Uploading Files for the Student Record Review
Uploading Files for the Student Record Review
Student Record Reviews are a large part of the monitoring process. The PDE/PaTTAN AEDY team will review the files and records for every student currently seated in the program. Files for students with disabilities will be reviewed by a BSE adviser.
Q: Does the program need to upload files for students with all referral statuses?
A: The program needs to upload files for every student currently seated in the program during the week of monitoring. This also includes completing a roster check to ensure the Leader Services system is accurate for student placement.
Q: What files need to be uploaded for each student?
A: For all students, you will need to ensure the FPRs in the student referral are up-to-date and complete, including Initial FPRs. All 45-day FPRs should be uploaded to the student's referral as they would be during non-monitoring times.
Upload each student's individual counseling logs (if not individually identified in the 3-month counseling log in FSA 1), and any restraint logs and injury reports as applicable.
As applicable, you will also need to upload each student's individualized EL plan, 504 plan, truancy elimination plan, and Special Education documentation (manifestation determination, permission to (re)evaluate, (re)evaluation, including FBA, invite to participate, IEP, PBSP, NOREP).
**Note that these documents should ONLY be uploaded to the Leader Services system as part of monitoring and NOT as part of the standard referral process.
See the FSA Checklist for LEAs & AEDY Programs (below) for a complete list of documents.
To complete the Student Record Reviews prior to the week of monitoring, follow the steps below:
(Step 1) From the FSA dashboard, click the blue "Student Records" text in the "Student Record" column.
(Step 2) For each student, click on the blue "View/Upload Documents" text in the "Action" column of the student's row.
*Note that this table can be sorted by clicking on the headers in blue at the top of the columns. For example, click "referral statuses" to sort by referral status and group all students In Placement.
(Step 3) From the individual student's record page, first, choose a file to upload by clicking the "Choose File" button (letter A in the image below). After choosing a file from your computer, use the drop down menu to select the file type (letter B in the image below). If another description or file name is needed for clarification, use the text box to provide the information (letter C in the image below). Finally, click the "Upload" button to complete the file upload (letter D in the image below).
Repeat this step until all files for the individual student have been uploaded.
(Step 4) Repeat steps 3 and 4 for every student currently seated in the AEDY program.