What We Do At the end of each year, all Special Education Department Chairs, Team Leads, and Compliance Specialists (DC/TL/CS) are required to submit documents and equipment that were signed out to the special education students on their campuses. The End of Year Check-In is the conclusion of everything we completed during the school year. DC/TL/CS attendance is required. In alignment with our virtual environment, all documents will be reviewed and finalized in a virtual meeting with the assigned campus coordinator and other special education staff members. Please upload all documents for final review in your campus folder. A sign up sheet is provided for you to schedule virtual sessions.
All equipment will be turned in at Southridge to the appropriate special education staff member. A separate sign up sheet is provided for in-person equipment sessions.
The following documents and equipment are required for the end of year review and return:
1. State documents/Audit Spreadsheet/SHARS 2. Student State Records/ARD/IEP Documentation - IEP Clerks 3. Summer Learning 4. Promotional Staffing Worksheets 5. Transportation Supplements 6. ECSE/COSF (Elementary Only) 7. Behavior Services 8. Assistive Technology 9. Chromebooks/iPads/ Radios & Calculators (Campus Staff / Student) 10. Laptops/iPads/Radios & Calculators (District SpEd Staff)
Tuesday June 1st- Thursday, June 3th (Sign-up for Check-In Times):
- Virtual check-in sessions
- In-Person equipment check-in sessions: South Ridge Location
What to Bring
1. State Documents - Audit Spreadsheet: (Audit verification window is April 19, 2021 - May 14, 2021):
- All annual ARDs for 2020-2021 are completed and archived by May 28, 2021. There should be no open drafts in eSped. Make sure the PEIMS clerk has been notified so the PEIMS is updated to show the ARD is in compliance.
- A current FIE must be archived for each student. If not, document communication with assessment personnel for an updated FIE.
- Ensure General Education Teacher Bundles are signed for the Beginning of the Year and after each annual ARD is completed.
- Parent Contact Logs in eSped should be archived for each grading period. If any paper logs exist, create a folder in eSped and upload them.
- Service Logs should be archived for each grading period. If any paper logs exist, create a folder in eSped and upload them.
- SHARS will be verified using a comprehensive report for each DC/TL/Case Manager beginning on the 28th of May. The expectation is that all team members who are responsible for completing SHARS will continue to bill for SHARS through the end of the school year. Each school will have a SHARS report for each teacher in the school’s individual folder. The reports will document SHARS billing completed for the year per educator.
- COVID-19 Compensatory Response Services Determination Form uploaded and archived for each student.
- Final progress report dated June 4, 2021 and archived to coincide with the last day of school.
- Emergency Special Education Contingency Plans should be completed for each student.
2. Student State Records/ARD/IEP Documentation: For both 2019-2020 & 2020-2021 School Year ARD/IEP documentation, the IEP Clerks will:
- Ensure all original documents have been scanned into eSped and appropriately placed in the correct file.
- All originals documents should be put in alphabetical order by student, placed in a folder/box, and labeled “2019-2020 or 2020-2021 Original Student ARD/IEP Documents” (put together separately by year) and may include:
- Original signature page
- Original signed Notification/Invite to Meeting
- Any other original documents
- Complete the “Student ARD/IEP Document List”
- Print “Student ARD/IEP Document List” for the campus and turn in with the documents
IEP Clerks will bring the 2019-2020 and 2020-2021 documents to EOY check-out during your scheduled time. Ensure documents are separated by year and labeled by campus.
3. Summer Learning:
Summer School: The DC/TL/CS collaborates with the appointed Summer School administrator to review the list of students eligible for special education and attending summer school. As well as, ensures that student's IEP paperwork of each student attending summer school is provided to the summer school coordinator. The following items should be uploaded in the campus summer school folder and shared with the Summer School Coordinator for each student that is attending summer school:
- PLAAFP Statement
- IEP Goals and Objectives
- Accommodations /Modifications (including supplemental aids)
- Additional Supplemental Documents (BIP, Autism, Personal Care, etc.)-if applicable
- Accelerated Instruction Program (AIP) and Intensive Program of Instruction (IPI) -if applicable
- State Testing Accommodations Page for students retaking the STAAR/EOC test
- Special Transportation Documentation (if applicable)
Extended School Year Services (ESY): The DC/TL/CS will ensure that the following procedures are completed prior to their EOY Check-In scheduled appointment time.
- Upload the ESY Campus Attendees Record form to your campus folder for ALL students ARDed for ESY services for your campus. If your campus does not have any students attending ESY please document NONE on your form and then upload to your campus folder.
- Upload the ESY Bundle from Frontline eSped to your campus folder. The ESY Bundle from Frontline eSped needs to include the following:
- Student Profile
- PLAAFP
- Goals and Objectives
- Accommodations
- Supplement: BIP, Personal Care Supplement, AU Supplement, (if applicable)
- Transportation Supplement
- Upload into your campus folder the students final progress report dated June 4, 2021 from Frontline eSped
- Upload blank ESY data sheets with printed goals and objectives
- Bring ALL student materials (schedules, manipulatives, etc.) packaged and labeled with the students name to Southridge. ESY goals and objectives will be verified to see if the required materials have been provided.
- Complete the Return Material / Equipment Transfer Form for any materials that need to be returned to the students’ campus.
- Upload the ESY Student Health Information Form for any student attending ESY. This form can either be sent home or completed over the phone with the parent.
Summer Compensatory Services Student List: The DC/TL/CS will ensure that the following procedures are completed prior to their EOY Check-In scheduled appointment time.
- Upload the Summer Compensatory Time Campus Attendees Record form to your campus folder for ALL students ARDed for summer compensatory time services for your campus. If your campus does not have any students ARDed for summer compensatory time please document NONE on your form.
- Upload the following documents from Frontline eSped.
- Student Profile
- PLAAFP
- Goals and Objectives
- Accommodations
- Supplement: BIP, Personal Care Supplement, AU Supplement, (if applicable)
- Transportation Supplement
- Final progress report dated June 4, 2021
4. Promotional Staffing Worksheets: All promotional staffings should be completed by April 29, 2021. Promotional staffing worksheets should be completed and shared with or submitted electronically to your assigned Campus Coordinator by May 14, 2021. Additionally, ensure all revision ARDs or amendments (if necessary) are completed by May 14, 2021.
5. Transportation Supplements: If next year services are not documented in the transportation supplement, this will need to be corrected prior to check in. You do not have to have an amendment to make changes to the transportation supplement. Each supplement must also include TWO emergency contacts and numbers which can be found on the first page of the transportation supplement.
Special Education Transportation – everything completed by May 18, 2021. - Campus coordinator / compliance specialists / IEP specialists will audit esped to determine if transportation supplements have been completed for all applicable students.
- Verify that the campus for the 2021-2022 school year has been completed for every student receiving special transportation. This cannot be left blank. Remember to check with your registrar to see if any students have been accepted into a specialty school.
- For each transportation supplement, you will need to verify the time of the school day as well as verifying the correct location for the next year's services. (Especially ECSE → Kinder, 5th→ 6th and 8th → 9th). Remember to hit ‘pending’ and not just save.
- Check on students that may have been accepted into a specialty school and ensure the correct campus is notated for ‘next year’ and that the drop off and pick up times align to the campus hours.
- Ensure that all ECSE students transitioning to a new school have the correct campus documented in the ‘next year’ section. Also ensure that drop off and pick up times reflect full day programming (for those students to whom this applies).
- If next year services are not documented in the transportation supplement, this will need to be corrected prior to check in. You do not have to have an ARD to make changes to the transportation supplement. Each supplement must also include TWO emergency contacts and numbers.
6. ECSE/COSF:- All “entries” must be completed and archived in eSped by May 12, 2021
- All “exits” must be completed and archived in eSped by May 12, 2021
7. Behavior Services: Return reusable items to Southridge campus for EOY Check-in: - Weighted blankets (clean, larger blankets and small lap pads)
- Small sensory boxes (containing items that were not used - please sanitize and store small used sensory items)
- Noise cancelling headphones - a reminder email will be sent to each teacher that signed one out
- PASS and Zones of Regulations manuals will be returned, if your SILC/PASS/AB teacher(s) are not returning next year. If they are returning, please have them keep the manuals with them for summer training.
Please complete a Behavior Program Sensory Item Form for each item used for students.
8. Assistive Technology: - Drop-off AT items to Southridge during designated time slots.
- Dates to Remember:
- May 3rd
- An inventory spreadsheet of the AT items will be sent to the DC/TL of each campus.
- May4th-21th
- May 25th
- Any missing AT items should be documented on the inventory spreadsheet by this date.
- Please complete an AT EOY Check-in Form for each AT device/item.
- Be sure to indicate if the student is attending ESY or Summer School. This will ensure that the equipment can be delivered to and picked up from ESY/Summer School.
- Please indicate the campus the student will be attending next school year.
- Each AT item/device must have its own form
- The form should be taped to the item/device.
DC/TL/CS will be provided with a list of items that were checked out to them for the school year prior to the EOY Check-In. DC/TL/CS will set up times to come to Southridge for Check-In. If there are any questions about the lists or appointment system please contact sers@springisd.org
If any equipment is lost, including chargers, and the DC/TL/CS wants them to be replaced, they will need to tell the SERS Clerk before the end of April so that we can replace them before the end of the year. If the DC/TL/CS does not inform the SERS Clerk of the missing items before the end of April and want them to be replaced, the campus will need to submit the request at the start of the following school year, understanding that this may cause a delay in user access to equipment.
Chromebooks: - All Chromebooks provided by the Special Education Department should be brought back with the ORIGINAL chargers.
- Report missing/broken materials at EOY Check-In.
- The Campus Chromebook Check-In Form should be signed by the DC/TL/CS.
Ipads: - All Case Manager/ECSE Ipads provided by the Special Education Department should be returned at Southridge with original cases, charge block, and charge wire.
- Report missing/broken materials at EOY Check-In.
**Note: These do not include the iPads assigned to individual students as an assistive technology device. Radios & Calculators: - All radios provided by the Special Education Department should be returned with chargers, battery packs, and antennas. The battery should be separated from the radio.
- All Calculators (Secondary Only) provided by the Special Education Department should be brought back with the cover and the docking station (Base).
- Report missing/broken materials at EOY Check-In.
- The Campus Radio Check-In Form should be signed by the DC/TL.
**Note: Not all campuses have radios or calculators checked out. If you are unsure, please contact sers@springisd.org -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 10. Laptops/iPads/ Radios & Calculators (District SpEd Staff): Non 226 Employees will check in their equipment June 7 -10, 2021. An email will be sent out to set up check-in appointments.
226 Employees will check in their equipment June 14-17, 2021. All equipment must be brought back for inspection. Your equipment will be checked for repairs or any other services and be returned the same day. If you choose to turn in any equipment that you will not need over the summer, you will be free to do so.
Laptops: - All laptops provided by the Special Education Department should be brought back to the Administration Building with ORIGINAL chargers.
- Report missing/broken materials at Check-In.
- The Laptop Check-Out Contract should be signed by the employee the laptop was assigned to.
iPads: - If assigned, all iPads provided by the Special Education Department should be brought back to the Administration Building with ORIGINAL case and chargers.
- Report missing/broken materials at Check-In.
Kajeets: - If assigned, all Kajeets provided by the Special Education Department should be brought back to the Administration Building.
- Report missing/broken materials at Check-In.
Large Equipment (OT/PT): - OTs & PTs will meet with the SERS Clerk in May to discuss which student’s equipment needs to be moved over the summer.
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