Embedded Files
At points throughout the school year, your LEA or AEDY program may be asked to complete a Roster Check. The Roster Check verifies that the Leader Services system is accurate and up-to-date. Roster Checks are very important as the data in Leader Services is used to generate reports, including the End of Year Report for all LEAs, which are sent to the Pennsylvania Department of Education.
Frequently Asked Questions
Frequently Asked Questions
Q: How often should our LEA or AEDY program complete a roster check?
A: Student referrals should be kept up to date on a regular basis and as soon as the student's status is changed. Update the referrals on the date the status is changed. Regular roster checks are also advisable, especially with large numbers of referrals in the system.
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, document the person's attendance by name and provide an explanation of why it is absent (e.g. "refused to sign," "attended via Zoom," etc.).
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.
Q: At the end of the school year, for which students does a Formal Periodic Review need to be conducted?
A: Any student whose referral status is currently "In Placement" and whose Presumptive Exit Date (PED) has passed or is before the end of the school year requires a Formal Periodic Review. All student files should be reviewed 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: At the end of the school year, what else do we need to be aware of?
A: As you approach End of Year Reporting, be aware that 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 (PED) has passed, 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 for the new school year. 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, AEDY Programs should be aware they will need to complete the Summer Rollover process in the fall.
Importantly, if the LEA and program hold an additional meeting to determine student status, the buttons "Ready to Exit" and "Remain in Placement" are NOT to be pushed as this will advance the student's PED.
Steps to Complete a Roster Check
Steps to Complete a Roster Check
(Step 1) Identify the list of students currently involved in the AEDY process. These students may be at any stage in the AEDY process.
(Step 2) Identify each student's current AEDY placement status. You may need to call the AEDY Program or Sending LEA to verify the student's status.
(Step 3) Confirm and/or update the Leader Services system to ensure accuracy. Depending on the change, the update(s) may need to be made by your Sending LEA or AEDY Provider partner(s). Use the chart below as a reference:
Correction Needed
Who is Responsible?
Steps to Take
Student is listed as "In Process" but is now seated in the program.
Sending LEA
The student's referral has not yet been submitted - follow the steps on the page Submit a Student Referral . After this adjustment, the AEDY Program will need to accept the student - see below.
Student is listed as "In Process" but is not and was never seated in the AEDY program.
Sending LEA
The student's referral must be deactivated - follow the steps on the page Deactivate a Student Referral.
Student is listed as "Transitioning to AEDY Provider" (sending LEA) or "Incoming" (AEDY program) but is now seated in the program.
AEDY Provider
The student's referral has not been accepted - follow the steps on the page Accept/Reject a Student Referral to accept the referral.
Student is listed as "Transitioning to AEDY Provider" (sending LEA) or "Incoming" (AEDY program) but is not and was never seated in the program.
AEDY Provider
The student's referral has not been rejected - follow the steps on the page Accept/Reject a Student Referral to reject the referral.
Student is listed as "In Placement" past their presumptive exit date (the referral will be highlighted in pink). The student is still seated in the AEDY program.
AEDY Provider
The student's referral has not been marked as continued - follow the steps on the page Continue Placement OR Exit/Transition Student to continue the student's placement with a new 45-day presumptive exit date. You will need to upload the student's formal periodic review documentation to complete this step.
Student is listed as "In Placement," has met their behavioral goals, and is exiting/transitioning out of the program.
AEDY Provider
The student's referral has not been marked for exit/transition - follow the steps on the page Continue Placement OR Exit/Transition Student to provide the start date for the student's exit/transition. You will need to upload the student's formal periodic review documentation to complete this step.
Student is listed as "In Placement" but has completed their exit/transition period.
AEDY Provider
The student referral has not yet been returned to the sending LEA - follow the steps on the page Continue Placement OR Exit/Transition Student to send the referral back to the sending LEA. Complete this step even if the student did not return to the home LEA (e.g. whereabouts unknown).
Student is listed as in "Post-Placement," has completed their exit/transition, and has been fully returned to the LEA with no AEDY program-provided supports in place.
Sending LEA
The student referral has not yet been closed - follow the steps on the page Close Out a Student Referral to close the referral. Complete this step even if the student did not return to the home LEA (e.g. whereabouts unknown).
The student is listed as "In placement," "Post-Placement," or "Closed," but has exhibited a behavior(s) warranting another AEDY placement.
Sending LEA
The referral process must begin over again - follow the steps in this module, beginning here. See also the Secondary Incidents page for reference.
The student is listed as any status but attends a different Sending LEA or AEDY Program due to a move.
Sending LEA
The student referral should be transferred - follow the steps on the page Transfer a Referral to a different LEA/Provider to request the change. All requests will be reviewed and approved/rejected by PDE.
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