Participant Excusal Letter

This document is provided to parents or guardians of a child with a disability who receives special education services when the child's Individualized Education Program (IEP) team has determined that the child's participation in a particular assessment is inappropriate.

IEP Team Mandatory Participant Excusal Form

1. Select a student on the Students panel.

2. Click the Documents icon.

3. From the Create New Document drop-down list, select Participant Excusal 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

6. The system auto-populates the date when the document is created.

7. 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>.

8. 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.

9. The system provides a checkbox next to each IEP team member. The user can select multiple members.

   • After the user selects a checkbox, the system provides a drop-down list (will or will not).

     • If the user selects will in the first field, then the system auto-populates will in the second field and It is not editable.

     • If the user selects will not in the first field, then the system default to will not in the second field and the field is editable.

   • When the user selects the Related Service Provider checkbox, the user must follow the on-the-screen information and type the Area of Expertise.

   • When the user selects the Other checkbox, a required textbox appears and the user must follow the on-the-screen information.

   • To add more participants, click the plus icon.

10. When the parent or guardian signs on paper, select the Parent/Guardian will sign a paper copy checkbox. When the checkbox is selected, the Document Delivery section is required.

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 wishes to sign.

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

      • If I do not consent to the excusal of the mandatory IEP Team member(s) listed above checkbox is selected, the following guidance message appears: The LEA must ensure participation of the mandatory IEP Team member(s) or reschedule the meeting for a mutually agreed upon date and time. If the parent or guardian paper signs on a paper copy, the system prints the message after the option.

      • If I consent only to the excusal of the following mandatory IEP Team member(s) checkbox is selected, the system displays the remaining IEP team member Roles for the user to choose. If the parent or guardian signs on a paper copy, the system prints the IEP role options with checkboxes. 

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

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

12. 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.

13. Click Save, Done Editing.

14. 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 auto-populates 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 Excusal 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: