Move-ins and Transfer Students

  • Guiding Principles

    When new students and families move into our school district, we have a wonderful opportunity to create feelings of belonging, inclusion, and welcome. Building rapport with each student, demonstrating genuine warmth and caring, is the most important thing that we can do to help each child have a successful transition into our schools.
     
     
     

    Procedural Guidance 

     
    In-District Transfers:
    Be sure that the in-district transfer has been approved by both schools before you proceed with any paperwork. In some cases the transfer, for various reasons, may not be approved. Be sure to notify Student Services that the transfer has taken place in order to have the case manager re-assigned.
    If a student with an active IEP tranfers to a different school within the district, we continue to implement the IEP as written. If new circumstances arise, the team (including the parent) can always call a meeting to review/reviese the IEP.
     
    In-State Move-in: 
    • When a student enrolls in our district with a current Oregon eligibility and IEP, do your best to provide comparable IEP services right away.
    • Notify Student Services that you have a new move-in student in order for tabs in ePEP to be opened.
    • Choose Option A or B:
      • Option A: Hold an IEP meeting within a month
        • Gather updated information for Present Levels and Goals
        • Case Manager will write a Prior Written Notice of SPED Action stating that the district will implement the IEP as written until the upcoming IEP meeting
      • Option B: If we plan to implement the IEP as written until the annual review date 
        • Case Manager will write a Prior Written Notice of SPED Action stating that the district will implement the IEP as written
        • Create a Cover Sheet in ePEP - input IEP date and set the annual IEP review due date
        • Check the Service Summary from the current IEP
          • If there are any services by OT, PT, SLP, Nurse, or Counselor - input that information on the Service Summary page in ePEP
        • Check State Assessment accommodations from the current IEP
          • If there are any accessibility supports listed - input that information on the State Assessment page in ePEP
    • When a student enrolls in our district and is currently in evaluation for special education, the school psychologist or speech pathologist will coordinate with the student's previous district to complete the evaluation as quickly as possible.
     
    Out-of-State Move-in:
    • When a student enrolls in our district with an out-of-state eligibility and IEP, do your best to provide comparable IEP services right away.
      • Notify the Student Services office that you have a student who is an out-of-state move-in so ePEP tabs can be opened.
    • Begin the process for determining initial Oregon eligibility
      • Use the Re-Evaluation Planning form to guide this process
      • If further assessment is needed, obtain signed consent on Consent for Evaluation form
      • Schedule an eligibility determination meeting within 60 days of signed consent
      • Implement the current eligibility as best as possible until a new IEP is developed
    • If the student is found eligible under Oregon eligibility criteria, develop a new IEP
    • If the student is not found eligible
      • Write a Prior Written Notice of SPED Action that the student does not meet Oregon eligibility criteria - specifying the date when SPED services will be terminated
      • Consider the possibility of eligibility for a 504 plan
    • Forward student's entire SPED record to the Student Services office within 2 weeks of the transfer.
     
    See the Student Services folder in the L Drive (District Common Drive) for guidance for Prior Written Notices
     
    Resources: 
    Special Education Meeting and Paperwork Grid UPDATED 9-6-19 (also on IEP and Evaluation pages of the SPED Handbook)
     
     
    Move-In FAQ's:
    Can I accept an out-of-state eligibility without doing new assessments?
    Follow the Re-Evaluation Planning process as a way to document your file review. If there is enough current evaluation data to allow the team to make an informed decision on Oregon eligibility requirements, then this file review process will be sufficient. Go ahead and meet as an eligibility team.
     
    If the file review does not provide sufficient evidence for an eligibility determination, obtain signed consent for whatever new assessment is needed. The team has 60 days to establish eligibility once consent for evaluation is signed. Implement the current IEP from the other state to the best of your ability (recognizing that some WLWV services differ from other states). 
     
    Do we need the actual Medical Statement from the original eligibility form? 
    Yes. We must have an actual statement from a doctor to establish eligibility (for any eligibility that requires a medical statement). If the student has an eligibility from another state that requires a medical statement in Oregon, but the file does not contain a medical statement -- get a new one. Continue to provide IEP services during the eligibility process. Another reason to get a current medical statement is to allow partnership between school staff and outside medical providers for medical or mental health conditions. 
     
    What do I do if a student moves in from a self-contained classroom in another district?
    Provide comparable IEP services right away. Special education placement is a set of services, not a location. Even though our district does not have self-contained classrooms, we can provide intensive services for 100% of a student's day if necessary. Gather data and hold an IEP/Placement meeting soon. 
     
     
     
    Board Policy IGBAF, IGBAH