Transfer-In from Out of District

Overview:

This Article contains process information and form completion requirements for students who are Transferring in from Out of District and receive Special Education Services.

Transfer-In TargetsSee More

School notifies Record Technician (SSS) of incoming student
If IEP is available, school shall provide services described in IEP to the extent possible, pending eligibility review
Records Tech (SSS) requests records of previous school district
Records Tech (SSS) creates new student in Synergy, and assigns case manager
Records Technician uploads file for new student
Records Technician notifies School Psychologist, Case Manager and Records Specialist at school of enrollment
School Psychologist reviews file and eligibility
Complete Transfer In IEP within 10 days of school psychologist date of review

Transfer-In ProcessSee More

Case Manager/School Psychologist/Related Service Providers as appropriate will receive email notification from Record Technician of student that is ready for psychologist review and transfer in.
1. School psychologist will review records located in historic documents of student’s SE record.
2. Related service providers included in review as appropriate.
3. Psychologist will enter Primary Eligibility on cover tab of Transfer-In IEP.
4. Psychologist will complete ‘Internally Reviewed by:’ credentials, and date of review on cover tab of Transfer-In IEP.
5. Psychologist will print and sign next to or under name, then give original to Records Specialist.
6. Records specialist will upload the signed signature page to the attachment tab of the Transfer-In IEP and send to Records Tech.
7. Psychologist will email case manager/related service providers/record specialist that Transfer-In has been signed and the 10-day calendar has begun.
Case Manager/Records Specialist will contact parent to schedule transfer-in meeting.
1. Case manager will enter ‘Transfer IEP Date’ on cover tab of Transfer-In IEP and complete the following information (Team can transfer existing information from sending district, OR enter information as pertains to student’s needs and services to be served in MSBSD. Document any changes from sending IEP in the meeting notes).
  1. Strengths/Concerns and PLAAFP
  2. Disability affects box
  3. Assessments
  4. Goals/objectives
  5. Mods & ESY
  6. Services: Service Start Dates will be the same as the Transfer-In meeting date
  7. Placement
  8. Cover Page
Transfer of Rights Letter box as appropriate
Notice of Procedural Safeguards Provided (best practice to provide parent with this at the meeting as they are entering our district).
Note anticipated participants
1. Student – invited – even if student will not be in attendance due to age (for example: preschool)
2. Parent(s)
3. Staff to include
  1. Case Manager/SE Teacher or Case Manager/SLP
  2. District Representative
  3. General Education Teacher
  4. Other participants as appropriate
Team holds Transfer-In meeting.
1. Case manager will print Cover page for participant signatures.
2. Team member to take notes within student’s SE plan. If prefer to hand write notes, these notes must be typed in after the meeting then shredded once entered and saved in SE.
3. Written notice drafted and entered into SE during or after meeting. (It will require Validation and will Finalize with the Transfer-In IEP).
After meeting
1. Case manager gives signature page to Record Specialist to upload and send original to Record Technician.
2. Case manager reviews and validates Transfer-In IEP. Case manager can have record specialist review documents for grammatical errors, etc. Record specialist will confirm when finished.
3. Case Manager will finalize and email Record Technician that Transfer-In is complete.
Student will automatically move to the annual review process or evaluation process if the student is due within 120 days of their re-evaluation.

eligibility criteriaDoes not meet

Propose evaluation/additional assessment if Transfer-In student does not meet MSBSD eligibility criteria.

If eligibility does not meet MSBSD criteria, and the child has or had an active IEP during current school year, the IEP will be implemented until the evaluation is completed or until it expires. If eligibility does not meet MSBSD criteria, and the IEP has expired prior to the current school year, student will be served in general education setting, without special education services, and an intervention team will be convened at the school of enrollment. If the school psychologist determines that an immediate evaluation needs to be conducted, the intervention team will proceed with evaluation planning an obtaining consent.

School Psychologist fills out, prints transfers-in amendment and signs with recommendation.

For a case where the IEP is expired and the ESER is still current, a draft IEP must be written at the transfer-in meeting and implementation begins immediately.

Specific Learning Disability: discrepancy pattern of strengths and weaknesses or RTI model are acceptable from out of district.

School Psychologist emails Records Technician and Records Specialist, and cc's Case Manager when this review is complete.

Case Manager convenes transfer-in amendment meeting within 10 days of psychologist signing incoming information. At this time, the team has the option to rewrite the entire EP and change the annual IEP review date.

Complete Transition Section for students 15 and older, in the Present Levels indicate what assessment tool was used and a brief statement about the findings.

Following the transfer in amendment meeting held at the enrolling school, all paperwork must be finalized within 5 working days.

ExceptionsImportant

Important Exceptions to Transfer-In students.

All files for students eligible as speech impaired will be reviewed by Speech Pathologist at school site.

All files for preschool and students from residential psychiatric treatment centers will be reviewed at the Student Support Services office.

If a student comes into the district with an IEP placement that is not available at the enrolling (boundary) school, a Resource Specialist is required to be involved in the placement discussion.

If team wants to or needs to conduct an annual review due to an expired IEP at the transfer in meeting, see Transfer-In/Annual Review Process.

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Details

Article ID: 122453

Created

Thu 12/10/20 12:17 PM

Modified

Thu 1/4/24 2:58 PM

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