What's Required

  • If the student was in the process of being evaluated for special education eligibility in the student's previous school district, the student's current school district will coordinate with the student's previous school district as necessary and as expeditiously as possible to ensure a prompt completion of the evaluation in accordance with 34 CFR 300.301(d)(2) and (e) and 34 CFR 300.304(c)(5). 

    The evaluation will be completed not later than the 45th school days following the date on which the current school district receives written consent as required by the TEC 29.004.

    When a student transfers within the state and the parents verify that the student was receiving special education services in the previous school district or the previous school district verifies in writing or by telephone that the student was receiving special education services, the school district must meet the requirements of 34 CFR 300.323(a) and (e), regarding the provision of special education services.

    The timeline for completing the requirements outlined in 34 CFR 300.323(e)(1) or (2), will be 30 school days from the date the student is verified as being a student eligible for special education services.

    In accordance with TEC 25.002, and 34 CFR 300.323(g), the school district in which the student was previously enrolled will furnish the new school district with a copy of the student's records, including the student’s special education records, not later than the 30th calendar day after the student was enrolled in the new school district.

    The Family Educational Rights and Privacy Act (FERPA)20 USC 1232g, does not require the student's current and previous school districts to obtain parental consent before requesting or sending the student's special education records if the disclosure is conducted in accordance with 34 34 CFR 99.31(a)(2) and 99.34.
     
    According to §89.1011(i)(2):
    When a student transfers from a school district in another state in the same school year and the parents verify that the student was receiving special education services in the previous school district or the previous school district verifies in writing or by telephone that the student was receiving special education services, the new school district must meet the requirements of 34 CFR, §300.323(f), regarding the provision of special education services.  If the new school district determines that an evaluation is necessary, the evaluations considered a full individual and initial evaluation is considered a full individual and initial evaluation and must be completed within the timelines established by §300.323(f)(2), if appropriate, is 30 calendar days from the date of the completion of the evaluation report.  If the school district determines that an evaluation is not necessary, the timeline for completing the requirements outlined in 34 CFR, §300.323(f)(2), is 30 school days from the date the student is verified as being a student eligible for special education services.
     

What We Do




  • Procedures for Notification of Newly Enrolled Special Education Students

    When a parent indicates on enrollment paperwork their child is a student who receives special education, the following steps should be completed:

      • The Registrar will complete enrollment of the student at the home campus, regardless of the type of special education services needed by the student. Students must be enrolled at their home campus prior to the evaluation of services. 
      • If parent indicates student received special education services at previous school, registrar initiates transfer verification process. 
      • The registrar or designee will complete the Transfer Verification Form, provide parent with copy of Procedural Safeguards, and obtain parent signature for Receipt of Procedural Safeguards.  Special ed records will be requested by registrar through TREX and printed by special ed secretary.
    • The registrar or designee will contact the previous school district to confirm services and complete Transfer Verification Form.
    • The registrar or designee will fax copies of the following forms to special education secretary Reba Wilson at 903/891-0087 on the day of enrollment: Completed Transfer Verification Form, and signed Receipt of Procedural Safeguards. 
    • Inter-school mail all original documents to the sped office.
    • The special education secretary (Reba Wilson) will follow up on records via TREX, eSped, or fax (as appropriate), enter student in eSped, makes a brown folder and give brown folder to diagnostician/SLP.

    When the campus suspects that the student is in need of services that are not available at the home campus, the campus administrator will contact the diagnostician who will consult special education administrator to approve the campus change.


    Note: When students are moving campuses because of a program change, the parent must withdraw the student from the current campus and enroll their child at the new campus.  Parents will be required to complete a Sherman Independent School District Registration/Enrollment form at the new campus.


    Student transfers (in state or out of state) to the campus with BOTH a current IEP and a current FIE (that follows Texas State Law)

    • Diagnostician/SLP reviews Transfer Verification Form.
    • The Diagnostician/SLP will complete the Transfer Student-Agreement to Implement in eSped.  This will be completed within 10 school days of verifying services.  As soon as the Agreement to Implement is complete it MUST be archived and a copy sent to the PEIMS Clerk along with the PEIMS sheet within eSped. Send parent a written copy.  
    • SPED secretary (Reba) will upload ARD/FIE from previous district to eSped and give copy to diagnostician/SLP when received.
    • The Diagnostician/SLP notifies the teacher that the previous district’s IEPs and ARD/IEP documents are uploaded in eSped and are ready for review.
    • If OT/PT services are involved, complete a request for related services and fax to Region 10. 
    • Teachers and related service providers gather data on the previous district’s Goals/Objectives until new goals and objectives are developed and approved by the ARD committee.  

    If changes need to be made to the FIE or ARD, Consent must be obtained, evaluation completed and ARD Meeting must be held within 30 SCHOOL DAYS from the day the student registers on the campus or 30 days from the moment the school district becomes aware of eligibility.  It can happen earlier than the 30 days if all of the teachers are ready to complete ARD paperwork. Annual ARD will be held by end of the 30th school day.


    Student transfers to the campus without either a current ARD and/or a current FIE (Need FIE or ARD)

    • Diagnostician/SLP verifies services student was receiving in previous school district. 
    • Match services as closely as possible to what the previous district had in place with Sherman ISD’s current program availability.
    • The Diagnostician/SLP notifies the Teachers of the child and of his/her placement.
    • The Transfer Student-Agreement to Implement is completed within 10 school days of student enrolling or knowledge of student receiving services.  Within the Agreement-under the Development of IEP--an interim IEP will need to be written (In-State the 3rd box will be checked and for Out of State the 2nd box will be marked). Teachers will need to write a minimal PLAAFP statement and a short term goal/objectives based on information from the previous district, parent information, and their own observations. Goals are dated the date of Transfer Student-Agreement to Implement Services and end the date the Annual/Transfer ARD/IEP Meeting is due (either 30 school days for In-State transfers OR up to 45 school days for FIE, plus 30 calendar days from FIE for ARD on Out-of-State transfers).
    • If a compliant FIE  is not received within 10 days, Notice of Proposal and Consent for Evaluation will be completed to ensure time for evaluation to be completed.  Discretion can be used regarding when to request evaluation as long as time is allowed to complete evaluation within 30 school days if needed. 
    • IN-STATE TRANSFERS: If FIE is obtained but additional evaluation is needed, the evaluation will be completed within the REED/Reevaluation application in eSped within 30 SCHOOL DAYS. The top portion of the REED/Reevaluation application should be completed to request the evaluation and archived.  Any new testing results will be reported on the bottom the REED/Reevaluation screens and archived as the new REED/FIE upon completion .  If no FIE is obtained, complete Notice and Consent and report results in the eFIE application. Continue to make attempts to obtain FIE from previous district, if received-add information received to the FIE you are completing.  By the 30th SCHOOL Day, the committee will conduct the Transfer/Annual ARD/IEP Meeting and review evaluation results. The goals/objectives that were created at the Agreement to Implement Meeting-will need to be updated and new ones created based on the evaluation results.

    • OUT-OF-STATE TRANSFERS: The evaluation will be completed within the eFIE application in eSped within 45 SCHOOL DAYS (follows initial timelines). Be sure to review previous evaluation  along with any new testing information in each section of the FIE.   Evaluation results should be reviewed prior to the ARD/IEP Meeting. 

              

              Diag/SLP will notify lead diagnostician to add transfer student to 

              referral log as an initial evaluation. 


    Transfer Items to turn in to sped secretary if Annual ARD is completed within 30 days:

    1. Student Transfer-Agreement to Implement
    2.  PEIMS Sheet
    3. Transportation Information - emailed to the special ed secretary for your campus
    4. Parent Information (English, Spanish)
    5. Receipt of Procedural Safeguards
    6. Notice and Consent for Evaluation
    7. Attach all received records from the parent or records received from out of state. Records received through TREX are already on file in the brown folder. 
    8. FIE
    9. Completed Annual ARD

    Transfer Items to turn in to sped secretary if FIE and ARD from previous district are accepted:


    1. Student Transfer-Agreement to Implement
    2. PEIMS Sheet
    3. Transportation Information - emailed to the special ed secretary for your campus
    4. Receipt of Procedural Safeguards
    5. Attach all received records from the parent or records received from previous district. 
    6. Previous accepted FIE
    7. Previous accepted Annual ARD

    Forms


    Additional Resources


    Timeline of Special Education Process (From Guide to the ARD Process)


    Procedural Safeguards

     

Additional Resources

  • Summary of Responsibilities

     

    Each campus principal will appoint a designee to handle SPED transfers (this should be someone available at time of student enrollments)

     

    The campus designee will:

    •   Give the parent a copy of Procedural Safeguards and obtain signature of receipt when student enrolls
    •   Give parent copy of Medicaid Brochure and obtain a signature on the Medicaid Consent form for all sped students
    •   Call the previous school district to verify services
    •   Complete Transfer Student Verification form
    •   Fax Transfer Verification form to special education office (903) 891-0087 on day of enrollment (Attn: Reba Wilson)
    •   Send   original Verification form, signed Medicaid Consent form, and signed receipt for Procedural Safeguards to sped office
    •   Notify special education staff/counselor of student enrollment and services received at previous school / enroll in appropriate special education classes

     

    The campus secretary will:

    •   If from Texas school, request special ed records in TREX with general ed records
    •   When records are available, the campus registrar notifies the special education secretary by phone or email (do not print)

     

    The special education secretary will:

    •   Enter the PEIMS information from the Transfer Student Verification form into eSped
    •   Print an eSped PEIMS  form and give to the TEAMS secretary
    •   Make a SPED folder and give to Diagnostician/SLP
    •   Notify the diagnostician/SLP of the new student
    •   Print received records from TREX
    •   Upload a copy of received records to eSped Archives (Place in Transfer Records folder)
    •   Notify Diagnostician/SLP records have been uploaded
    •   Give records to Diagnostician/SLP to file in brown folder
    •   Record in eSped date Medicaid consent was signed; if no consent check consent refused and add to list to follow up with letter to parent

     

    Upon receipt of the brown folder with preliminary information, the Diagnostician/SLP will:

    •   If Verification Form is incomplete upon receipt, complete and work with sped secretary to obtain records
    •   Determine if IEP services are appropriate for this student
    •   Determine the need for an evaluation or ARD meeting to make changes in the IEP
    •   Complete the Agreement to Implement Services in eSped within the first 10 days; Archive, discuss with parent and provide them a copy
    •   If evaluation is needed, obtain consent and complete evaluation and ARD prior to 30 school days from the date the school was aware the
    •   student was a student in special education (if they answered “student receives special services” on enrollment, the district was aware on

                 the enrollment date)

    •   If changes are not needed, implement IEP as written from previous district
    •   If changes are needed after you have agreed to “accept” previous IEP/FIE, schedule an ARD

                following guidelines as for any sped student – no more than 10 days out of placement

     

     

    Timeline of Special Education Process (From Guide to the ARD Process)