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1342.12 Companion
July 12, 2017
Page 155
4)
There is one exception; the current IEP is always placed on top.
5)
Alternate Assessment results follow that IEP.
6)
Only one copy of each required letter, form, or report should be maintained in the student’s special
education confidential record. Duplicate copies of the same letter, form, or report should be
removed from the file and shredded.
7)
In general, emails should not be placed in the Special Education Record. If there is essential
information found in emails and synthesis of that information can be compiled in a memo to the
record and signed and dated by the case manager. The original emails can be kept in the Archived
Envelope.
There is one exception
: Emails from parents requesting a specific action be taken by the
school relating to special education should be printed and placed in the Special Education Record if
the CSC determines it is essential information for the record.
8)
When the material in a folder exceeds normal capacity, all information pre-dating the current three-
year re-evaluation shall be removed and archived in a separate envelope (Archived Envelope). Since
the data in this envelope must be readily available for parental review and inspection, it is placed in
an Archived Envelope and housed directly behind the special education file. This envelope is labeled
Archived Envelope: Confidential Student Information and labeled with the student’s name.
9)
Schools must use folder type: heavy-duty, two-sided non-sectioned folders with prongs on the top of
each side.
10)
The file is organized as outlined.
Left Side – Bottom
Right Side – Bottom
Bus/Transportation
paperwork
(if applicable)
Pre-referral/Referral Forms (to include documentation of SST meetings, pre-referral
information intervention strategies, and screening results)
or
Incoming records
EFMP paper work
School registration forms containing confidential information
Secondary Six Year Plan
for Graduation
Invitations to CSC Meetings and CSC Minutes
Electronic Student
Summary Report
Correspondence of a confidential nature (requests for additional assistance for
supplementary student support; consultation with VI or HI specialist, etc.; ESY requests;
reports of unavailable related services).
Record of Access Form
Invitation to Assessment Planning meeting (if parent is invited) and PWN/Minutes of
Assessment Planning Meeting
Assessment Plan
Signed Parent Permission to Assess
Personnel Request for Assessment to include referrals for related services
Invitation to Eligibility Meeting
Assessment Reports in chronological order by completion date to include the Review of
Records, SFMH, Vision and Hearing, etc.
Eligibility Report
Eligibility PWN/Minutes
Invitation to IEP Meeting
PWN/Minutes of IEP meeting
Quarterly progress reports – current IEP (cumulative copy)
Alternate Assessment Results
Current IEP
Top
Top
11)
Any other confidential information on the student should be placed in the record in
chronological order by the date of the action.