Transfer Procedures for New Students

What's Required

If the student was in the process of being evaluated for special education eligibility in the student's previous school district, the student's current school district will coordinate with the student's previous school district as necessary and as expeditiously as possible to ensure a prompt completion of the evaluation in accordance with 34 CFR 300.301(d)(2) and (e) and 34 CFR 300.304(c)(5). 

The evaluation will be completed not later than the 45th school days following the date on which the current school district receives written consent as required by the TEC 29.004.

When a student transfers within the state and the parents verify that the student was receiving special education services in the previous school district or the previous school district verifies in writing or by telephone that the student was receiving special education services, the school district must meet the requirements of 34 CFR 300.323(a) and (e), regarding the provision of special education services.

The timeline for completing the requirements outlined in 34 CFR 300.323(e)(1) or (2), will be 30 school days from the date the student is verified as being a student eligible for special education services.

In accordance with TEC 25.002, and 34 CFR 300.323(g), the school district in which the student was previously enrolled will furnish the new school district with a copy of the student's records, including the student’s special education records, not later than the 30th calendar day after the student was enrolled in the new school district.

The Family Educational Rights and Privacy Act (FERPA)20 USC 1232g, does not require the student's current and previous school districts to obtain parental consent before requesting or sending the student's special education records if the disclosure is conducted in accordance with 34 34 CFR 99.31(a)(2) and 99.34.


According to §89.1011(i)(2):
When a student transfers from a school district in another state in the same school year and the parents verify that the student was receiving special education services in the previous school district or the previous school district verifies in writing or by telephone that the student was receiving special education services, the new school district must meet the requirements of 34 CFR, §300.323(f), regarding the provision of special education services.  If the new school district determines that an evaluation is necessary, the evaluations considered a full individual and initial evaluation is considered a full individual and initial evaluation and must be completed within the timelines established by §300.323(f)(2), if appropriate, is 30 calendar days from the date of the completion of the evaluation report.  If the school district determines that an evaluation is not necessary, the timeline for completing the requirements outlined in 34 CFR, §300.323(f)(2), is 30 school days from the date the student is verified as being a student eligible for special education services.

What We Do

Procedures for Notification of Newly Enrolled Special Education Students

1. The registrar will enroll all students at their home campus and collect the registration paperwork.  The registrar should request special education paperwork for all students regardless if the parent has indicated special education or not.

2. If the child has been identified as receiving special education services, the registrar will give the registration information to the SPED clerk.

3. The Clerk will contact the prior district to verify services and record information on the Verification of Services Form

4. The Clerk will complete the eSped New Student Form to have student entered in eSped (students will be added to eSped within  3 school days of request) 
  
5. The Diagnostician complete and archive the transfer agreement in eStar.  This includes:
  • Review FIE and determine if evaluation meet criteria or if testing needs to occur
  • In conjunction with the DC/TL/CS, determine best matched services (please direct placement questions to the Campus Coordinator) and ensure student’s schedule is aligned.  If special education services can not be verified, the student is placed in general education regardless of perceived deficit. 
  • Required electronic signatures on the transfer agreement include: Diagnostician/SLP, Administrator, TC/TL/CS.  The parent signature may be obtained manually.  If the parent signature is obtained manually, the signature page should be uploaded.
6. DC/TL/CS will assign a case manager for the student.  The Case Manager's name should be indicated in eStar.

7. The Clerk with submit the Transfer Agreement with the following attached items:
  • PEIMS Sheet
  •  Student Transfer-Agreement to Implement
  • Transportation Information (The Diagnostician should ensure "pending" is selected on the transportation supplement so it is sent to transportation)
  • Copy of Home Language Survey from cumulative folder in registrar’s office
  • Release of Confidential Information
  • Designation of Signature (if applicable).
  • Medicaid consent 
  • Parent Information (EnglishSpanish)
  • Signed Receipt of Procedural Safeguards.  If the student is transferring from another state, A Guide to the Admission, Review and Dismissal Process booklet should also be provided and signature obtained.
  • Attach all received records from the parent or records received from out of state. 
8. The clerk will scan the following items to the Medicaid Clerk:
  • Medicaid Consent
  • Transportation Information (if applicable)    
9. Clerks will schedule the 30 Day Annual ARD Meeting (30 school days from the date of verified services).

10. As soon as possible, but not later than 1 week after the student is in eStar, the clerk will upload into the correct folder:
    1. Signature page of the transfer agreement (current year folder, ex. “2019-2020”)
    2. If we have not received student records electronically (in eStar) upload prior district’s IEP & FIE (“Transfer Document” folder)
11. Clerks will run a weekly Transfer Students Report and send reminders to the Case Manager assigned, the DC/TL/CS, and the campus SPED administrator regarding timeline concerns.




Other Additional Procedures based on Transfer Type

Transfer Procedures Flowchart
Transfer Flowchart



Forms