Students Transferring from another State

1. How do I enter data in CECAS for a student transferring into my LEA from another state?

In general, out of state transfers should be entered into CECAS using the same steps as any other initial referral. Check the "Out of State Placement" box in the General section of the Special Ed screen to indicate that the student receives comparable services based on an out of state IEP. Continue to document the process of determining appropriate services for the student in North Carolina by completing the Referral, Evaluation, and Placement screens.
However, if a student transfers in within a short period of time before a Child Count, you may need to use a work around in order to include the student on the count.
Follow these steps only in cases where it is necessary to document a student who is still receiving comparable services under an IEP from another state at the time of the Child Count.
Make sure not to open any forms or begin the referral in process in CECAS until the record has been through steps 6-8.
1. Complete and save the New Child Demographics screen, including the Region/LEA Begin Date as the date the child came to the LEA.
2. On the Special Ed screen, in the General section, enter data including Case Manager, Attending School, Attending School Begin Date, and Grade. Check the "Out of State Placement" box.
3. Save the Special Ed screen.
4. To place the record in Active status, do the following:
   a. On the Special Ed screen, leave the Referral section blank.
   b. In the Evaluation section on the Special Ed screen, leave Consent to Evaluate, Consent to Evaluate Purpose Date, and Consent to Evaluate Given blank.
   c. Enter Evaluation Purpose as "Re-evaluation".
   d. In the Evaluation section on the Special Ed screen, enter the Eligibility Determination Date as the DEC3 meeting date, if one is available. If no DEC3 is available, use the DEC4 IEP meeting date.
   e. In the Evaluation section on the Special Ed screen, enter Eligible? as "Yes".
   f. In the Evaluation section of the Special Ed screen, select the Primary Disability. Use the suspected disability as indicated in the information received from the other state.
   g. Save the Special Ed screen - the record status will remain Pending.
5. Navigate to the Child Plans screen.
   a. Enter the Plan with a Purpose of something other than "Initial" or "Initial Part C to B". Use the actual dates from the IEP you are using for comparable services.
   b. Ensure all 3 Plans screens are completed and saved.
6. Navigate to the Special Ed screen.
   a. On the Special Ed screen, in the Placement section, enter the Consent for Placement Date with the actual date if possible. If not available, use the Region LEA begin date.
   b. On the Special Ed screen, in the Placement section, select the Consent Given as "Yes".
   c. Save the Special Ed screen - the record status will become Active.
7. After the Child Count has been completed, you will need to exit the record in order to bring the record back into your LEA to begin the new initial referral.
   a. Click the Exit button on the Special Ed screen and select "Comparable Services" as the Exit Reason.
   b. For the Exit Date, use the Referral Received by School date.
   c. Click the Save button inside the popup screen to Exit the record.
8. Reclaim the student for your LEA using the Set Primary screen.
   a. Select the status of "Referral".
   b. Use the Referral Received by School Date as the Region/LEA Begin date as well.
   c. Document all remaining fields, and Save the screen.
   d. When asked if you are sure, click Ok.
9. Continue entering the data using the purpose of "Initial" just as you would if the student never had been Active.