Referral - Part B

When the Referral document is created, there will be on-screen messages with context-sensitive explanations to assist the user in creating compliant documents.

Create a Referral

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 Part B Referral under Part B: Referral, 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

6. 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.

7. Select a Reason for Referral.

8. Select a Referral Source Type. When community and civic organization is selected, an additional field appears labeled Name of Community/Civic Organization.

9. Enter the name of the Person who made the referral using the lookup function, or to type a free-form name, click non-lookup.

10. Type Full Address and Email Address depending on the selected referral source type.

11. 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.

12. 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.

13. To attach additional supporting documents, click Add Attachment and repeat step 11.

14. Click Save, Done Editing.

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

16. 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: