Participant Consent Letter

This letter seeks the parent or guardian's consent for the student to be evaluated and assessed under Part B. The letter explains the purpose of the evaluation and assessment, what it entails, and the safeguards in place to protect the student's rights and privacy.

Participant Consent Form

1. Select a student on the Students panel.

2. Click the Documents icon for the student.

3. From the Create New Document drop-down list, select Participant Consent Letter under Special Education Notices, and click Go.

4. Enter a Label/Comment and click New. Click Additional Settings to specify the year and sections to include.

5. In the Student Information section, the system auto-populates the following information:

   • From the Student Info/Demo Part B profile: 

     • Student

     • USI

     • DOB

   • From the LEA Entry/Exit Part B profile:

     • Grade

   • From the Special Education Part B profile:

     • Case Manager

     • Last Eligibility Meeting Date

     • Last IEP Annual Review Meeting Date: The system auto-populates the student's last IEP Annual Review meeting date. If IEP is from another jurisdiction, the system allows the user to enter or type a date in this field manually. The evaluation summary will not display this field if the referral is an initial referral.

6. The system selects one checkbox based on the student's age. The Checkbox selection should not display on the print and view mode. Only to be used for determining the content of consent.

   • If the child is six years of age or younger, the system selects the DC Early Intervention Program (DC EIP) checkbox by default and makes it read-only.

   • If the student is older than six years of age, the system selects the Rehabilitation Services Administration (RSA) checkbox by default and makes it read-only.

7. Enter a date manually or select a date using the calendar icon.

8. The system displays the student's name as Dear Parent/Guardian of <student name> within the letter when the Student Holds Educational Rights checkbox is not selected within the Student Info/Demo Part B profile. Otherwise, it displays the student's name as Dear <Student Name>.

9. The system auto-populates the name of the LEA that the student is enrolled.

10. Select a date and time for the IEP Team members to participate in the IEP Team Meeting.

    • Enter a date manually or select a date using the calendar icon.

    • Enter a time manually or select a time using the clock icon.

11. The system auto-populates the parent or guardian names that have Educational Rights selected in the Student Contacts Part B profile. The user can choose the parent or guardian who wants to sign.

    • The system provides two checkboxes to confirm the parent's or guardian's consent. When the parent or guardian signs digitally, they can select only one checkbox.

    • In the Parent/Guardian Signature area, a parent or guardian signature will appear through the digital signature functionality unless selecting the Parent/Guardian will sign a paper copy checkbox.

    • In the Date area, the signature date will auto-populate when the parent or guardian signs digitally.

12. The system provides the following fields which are editable when signing the document digitally by the parent/guardian:

    • Participant Name

    • Title

    • Agency

13. The system displays the name of the student’s Case Manager indicated in the Special Education Part B profile. The Case Manager’s Works At school, work phone and email address displays. The school’s address details are displayed from the Locations profile.

14. Click Save, Done Editing.

15. Finalize the document when completed. To finalize the document, click Set Document, select Status from Draft to Final, and then click Accept.

When the Student Holds Educational Rights checkbox is selected within the Student Info/Demo Part B profile, only the student's name appears for digitally signing the consent. 

• In the Student Signature area, a student signature will appear through the digital signature functionality unless the user selects Student will sign a paper copy checkbox.

• In the Date area, the signature date will auto-populate when the student signs digitally.

Document Delivery

This section is required if the user selects Parent/Guardian will sign a paper copy checkbox. The section does not print.

1. Within the Participant Consent Letter document, navigate to Document Delivery using the flyout menu.

2. Select the Mode of Delivery.

3. Enter a date manually or select a date using the calendar icon in the Date of Delivery field.

4. Select the Parent Consent.

5. Enter a date manually or select a date using the calendar icon in the Parent Consent Date field.

6. Click Save, Done Editing.

Data Flow

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