Initial Referrals

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Initial Referrals

• NRMPS Exceptional Childrens Department
• November 24th, 2008

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NC 1503 2

• NC 1503-2.1 Referral
• When a teacher, parent or other involved
  person suspects that a child may be a child with
  a disability, he/she shall provide in writing the
  reason for referral, addressing the specific
  presenting concerns and the childs strengths and
  needs. This referral shall be given to the
  principal or other school professional, or the
  Superintendent or other appointed official of the
  LEA. For preschool children with disabilities,
  the referral may also be given to the person
  designated as the person in charge of services
  for preschool with disabilities.
• NC 1503-2.2 (b) Request for an Initial
  Evaluation
• Consistent with the consent requirement in NC
  1503-1, either a parent of a child or an LEA may
  initiate a request for an initial evaluation to
  determine if the child is a child with a
  disability. Upon an oral request for an initial
  evaluation from a parent, the LEA shall provide
  assistance, as needed, in completing a written
  referral.

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Special Education Process

• The following order must ALWAYS be followed
• Referral
• Evaluation
• Eligibility
• IEP
• Placement

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Step 1 - Referral

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

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Preschool Referrals

• Infant-Toddler Program (Part C of IDEA) personnel
  must notify the LEA if a child in the Part C may
  be eligible for preschool services (Part B). This
  notification may be as early as 2.3 years, but
  must be by 2.9 years.
• The IEP for a child transitioning from Part C,
  who is found eligible for Part B, must be
  developed and implemented by the age of 3.

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Once A Referral is Received -

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

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DEC-1

• Section III Review of Existing Data
• You can gather and review but no decisions or
  outcomes are to be made until the meeting.
• Section A Research-based interventions and
  outcomes
• Section B Milestones, concerns, formal
  evaluations if brought in, etc.
• Section D Outcomes of the observation - done by
  licensed person
• Section F Write a story about what the team has
  learned about the child Summarize!
• (4of4) Specify what areas are needed

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If the IEP team decides no further testing is
needed based on the review of existing data two
things can happen1. Determine Eligibility2.
Stop the Referral due to progress and no
needs identified (be careful discuss
with program specialist)Complete a DEC-5
for both!!
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DEC-2

• Informed consent MUST be provided by parents for
  each proposed area of evaluation. (Box must be
  checked)
• All areas of need identified on the DEC-1 must be
  included in the assessment measures on the DEC-2
• Must obtain another DEC-2 if information is
  needed that is not checked on the original DEC-2
• If child fails screening, go on with the
  evaluation, already checked

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Step 2 - Evaluation

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

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Step 3 - Eligibility

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

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Step 3 - Eligibility

• Child may not be eligible if the determinant
  factor is
• He/she has not received appropriate instruction
  in reading
• He/she has not received appropriate instruction
  in math or
• Has limited English proficiency.

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Steps 4 and 5IEP and Placement

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

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Initial Placement (Parent Referral)
Revised 9-08

• 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)

• 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

• 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

Unless parent signs and returns first invitation
Send 2nd notice
At the first meeting
EST
Complete DEC 1
Complete DEC 2

Complete and Send Referral to Psychologist

At the second meeting
Complete DEC 3 applicable worksheets
Refer to Forms Needed section above.
If Eligible
If Does Not Qualify
Develop IEP
Fill out DEC 5 90 Day Clock Stops
DEC 5 filled out
Parent signs DEC 6
Handbook and copies given
Handbook and copies given
Complete CECAS sheet, attach to folder put
folder in CRT pick up location.
Once returned from CRT, place in brown envelope
and put with cumulative folder.
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Revised 9/19/2008
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

• 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

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

Unless parent signs stating will attend and
returns first invitation
Send 2nd notice
At the first meeting
90-Day timeline begins with receipt of the EST
paperwork.
Complete DEC 1
Complete DEC 2

Complete and Send Referral to Psychologist
At the second meeting
Complete DEC 3 applicable worksheets
Refer to Forms Needed section above.
If Eligible
If Does Not Qualify
Develop IEP
Fill out DEC 5 90- Day timeline ends
DEC 5 filled out
Parent signs DEC 6
Handbook and copies given
Handbook and copies given
Complete CECAS sheet, attach to folder put
folder in CRT pick up location.
Once returned from CRT, place in brown envelope
and put with cumulative folder.
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Revised 9/08
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

• 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

• Upon receipt of written notification of EC
  services from previous school, immediately
  contact parent to arrange meeting.
• Send Invitation to Conference with Parents
  Rights Handbook.

Unless parent signs and returns first invitation
Send 2nd notice

• 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.

At the first meeting
Complete DEC 1
Complete DEC 2
At the second meeting
Complete DEC 3 applicable worksheets
If Eligible
If Does Not Qualify
Develop IEP
Fill out DEC 5
DEC 5 filled out
Parent signs DEC 6 90- Day timeline ends
Handbook and copies given
Handbook and copies given
Complete CECAS sheet, attach to folder and put
folder in CRT pick up location.
Once returned from CRT, place in brown envelope
and put with cumulative folder.
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Revised 9/08
Initial Placement (In-State Transfer)

• Forms/Info needed
• SS or SIMS ID
• Students Full Name
• Students DOB
• Current Demographic info
• Copy of current IEP
• Invitation to Conference
• Minutes sheets
• DEC 5 Prior Notice
• Access Log Sheet
• CECAS sheet
• Cumulative Folder

• 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.

Unless parent signs and returns first invitation
Send 2nd notice
At the meeting

• 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

DEC 5 filled out
Handbook and copies given
Complete CECAS sheet, attach to folder and place
in CRT pick up location.
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When a Parent Request Testing for a Parentally
Placed 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 LEAs.
• The child find process must be completed in a
  time period comparable to that for other students
  in the LEA. (90 days applies)
• NC 1501-6.2
• Guiding Practices p.45

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Process for Referral -

• Receipt of parent referral (Write date received)
• Set up EC referral meeting - Send out invitation
  to conference and handbook
• At the referral meeting DEC-1, DEC-2, Consent
  for Release of Info. and have the parent complete
  sections 1,2,5 and 6 of the Focus of Concern.
  Arrange for Vision/Hearing to be completed, if
  needed. Once completed, send to psychologist.
• Contact private school and send the Focus of
  Concern for school to complete the remaining
  sections. Provide a date for the forms to be
  returned.

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Private School Referrals Continued

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

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Questions, Comments or Concerns?