Student Referrals & Roster Checks
The Leader Services system includes a live student referral system which should be kept up to date by both sending LEAs and AEDY programs. This page includes the start of a module on how to complete student referrals as well as information on completing roster checks during and at the end of the school year.
A summary table of responsibilities for student referrals is included below for reference and to help navigate the module and determine where to best begin. When you complete the full referrals module, a self-quiz is available at the end to check your understanding.
Sending LEAs are welcome to use the sample below to support the referral process in their buildings. Be sure to adjust the sample to fit your school's needs. We recommending assigning roles/responsibilities within your LEA to ensure the procedure is followed with fidelity. Users may find the table on the last page to be helpful in determining these roles and responsibilities.
Student Referrals Overview
Referral Process Step
Who is Responsible?
When should this step occur?
*Now with video!*
Sending LEA
Once it is determined the student will be placed in an AEDY program. Referrals may be started before or after the informal hearing. If the hearing determines the student will not be placed in AEDY, deactivate the referral.
*Now with video!*
Sending LEA
When the student referral is complete with all information needed.
*Now with video!*
AEDY Provider
After a referral has been sent to your program, reviewed, and determined that AEDY is an appropriate placement for the student and verified all needed documentation has been received.
Determine the student's Presumptive Exit Date
*Now with video!*
AEDY Provider
As soon as the student's date of placement (the first day the student is seated in the program) has been set. Ensure the date aligns with child accounting.
Upload Initial Formal Periodic Review
*Now with video!*
AEDY Provider
Within 5 days of placement, the initial FPR must be completed. The initial FPR should be uploaded to the Leader Services system as soon as possible.
Continue Placement OR Exit/Transition Student
*Now with video!*
AEDY Provider
After a formal periodic review has taken place and it's determined if the student will continue placement with another 45-day presumptive exit date OR it's determined that the student has met their behavioral goals and will transition/exit out of placement.
Close out the student referral
*Now with video!*
Sending LEA
After the student has completed their transition/exit and is fully back at the sending LEA with any continuing supports in place.
Special Cases
Referral Process Step
Who is Responsible?
When should this step occur?
Sending LEA and AEDY Program
If, while currently seated, a student's behavior meets the criteria to send to AEDY, this is a secondary incident.
Sending LEA
This can only be done before a referral is submitted to the AEDY program. Referrals should be deactivated if the student was never seated in the AEDY program after the referral was started.
Sending LEA
ONLY when the student is changing home districts or AEDY providers while currently in an AEDY placement. This is NOT to be used to move the referral between LEA and Program.
Roster Checks
Referral Process Step
Who is Responsible?
When should this step occur?
Sending LEA and AEDY Program
Roster checks should occur on a regular basis to verify that the Leader Services system is accurate and up-to-date for all students seated in AEDY.
Sending LEA and AEDY Program
An end of year roster check should occur annually prior to completing EOY reporting in Leader Services. This verifies all referrals are up-to-date and complete with no missing files.