refer to Re-evaluation Flow Chart

When a Parent Request When a Parent Request Testing for a Parentally Placed Testing for a Parentally Placed Private School Student………Private School Student………

The parent may request an evaluation from either the LEA where the child resides or the LEA where the private school is located, or both.Written informed consent must be obtained before information can be shared between LEA’s.The child find process must be completed in a time period comparable to that for other students in the LEA. (90 days applies)

NC 1501-6.2Guiding Practices p.45

Process for Referral - Process for Referral -

1.1. Receipt of parent referral (Write date Receipt of parent referral (Write date received)received)

2.2. Set up EC referral meeting - Send out Set up EC referral meeting - Send out invitation to conference and handbookinvitation to conference and handbook

3.3. At the referral meeting – DEC-1, DEC-At the referral meeting – DEC-1, DEC-2, Consent for Release of Info. and 2, Consent for Release of Info. and have the parent complete sections have the parent complete sections 1,2,5 and 6 of the Focus of Concern. 1,2,5 and 6 of the Focus of Concern. Arrange for Vision/Hearing to be Arrange for Vision/Hearing to be completed, if needed. Once completed, if needed. Once completed, send to psychologist.completed, send to psychologist.

4.4. Contact private school and send the Contact private school and send the Focus of Concern for school to Focus of Concern for school to complete the remaining sections. complete the remaining sections. Provide a date for the forms to be Provide a date for the forms to be returned.returned.

Private School Private School Referrals ContinuedReferrals Continued

5. Once testing is completed, 5. Once testing is completed, contact the parent to conduct contact the parent to conduct an eligibility meeting.an eligibility meeting.

Questions, Comments Questions, Comments or Concerns?or Concerns?