Procedure Manual
A. Students With Disabilities New to the District
B. Transfer Procedures for Students with an Active IEP or 504 Plan
C. Nonresident Student Enrollment
D. Definitions
Chapter II - Free Appropriate Public Education and Child Find
A. Free Appropriate Public Education (FAPE)
B. FAPE for children beginning at age three
C. Children advancing from grade to grade
D. Limitation: exception to FAPE for certain ages
E. FAPE: methods and payments
F. Residential placement
G. Assistive technology
H. Extended school year services
I. Definition
J. Nonacademic services
K. Physical education
L. Program options
M. Routine checking of hearing aids and external components of surgically implanted medical devices
N. Placement of children by parents when FAPE is at issue
O. CHILD FIND
P. Use of the term developmental delay
Q. Other children in Child Find
R. Construction
S. Disproportionality
T. Data reporting
A. Definitions
B. Notice to parents
C. Access to Educational Records
D. Amendment of Records at Parent’s Request and Results of Records Hearing
E. Opportunity for a hearing
F. Result of hearing
G. Hearing procedures
H. Consent
I. Safeguards
J. Destruction of information
K. Children’s rights
L. Disciplinary information
M. Referral to and action by law enforcement and judicial authorities
N. Transmittal of records
Chapter IV - Procedural Safeguards
A. Procedural Safeguards Notice
B. Contents of notice
DISCIPLINE
A. Suspension Less Than 10 Days
B. Suspension Greater Than 10 Days
MANIFESTATION DETERMINATION
A. Manifestation Hearing Procedure
B. Results of Manifestation Determination Review
C. Expulsion for Drug or Weapon Possession
D. Expedited Due Process Hearing
Disciplinary Removals for Students with Disabilities and Tracking Chart
PROTECTIONS FOR CHILDREN NOT YET ELIGIBLE
A. Basis of knowledge
B. Exception
C. Due Process
D. Impartial Due Process Hearing
E. Initiation of Impartial Due Process Hearing
F. Child’s Status during Proceedings
SURROGATE PARENTS
A. How is a Surrogate Parent Appointed?
B. Exceptions
C. Students from Other School Districts
D. Which students qualify for a Surrogate Parent?
E. Surrogate Parent Responsibilities
F. Who can be a Surrogate Parent?
Chapter V - Response to Intervention – Providing Support for All Students
A. Initial Evaluation
B. Parent Request for Independent Evaluation*
C. Reevaluation
D. Adding and Terminating Related Services
E. Adding Related Service
F. Ending Related Services
Chapter VI - Evaluation and Reevaluation for Special Education Services
A. Initial Evaluation
B. Parent Request for Independent Evaluation*
C. Reevaluation
D. Adding and Terminating Related Services
E. Adding Related Service
F. Ending Related Services
Chapter VII - The Individualized Education Program (IEP)
GENERAL REQUIREMENTS
IEP Team Composition
Parent Participation in Meetings
IEP Team Responsibilities
Progress Reporting
IEP Timeline
IEP in Effect
Parent Consent and Copies of the IEP
Children in Other Districts or Agencies
Periodic Review of the IEP
Students on Home Instruction
Students Receiving Related Services
Prior to IEP Conference
At the IEP Conference
SUPPLEMENTAL STAFFING
Procedures
Eligibility Considerations
Request for Supplemental Staffing Services
Supporting Data for Academic and/or Behavioral Interventions
Principal Assurances
Supplement to Request for Individual Paraprofessional Services (EMIS 215023IA)
Review of Supplemental Staffing Services
Cincinnati Public Schools Paraprofessional Planning Tool - Bells
TRANSITION
Specific elements of the Transition Plan
Indicator 13 Checklist
Graduation Procedures
504 Accommodation Plan
LRE/CONTINUUM OF SERVICES – SPECIALIZED CLASSROOMS
Least Restrictive Environment
Justifying LRE Decisions Outside the Regular Education Environment – Compliance
School to School Transfers
Specialized Classroom Transfers
Change of Program
Description of Programs and Services
Cross-Categorical Classroom Model
Program Goals
Staffing Guidelines
SPECIALIZED CLASSROOMS
Structured Classrooms Serving Students with Autism
Deaf Education
Cincinnati Public Schools Class Size Requirements
REFERRALS FOR RELATED SERVICES
Assessment
Procedures for Adding and Deleting Related Services in SEAS
SPECIAL TRANSPORTATION AS A RELATED SERVICE Three Steps: A. B. C. for the IEP Team
Identifying Specific Transportation Services Needed
Determine specific transportation needs
First Student/CPS Transportation Rules
EXTENDED SCHOOL YEAR (ESY) SERVICES
The Purpose of ESY
Determining ESY Eligibility
Roles and Responsibilities
ESY Timeline
ESY-A page 1
ESY A page 2
ESY B page 1
ESY Payroll Procedures
Certificated Staff
Paraprofessionals
PAYROLL CONFIRMATION REPORT
Chapter VIII - Parentally Placed Students in Non-Public Schools
GUIDELINES FOR PROVIDING SERVICES FOR STUDENTS WITH DISABILITIES PARENTALLY PLACED IN OHIO
A. Parentally Placed Nonpublic Students
B. Children’s rights to services
C. Child find for parentally placed nonpublic school children with disabilities
D. Out-of-state children
Cincinnati Public Schools
Referrals Procedure for Identification and Evaluation of Children Suspected of Having a Disability in nonpublic schools within the Cincinnati Public Schools district:
Equitable Participation for Provision of services
Services plan for parentally placed nonpublic
Reporting requirements
Expenditures
A. Formula
B. Calculating proportionate amount
Supplement, not supplant
Use of federal funds provided through the IDEA
USE OF STATE FUNDS AND PROVISION OF AUXILIARY SERVICES
Opportunity for participation
Approval of services to be provided
Location of services
Documentation of services
Consultation
Child Find
Proportionate Share of Funds
Consultation Process
Provision of Special Education and Related Services
Written Explanation by the School District
EQUITABLE SERVICES PROVISION
A. THE SERVICES PLAN
B. PROVISION AND LOCATION OF SERVICES
C. TRANSPORTATION
D. DUE PROCESS COMPLAINTS AND COMPLAINTS TO ODE
E. THE PROVISION OF SERVICES
F. COMPLIANCE REQUIREMENTS
G. USE OF PERSONNEL
State assessment considerations
Additional Explanation for Specific Guidelines
AUTISM SCHOLARSHIP PROGRAM
Chapter IX - Preschool and School-Age Transition
CHILD FIND: SCHOOL-AGE TRANSITION
District Procedures for Completing Preschool to School-Age Transition Evaluations
Help Me Grow, Part C Transitions to Preschool
OUT OF DISTRICT PLACEMENT
Out of District Referral Procedures for Separate Educational Facilities
HOME INSTRUCTION (HOIN - 2412)
A. Planning and Implementing Home Instruction
B. Assignment and Compensation of Home Instructors
C. Highlights of Home Instruction Guidelines
D. Home Instruction/Compliance and Reimbursement Checklist
Home Instructor Assignment
Home Instruction Confirmation Report
Home Instruction Grade Report
Home Instruction Plan
Home Instruction – Request for Extension
PARENT MENTOR PROGRAM
Purpose
Eligibility
Referral Process
AUTISM SUPPORT TEAM
MENTAL HEALTH and PARTIAL HOSPITALIZATION SERVICES
Accessing Mental Health Services
Accessing Partial Hospitalization Services
What Does MHAP Do?
How Do Schools Facilitate a Referral?
Referral Form
Authorization For Release of Information for Student
COMPENSATORY SERVICES
HEARING AND VISION
Hearing Impaired Team Support Services
CPS VISION SERVICES
Eligibility
Referral Process
NURSING
1. Definition of an Individualized Health Plan (IHP)
2. Who is eligible for an IHP?
3. When is an IHP Indicated?
4. Where is an IHP applicable?
5. Who writes an IHP, how often is an IHP written, and when is an IHP updated?
6. What procedure do schools/teachers/principals follow to obtain and IHP?
7. Who is responsible for ensuring it is followed in the building?
8. Definition of a School Health Assistant (SHA)
9. Definition of a School Nurse
Appendix i
A - CASE COORDINATOR RESPONSIBILITIES
APPENDIX ii
C - Contact List for Special Education Software Applications
APPENDIX iii
D - Using LaserFiche Weblink 7.0
Appendix iv
E – Web Reports
Appendix vii
Questions and Answers on Serving Children with Disabilities
Placed by Their Parents in Private Schools
Appendix V
Definitions