Procedures for Transfer Students - UCPS - Exceptional Children ...

Updated 1/11/10
Union County Public Schools
Exceptional Children’s Program
Procedures for Transfer Students
In­State Transfer:
o The day the child enrolls and/or when there is knowledge that there is an IEP:
o Case manager confirms NC WISE # of student
o Records Request Form is completed ­ (Parent should sign/date Records Request Form)
o If a copy of the current (or) expired IEP is received, the school IS to provide comparable services to the student
(Comparable related services are to be determined in conjunction with related services providers).
o Comparable Services Form is completed ­ (Parent should sign/date Comparable Services Form)
o Case Manager contacts previous school to request information (document contact)
o Inquiry made through this contact regarding comparable services
o Records Request Form is faxed to previous school (If the teacher is having difficulty obtaining the paperwork after
one week of attempts, he/she should contact their Program Specialist for assistance).
*If the student is transferring from a district that utilizes EasyIEP, see attachment on procedures for transferring records within EasyIEP.
o Invitation to Conference is completed and IEP Team meeting is scheduled two weeks from date of enrollment
o After two weeks, IEP Team meeting is held to discuss what information is still needed.
o
o
If ALL special education records are received from previous district, the IEP team must meet to review and discuss all
paperwork. The following paperwork would constitute a “complete” folder:
o DEC 1 Special Education Referral
o DEC 2 Consent for Evaluation/Reevaluation
o DEC 3 Summary of Evaluation/Eligibility Worksheet(s)
o DEC 3 Eligibility Determination
o Copies of reports for ALL evaluations conducted in previous district
o DEC 4a Secondary Transition Component – as applicable
o DEC 4 IEP *If the student is transferring from a district that is not using EasyIEP, the IEP must be entered into EasyIEP
o DEC 6 Consent for Services
*Complete DEC 5 to summarize the team’s discussion and decisions
*Complete Local Data Sheet
If INCOMPLETE special education records are received from the previous district, a REEVALUATION must be
conducted.
Forms for Reevaluation:
o Invitation to Conference
o DEC 7 Reevaluation Determination Report
o DEC 2 Consent for Evaluation/Reevaluation
o DEC 4 *If IEP from previous district is not current, a new one should be drafted
o DEC 5 Prior Written Notice
*Complete Reevaluation process and reconvene to discuss eligibility and placement
o
If NO special education records are received from the previous district, the case is treated as an INITIAL REFERRAL
and the following paperwork is needed:
o DEC 1 Special Education Referral
o DEC 2 Consent for Evaluation/Reevaluation
o DEC 5 Prior Written Notice
*Complete Initial Evaluation process and reconvene to discuss eligibility and placement
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Updated 1/11/10
Union County Public Schools
Exceptional Children’s Program
Procedures for Transfer Students
Out­of­State Transfer:
o The day the child enrolls and/or when there is knowledge that there is an IEP:
o Case manager confirms NC WISE # of student
o Records Request Form is completed ­ (Parent should sign/date Records Request Form)
o If a copy of the current IEP is received, the school MAY PROVIDE comparable services to the student
(Comparable related services are to be determined in conjunction with related services providers).
o Comparable Services Form is completed ­ (Parent should sign/date Comparable Services Form)
o If a copy of an expired IEP is received, contact Program Specialist
o Case Manager contacts previous school to request information (document contact)
o Inquiry made through this contact regarding comparable services
o Records Request Form is faxed to previous school (If the teacher is having difficulty obtaining the paperwork after
one week of attempts, he/she should contact their Program Specialist for assistance).
o Invitation to Conference is completed and IEP Team meeting is scheduled two weeks from date of enrollment
o After two weeks, IEP Team meeting is held to discuss what information is still needed.
*Regardless of paperwork received from previous school, the case is treated as an INITIAL REFERRAL
The process to follow will depend on whether there are comprehensive evaluation results from within TWO years.
o If have evaluation results (including reports) that fulfill ALL required screenings/assessments based on NC Eligibility
Criteria for area under consideration from within TWO years, complete the following paperwork:
o DEC 1 Special Education Referral
o DEC 3 Summary of Evaluation/Eligibility Worksheet(s)
o DEC 3 Eligibility Determination
o DEC 4aSecondary Transition Component – as applicable
o DEC 4 IEP
o DEC 5 Prior Written Notice
o DEC 6 Consent for Services
o Local Data Sheet
o
If DO NOT have evaluation results that fulfill ALL required screenings/assessments based on NC Eligibility Criteria
for area under consideration from within TWO years, complete the following paperwork:
o DEC 1 Special Education Referral
o DEC 2 Consent for Evaluation/Reevaluation
o DEC 5 Prior Written Notice
*Complete Initial Evaluation process and reconvene to discuss eligibility and placement
Procedures for Transfer Student with “Separate” or “Self­Contained” Level of Services:
□ If the home school has a setting that can provide comparable services, proceed as indicated for In­State or Out­of­State
Transfer
□ If the home school does not have a setting that can provide comparable services, then:
o SNA or EC Chair should immediately contact Program Specialist
o Program Specialist will coordinate meeting involving persons relevant to placements under consideration
o IEP meeting is held at student’s assigned home school
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Union County Public Schools
Exceptional Children’s Program
Appendix ­ Procedures for Transfer Students
Updated 1/11/10
Transferring Records within EasyIEP
If a student transfers to UCPS and was receiving EC services from one of the North Carolina school districts listed
below (districts that currently use EasyIEP), please follow these procedures in addition to the UCPS Local
Procedures for In­State Transfer:
Buncombe
Charlotte­Mecklenburg
Davidson
Gaston
Guilford
Henderson
Iredell­Statesville
Richmond
Rockingham
Rowan
Scotland
What to do: Send and e­mail to Jennifer Camden (jennifer.camden@ucps.k12.nc.us) with the following
information.
1. Student’s NCWise number
2. Student’s initials (do not include full name in an e­mail)
3. School district from which student has transferred
Jennifer will contact Public Consulting Group (PCG) who will electronically transfer access to all existing EC
documents created in EasyIEP. When you receive a confirmation e­mail from Jennifer that the transfer has
occurred, you can then access the student’s EC documents via the Documents tab in EasyIEP.
Once you have accessed documents within EasyIEP, refer back to the In­State Transfer procedures to determine
next steps (i.e., scenario for incomplete special education records, all special education records, or no special
education records).
A Note About EasyFAX: You will know if the sending district was using EasyFAX if there is an additional column
in the Documents tab titled “EasyFAX.” In that column you might see the word “Fax” written in blue font. By leftclicking
on the word “Fax” you can access a fax­copy of the document’s signature page with actual signatures. If
the document is titled Evaluation ­ Coversheet, you might have access to a copy of a psychological evaluation,
social/developmental history, or some other EC evaluation report as a PDF file.
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