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1342.12 Companion
July 12, 2017
Page 157
Section 6: Transfer of Records to a DoDEA School/Non-DoDEA School
Upon notification that a student will transfer to another school, the CSC Chairperson or the Case
Manager will review the special education file, and select and copy documents for parents to hand-
carry. This action will ensure that the student's educational needs are adequately represented and that
a smooth transition with minimal break in services is facilitated. Parents should be strongly encouraged
to hand-carry copies of pertinent documents to the receiving school.
Transfer to another DoDEA School
Upon notification from a receiving DoDEA school that the student has enrolled, the sending DoDEA
school will:
1)
Copy current information from most recent eligibility to IEP (current eligibility report, current
diagnostic assessment reports, and current IEP, including progress reports);
2)
Send the original special education record to the receiving DoDEA school, return receipt
requested; and
3)
Maintain copied data in an inactive file.
Transfer to a Non-DoDEA School
Upon receipt of permission for the release of information to a non-DoDEA school signed by parent, the
DoDEA school will:
1)
Send copies of the latest IEP, including progress reports
, CSC Eligibility Report ,and
comprehensive diagnostic assessment reports;
2)
Send copies of other information the school might need in order to determine eligibility and
appropriate services;
3)
Note in the student's record when and to whom the data was sent;
4)
Place copy of parent release form in the file; and
5)
Place student's record in the inactive file.
Section 7: Content of Archived Envelope
1)
At the Annual review the last cumulative progress report is kept in the file behind the IEP it
pertains to. The previous progress reports are archived and maintained in an Archived Envelope
behind the file.
2)
Scored Alternate Assessments are archived and maintained in an Archived Envelope behind the
file.
3)
New special education files will be developed after every triennial evaluation and existing files
will be archived and maintained in an Archived Envelope behind the file.
4)
Transportation requests may be archived and maintained in an Archived Envelope behind the
file.
5)
Transition assessments may be archived and maintained in an Archived Envelope behind the
file.
6)
Draft IEPs are not maintained
. Once an IEP is signed by the parent, all draft versions of this IEP
are to be destroyed (burned or shredded).
7)
Test protocols, from every assessor involved in the evaluation of the student, may be archived
and maintained in an Archived Envelope behind the file.
NOTE
: IQ test protocols may be
maintained by the psychologist. If this is the case, a cross-reference locator, which identifies the
location of this additional assessment data, must be maintained in the student’s special
education file. Procedural safeguards for maintaining special education files must be applied to
the maintenance of the file maintained by the psychologist.