Completing a Roster Check During the School Year
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.
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.
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 red). 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.