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This section should be completed as soon as the student's formal periodic review has been held and documentation has been completed. Mark the student as "In Transition" after the exit process has been concluded and the student has fully exited the program. This ensures that the referral will continue to be adjustable by the AEDY program throughout the process.
The video embedded below includes the steps for Accept/Reject a Student Referral, Determine/Adjust the Presumptive Exit Date, Upload Initial FPR, and Continue Placement OR Exit/Transition Student. Use the embedded video chapters to jump between sections by hovering over the play bar at the bottom of the video screen.
FAQs
FAQs
Q: When should the formal periodic review be held for each student?
A: Each student has a 45 day presumptive exit date (with the exception of students who have been expelled). All students, *including those who have been expelled,* must have a formal periodic review every 45 days or fewer. Remember that the 45 days are based on the student's individual date of placement and are NOT related to quarters or marking periods of the program or the sending LEA.
Q: Who must be present at the student's formal periodic review?
A: The review/transition team should consist of the AEDY Program Coordinator, LEA Coordinator, student, parent(s), and other LEA and AEDY program staff as appropriate (AEDY BEC). "Staff as appropriate" could include special education teachers, English Learner teachers, counselors, and any other staff who have knowledge of the student's history. The signatures of each party must be present in the uploaded documents. If a signature is missing, provide an explanation of why it is absent (e.g. "refused to sign," "attended via zoom," etc.).
Q: What documentation is required for each formal periodic review?
A: Each formal periodic review and transition/exit meeting must be documented using the templates uploaded as part of your AEDY program application. The template and annotated version are available for download by clicking on the buttons below.
Q: How will we know that a student is ready to transition/exit out of the program?
A: As soon as a student meets the requirements for their highly-individualized behavioral goals related to the cause of placement, the student must begin transitioning/exiting out of the program. These goals must be reviewed every 45 days, but can be reviewed sooner for an earlier transition.
Follow the steps below to complete the student's Placement information - be sure to follow the steps for the appropriate formal review outcome.
Student will Remain in Placement
Student will Remain in Placement
(Step 1) Open the student's referral, then navigate to the to the student's "Placement" page within their referral using the navigation panel on the left side of the screen.
(Step 2) From the Placement page, begin by answering the questions in the box at the top:
Use the radio Yes/No buttons to mark if the student was present during the 1st and 2nd quarters (letter A in the image below).
Enter the date of the Status Update meeting (formal periodic review or exit/transition meeting) in the text box, then use the larger text box to enter the outcome of the meeting (letter B in the image below).
When the information in the upper box is complete, remember to click the "Save This Information" button!
In the lower box, use the File Upload Tool to upload the documentation for the student's meeting (letter C in the image above). All signatures must be present and/or accounted for in this documentation.
Student is NOT Expelled
Student is NOT Expelled
Select the "Remain in Placement" button at the bottom of the screen (shown in a red box in the image above).
Use the textbox to provide the brief overview of the review, then select the green "Remain in Placement" button to finalize the next Presumptive Exit Date.
This will change the number of the presumptive exit date (e.g. 2nd, 3rd, etc.) and mark that the meeting has occurred. The PED will be advanced 45 school days according to the program calendar.
Student IS Expelled
Student IS Expelled
Click the "Determine Next 45 Day Review Due Date" button at the bottom of the screen.
Use the textbox to provide the brief overview of the review, then click the green "Set Next 45 Day Review Due Date" button.
This will change the number of the 45 day review date (e.g. 2nd, 3rd, etc.) and mark that the meeting has occurred. The 45 day review date will be advanced 45 school days according to the program calendar.
Student will Begin Exit/Transition
Student will Begin Exit/Transition
(Step 1) Open the student's referral, then navigate to the student's "Placement" page within their referral using the navigation panel on the left side of the screen.
(Step 2) From the Placement page, begin by answering the questions in the box at the top:
Use the radio Yes/No buttons to mark if the student was present during the 1st and 2nd quarters (letter A in the image below).
Enter the date of the Status Update meeting (formal periodic review or exit/transition meeting) in the text box, then use the larger text box to enter the outcome of the meeting (letter B in the image below).
When the information in the upper box is complete, remember to click the "Save This Information" button!
In the lower box, use the File Upload Tool to upload the documentation for the student's meeting (letter C in the image above). All signatures must be present and/or accounted for in this documentation.
Then, click the "Ready to be Exited" button at the bottom of the screen.
(Step 3) A textbox should appear just below the button "Ready to be Exited." In this box, enter the *date the student will begin their exit/transition* from the program and click the green "Begin Exit Process button" just below.
(Step 4) Completing the steps above will change the screen to include a confirmation button at the top of the Placement screen. Click the button "Student Ready To Be Exited" at the top of the page (letter A in the image below) to make this confirmation. After you have clicked the button, a green check mark will show on the screen.
Next, complete the survey questions:
Use the radio buttons to indicate if the student improved their GPA during placement (letter B in the image above).
If you answer yes to the GPA question, use the check boxes to mark how the student's summary grades are determined (letter C in the image above).
Complete the survey by clicking the "Save Survey Information" button at the bottom of the survey box.
(Step 5) Use the navigation bar on the left of the screen to navigate to the "Assessments & Goals" page.
(Step 6) Check which behavioral goals the student achieved during placement. Be sure to check the box marked "other" and type the student's individualized goals in the text box provided.
On the second half of the screen, list each assessment administered to the student while in placement and mark the Yes/No radio button for each based on whether the student showed improvement on the assessment. Do not leave this section blank.
Q: What if the student is no longer in placement but did not meet their behavioral goals?
A: In cases where the student has been moved out of placement for other reasons (e.g. moved, etc.), mark the "other" check box and provide an explanation in the text box below.
(Step 7) Use the navigation panel on the left side of the screen to go to the student's Demographics page. Then click on "Transition Student Back to LEA Setting" at the bottom of the same panel.
Do not complete this step and step 8 until after the exit/transition period is complete as the referral will no longer be accessible for editing at that time.
(Step 8) From this screen, use the check boxes to mark to whom from the sending LEA the informational email should be sent about the student's change in status. Use the text boxes to add additional email addresses which will receive the status change email.
When these fields are complete, click the button "Transition Student/Referral Back to LEA" at the bottom of the screen.
After this button is clicked, the student's status will change to "Transition to LEA" until the LEA closes the referral for the returning student. The referral can be edited by ONLY the sending LEA after this change is made.
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