Referral - Part B
A referral is a written or oral request for an evaluation to assess whether a student has a disability. A referral should be made when a student is suspected to have a disability and can be submitted at any time. The referral begins the formal process of determining a student’s eligibility for special education.
When the Referral document is created, on-screen messages with context-sensitive explanations will be displayed to assist the user in creating compliant documents.
Create a New Referral
A referral is a prerequisite for all evaluations.
Students with no prior special education referral in Special Programs will be considered general education students in Special Programs. These students will need to be transferred from the General Ed student section into Special Programs. Follow these steps below:
Find General Ed Student(s)
Search for the General Ed student. These students have never been referred to special education and are categorized under the General Ed Students tab.
The Special Education Coordinator or LEA Data Administrator can begin this process in Special Programs.
Enter the student’s name or the unique student identifier (USI) number to search.
Import General Ed Student(s).Click the Import General Ed Students button.
Select the student(s) and click the Import the Students Checked button below.
Once the student(s) are imported, the referral process documents can be created.
Create a Referral
Locate the student using the student search.
Click the Documents icon associated with the student.
From the Create New Document drop-down list, select Part B Referral under Part B: Referral, and click Go.
Enter a Label/Comment and click New. Click Additional Settings to specify the year and sections to include.
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 |
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 |
Enter the Date Referral Received. The referral received date cannot be a future date. When the user enters a date into this field, the following message appears: The date of receipt of referral is the date the referral was received by the LEA, whether oral or written.
Select a Reason for Referral.
Select a Referral Source Type.
Based on the referral source type, the system may require additional information.
If Parent/Guardian is selected, the system will display the names of eligible parent/guardian contacts, and the user will choose which one made the referral. If the email address is available in the parent/guardian contacts, the system will display it. If the parent’s information is not listed or is incorrect, the user should update the information in the LEA’s student information system (SIS).
Note: Updates made to the SIS will take one business day to display in Special Programs.
If LEA or School Employee, Pediatrician or other medical professional is selected, indicate the person who made the referral from the staff table or enter a name using the non-lookup tool. If completing a triennial reevaluation, the user may select an LEA staff member, such as the Special Education Coordinator, as the referral source.
If Other is selected, the user must enter the other source's name, address, and email address.
If Adult Student is selected, the system will display the student’s address and email address from the Student Information/Demographics profile. If the adult student’s information is not listed or is incorrect, the user should update the information in the LEA SIS.
Enter the name of the Person who made the referral.
Enter the name of the Person who made the referral using the lookup function, or type a free-form name by clicking ‘non-lookup’.
Type Full Address and Email Address depending on the selected referral source type.
Select a response for the checkbox labeled Is this action associated with a Hearing Officer Determination or Settlement Agreement? If the user selects Yes, the following message appears under Supporting Documentation: Do not upload completed Hearing Officer Determinations (HOD) or Settlement Agreements.
Select a Document Type from the drop-down list to attach supporting documents, and then click Browse to upload a file from your local folder.
To attach additional supporting documents, click Add Attachment and repeat the above step.
Click Save, Done Editing.
Finalize the document once completed. To finalize the document, click Set Document, select Status from Draft to Final, and then click Accept.
When the document is finalized, the system automatically creates the Referral Acknowledgement Letter in the student's document folder.
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 Referral Received | Referrals Part B, ReferralDate |
Reason for Referral | Referrals Part B, Referral Reason |
Referral Source Type | Referrals Part B, Referral Source Type |
The person who made the referral | Referrals Part B, Referral Source Name |
Name of Community/Civic Organization | Referrals Part B |