Completing a Roster Check at the End of the School Year
At the end of the the school year, your sending LEA will be asked to complete a Roster Check. The Roster Check verifies that the Leader Services system is accurate and up-to-date. The end of the year roster check marks which student referral(s) will be placed on hold until the next school year starts and ensures that the End of Year Reporting documents are accurate.
All students in placement must have a current Formal Periodic Review (FPR) uploaded in the Leader Services system. These must be uploaded by the AEDY Program. If the student's presumptive exit date has passed, the student's FPR must be reviewed with the FPR team and a determination must be made if the student will remain in AEDY (the student has not met their behavioral goals related to the original cause of placement) or if the student will exit the program. When the student exits the program, the sending LEA must complete the post-placement outcomes page and close the referral. If the student remains in placement, a new presumptive exit date will be calculated.
See the page Completing a Roster Check during the School Year for a list of referral issues and how to fix them. Also see the full Student Referrals module starting here for step-by-step instructions on student referrals.
Frequently Asked Questions
Q: For which students does a Formal Periodic Review need to be conducted?
A: Any student whose referral status is currently "In Placement" requires a Formal Periodic Review to determine if AEDY will be the recommended placement for the new school year in the fall. Be sure to update all student status before making this list to determine accurately which student referrals may be missing files.
Q: Who must be present at the student's formal periodic review?
A: The review and transition/exit teams must consist of the AEDY program coordinator, LEA coordinator, student, parent(s)/guardians(s), and other LEA and AEDY program staff as appropriate (e.g. special education and EL as appropriate, counselors, or other advocate(s) with knowledge of the child'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").
Q: What about student referrals marked "Transitioning back to LEA" or "Post-Placement"?
A: These fields do not have a checkbox to recommend placement in the fall because the students have already met their behavioral goals related to the cause of placement and have either already exited the program or in the process of exiting the program. However, you must still ensure that these records are kept updated. See the page Completing a Roster Check during the School Year for more information on how to update these referrals.
Q: I have a student referral marked as "In Process," but the student is already seated in the program - do I need to update this?
A: Yes - student referrals should be updated as soon as possible when the student's placement status changes. Sometimes a student referral is not updated when it should be, so it's a good idea to perform regular Roster Checks throughout the school year. See the page Completing a Roster Check during the School Year for more information on how to update these referrals.
How to Complete the End of Year Roster Check
To complete the End of Year Roster Check in Leader Services, follow the steps below:
(Step 1) Complete a regular roster check to verify all students have FPR documentation uploaded (including Initial FPRs) and that all student statuses are accurate.
(Step 2) Login to the Leader Services system and navigate to the Student Referrals page. For sending LEAs, this is labeled "Referrals Created by your LEA." For In-House AEDY Providers, there are two selections: "Referrals Created by your LEA" and "Referrals Created by another LEA and sent to your In-House program" - you only need to complete this process for "Referrals Created by your LEA."
(Step 3) Select the student group for the roster check. This process will need to be completed for the groups "In Process," "Transitioning to AEDY Provider," and "In Placement."
(Step 4) Check the box next to the student names for each student for whom AEDY is the recommended placement in the fall (letter A in the image below). This determination must be made by the Formal Periodic Review team. When all appropriate boxes have been checked, click on the "Update" button at the bottom of the table (letter B in the image below).
(Step 5) When the statuses have been updated, you will see a confirmation message above the referral selection boxes in green text: "The On Hold statuses have been updated."
(Step 6) Repeat this process for all student referrals "In Process," "Transitioning to AEDY Provider," and "In Placement."