To complete an evaluation process when a student does not qualify, the team should complete all parts of the evaluation process.
On the Eligibility Tab of the ESER, the school psychologist will mark the boxes accordingly and digitally sign the eligibility. This page will be printed and signed by the psychologist.
Record Specialist to upload signed page to ESER Attachment Tab with the naming convention detailed in the Naming Convention section of this manual. Record Specialist to send original signed page to SSS Record Technician.
On the Cover page of the ESER, the following box will be checked.
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There should not be any Educational Needs on the Summary Tab
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IEP team will hold meeting to review the evaluation, gain participation signatures and draft a Written Notice.
After the evaluation review meeting, case manager will finalize all documents. As this is a DNQ, an IEP will not be drafted and should remain unopened.
Check Ad Hoc/Misc. Docs to see if there are any documents that need to be finalized in this tab.
Once all documents are finalized, case manager will manually move the student to the Exit Process.
Case Manager will complete the Written Notice and Exit form. Case manager will complete SOP and COSF as appropriate. Finalize all documents as appropriate in this process with the Exit form being finalized last.
Case Manager will notify SSS Record Technician that exit is complete. SSS Record Technician will exit student from Synergy SE.
If a student no longer qualifies for a related service, however they still have educational need on their ESER and they will be exited from the related service prior to the 3-year re-evaluation please complete the following process:
- Consent to evaluation
- Obtain consent for evaluation for the related service areas
- Select area(s) to be evaluated (ex: communication, fine motor, etc.)
- Obtain parent signature
- Generate a Written Notice to conduct evaluation in areas identified *Note: A Referral Packet (Referral Form, vision/hearing screening, and Observation Guide) is not required for an evaluation that is only addressing discontinuation of Speech, OT, or PT.
- Complete the ESER
- Use the current ESER; do not change the date (date remains the original qualifying date , because 3 year re-eval due date stays the same)
- Case manager enters parent’s information/observations into the ESER.
- Case manager completes Classroom Observation and enters summary into the ESER.
- Evaluator enters new assessment information with the date it was conducted.
- Psychologist completes overall summary with digital signature and date, signs printed copy. Records Specialist to upload to Attachments in ESER.
- Hold Eligibility Meeting to review the ESER and Amend the IEP
- Meeting Invitation for Eligibility Meeting and IEP Amendment
- Required meeting attendees and signatures for ESER and IEP Amendment:
- District Rep, Related Service Provider, General Education teacher, Parent (must be invited), Student, and Psychologist.
- Remove related service in the Educational Needs and Recommendations section.
- Enter Meeting Notes- must include discussion of the team agreeing that the student is no longer eligible for related service.
- Compete Written Notice stating the student is no longer eligible for the related service.
- Provide a copy of ESER to Parent(s) and check the box.
- Amend the IEP to remove the present levels, goals/objective and service minutes for discontinued related service.