Student Support Through the Continuum of Care

Detained youth

• • • Refer to the Detention Records Process

Upon commitment

• • • Details > DYS Ed Assessment Template > ECC tab

      • • Enter ECC name and phone number

        • Enter MCAS and, if necessary, ACCESS test needs

        • Review and correct demographic and educational info as needed, especially last school attended, grade, and concentration. Notify TC if any changes were necessary.

        • Review any IEP, Section 688 Transition Plans, and referrals

        • Review any 504 plans

    • Documents

      • • Upload student's Grad Grid (and any other relevant educational documents)

        • Create an ECC - Student Introduction Meeting entry (Documents > Journal) to record your notes and action steps from that meeting

As committed youth move through treatment, the community, and revocation

• Details > DYS Ed Assessment Template > ECC tab

  • • Keep MCAS and, if necessary, ACCESS test needs current. Once a student has passed MCAS, indicate "No test".

    • Keep Academic Outcomes section current, including concentration, and the date a student receives a High School Diploma, Certificate of Attainment, or Equivalency. Keep HiSET usernames, passwords, and email addresses here.

    • Keep education records current, including MCAS scores. When MCAS scores are released, call the schools of students who took them in the community and record their results in the Assessments section. If students are revocated or recommitted, check that their records have been updated within 10 days. Communicate with the Student Records Coordinator regarding missing records. Once updated, let the TC know.

• Membership Records

  • • Keep grade level current. When a student advances, change Year of Graduation accordingly (if necessary). When a student attains a High School Diploma or Equivalency, change Year of Graduation to one year ago, which will set the grade level to "PG" (postgraduate).

    • Keep student placement current (within two business days). When a student is released to the community (but not discharged entirely), enroll them in the DYS Community school. Should they return to a residential placement, withdraw them from the DYS Community school. When a student discharges while in the community, withdraw them from the DYS Community school.

Master folder > Case Management Notes

• • • Any contact -- with a student (in person, phone, email, digital meeting) or another caring adult about a student -- that leads to action steps should be logged with a brief summary. Select “Case Management Notes” from the student’s Master File (e-file A). Keep these notes up to date. 

Master folder > Education Journal

• • • Review and correct education pathway, placement, and grade information. 

    • Enter and maintain accurate information for youth in the community. 

Education folder

• • • Upload IEPs, 504s, Grad Grids, 688 documentation, and other education documents as requested with the appropriate cover sheet.

    • Enter MCAS, HiSET, ACCESS, and SAT scores as applicable into the External Test Results page.