WHICH FORMS???

I. A BRIEF INTRODUCTION TO EXCENT
The district has acquired a form generating program called Excent.   There are some (very few) forms that are not computer generated.  Copies of these forms are located in this Special Education Manual under the heading “Other Forms”.   There are trained personnel at each campus to assist you and “How To” manuals  in the School Psychologist offices.  Please use these resources.

In order to access the computer generated forms, you must complete Student Information sheet and send into special services office.
 

II. WHICH FORMS TO USE

This section outlines the various forms necessary to complete tasks.

In order to access the computer generated forms, you must complete the Student Information sheet and send into special services office.

REMINDER: Always give classroom teacher(s) a copy of the IEP after the meeting

INITIAL PLACEMENT
1.   Parent Questionnaire, Vision & Hearing Screenings
2.   Classroom Observation
3.   Meeting Notification
4.   Procedural Safeguards
5.   Referral Review
6.   Notice and Consent to Evaluate
7.   Prior Written Notice

Post Testing:
1.   Meeting Notification (original to parent)
2.   Procedural Safeguards
3.   Comprehensive Evaluation Report

If child QUALIFIES for services:
1.   IEP (See Annual IEP)
2.   Prior Written Notice
3.   AIMS-A Form 1

If child DOES NOT QUALIFY for services:
1.  Prior Written Notice
2.  Non-Placement Statement

For Related Services: Complete the following:
Approriate Present Level of Performance in Comprehensive Evaluation Report
Appropriate evaluation section of Comprehensive Evaluation Report
Goals and Objectives if necessary
Send originals to Special Services
Send copies to parent (except Meeting Notification-send original)
Keep copies for yourself 

IF A CHILD COMES IN WITH AN ACTIVE IEP FROM ANOTHER DISTRICT

1.   IEP Initiation of Services
2.   IEP Review
3.   Evaluation Report Review

If IEP and Evaluation are accepted:
1.   Provide services
2.   Hold annual IEP at the due date

If IEP or Evaluation are not accepted:

1..  Write new IEP (See Annual IEP) or
2.   Re-evaluate (See 3 Year Re-evaluation)
      Send originals to Special Services
      Send copies to parent-include Procedural Safe Guards
      and Children”
      Keep copies for yourself 

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IF A CHILD COMES IN WITH AN EXPIRED IEP FROM ANOTHER DISTRICT
1. IEP Initiation of Services

2. IEP Review

3. Evaluation Report Review

 

1.   Parent Questionnaire, Vision & Hearing Screenings
2.   Classroom Observation
3.   Meeting Notification
4.   Procedural Safeguards
5.   Re-evaluation
6.   Notice and Consent to Evaluate
7.   Prior Written Notice

Post Testing:
1.   Meeting Notification (original to parent)
2.   Procedural Safeguards
3.   Comprehensive Evaluation Report

If child QUALIFIES:
1.   IEP (See Annual IEP)
2.   Prior Written Notice
3.   AIMS-A Form 1

If child DOES NOT QUALIFY:
1.   Prior Written Notice
2.   Non-Placement Statement

For Related Services: Complete the following forms:
                Appropriate Present Level of Performance in Comprehensive Evaluation Report
                Appropriate evaluation section of Comprehensive Evaluation Report
                Goals and Objectives if necessary
                If child no longer qualifies complete Prior Written Notice
   Send originals to Special Services
   Send copies to parent (except Meeting Notification-send original)
   Keep copies for yourself 

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TRANSFER WITHIN DISTRICT

1. Student Transfer Form
      Send original to Special Services
      Send copy to receiving teacher along with the working file
      Remove yourself as case manager in the Excent program
      Add the  receiving teachers’ name to the team member section in the Excent program

TERMINATION FROM SERVICES
1.   Classroom Observation
2.   Meeting Notification (original to parent)
3.   Procedural Safeguards
4.   Re-evaluation
5.   Notice and Consent to Evaluate unless “accepting existing data”
            If accepting existing data complete Prior Written Notice
6.   Procedural Safeguards
7.   Prior Written Notice

Post Testing:
1.   Meeting Notification (original to parent)
2.   Procedural Safeguards
3.   Comprehensive Evaluation Report
4.   Prior Written Notice
      Send originals to Special Services
      Send copies to parent (except Meeting Notification-send original)
      Keep copies for yourself 

STUDENT MOVES FROM SCHOOL DISTRICT

1. Student Withdrawal From Apache Junction Schools --send to Special Services

 

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TO ADD AN ELIGIBILITY CATEGORY OR A RELATED SERVICE
1.   Parent Questionnaire
2.   Classroom Observation
3.   Meeting Notification
4.   Procedural Safeguards
5.   Re-Evaluation Form
6.   Notice and Consent to Evaluate
7.   Prior Written Notice

Post Testing:
1.   Meeting Notification (original to parent)
2.   Procedural Safeguards
3.   Comprehensive Evaluation Report
4.   Prior Written Notice

  1. Write IEP (See"Annual IEP"
  2. New IEP (See Annual IEP)
   Send originals to Special Services
   Send copies to parent (except Meeting Notification-send original)
   Keep copies for yourself 

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PROGRESS REPORTS

Completed with:
1.   Annual IEP
2.   Three year re-evaluation
3.   All school-wide progress report and report card distribution
       Send original to Special Services only at annual IEP and a copy 18 weeks after annual IEP date
       Send copies to parent
       Keep copies for yourself

ANNUAL IEP

1.   Meeting Notification (original to parent)
2.   Procedural Safeguards

Continued Placement:
1.   Progress Report
2.   Prior Written Notice
3.   IEP
4.   AIMS-A Form 1(if the student has been eligible to take the AIMS-A)

No Longer Qualifies:
    See “Termination from Services”

For Related Services: complete the following forms:
   Present Level of Performance (IEP)
   Goals and Objectives (IEP)
   Progress Report
   If child no longer qualifies for related services see: "Terminaton from Services"

Send originals to Special Services
Send copies to parent (except Meeting Notification-send original)
Keep copies for yourself 

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EXTENDED SCHOOL YEAR (ESY)

If child qualifies for ESY:
    See “Annual IEP”

Flowchart documentation must be completed by date stated on the IEP
Send original to Special Services
Keep copy for yourself

SUSPENSION/EXPULSION OF SPECIAL EDUCATION STUDENT

See School Psychologist ASAP 

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THREE YEAR RE-EVALUATION
1.   Parent Questionnaire, Vision & Hearing Screenings
2.   Classroom Observation
3.   Meeting Notification
4.   Procedural Safeguards
5.   Re-Evaluation
6.   Notice and Consent to Evaluate
7.   Prior Written Notice

Post Testing:
1.   Meeting Notification (original to parent)
2.   Procedural Safeguards
3.   Comprehensive Evaluation Report
 

If child QUALFIES:
1.   IEP (See Annual IEP)
2.   Prior Written Notice

If child DOES NOT QUALIFY:
1.   Prior Written Notice

For Related Services: complete the following forms:
    Present Level of Performance in Comprehensive Evaluation Report
    Appropriate evaluation section of the Comprehensive Evaluation Report
    Goals and Objectives if necessary
    Send originals to Special Service
    Send copies to parent (except Meeting Notification-send original)
    Keep copies for yourself 

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