Termination of Special Education Eligibility for Students Exiting High School • •

A student graduates with a standard or advanced studies high school diploma A student reaches the age of 22 (maximum age)

An IEP meeting will be held in the spring before the anticipated date of graduation listed on the transition present level of performance. The meeting purpose will be to “consider termination of special education services.” Students that graduate with a standard or advanced studies diploma, or reach the age of 22 will have their special education eligibility terminated after their graduation status and date of graduation are confirmed by the special education coordinator. Students that exit school without a standard or advanced studies diploma have the option to resume their studies in subsequent years (prior to the age of 22); therefore, the IEP Plus records will be inactivated, but the IEP Plus record will not be terminated until eligibility is terminated.

Step 1 - Change mail settings for an adult student Students 18 years of age and older shall receive a separate meeting invitation and termination letter. To generate adult student letters (in addition to the parent letter), complete the following steps: 1. Check the student’s age in the upper left corner of the student summary screen.

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Step 1 - Change mail settings for an adult student (con’t) 2.

Select address under the basic information menu

3. Select the mail link

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Step 1 - Change mail settings for an adult student (con’t) 4.

Select the radio button next to At the above address

5.

Select save

Note: This process is similar to changing the parent’s mail settings in contacts on the summary screen. For all student’s 18 years of age and older, the mail settings should be changed so student letters are generated from IEP Plus.

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Step 2 – Create a meeting invitation 1.

Select the meeting purpose: Consider termination of special education services

Note: The meeting purpose including the word “termination” must be selected for all students. 2. For students 18 years of age and older, select a second meeting purpose to generate the adult student letter: Review educational progress with adult student

Note: If a meeting invitation has already been developed with a meeting reason of “Develop an exit IEP” you need to create a new invitation with the new meeting purpose selected.

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Step 2 – Create a meeting invitation (con’t) Hint: If the meeting date/time hasn’t changed, you can create the new invitation by linking to an existing meeting record. To link to an existing invitation for the same meeting date/time: • Finalize the first invitation sent for the same date/time • Select “Invitation” • Select “new” • Change the radio button to “Select an existing meeting” • Select the school IEP letterhead • Select the meeting date from the drop down menu • Change the meeting purpose to “consider termination of special education services.” Reminder: Do not make changes to date/time if you link to an existing meeting.

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Step 3 – Annual IEP Revision 1. Select IEP 2. Select “revise” link next to the current IEP link

3. Select the meeting from the drop down menu

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Step 3 – Annual IEP Revision (con’t) 4. Select “Revise IEP” link

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Step 3 – Annual IEP Revision (con’t) NOTE: The next two steps editing service records (step 4) and editing placement records (step 5) shall be completed for: 1. Students graduating with a Standard Diploma 2. Students graduating with an Advanced Studies Diploma 3. Student whom reached maximum age (aging out) Service records and placement records ARE NOT edited for: • •

Students graduating with a Modified Standard Diploma Students graduating with a Special Diploma whom have NOT reached maximum age.

Step 4: Editing Service Records: 1. After the IEP form opens, select the “Schedule of Services” page in the IEP (for standard/advanced and maximum age only - see note above).

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Step 4: Editing Service Records (con’t) 2. Select the service name (blue link) to open the service record.

3.

After the service record opens, select “edit”

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Step 4: Editing Service Records (con’t) 4.

Select the termination reason (Graduation – Advanced Studies Diploma, Graduation – Standard Diploma or Student reached age of 22) from the drop down menu.

5. Select “Save” 6. Edit all of the service records so each record includes the termination reason.

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Step 5: Editing Placement Records 1. Select the “Least Restrictive Environment” page of the IEP.

2.

Scroll down to the placement table at the bottom of the page.

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Step 5: Editing Placement Records (con’t) 3.

Open each placement record and select the termination reason. Note: The termination reason in the service records and the placement records must match.

4.

Select “Save”

Reminder: A termination reason shall be entered into each available placement record.

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Step 6 – Transition Summary of Performance Reminder: The Transition Summary of Performance is completed for ALL students exiting high school. 1.

Select “Consent for Services” page of the IEP

2. Type the student’s Summary of performance in the text field.

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Step 6 – Transition Summary of Performance (con’t) The information entered into the text field referenced on the previous page shall include:  A summary of the student’s post-secondary goals (transition services). •

Include a statement about the post-school environment(s) the student intends to transition to upon completion of high school.

 A statement summarizing the student’s Current Academic Achievement (reference the Course of Studies). •

Reference the accommodations and assistive technology devices/services that were essential for the student’s progress.

 A statement summarizing the student’s Current Functional Performance (reference the Course of Studies.) •

Reference the accommodations, adaptive devices, collateral support/services and assistive technology devices/services that were essential for the student’s progress.

 Recommendations for achieving the Post-Secondary goals. •

Present suggestions for accommodations, adaptive devices, assistive technology devices or services to enhance the student’s access in a post-high school environment.

 Student input (if applicable) •

Consider adding information obtained from the student (written or oral) to document (1) his/her perception of the impact of the disability on academic and functional performance and (2) the support the student states is necessary for progress in a post-secondary placement.

3. Complete the remainder of the consent page (contact information) 4. Select Save

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Step 7 – Previewing/Printing the termination letters 1.

Select VA Termination Letter from the report drop down field and print preview

2. Review the content of the letter(s) and make edits on the webform as needed. 3. Print the termination letter(s) and request signatures. 4. Indicate the date the report was provided to the parent/adult student on the cover page of the IEP webform. 5. Complete the Written Notice of Proposed and Refused Action. 6. Provide the parent/adult student with a copy of the paperwork and file all additional paperwork. Note: If the annual IEP meeting is combined with the termination meeting, complete the annual review IEP meeting first (report>VA IEP) and then review the termination letter(s) (report>VA Termination Letter). Important: For all students graduating with a special or modified standard diploma whom have not reached maximum age, the annual IEP shall be written for 364 days to ensure the student has an IEP should he/she choose to return prior to reaching maximum age.

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Step 7 – Student Inactivation in IEP Plus Compliance Specialists and Building Administrators shall be responsible for student inactivation in IEP Plus AFTER graduation has been verified at the building level.

Case Managers shall send a copy of the termination letter to: 1.

Compliance Specialist

2. Building Administrator (LEA) 3. Coordinator of Special Education

Responsible for student inactivation (after graduation ceremonies) Responsible for termination of the student’s IEP Plus records

The compliance specialist/building administrator shall confirm each student’s graduation/exit before inactivating the student’s IEP Plus record. \ Note: Building administrators may need to inactivate students participating in August graduation depending on the compliance specialists summer work schedule.

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Step 8 - Verification of student inactivation/graduation The Coordinator of Special Education shall verify the student’s status and if the student graduated with a standard or advanced studies diploma, or if the student exited because he/she reached maximum age, the student’s IEP Plus record shall be terminated. After June and August commencement, the special education coordinator will run the reports: • •

Inactivation – Advanced/Standard/Reached maximum age and Inactivation – Modified/Special Diplomas

The report will display students that were previously inactivated at the building level by the compliance specialist/building administrator (June graduates) and the building administrator (August graduates). That information shall be verified by the coordinator prior to initiating termination of IEP Plus records. Reminder: The service date range in the report must be edited to include the June/August graduation date.

Step 9: Termination of IEP Plus Records If during the verification process it is determined the inactivation date is incorrect, that date must be edited prior to terminating the student’s IEP Plus record.

After verification, the coordinator shall terminate the IEP Plus records for: • Students graduating with an Advanced Studies Diploma • Students graduating with a Standard Diploma • Students that reached maximum age Students exiting with modified standard or special diplomas whom have not reached maximum age will not have their IEP Plus records terminated, only inactivated.

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