Embedded Files
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: Which students do we need to provide files for?
A: All students in placement during the week of monitoring require the full set of files. Additionally, restraint documents must be uploaded for any students who were restrained, dated from the placement date of the student who has been In Placement the longest (e.g. if Mark was seated 1 year ago, provide all restraint records for the last year). This includes students who are no longer seated, but have restraint documentation during that timeframe.
Q: What files should be uploaded under Student Records?
A:
Upload a minimum of three months of counseling logs of students in placement during the week of monitoring.
AEDY LEA In-house Programs and AEDY Private Provider Programs are responsible for maintaining an up-to-date counseling record. The counseling record should include, at a minimum, student attendance, group topics, name of the counselor leading the group, the date, and the start and stop times of the group session.
For group counseling records in a singular file: upload the file to ONE student’s student records and email the monitoring chair to let them know where it is located.
Restraint Logs and Injury Reports, as applicable
For logs of students who are no longer seated in the program, alert the monitoring chair with the students' name(s).
For students with disabilities (see the AEDY Guidelines):
Permission to Evaluate, Permission to Reevaluate or Agreement to Waive Reevaluation – with signatures.
Evaluation Report or Reevaluation Report – with evaluator signatures for SLD students and list of evaluators for other disabilities.
Invitation to Participate in the Individualized Education Program (IEP) Team Meeting Or Other Meeting – with signatures.
Individualized Education Program (IEP) – with signatures.
Notice of Recommended Educational Placement (NOREP) – with signatures.
Prior Written Notice (PWN), if applicable after November 2023
Functional Behavior Assessment (FBA), if available.
Positive Behavior Support Plan (PBSP), if available.
Manifestation Determination
Invitation to Manifestation Determination meeting
504 Plan
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.
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