Office of Special Education & Supports Case Manager Meeting November/December 2010

Agenda Overview  Welcome  eIEP updates  Program updates Medicaid Billing Consent-refresher Transportation Update and FAQs Selective Enrollment Service Plans and Proportionate Share ESY reminder 8 th grade IEP reminder  Snapshot Implementation Plan Toolkit

Case Manager’s Meetings  Small group meetings More opportunity for discussion More time for questions and answers Opportunity to learn from each other  Schedule September 2010 October 2010 November 2010/December 2010 January 2011 February 2011 April 2011 Nov/Dec 2010

Share What You Have Learned  With principals Policy changes School data Best practices  With teachers Best practices in the classroom  Strategies IEP development Nov/Dec 2010

eIEP Updates  RTI in SSM—it’s coming!!  SSM updgrade  Server Time Out Errors  SSAs can NOT “unfinalize” IEPs You must go through a revision or reconvening of the meeting Nov/Dec 2010

Notice of Conference  Notice of Conference should be used to invite ALL members of the IEP team. This ensures the clinicians know the conference date AND can then get their reports drafted 10 days in advance of the meetings (as per the Procedural Manual). Changes in the date of a meeting can be reflected in the NOC and then communicated to everyone (versus making the change on a school-based schedule, where it is possible that someone is not informed).  A best practice is to develop the schedule as a team to ensure availability of clinicians. Nov/Dec 2010

Parental Consent (for Medicaid Reimbursement) As of October 13, 2006, the U.S. Department of Education requires the Chicago Public Schools to obtain parental consent for state reimbursement of health-related services provided to students with disabilities who are covered by public benefits or insurance. In addition, parents must be given the opportunity to refuse consent for state reimbursement, although all required services must continue to be provided to the student at no cost to the parents. U.S.D.E. RulingeIEP Collects Parent Response 1 st Option: YES or 2 nd option: NO or 3 rd option: NO RESPONSE * YES is the preferred response * However, as the U.S.D.E ruling states, parents have the right to refuse consent Nov/Dec 2010

Parental Consent (for Medicaid Reimbursement) Summary of Current eIEP Responses YES 26, 860 NO 233 NO RESPONSE 1,343 Reminders: 1)The “No Response” option was developed to give parents the opportunity to obtain more information about Medicaid Reimbursement before giving a Yes or No response. Action: Please follow up with parents who gave “No Response”. 2)Utilize the “Notes for Parents” link within the eIEP to further explain the U.S.D.E ruling to the parent. Or download the notes from (or see next slide) 3)Always print the Medicaid Reimbursement form (after you enter the parent’s Yes or No response) *Thank you for your support of the Medicaid reimbursement program* Nov/Dec 2010

Notes for Parents Nov/Dec 2010

Transportation Student Enrollment (SIM) IEP Meeting (SSM eIEP) Required Services Determined Eligible for Transportation Request Transportation in SIM If required, Request Bus Aide in ORACLE If student is eligible per the IEP and the request is entered in SIM, student will be routed Nov/Dec 2010

Transportation The Office of Special Education and Supports (OSES) and the Bureau of Student Transportation (BST) is working collaboratively to ensure all students with disabilities who are entitled to transportation services per the IEP are routed. If you need additional assistance regarding transportation requests, routing or staffing, please contact the BST at (773) Nov/Dec 2010

Transportation-Steps to Access Upon completion of the student IEP or enrollment, where the student is eligible for transportation services, Case Managers should use the following steps: 1.Enter a transportation request in SIM a)All Early Childhood Students must be entered as “AM” or “PM” on the request to ensure the appropriate pick-up and drop-off time 2.Confirm the transportation request was entered by reviewing the request in SIM 3.Submit a request for a Bus Aide position in ORACLE, if required Nov/Dec 2010

Transportation FAQ’s 1.How do I route a student in SIM? (see transportation overview) Click Transportation, Action-Add Transportation, Entry Date- Today’s Date, Code-SE, Pick up location-Home, Submit 2.What if the student’s address is different than the address in SIM? Update the address on the SIM Demographic Page, enter an exit date on the existing transportation request (this will delete the request), enter a new transportation request 3.How do I know if the request has been submitted? Check the Edit Transportation page 4.What do I do if the transportation request is rejected? Determine the reason for rejection, delete the rejected request and enter a new request with the corrected information. Nov/Dec 2010

Transportation FAQ’s 5.What if the parent refuses transportation services after the IEP has been finalized? Complete an IEP Revision for the Transportation section only. 6.What if a parent wants transportation but the student is not eligible per the IEP? Reconvene the IEP meeting. 7.What if the student requires a bus aide? If the child is not on a bus with an existing aide the principal will need to call or Kathleen Fussell to obtain a new position. 8.Who do I contact for assistance in recruiting a bus aide? Katie Doyle, Office of Human Capital Nov/Dec 2010

Transportation FAQ’s 9.What if the student requires specialized transportation? Transportation must be stated on the IEP in SSM and a transportation request must be submitted in SIM at the school where the child will be attending before bus service can begin. 10.What if the student requires an air-conditioned bus? The need for air-conditioning must be stated in the IEP and that portion of the IEP needs to be forwarded to either Elizabeth Perkins or Linda Parker and they will direct the bus company to make the change. 11.What if the student requires a nurse on the bus? Contact the OSES Nurse Manager Nov/Dec 2010

Selective Enrollment  Please encourage your students to apply for selective enrollment schools.  DEADLINE is December 17 th. Nov/Dec 2010

ESY Reminder **For Track E schools, please gather data in this period before break to look at the regression and retention of information for students. Nov/Dec 2010

8 th Grade IEPs  Please work to complete 8 th grade IEPs by February 1 st. Nov/Dec 2010

Snapshot Timeline  Review Spring 2010 Snapshot results  Address “Red” and “Yellow” Components Use the Toolkit to access resources  Snapshot will be implemented in April and May. Only provides a “snapshot” so OSES is well aware that not everything will be captured within the one-day visit  For this reason, not to be used to evaluate but to guide and inform Is transparent and a learning process Should be done collaboratively with the principal and school staff to encourage capacity building Nov/Dec 2010

Snapshot Toolkit  An electronic resource guide for principals and school staff to use in order to learn more about the different sections of the Inclusive Practices Snapshot  Includes resources which will guide principals on how to better support their school staff towards improving Inclusive Practices at their school  Aligned to the major components of the Inclusive Practices Snapshot: (A) Students with Disabilities are Integrated -Students with Disabilities are Engaged in the School Community -Students are in the Least Restrictive Environment (B) IEPs Support Access (C) Core Curriculum Part I -Research and Standards-Based Curricula -School Uses Universal Screening -Teachers are Differentiating Instruction to Meet Needs of Students with Disabilities (C) Core Curriculum Part II -Staff is Collaborating to Meeting the Needs of Students with Disabilities -School is Implementing Effective Co-teaching Practices (D, E) Interventions and Progress Monitoring Nov/Dec 2010

Snapshot Toolkit Preview (Sample) Nov/Dec 2010