Determine/Adjust the Presumptive Exit Date
After a student's referral has been accepted, you must determine the student's presumptive exit date. In order to complete this section of the referral, you need two (2) pieces of information:
The date the student will begin placement in the AEDY Program (first day they are officially seated, regardless of attendance - this date should align with child accounting)
Whether the student has been expelled by their sending LEA - this is entered by the Sending LEA at the bottom of the Demographics page.
When you have both pieces of information, follow the steps below to complete the Placement page of the student's referral. Be sure to follow the steps in the correct section!
AEDY Program Providers (Private and In-House) can adjust all presumptive exit dates at once using the Manage Calendars feature. Details are in the section at the bottom of the page, labeled "Adjust the Presumptive Exit Date." You can also reference the printable forms linked in the buttons below on how to adjust the calendar.
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
Q: What does "45-day presumptive exit date" really mean?
A: When a student is seated in an AEDY program, their placement is temporary. Every student is presumed to spend only 45 days seated in the program. These 45 days only include days the program is in session (holidays and weekends are not counted).
Q: Do we need to wait until the start/end of a quarter to place a student?
A: No - each 45 day period is calculated for the individual student and has nothing to do with school quarters or marking periods.
If the student has NOT been expelled
Follow the steps below to determine the presumptive exit date.
(Step 1) From your student referral dashboard, click the blue number in the box "Students in AEDY Placement."
(Step 2) This will open a table, "Referrals In Placement." You will need to complete this process for each student on the list.
To begin, click "View/Edit Referral" in the Options column of the student's row to open the referral.
(Step 3) Within the student referral, navigate to the "Placement" page using the navigation panel on the left side of the screen.
(Step 4) Enter the student's Placement Date in the text box a the top of the screen (letter A in the image below). The Placement Date is the date the student is first seated in the program, regardless of whether the student is present that day.
Next, click the button labeled "Calculate Presumptive Exit Date (45 weekdays)" (letter B in the image below). This will output a presumptive exit date immediately below the button.
Finally, click the green button labeled "Set this Placement and Exit Date" (letter C in the image below) to confirm the dates. If the presumptive exit date needs to be adjusted, you can do this on the next screen. See the steps at the bottom section of this page for more information.
If the student HAS been expelled
Follow the steps below to determine the presumptive exit date.
(Step 1) From your student referral dashboard, click the blue number in the box "Students in AEDY Placement."
(Step 2) This will open a table, "Referrals In Placement." You will need to complete this process for each student on the list.
To begin, click "View/Edit Referral" in the Options column of the student's row to open the referral.
(Step 3) Within the student referral, navigate to the "Placement" page using the navigation panel on the left side of the screen.
(Step 4) Enter the student's Placement Date in the textbox a the top of the screen (letter A in the image below). The Placement Date is the date the student is first seated in the program, regardless of whether the student is present that day. Be sure the date aligns with those used by student accounting.
Next, click the button "Calculate when first 45 day review is due" (letter B in the image below). This will generate a date for the first Formal Periodic Review meeting which will display in bold just below the button.
Finally, click the green button labeled "Set this Placement and Exit Date" (letter C in the image below) to confirm the dates. If the presumptive exit date needs to be adjusted due to holidays, you can do this on the next screen. See the steps at the bottom section of this page for more information.
Adjust the Presumptive Exit Date
If the calculated presumptive date needs to be adjusted (e.g. school holiday, snow day, etc.), follow the steps below to do so. This process will adjust the presumptive exit dates for all students currently in placement.
Once dates have been marked in the calendar as days off, this cannot be undone. We recommend marking unscheduled vacation days as they occur in case your calendar is adjusted (e.g. due to weather closures).
(Step 1) Access your student referral dashboard (for in-house programs, click on "Referrals created by another LEA and sent to your in-house program"). From this page, you will see a reminder "You need to set the school year begin and end dates for this school year. Click here to see those dates." Click on the last sentence (in blue) to adjust the dates.
(Step 2) In the box that opens, use the calendar tools to set the begin and end dates for the current school year. When you are finished, click the button labeled "Save School Year Begin and End Dates."
You will see the confirmation message "Begin and End dates have been successfully saved." Click the OK button to continue.
(Step 3) Now that the begin and end dates have been set, you can manage the calendar for all of your students' presumptive exit dates at once. From the referral dashboard, click the "Manage calendar" button on the left side of the screen.
(Step 4) The box on this page will always show the begin and end dates you entered for your calendar. Select the button labeled "Click here to add another off day to your program's calendar" to add days off. Any days off already scheduled will show underneath this button.
(Step 5) Using the box that appears after clicking the button, you will add a new day off. First, use the calendar tool to select the day off (letter A in the image below). Next, use the drop-down menu below the calendar to select the reason for the day off (letter B in the image below). When the date and reason have been selected, click the Continue button (letter C in the image below).
(Step 6) Every student whose Presumptive Exit Date will be adjusted will show in a list. From this point, you can either choose the button "No, Cancel and start over" (letter A in the image below) to cancel the process or the button "Yes, Add new off day and update the P.E.D. of these referrals" (letter B in the image below). Once a off day has been set it cannot be undone.
(Step 7) Once the off day has been added, you can choose to add another off day by clicking "Click here if you need to add another off day" (letter A in the image below) or go back to the referrals dashboard by clicking "Click here to go back to the referral dashboard" (letter B in the image below).
