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

NC 1503 – 2 NC – 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 child’s 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. 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 child’s 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 (b) – Request for an Initial Evaluation Consistent with the consent requirement in NC , 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. Consistent with the consent requirement in NC , 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.

Special Education Process The following order must ALWAYS be followed: ReferralEvaluationEligibilityIEPPlacement

Step 1 - Referral 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)

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.

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

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

If the IEP team decides no further testing is needed based on the review of existing data – two things can happen: 1. Determine Eligibility 2. Stop the Referral due to progress and no needs identified (be careful – discuss with program specialist) Complete a DEC-5 for both!!

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

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.

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-3’s – Summary of Evaluation and Eligibility Determination Worksheet The DEC-3’s 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)

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. Step 3 - Eligibility

Steps 4 and 5 IEP and Placement Both of these steps will be covered in a later training 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. *Revise d 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 Qualify If 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 Qualify If 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 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 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 Guiding Practices p.45

Process for Referral - 1. Receipt of parent referral (Write date received) 2. Set up EC referral meeting - Send out invitation to conference and handbook 3. 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. 4. 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.

Private School Referrals Continued 5. Once testing is completed, contact the parent to conduct an eligibility meeting.

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