Student Referrals & Roster Checks

When should this step occur? 

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. 

When the student referral is complete with all information needed. 

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. 

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. 

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.

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. 

After the student has completed their transition/exit and is fully back at the sending LEA with any continuing supports in place. 

When should this step occur? 

If, while currently seated, a student's behavior meets the criteria to send to AEDY, this is a secondary incident. 

If, while currently seated, a student's current grade level changes (e.g. student was seated as a 10th grader and is now an 11th grader), the Sending LEA can adjust the student's grade level at any time.

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.

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.

When should this step occur? 

At the beginning of each school year, the AEDY program should complete a roster check to ensure the rolls are accurate and adjust the presumptive exit dates to account for the summer break. This is sometimes referred to as the "Summer Rollover."

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.

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.