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This section should be completed as soon as the student's formal periodic review has been held and documentation has been completed. Leave the student's referral as "In Placement" until after the transition process has been concluded and the student has fully exited the program. This ensures that the referral will continue to be adjustable by the AEDY program throughout the process.
FAQs
FAQs
Q: When should the formal periodic review be held for each student?
A: Each student has a 45 day presumptive exit date (with the exception of students who have been expelled). All students, *including those who have been expelled,* must have a formal periodic review every 45 days or fewer. Remember that the 45 days are based on the student's individual date of placement and are NOT related to quarters or marking periods of the program or the sending LEA.
Q: Who must be present at the student's formal periodic review?
A: The review/transition team should consist of the AEDY Program Coordinator, LEA Coordinator, student, parent(s), and other LEA and AEDY program staff as appropriate (AEDY BEC). "Staff as appropriate" could include special education teachers, English Learner teachers, counselors, and any other staff who have knowledge of the student'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," "attended via zoom," etc.).
Q: What documentation is required for each formal periodic review?
A: Each formal periodic review and exit/transition meeting must be documented using the templates uploaded as part of your AEDY program application. The template and annotated version are available for download by clicking on the buttons below.
Q: How will we know that a student is ready to exit/transition out of the program?
A: As soon as a student meets the requirements for their highly-individualized behavioral goals related to the cause of placement, the student must begin exiting/transitioning out of the program. These goals must be reviewed every 45 days, but can be reviewed sooner for an earlier transition.
Follow the steps below to complete the student's Placement information - be sure to follow the steps for the appropriate formal review outcome.
Record Data in the Placement Panel
Record Data in the Placement Panel
(Step 1) Open the student's referral, then navigate to the to the student's "Placement" page within their referral using the navigation panel on the left side of the screen.
(Step 2) From the Placement page, in the current panel, complete the FPR meeting information at the top (letter A in the image below):
Enter the date of the Status Update meeting (formal periodic review or exit/transition meeting) in the text box
Use the larger text box to enter the outcome of the meeting
When the information is complete, select "Save this information" before moving on!
(Step 3) Navigate to the Maintain Restraints page for this student's 45-day period by selecting the button "Did a restraint occur during this 45 day placement?" (letter B in the image above).
Follow the directions below to enter restraint information or enter a zero report for the 45-day period.
Student was Restrained During the 45-Day Period
Student was Restrained During the 45-Day Period
(Step 1) From the Maintain Restraints page, select "Click here to Add a Restraint."
(Step 2) Enter the date of the restraint in the text box on the left side (letter A in the image below). Next, use the larger text box to enter details of the restraint (letter B in the image below). Last, use the radio buttons to answer if the student or any staff were injured during the restraint (letter C in the image below). When finished, select the "Save Restraint" button at the bottom of the panel.
(Step 3) A yellow confirmation box will appear at the top of the page verifying the restraint has been saved. The information will also populate in a table on the page. To enter additional restraints, repeat steps 1 and 2. When all restraints have been entered, select "Click here to return to the Placement section" in the yellow confirmation box.
(Step 4) Confirm the correct number of restraints have been logged in the Placement Panel. The button "Did a restraint occur during the 45 day placement" should now populate with the number of restraints logged. If needed, select the button to return to the Maintain Restraints page and repeat the steps above.
If the number is accurate, continue to "Upload the Formal Periodic Review Document(s)," below, for next steps.
Student was NOT Restrained During the 45-Day Period
Student was NOT Restrained During the 45-Day Period
(Step 1) From the Maintain Restraints page, select "Click Here if No Restraints Occurred."
(Step 2) Select the button "No restraints occurred during this 45 day placement" to affirm a zero report and return to the Placement page.
(Step 3) Confirm that no restraints has saved by checking the Placement Panel. The button "Did a restraint occur during the 45 day placement" should now be followed by "NO." Continue to "Upload the Formal Periodic Review Document(s)," below, for next steps.
Upload the Formal Periodic Review Document(s)
Upload the Formal Periodic Review Document(s)
Now that the top of the panel is completed, in the lower box, use the File Upload Tool to upload the documentation for the student's meeting (letter A in the image below). All signatures must be present and/or accounted for in this documentation. If needed, you may upload multiple files to this panel (e.g. meeting documentation and a separate signature page).
Next, select "Ready to Be Exited" (letter B in the image above) to return the referral to the Sending LEA *OR* select "Remain in Placement" (letter C in the image above) to maintain the referral In Placement and advance the Presumtive Exit Date (PED).
Select the same decision below to get the matching set of step-by-step instructions.
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