Parent Acknowledgement Letter

This document is required for all new referrals after the Part B referral document is finalized. This document is automatically created in the student's document listing when the Part B Referral document is finalized. This letter notifies the parent /guardian that a referral has been received. 

Acknowledgment of Referral to Special Education Letter

Select a student on the Students panel.
Click the Documents icon for the student.
From the Create New Document drop-down list, select Parent Acknowledgement Letter under Part B: Referral, and click Go.
In the Student Information section, the system auto-populates the following information:

Referral - Student Information	Profile: Demographics Part B Section: Student Info/Demo Part B
Student	Student’s Name
USI	USI
DOB	Date of Birth

From the LEA Entry/Exit Part B profile:

Referral - Student Information	Profile: LEA Entry/Exit Part B
Grade	Grade
School Name	Attending School

From the Special Education Part B profile:

Referral - Student Information	Profile: Special Education Part B
Last Eligibility Meeting Date	Most Recent Eligibility Determination Date
Last IEP Annual Review Meeting Date	IEP Start Date

From the Special Education Team profile:

Referral - Student Information	Profile: Special Education Team
Case Manager	Special Ed Teacher/Case Manager

The system auto-populates the date when the form is created. However, it can be later changed to today's date or a future date.
The system auto-populates parents' or guardians' names from the student's Profile, Student Contacts Part B, where the Educational Rights checkbox is selected. The user must select at least one name.
The system auto-populates the Referral Source and the date of Referral Received from the student's profile, Referrals Part B.

Referral Source Information	Profile: Referrals Part B
Referral Source	Referral Source Name
Referral Received on	Date Referral Received

Enter a date in the Date Procedural Safeguards Sent to Parent field.
The system displays the student's name as Dear Parent/Guardian of <student name> when the student is below 18 years of age. If the student is 18 years old and the transfer of rights document is in place, the letter will be addressed to the student.
In the body of the letter, the School Name auto-populates from the LEA Entry/Exit Part B profile.

School Information	Profile: LEA Entry/Exit Part B
School Name	Attending School

Select a contact using the lookup function to clarify doubts about the letter. The system populates the phone number of the chosen contact person.
The letter salutation will auto-populate with the student's case manager and the case manager's Works At address, phone, and email address. The case manager information in the salutation is pulled from two separate profiles.

Case Manager Information	Profile: Special Education Team
Case Manager Name	Special Ed Teacher/Case Manager
	Profile: Staff Main
Works At Address	Works At Address
Phone Number	Primary Phone
Email Address	Email Address

Click Save, Done Editing.
The case manager can digitally sign the letter before sending it to the parents or guardians.
Finalize the document once completed. To finalize the document, click Set Document, select Status from Draft to Final, and then click Accept.

After the user selects a parent or guardian, the system displays the selected person’s address.
Click More, Update Document from Student Profile to refresh parent or guardian details on the document when the document is in draft mode. Parent or guardian details cannot be updated for documents in Review or Final mode.

Data Flow 

Upon finalization of the document, the following data flow occurs:

Details	To Profile
Date of letter	Referrals Part B Profile> Date Referral Acknowledgement Sent