Special Ed Screen

1.How does the user exit a child when the child is returning to regular education?

The Exit Reason "Transferred to Regular Education" is not included in the Exit Reason dropdown list reached by clicking the Exit button on the Special Ed screen. There are three ways to include students in the exit reason of "Transferred to Regular Education."

a. Close/Verify a DEC3 where the student is not eligible.

b. If not using the electronic DEC3 form in CECAS, document the exit of a child who is no longer eligible on the Special Ed Screen. Select the appropriate Evaluation Purpose as indicated on the paper DEC3, enter the Eligibility Determination Date from the DEC3, and select "No" in the Eligible checkbox on the Special Ed screen. Users will then receive a message stating that the student will be exited. Click OK. Then another message will be received asking if you would like to update the Eligibility Determination Date. Click 'Yes'. After clicking the Save button the student's status will be changed to Exited and the Exit Reason will display "Transferred to Regular Education".

c. In order to exit a child when consent for placement is revoked by the parent or student who has reached the age of majority, users must click the Exit button on the Special Ed screen and select the reason of "Consent Revoked". The student's status will be changed to Exited. The Exit count will include students with the reason of "Consent Revoked" in the category of "Transferred to Regular Education."

2.I have a record for a student in No EC Services because the parent denied consent or the student was not eligible. A lot of time has passed and we want to do a new referral for the student. The fields are locked. How can I add a new referral?

If a student's record is in a status of No EC Services due to no consent to evaluate, not eligible, or no consent for placement and you need to enter a new referral do the following:

• Use the Record Closure Button to close the record with a reason of Reset for Referral.
• For the Record Closure Date, use the No EC Services Date.
• After closing the record, open the Region/LEA screen and click the Transfer In button.
• On the Transfer In screen, select the New radio button and enter the other required information.
• For the Transfer In Date, use the new Referral Received by School Date.
• Next, click the Special Ed button to return to the Special Ed screen.
• Now, the referral information can be entered.

3.Is it OK to leave records in a status of No EC Services? When is Record Closure used?

When a record is in a status of No EC Services, it indicates that the end of the special education process has been reached for that student. In order for the record to be counted accurately for Indicator 11 and/or 12, the record must be left in the No EC Services status. The one exception is when the record needs to be closed in order to reset to start a new referral.

Record closure is used when the process cannot be completed because the student becomes unavailable before the end of the process.

1.Why does the Next Reevaluation Date come from the DEC3 Signature Date plus 3 years when we use the DEC5 to determine the date of the Reevaluation?

The DEC3 is used only for Determining Eligibility, while the DEC5 has many overlapping purposes. CECAS defaults to the DEC3 as the most reliable source of the Eligibility Determination Date, which generates the Next Revaluation Date. In most cases the DEC3 and DEC5 are completed on the same date. If the DEC5 is completed on a different date than the DEC3, the user may change the Eligibility Determination Date on the Special Ed screen which will automatically update the Next Reevaluation Date.

1.Why does the Initial Placement Date come from the Initial Plan/DEC4 meeting Date when we use the DEC5 to determine the end of the 90 day timeline?

Every active student in CECAS has a Plan or DEC4, but some LEAs do not use the CECAS DEC5. To ensure that an initial placement date is determined for all active records, CECAS defaults to the Plan/DEC4 date. In most cases the date of the initial IEP and the DEC5 are the same. If the DEC5 is later than the Plan/DEC4 meeting date, change the date in the Initial Placement Date field to the date on the DEC5.