Palau Ministry of Education

This is an interim version, temporarily superceding corresponding parts of the current SEDS protocol, while SpEd reorganizes and makes improvements to the document. Everything here is a work in progress and will be revised as issues are identified and resolved.

Terms

Child or Student - a school aged (3 to 21 years old) person in Palau
SpEd Process - a structured, legally compliant procedure designed to identify and support students with disabilities
Student Folder - a folder or filing cabinet section containing all the documentation of a child's progress along the SpEd process.

General [ top ]

This Protocol covers five areas:

The filing system that documents the SpEd Process
The procedures for implementing the filing system
The forms used in the filing system
The procedures for capturing and logging key data from the files
The data collected from the filing system and logged into the SpEd database

Accountability [ top ]

The Case Manager is responsible for implementing this protocol for each child.
The Resource Specialist is responsible for monitoring review of this protocol for each child (SpEd Monitoring Manual).

I. Filing System [ top ]

Below is a tree structure or diagram describing the folders, forms, documents, and hierarchy that makes up the filing system. The referenced forms are detailed on the forms section.

Other documents not specifically referenced here may be added to the student folder at the professional discretion of the case managers.

Student File (Main Folder)
  │
  ├─ File Control
  │    └─ gen01 - Record of File Review (File Activity Log)
  │
  └─ Special Educaton Process
       │
       ├─ Child Identification (Sub Folder)
       │    ├─ Folder Checklist (Ensures required documents are present)
       │    ├─ ciif - Child Identification and Intake Form
       │    ├─ SIS Student Enrollment Info
       │    └─ Support Documents (One or more of the following)
       │         ├─ Parent Letter to SpEd Coordinator
       │         ├─ Parent Letter to Child's Teacher
       │         ├─ Teacher's Letter or Email to Case Manager
       │         └─ Case Note documenting the student identification
       │
       ├─ Referral for Evaluation (Sub Folder)
       │    ├─ Folder Checklist (Ensures required documents are present)
       │    ├─ se01 - Referral
       │    ├─ se02 - Evaluation Plan
       │    ├─ se03 - Parent Notice
       │    ├─ se04 - Parent Consent for Evaluation
       │    ├─ se06b - Initial Parent Interview
       │    ├─ se06e - Teacher Input/Classroom Observation
       │    └─ Support Documents, as appropriate
       │         ├─ Report Cards, Assessments
       │         ├─ Teacher Observations, Parent Interviews
       │         ├─ Focus of Concern material/report
       │         └─ Other related to deciding if student should be referred
       │
       ├─ Initial Evaluation (Sub Folder)
       │    ├─ Folder Checklist (Ensures required documents are present)
       │    ├─ se06a - Evaluation Summary
       │    └─ Support Documents, as appropriate
       │         ├─ Evaluator's Report (required)
       │         ├─ Assessment Scores
       │         ├─ Work Samples
       │         └─ Others related to determining disability
       │
       ├─ Re Evaluation (Sub Folder)
       │    ├─ Folder Checklist (Ensures required documents are present)
       │    ├─ se02 - Evaluation Plan
       │    ├─ se03 - Parent Notice
       │    ├─ se04 - Parent Consent for Evaluation
       │    ├─ se06a - Evaluation Summary
       │    ├─ se06e - Teacher Input/Classroom Observation
       │    └─ Support Documents, as appropriate
       │         ├─ Evaluator's Report (required)
       │         ├─ Assessment Scores
       │         ├─ Work Samples
       │         └─ Others related to determining disability
       │
       ├─ Eligibility (Sub Folder)
       │    ├─ Folder Checklist (Ensures required documents are present)
       │    ├─ se03 Parent Notice
       │    ├─ se06c - Summary of Eligibility
       │    └─ se06d - Specific Learning Disability (if necessary)
       │         └─ se06e - Classroom Observation
       │
       ├─ IEP Meeting Notice (Sub Folder)
       │    ├─ Folder Checklist (Ensures required documents are present)
       │    ├─ se07a - Parent Invitation
       │    ├─ se07b - Members Invitation
       │    └─ se07c - Student Invitation (If age 16)
       │
       ├─ IEP (after Initial Evaluation, the very first IEP) (Sub Folder)
       │    ├─ Folder Checklist (Ensures required documents are present)
       │    ├─ se03 Parent Notice
       │    ├─ se08a IEP
       │    ├─ se08b Excuse of Absence (from IEP Meeting)
       │    ├─ se08c IEP Amendment (If necessary)
       │    │    └─ cmn Case Manager's Notes
       │    ├─ se08e Parent Input
       │    ├─ se08f Student Preference (If age 15, Transition)
       │    ├─ se09a Parent Notice Consent for Initial Services
       │    ├─ se13 Least Restrictive Environment Placement
       │    ├─ Behavior (if necessary)
       │    │    ├─ se14a Manifestation Determination Review Form
       │    │    ├─ se14b Functional Behavior Assessment (FBA) Checklist
       │    │    └─ se14c Behavior Intervention Plan
       │    └─ Exit/Transition (If Necessary. One or more of the below)
       │         ├─ se09b Revocation of Consent for Service
       │         ├─ SIS Exit Action
       │         │    └─ widthdraw, transfer/transcript, drop out, expel, etc.
       │         └─ SIS Graduation/Complete Action
       │              └─ Diploma or Certificate
       │
       └─ IEP (Annual) (Sub Folder)
            ├─ Folder Checklist (Ensures required documents are present)
            ├─ se03 Parent Notice
            ├─ se08a IEP
            ├─ se08b Excuse of Absence (from IEP Meeting)
            ├─ se08c IEP Amendment (If necessary)
            │    └─ cmn Case Manager's Notes
            ├─ se08d Annual Goal Progress Report (quarterly)
            ├─ se08e Parent Input
            ├─ se08f Student Preference (If age 15, Transition)
            ├─ se13 Least Restrictive Environment Placement
            ├─ Behavior (if necessary)
            │    ├─ se14a Manifestation Determination Review Form
            │    ├─ se14b Functional Behavior Assessment (FBA) Checklist
            │    └─ se14c Behavior Intervention Plan
            └─ Exit/Transition (If Necessary. One or more of the below)
                 ├─ se09b Revocation of Consent for Service
                 ├─ SIS Exit Action
                 │    └─ widthdraw, transfer/transcript, drop out, expel, etc.
                 └─ SIS Graduation/Complete Action
                      └─ Diploma or Certificate

II. Filing Procedure [ top ]

These are the major filing steps, primarily having to do with the creation of folders in the student file. The contents of the folder are specified in the "File System" section (above).

Step One: Create the Student File

Use a hanging folder or a larger folder that can hold multiple regular folders. Or use a cabinet drawer divider or tab for larger student files. This will be the main folder.
Label the student file with the Student Name and the SIS Student Unique Id
Print and initialize form gen01 - File Activity Log. This should be at the beginning of the student file.
Enter the first item for form gen01: date, case manager, 'Case File Started'

Step Two: Start the Child Identification Folder

Use a regular folder with label 'Child Identification'
Record on form gen01: date, case manager, 'Start New Folder - Child Identification'.
Attach form clcf to the front inside of the folder.

Step Three: Start the Referral for Evaluation Folder

Use a regular folder with label 'Referral'
Record on form gen01: date, case manager, 'Start New Folder - Referral for Evaluation'.
Attach form clrf to the front inside of the folder.

Step Four A: Start the Initial Evaluation Folder (once, at onboarding)

Use a regular folder with label 'Initial Evaluation'
Record on form gen01: date, case manager, 'Start New Folder - Initial Evaluation'.
Attach form clev1 to the front inside of the folder.

Step Four B: Start the Re-Evaluation Folder (for every evaluation after the initial)

Use a regular folder with label 'Re-Evaluation' and the date of re-evaluation
Record on form gen01: date, case manager, 'Start New Folder - Re Evaluation'
Attach form clev2 to the front inside of the folder
Note that a new folder is started at least every three years (PSHCA 3-9 S3(15))

Step Five: Start the Eligibility Folder

Use a regular folder with label 'Eligibility' and the date of determination
Record on form gen01: date, case manager, 'Start New Folder - Eligibility'
Attach form clel to the front inside of the folder.
Note that a new folder is started at least every three years

Step Six: Start the IEP Meeting Folder

Use a regular folder with label 'IEP Meeting' and the date the notices were sent out
Record on form gen01: date, case manager, 'Start New Folder - IEP Meeting'.
Attach form clim to the front inside of the folder.
Note that a new folder is started at least annually

Step Seven: Start the IEP Folder

Use a regular folder with label 'IEP' and the IEP date
Record on form gen01: date, case manager, 'Start New Folder - IEP'.
Attach form cliep to the front inside of the folder
Note that a new folder is started at least annually (PSHCA 3-9 S3(9))

Step Eight: File exit info

Use a regular folder with label 'Exit' and the exit date
Record on form gen01: date, case manager, 'Student Exit'.
Form se09a or sis99 or a copy of se06c is the primary document in this folder. There may be case notes, transfer out transcript requests, death, health reasons, etc.

III. Forms [ top ]

No	Name	Full Name	More Info
Control
1	gen01	File Activity Log	Chronological record of student file activities and events
2	clcf	Child Find Checklist	Simple record (checkmark) of required files completed
3	clrf	Referral Checklist	Simple record (checkmark) of required files completed
4	clev1	Initial Evaluation Checklist	Simple record (checkmark) of required files completed
5	clev2	Re-Evaluation Checklist	Simple record (checkmark) of required files completed
6	clel	Eligibility Checklist	Simple record (checkmark) of required files completed
7	cliep	IEP Checklist	Simple record (checkmark) of required files completed
8	dus	Data Update Sheet	Legacy form used to submit updated data for the logbook
Special Education Process
9	cmn	Case Manager's Note
10	ciif	Child Identification Intake Form
11	prights	Inform Parents of Their Rights
12	se01	Referral Form
13	se02	Evaluation Plan
14	se03	Prior Written Action
15	se04	Parent Consent to Evaluate
16	se06a	Evaluation Summary - CRT USE ONLY
17	se06b	Initial Parent Interview
18	se06c	Eligibility
19	se06d	Specific Learning Disability
20	se06e	Classroom Observation
21	se07a	Parent Invitation
22	se07b	Members Invitation
23	se07c	Student Invitation
24	se08a	IEP Revised v160627
25	se08b	Excuse of Absence
26	se08c	IEP Amendment
27	se08d	Annual Goal Progress Report
28	se08e	Parent Input
29	se08f	Student Preference
30	se09a	Parent Notice Consent for Initial Services
31	se09b	Revocation of Consent for Service
32	se11	Authorization to Release Records
33	se13	Least Restrictive Environment Placement
34	se14a	Manifestation Determination Review Form
35	se14b	Functional Behavior Assessment (FBA) Checklist
36	se14c	Behavior Intervention Plan
37	se16	State Complaint Form

IV. Logging Procedure [ top ]

U n d e r C o n s t r u c t i o n

V. Log Data [ top ]

The following data needs to be collected from the forms and entered into the logbook. The case managers have access to the online logbook.

Data Name	Data Description	Form Source
Student Name	Name of the Child	CIIF
Identified By	Name of the Parent, Teacher, or other appropriate adult who identified the child	CIIF
Identified Date	Date the identification was made	CIIF
Parent Consent Date	Date the parent consented to the child's evaluation	SE04
Parent Name	Name of the parent who consented	SE04
Consent Receipt Date	Date the parent consent was received by the school	SE04
Referred for Evaluation	Whether the child is referred for evaluation for special education services (Yes/No)	SE01
Referral Date	Date the determination was made to refer or not for evaluation	SE01
Child Study Team	Names and roles of the Child Study Team members	SE01
Evaluation Date	Date the evaluation was completed and summarized	SE06a
Eligible	Whether the child is eligible or not	SE06c
Eligible Date	Date the child was determined to be eligible or not	SE06c
Disability	The disability determined by the child's evaluation. Note: if Specific Learning Disability (SLD) is determined, the the source is SE06d.	SE06c
Elibility Team	Names and roles of the Eligibility Team members	SE06c
Placement	Code for Placement in the Least Restrictive Environment (see LRE codes)	SE13
IEP Date	IEP Meeting Date, serves as the IEP start date	SE08a
IEP Type	Initial/Annual	SE08a
IEP Team	Names and roles of the IEP members	SE08a
NLEP	Non Limited English Proficient	SE08a
Assessment	National/Assessment	SE08a
Related Services	Codes for related services, can be multiple (see service codes)	SE08a
Exit Date	Date of child's exit (If students exits the sped program)	SE09a or SIS records
Exit Code	Code for reason for a student exiting the program	SE09a or SIS records

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