Exceptional Student Education and Student Services Admissions and Placement Manual

379 Pages·2017·3.93 MB·English

Exceptional Student Education
and
Student Services

Admissions
and
Placement
Manual

Clay County School Board
REVISED 2017
Pending Board Approval
Note: Converting the A&P manual to a PDF document for the purposes of attaching to the
Board agenda may result in minor changes to formatting. After the manual is approved, all
formatting errors (if any) will be addressed when the document is posted online.
INTRODUCTION

This manual was designed for the purpose of communicating school board policy and state
requirements for the Exceptional Student Education (ESE) program to district staff that are
responsible for carrying out the many procedures for ESE programs.

The manual represents school board procedures and therefore its contents are binding upon all
school board staff who is involved in:

Student Services Team meetings
Response to Intervention/Multi-Tiered System of Support
Student evaluation and re-evaluation
Staffings
Individual Educational Plan (IEP) and Educational Plan (EP) meetings
Parent involvement
Record creation, transfer, and maintenance

Schools may not develop their own forms to accomplish these requirements.

Clay County is committed to ensuring that all students with disabilities (SWDs) have the
opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging
state academic achievement standards and state academic assessments. Each student with a
disability has an Individual Education Plan (IEP). An IEP drives instruction/services for the
student. IEPs are written educational plans developed by a team of professionals that state a
student's present level of functioning; specific areas that need special services; annual goals; short-
term objectives; services to be provided; and the method of student evaluation to be implemented.

Furthermore, as IEPs are developed, reviewed and revised for all SWDs, the IEP team will always
consider existing Title I services to SWDs, such as Limited English Proficient, Migratory, Indian,
Homeless, Parental Involvement, Neglected and Delinquent Children.

Additional Resource:

Clay County’s ESE Policies and Procedures manual, which is intended to provide district and
school-based personnel, and parents of exceptional students information regarding the
implementation of the state’s and school district’s policies regarding ESE programs can be
accessed via the School District of Clay County’s website.

NOTICE ON NON-DISCRIMINATION POLICY

“The School Board of Clay County, Florida prohibits discrimination on the basis of race,
religion, color, sex, marital status, age, national origin or disability in the employment of
personnel, provision of education programs and all business affairs of the school system of Clay
County and provides equal access to the Boy Scouts and other designated patriotic groups.”
Table of Contents
PROGRAM LOCATIONS 2017-2018 ........................................................................................... 1
ESE Prekindergarten ................................................................................................................... 1
Autism Spectrum Disorder self-contained .................................................................................. 1
Positive Behavior Supported Classes ......................................................................................... 2
Physically Impaired self-contained ............................................................................................. 2
Intellectual Disabilities – Independent self-contained ................................................................ 2
Intellectual Disabilities – Supported self-contained ................................................................... 3
Intellectual Disabilities – Participatory self-contained ............................................................... 3
Language Impaired self-contained .............................................................................................. 3
TRANSFER PROCEDURES ......................................................................................................... 4
Florida and Out-of-State Transfers ............................................................................................. 5
Placement Based on Evaluation Data and Eligibility Determination ......................................... 5
Matched Services for Florida and Out-of-State Transfers with no IEP/EP ................................ 6
Florida and Out-of-State Transfers with Occupational and/or Physical Therapy ....................... 6
Florida and Out-of-State Transfers for Hospital Homebound .................................................... 7
Transfer Procedures for Pre-K Students with Disabilities .......................................................... 7
Clay County Re-entry ................................................................................................................. 7
Students Not Served in Their Home Schools ............................................................................. 8
Students Transfers with Transportation ...................................................................................... 8
Additional Transfer Notes........................................................................................................... 8
Required Documents for Transfer Procedures ............................................................................ 9
Determining Eligibility and Placement Dates ............................................................................. 9
Determining Reevaluation Dates ................................................................................................ 9
ELIGIBILITY/IEP PLACEMENT ............................................................................................... 10
Eligibility Determination and Placement Procedures ............................................................... 11
Least Restrictive Environment (LRE) and Placement Determinations .................................... 13
Routing Procedures for Referrals .............................................................................................. 14
Eligibility and Placement Form Directions............................................................................... 15
Permission for Initial Placement in Exceptional Student Education – Directions ................... 16
Specific Learning Disabilities ................................................................................................... 17
(WSGAD) for Specific Learning Disability ............................................................................. 18
Intellectual Disabilities ............................................................................................................. 23
Written Summary of Group Analysis of Data for Intellectual Disabilities .............................. 24
Intellectual Disabilities Self-contained ..................................................................................... 26
Emotional/Behavioral Disabilities (E/BD) ............................................................................... 27
Emotional/Behavioral Disabilities Self-contained .................................................................... 29
Attributes of Self-contained Positive Behavior Support Programs (K-12) for Students with
Emotional/Behavioral Disabilities ............................................................................................ 31
Speech ....................................................................................................................................... 32
Language ................................................................................................................................... 33
Self-contained Language Impairment ....................................................................................... 36
Deaf or Hard-of-Hearing........................................................................................................... 37
Visually Impaired...................................................................................................................... 38
Orthopedic Impairment ............................................................................................................. 39
Other Health Impairment .......................................................................................................... 40
Traumatic Brain Injury ............................................................................................................. 41
Autism Spectrum Disorder ....................................................................................................... 42
Dual Sensory Impaired ............................................................................................................. 43
Gifted ........................................................................................................................................ 44
Pre-K Referral, Evaluation and Eligibility Procedures ............................................................. 45
Extraordinary Circumstances Exception ................................................................................... 47
RELATED SERVICES ................................................................................................................ 50
Occupational Therapy/Physical Therapy Related Services ...................................................... 51
GUIDELINES FOR VARIED ESE TOPICS ............................................................................... 53
ESE Classroom Guidelines ....................................................................................................... 54
Alternate School Site Procedures for ESE Students ................................................................. 55
Photograph/Video/Class Assignment(s) for ESE Students....................................................... 56
Outside Agency Observation Policies ...................................................................................... 58
Request for ESE Behavioral Health Assistant (Individual Aide) ............................................. 59
Guidelines for Placing ESE Students on a Modified School-Day Schedule ............................ 60
Third Grade Good Cause Exemption ........................................................................................ 61
Determining “Grade Level” Performance for ESE Student Report Cards Working on General
Education Standards.................................................................................................................. 62
Assessment & Report Cards for Students with Significant Cognitive Disabilities .................. 62
Procedures for Collaboration of Public and Private Instructional Personnel ........................... 63
INDIVIDUAL EDUCATION PLANS (IEP) ............................................................................... 71
Initial Individual Education Plan Development ........................................................................ 72
Individual Education Plan Reviews .......................................................................................... 74
LEA Representative .................................................................................................................. 76
Duties of the LEA Representative ............................................................................................ 78
General Educators in the IEP Process ....................................................................................... 79
Support Facilitator .................................................................................................................... 80
Modifications and Accommodations ........................................................................................ 81
Accommodations Checklist ...................................................................................................... 82
General Instructions for Consultation/Collaboration ................................................................ 88
Consultation/Collaboration Log................................................................................................ 89
IEP/EP Articulation Procedures ................................................................................................ 90
Items to Discuss in School-to-School Articulation Meetings ................................................... 90
Students with Disabilities and State and District Assessment Programs .................................. 91
Testing Accommodations for Students with Disabilities.......................................................... 92
Meeting Participation Form ...................................................................................................... 93
IEP, Page 1 ................................................................................................................................ 95
IEP, Page 2 ................................................................................................................................ 99
Request for ESE Behavioral Health Assistant (Individual Aide) ............................................. 99
IEP, Page 3 .............................................................................................................................. 101
IEP, Page 4 .............................................................................................................................. 102
IEP, Page 5 .............................................................................................................................. 103
Informed Notice of Change in Placement and/or Free Appropriate Public Education, Page 6
................................................................................................................................................. 106
Present Level of Academic Achievement and Functional Performance, Page 7 .................... 106
Present Level of Academic Achievement and Functional Performance Addendum, Page 7a 109
Present Level of Academic Achievement and Functional Performance
Speech/Language Therapy, Page 7b ....................................................................................... 109
Measurable Annual Goals and Short Term Objectives, Page 8 .............................................. 109
Extending IEP Goals and Objectives ...................................................................................... 113
Notice of McKay Scholarship, Page 9 .................................................................................... 113
Transition IEP ......................................................................................................................... 114
Signature Page, Page 10 .......................................................................................................... 119
Separate Parental Consent for Specific Actions Included in an IEP ...................................... 120
Parent Consent to Receive Electronic Procedural Safeguards ................................................ 120
Interim IEP Reviews ............................................................................................................... 121
Parental Input and Meeting Participation Statement .............................................................. 125
Frequently Asked Questions for the
Parental Input and Meeting Participation Statement (ESE-2-2909) Procedures .................... 125
STUDENT DATA ENTRY AND SCHEDULE FORM ............................................................ 152
General Instructions ................................................................................................................ 153
ESE Services Chart ................................................................................................................. 161
Completing Matrices ............................................................................................................... 164
INITIAL EVALUATION ........................................................................................................... 194
The Initial Evaluation Process for ESE Services .................................................................... 195
60-Day Rule for Initial Evaluations ........................................................................................ 199
REEVALUATION ..................................................................................................................... 200
Reevaluation Procedures ......................................................................................................... 201
Signing of the Consent for Evaluation/Reevaluation Form .................................................... 202
Three-Year Reevaluations for McKay Scholarship Recipients Attending Private Schools ... 204
Reevaluation for Students with Specific Learning Disabilities .............................................. 204
Computing Reevaluation Dates .............................................................................................. 205
Examples for Calculating the Three-year Reevaluation Date ................................................. 206
Assessments for Three-year Reevaluations ............................................................................ 207
SAT/ACT Re-Evaluation Testing Policy and Procedures ...................................................... 209
TRANSITION............................................................................................................................. 210
General Information ................................................................................................................ 211
Pre-Transition IEP Activities .................................................................................................. 211
Transition IEP Components, ESE-1-2289 .............................................................................. 213
Standard Diploma via Access Courses ................................................................................... 216
Standard Diploma via Academic Courses and Employment Competencies .......................... 216
Notification of Possible Graduation Change in Placement, ESE-1-2200 Prior to Graduation217
Transition IEP Activities Chart ............................................................................................... 218
Consent for Release of Student Transition Information, ESE-1-2213 ................................... 221
Student Input for Transition Form, ESE-2-2217 .................................................................... 221
Summary of Graduation Options, ESE-3-9080 ...................................................................... 221
Transfer of Rights Form, ESE-2-2905 .................................................................................... 221
Notice of Option to Accept or Defer Graduation.................................................................... 221
Graduation Portfolio ............................................................................................................... 222
Employment Transition Plan .................................................................................................. 223
Notification of Possible Graduation Change in Placement, ESE-1-2200 ............................... 224
Summary of Performance Form, ESE-2-2907 ........................................................................ 224
DISMISSAL/CHANGE IN PLACEMENT (REMOVAL) OF A PROGRAM ......................... 229
Procedures ............................................................................................................................... 230
Revocation of Consent ............................................................................................................ 233
SPECIAL TRANSPORTATION................................................................................................ 235
Procedures ............................................................................................................................... 236
ESY/ Summer School and Transportation .............................................................................. 237
FUNCTIONAL BEHAVIOR ASSESSMENT (FBA) AND POSITIVE BEHAVIOR SUPPORT
PLANS (PBSP) ........................................................................................................................... 238
Rationale ................................................................................................................................. 239
Definitions............................................................................................................................... 239
When to Develop an Initial FBA and Thus Then Create a PBSP ........................................... 239
Functional Behavior Assessment (FBA) ................................................................................ 241
Positive Behavior Support Plan (PBSP) ................................................................................. 242
FBA Flowchart........................................................................................................................ 247
Functional Behavior Assessment (FBA) - Directions ............................................................ 248
Positive Behavior Support Plan (PBSP) - Directions ............................................................. 251
Maintenance Behavior Plan .................................................................................................... 257
FBA/PBSP Level II Procedures (InD & ASD) ....................................................................... 259
Request for Behavioral Assistance ......................................................................................... 260
ESE DISCIPLINE ....................................................................................................................... 261
Guidelines for the Discipline of Students with Disabilities .................................................... 262
Shortcut for Elementary ONLY .............................................................................................. 263
ESE Expulsion Checklist ........................................................................................................ 265
ESE Learning Center Placement Checklist............................................................................. 266
ESE Off-Campus Felony Learning Center Placement Checklist ........................................... 267
ESE Removals ........................................................................................................................ 270
Alternatives to Out-of-School Suspension .............................................................................. 272
Procedures for Firearms or Drug Violations ........................................................................... 272
Guideline for Bus Discipline/Suspension of Student with Disabilities .................................. 273
Routing Process and Procedures: ESE Expulsions ................................................................. 275
Discipline Forms ..................................................................................................................... 287
Suspension Letter ................................................................................................................ 288
Recommendation For .......................................................................................................... 289
Learning Center Placement, Re-entry or Extended Suspension ......................................... 289
Recommendation for Expulsion ......................................................................................... 290
Principal’s Suspension Review or Juvenile Justice Administrative Hearing ..................... 291
SAFE CRISIS MANAGEMENT ............................................................................................... 292
Summary of Terms and Application ....................................................................................... 293
Elements of Reporting ............................................................................................................ 294
Points to Keep in Mind ........................................................................................................... 294
Appendices .............................................................................................................................. 295
GIFTED ...................................................................................................................................... 299
Gifted Forms/Documents ........................................................................................................ 300
Educational Plan ..................................................................................................................... 290
Interim Review Form .............................................................................................................. 296
Gifted Only Student Data & Schedule .................................................................................... 299
Goals and Objectives for Gifted Education Plans................................................................... 303
District Policy to Address Requests for Gifted Re-testing ..................................................... 313
Superintendent Gifted Services Memo ................................................................................... 314
Procedures for Articulating Gifted Students from 8th Grade to High School ........................ 315
Gifted IEP Tip Sheet for Dual Exceptional Students.............................................................. 316
Gifted NQ Meetings ................................................................................................................ 317
ESE PREKINDERGARTEN ...................................................................................................... 325
Introduction ............................................................................................................................. 326
ESE Prekindergarten Program Options .................................................................................. 326
Referral Process ...................................................................................................................... 327
IEP Articulation Procedures ................................................................................................... 332
HOSPITAL/HOMEBOUND ...................................................................................................... 335
Eligibility/Evaluation .............................................................................................................. 336
VIRTUAL EDUCATION ........................................................................................................... 344
Typical Procedures for Conducting an IEP Meeting for Placement in Virtual Education ..... 345
ASSISTIVE TECHNOLOGY .................................................................................................... 346
What is Assistive Technology? ............................................................................................... 347
Assistive Technology Team .................................................................................................... 347
What is the Referral Process? ................................................................................................. 348
Assistive Technology Flowchart............................................................................................. 349
Low-Tech Assistive Technologies .......................................................................................... 352
Mid-Tech Assistive Technology ............................................................................................. 353
High-Tech Assistive Technology ........................................................................................... 353
Assistive Technology Consideration Form ............................................................................. 354
Assistive Technology Device Trial Log ................................................................................. 356
MCKAY SCHOLARSHIP ......................................................................................................... 359
Notice of McKay Scholarship ................................................................................................. 360
Procedures for 3-Year Reevaluations for McKay Scholarship Students ................................ 361
PRIVATE CITIZEN REFERRAL AND SERVICES PLANS .................................................. 362
Parentally Placed Private School Student/Private Citizen Referral ........................................ 363
SURROGATE PARENTS .......................................................................................................... 373
General Information ................................................................................................................ 374
Surrogate Parent Requirements............................................................................................... 375
PROGRAM LOCATIONS 2017-2018

ESE Prekindergarten
School Housing Feeder Schools
Program
AES AES
DIS DIS, (LES, MCE – check with transportation department)
FIE FIE, (TBE – check with transportation department)
KHE KHE
LAE LAE
MRE MRE
OVE OVE
PES PES, (TBE – check with transportation department)
POE POE
ROE CGE, ROE, (TES over capacity - check with
transportation)
RVE RVE, (LES, MCE – check with transportation department,
TES over capacity - check with transportation)
SPC SPC, CEB, (LES, MCE, TBE – check with transportation)
SLE SLE
TES TES
WEC SBJ, GPE, WEC
WES CHE, MBE, WES
Note: Communication/Behavior Programs: AES, FIE, LAE, MRE, TES, WEC
(consult Pre-K program specialist and transportation)
Note: Positive Behavior Support Programs: CGE, LES, ROE
(consult Pre-K program specialist and transportation)

Autism Spectrum Disorder self-contained
School Housing Feeder Schools
Program
AES Contact ASD Program Specialist
FIE FIE, PES, TBE, DIS,
MRE KHE, MRE
LAE CHE, LAE, MBE, SLE, WES
POE AES, OVE, POE
SPC SPC, CEB
TES CGE, ROE, RVE, TES
WEC GPE, LES, MCE, SBJ, WEC
LAJ GCJ, LAJ, WJH
KHH KHH
LJH LJH, OPJ
OLJ OLJ (contact Program Specialist)
RHS CHS, FIH, MHS*, OPH, RHS
OHS MHS*, OHS
*contact transportation for boundaries
1
Positive Behavior Supported Classes
School Housing Feeder Schools
Program
AES AES, OVE, POE
CGE, LAE, ROE, POE, SLE, TES, southern end of county
CGE
– AIMS, pre-k behavior
GPE northern end of county – AIMS
LES GPE*, LES, SBJ, WEC*
MCE GPE*, MCE, OPE, WEC*
KHE KHE, MRE
ROE Pre-k behavior, county-wide alternative classes
grades K - 6
SPC CEB, DIS, FIE, PES, SPC, TBE
WES CHE, MBE, WES
LAJ GCJ, LAJ
LJH LJH, OLJ, OPJ
WJH WJH
BLC County-wide
KHS KHS
MHS CHS, FIH, MHS, OHS*
OPH OHS*, OPH, RHS*
RVE RVE
*Check with program specialist and transportation for boundaries

Physically Impaired self-contained
School Housing Feeder Schools
Program
FIE AES, CEB, CGE, DIS, FIE, GPE, LAE, LES, MCE, OLJ
(6th grade only), OVE, PES, POE, ROE, RVE, SBJ, SPC,
TBE, WEC
WES CHE, TBE, SLE, MBE, TES, WES
LAJ County-wide junior high site
RHS County-wide high school site

Intellectual Disabilities – Independent self-contained
School Housing Feeder Schools
Program
KHE KHE, MRE
LAE CHE, LAE, MBE, SLE, WES
OVE AES, OVE, POE
RVE CGE, LES, OLJ (6th grade only), ROE, RVE, SBJ, TES
TBE CEB, DIS, FIE, PES, SPC, TBE
WEC GPE, MCE, WEC
LAJ GCJ, LAJ, WJH
OPJ LJH, OLJ, OPJ
CHS CHS, FIH
KHS KHS
RHS MHS*, OPH, RHS
OHS MHS*, OHS
*contact transportation for boundaries
2