Standard Operating Procedures Manual: The Referral, Evaluation, and Placement of School-Age Students with Disabilities

Table of Contents
INTRODUCTION:
Using this Manual .........................................................................................................................9
Explanation of Terms and Usage.................................................................................................10
Important Changes to Note .........................................................................................................13
SECTION 1:
Legal Requirements and Personnel Roles and Responsibilities ............................................14
The Individuals With Disabilities Education Improvement Act (“IDEIA”) and Corresponding
Regulations .....................................................................................................................15
Summary of Children First Changes...................................................................................15
The Committees on Special Education (CSE) Offices ..........................................................17
Description of Resources and School-based staff................................................................17
SECTION 2:
The Referral Process........................................................................................................24
Child Find Obligations.......................................................................................................25
Initial Referral Sources .....................................................................................................25
Request for Referral for an Initial Evaluation .......................................................................25
Requests For Referrals Made By Professional Staff Members..............................................25
Receipt of Request for Referral .........................................................................................26
Initial Referrals Made By Parent(s).....................................................................................27
Date of Initial Referral.......................................................................................................27
Receipt of Initial Referral...................................................................................................27
Initial Referrals: Required Steps At The Committee On Special Education Office ...................27
Initial Referrals: Required Steps At The School Once The Referral Has Been Received..........28
Timeline Once Referral has Been Received........................................................................28
Post-Referral Considerations.............................................................................................29
Post-Referral Services......................................................................................................29
Additional Requirements: Referrals For Vision and Hearing Screenings ................................30
Referrals for Reevaluations...............................................................................................30
Providing The Parent With Notice Of Request For Reevaluation...........................................32
Referrals For Annual Review.............................................................................................32
Referrals For Preschool Students With A Disability Transitioning To School-Age Special
Education Programs.........................................................................................................32
SECTION 3:
Consent to Evaluate and Pre-Assessment Planning ............................................................34
Introduction .....................................................................................................................35
What Is Informed Consent? Consent Defined .....................................................................35
Who Provides Consent? Definition of a “Parent”.................................................................35Surrogate Parents ............................................................................................................36
Qualifications of Surrogate Parents....................................................................................37
Determining the Need for a Surrogate Parent .....................................................................37
When Consent to Evaluate is Required ..............................................................................39
Outreach Activities to Obtain Consent for Initials and Reevaluations ....................................39
Arrangement to Obtain Consent for Initial Evaluation...........................................................39
The Social History Interview..............................................................................................40
When Consent is Required for New Assessments as Part of a Reevaluation .........................43
Parental Non-Response to Request for Consent for Additional Assessments to Conduct a
Reevaluation ...................................................................................................................43
Parental Refusal to Provide Consent for Additional Assessments to Conduct a Reevaluation .44
SECTION 4:
Assessment.....................................................................................................................45
Assessment Process Overview .........................................................................................46
Case Completion Timeframe for School-Age Students Initially Referred ................................46
Case Completion Timeframe for Turning-Five Students Initially Referred...............................46
Case Completion Timeframe for Requested Reevaluations ..................................................47
Timeframe to Complete Mandated Three Year Reevaluations...............................................47
Case Closings and Adjustments to the Timeline ..................................................................47
Assessments Required as Part of the Initial Evaluation........................................................47
Assessments Required for Reevaluations...........................................................................48
Important Factors in Conducting the Initial Social History .....................................................49
Psychoeducational Assessment.........................................................................................49
Speech and Language Assessment ...................................................................................50
Assessment Requirements for Occupational Therapy/Physical Therapy................................50
Level I Vocational Assessment ..........................................................................................50
Classroom Observations...................................................................................................50
Functional Behavioral Assessments...................................................................................51
Behavior Intervention Plan ................................................................................................51
Assistive Technology Evaluations ......................................................................................52
Translated Tests and the Use of Interpreters.......................................................................52
Interpretation of Scores.....................................................................................................53
Procedures for Obtaining Physical Examinations.................................................................54
Vision and Hearing Screenings..........................................................................................54
Determining Language of Assessment ...............................................................................55
Conducting Bilingual Assessments: The Bilingual Cascade ..................................................55
Assessment Resources ...................................................................................................56
Contracting Out for Assessments.......................................................................................57
Requesting an Assessment from an Agency Under Contract to the Department .....................57
Contract Agency Responsibilities.......................................................................................58
Responsibilities Upon Receipt of Report.............................................................................58
Assessment Authorization.................................................................................................59
Completion of Evaluation Reports......................................................................................60Requests by Parents for Independent Evaluations at Department Expense ...........................60
Arranging Transportation for Assessments..........................................................................61
SECTION 5:
Preparing for the IEP Meeting ...........................................................................................62
Introduction .....................................................................................................................63
IEP Team Participants ......................................................................................................63
The Special Education Teacher .........................................................................................64
The General Education Teacher ........................................................................................64
The Parent ......................................................................................................................65
The Student.....................................................................................................................66
The District Representative ...............................................................................................66
The School Psychologist...................................................................................................67
The School Social Worker.................................................................................................67
The Parent Member .........................................................................................................67
The School Physician .......................................................................................................67
Individual to Interpret Instructional Implications ...................................................................67
The Related Service Provider............................................................................................67
Additional Members..........................................................................................................68
Determining IEP Team Composition for the Initial IEP Team Meeting.....................................68
Determining IEP Team Composition for Students Previously Classified .................................69
IEP Team Mandated Member Excusal................................................................................70
IEP Team Member Excusal: Member’s Area of Curriculum or Related Services Will
Not be Discussed.............................................................................................................71
IEP Team Member Excusal: Member’s area of Curriculum or Related Services Will
be Discussed...................................................................................................................71
Amending the IEP After the Annual Review.........................................................................72
Preparation for Mandated Three-Year Reevaluation and Requested Reevaluation .................73
Tape Recording of the IEP Meeting....................................................................................74
IEP Team Preparation for the IEP Meeting..........................................................................74
Scheduling the IEP Meeting with Parents ..........................................................................76
Developing an Agenda for the IEP Meeting.........................................................................77
Planning for an Annual Review IEP Meeting ......................................................................77
Transmitting the IEP to the Committee on Special Education Office ......................................78
Arranging the Annual Review IEP Meeting..........................................................................78
SECTION 6:
Decision-making at the IEP Meeting and Completing the IEP Document ...............................79
Introduction .....................................................................................................................80
Eligibility Determination.....................................................................................................80
Eligibility Criteria ..............................................................................................................80
Decision-Making Process at the IEP Meeting: An Overview..................................................80
Classifiable Disabilities .....................................................................................................82
Important Note Regarding Social Maladjustment.................................................................83Documentation Needed for Specific Disabilities...................................................................86
Documentation Needed To Classify a Student as Learning Disabled.....................................86
Documentation Needed To Classify a Student as Emotionally Disturbed ...............................87
Determining Special Education Services ............................................................................87
Declassification from Special Education Services ...............................................................88
Recommending Extended (12-month) School Year Services ...............................................88
Promotion Criteria for Annual Review Meetings...................................................................89
Graduation Considerations................................................................................................89
The Student Exit Summary ...............................................................................................90
Recommending Occupational Therapy/Physical Therapy.....................................................90
Determining Language of Instruction..................................................................................90
Recommending Interim Speech/Language Therapy in English For English Language
Learners Recommended For Bilingual Speech/Language Therapy .......................................91
Recommending Specialized Transportation: An Overview....................................................93
Considerations for Recommending Specialized Transportation.............................................93
Documentation Required for Specialized Transportation Accommodation
Recommendations ...........................................................................................................94
Recommending Deferred Placements ................................................................................95
Recommending Assistive Technology.................................................................................96
IEP Development for Students Admitted to Office of Mental Health Programs ........................96
Deferral to Central Based Support Team (CBST) Recommendation ......................................98
Annual Reviews for Students Attending State Approved Non-Public Schools .......................100
Reapplication Process for Students Attending State Approved Non-Public Schools ..............101
Recommendations for Students in Charter Schools...........................................................101
Home Instruction: An Overview........................................................................................101
General Requirements for the Authorization of Department of Education Home Instruction ...101
Recommending Home Instruction on the IEP....................................................................102
Expected Contribution of Participants During the IEP Meeting ............................................103
Completing the IEP Document.........................................................................................104
Procedures for Completing the IEP Meeting .....................................................................108
Resolving Conflicts.........................................................................................................110
SECTION 7:
The Placement Offer, Service Delivery and Implementing The IEP......................................111
Introduction ...................................................................................................................112
Timeline for Arranging Services ......................................................................................112
Case Closings In the Placement Process .........................................................................112
Considerations for Identifying a Site for Special Education Teacher Support Services
(SETSS), Collaborative team teaching (CTT) and Related Services Only Recommendations 112
Considerations for Identifying a Site for Special Class Services ..........................................113
Requesting a Variance....................................................................................................114
The Final Notice of Recommendation...............................................................................114
Final Notice of Recommendation Procedures for Students Found Ineligible for Special
Education Services.........................................................................................................114Issuing a Final Notice of Recommendation for Students Initially Eligible for Special
Education Services.........................................................................................................114
Issuing a Final Notice of Recommendation after An Annual Review ....................................116
Issuing a Final Notice of Recommendation after Reevaluation............................................117
Students Who are Declassified........................................................................................118
Reviewing and Arranging Home Instruction.......................................................................118
Placement Deferred with a Site .......................................................................................119
Placement Deferred Without a Site ..................................................................................119
Alternate Placement in Collaborative Team Teaching and Special Classes ..........................119
Converting a Bilingual Class to an Alternate Placement Class ............................................120
Placement Procedures for Alternate Placement Students Placed Into Bilingual Classes........121
Authorization to Attend....................................................................................................121
Obtaining First Attend Dates for all Placements.................................................................121
Untimely Special Class Placement Offer: Issuance of P1-R Letter ......................................122
Guaranteed Enrollment Period ........................................................................................124
Duration of Approved Non-Public School Enrollment .........................................................124
Securing an Approved Non Public School (NPS) Placement via a P1-R ..............................124
Procedures for P1-R Enrollment ......................................................................................125
Determination that the Approved Non-Public School is Inappropriate ..................................126
Pendency for Students Attending Approved Non-Public Schools.........................................126
Arranging Special Education Teacher Support Services (SETSS) .......................................126
Arranging Collaborative Team Teaching (CTT) ................................................................126
The Enhanced Rate Approval Process .............................................................................127
Arranging Related Services on the Student’s IEP..............................................................128
Criteria and Procedures for Placement of a High School Student with a Disability on a
Related Service Long Term Absence (LTA) Register.........................................................128
Placement on a Related Service Long Term Absence (LTA) Register ..................................129
Identifying and Assigning an ESL Teacher ........................................................................130
Transportation: An Overview ...........................................................................................131
Arranging Specialized Transportation...............................................................................131
Transportation Voucher Procedures .................................................................................131
Transportation Reimbursement Procedures......................................................................132
SECTION 8:
Service Delivery and Placement Processes involving Special Circumstances ......................133
Introduction ...................................................................................................................134
Homeless Students/Students in Temporary Housing..........................................................134
Arranging Services for Students Attending Charter Schools ...............................................134
Arranging Services for Students Attending Private Schools Funded by Their Parents ...........135
Placement Procedures for Students with a Disability Transitioning to a School-Age
Program (“Turning Five” Years of Age) ............................................................................136
Placement Procedures for Students Turning Five Years of Age who Are Not Previously
Identified as a Student with a Disability.............................................................................136
Extended (12-Month) School Year Services .....................................................................136Procedures for Students Leaving the School System (“Aging Out”).....................................137
Students Discharged From Hospital Settings ....................................................................137
Transition Procedures for Students Discharged from OCFS Placement Returning to a
NYC Public School ........................................................................................................138
Note Regarding Students Moving Among NYC Districts.....................................................139
Students Entering NYC from a New York State School District ...........................................139
Students Entering NYC from Another State.......................................................................139
Pendency Placement for Students Turning Five Years of Age.............................................140
Students Awaiting Placement Paraprofessionals ...............................................................140
Placement Procedures for Students for Whom Parents Have Withdrawn Consent for
Special Education Services.............................................................................................140
SECTION 9:
Post-IEP Meeting Due Process: Impartial Hearings and Hearing Decision Implementation....142
Introduction ...................................................................................................................143
Mediation Overview........................................................................................................143
When Mediation Should not be Utilized ............................................................................143
Impartial Hearing Request Procedures.............................................................................143
Required Information for Impartial Hearing Requests.........................................................144
Pre-Impartial Hearing Procedures....................................................................................144
Impartial Hearing Staff Responsibilities ............................................................................146
The Impartial Hearing Decision Implementation Process....................................................146
Pendency Note ..............................................................................................................147
SECTION 10:
Students Subject to Discipline .........................................................................................148
Students with Disabilities Subject to Discipline: An Overview..............................................149
MDR Guidance: A Step-by-Step Review...........................................................................150
Required Steps Following the MDR .................................................................................152
The Special Education Suspension Plan: An Overview ......................................................153
Guidelines for Making a Special Education Instructional Program Recommendation ............154
Guidelines for Making a Recommendation for Related and Support Services ......................154
Suspension Transportation Guidelines .............................................................................154
Implementing the Special Education Suspension Plan.......................................................154
SECTION 11:
Guidelines for Parentally Placed Students ........................................................................156
Guidelines for Parentally Placed Students ........................................................................157
NYC Residents Attending Nonpublic Schools in NYC ........................................................157
New York State Residents Attending Nonpublic Schools in NYC.........................................158
Out of State Students Attending Nonpublic Schools in NYC ...............................................160
APPENDICES .............................................................................................................162