The ETR Process

The school age Essential ETR module is presented in three separate parts focusing on Referral and Planning, Summary and Eligibility and Determining Specific Learning Disability Eligibility. The module provides a detailed overview of the Evaluation Team Report – ETR process for school age children. The preschool Essential ETR module is presented in two separate parts focusing on Referral and Planning, and Summaries of Assessments and Determining Eligibility. The ETR process is required by the Individuals with Disabilities Education Act (IDEA) and the Ohio Operating Standards for the Education of Children with Disabilities in order to establish the presence of a qualifying disability, or disabilities, of a child suspected to have a need for special education services and supports from ages 3 through 21 years old.

The ETR process begins with a referral. The referral could come from the Intervention Assistance Team, the Teacher-Lead Team or other groups of professionals who provide interventions and supports for children who are struggling academically, functionally or behaviorally. For young children, the referral may come from the family or through the transition from Part C process. A teacher and/or team would complete the Referral for Evaluation (PR-04). The parent may also initiate a request for an evaluation either in writing or verbally to the district. The district would provide the parent a copy of the Parent Notice, then complete the Referral for Evaluation (PR-04) form and a PR-01 indicating whether the district refuses to conduct an evaluation or indicating that the district WILL conduct an evaluation. The PR-04 form must be signed by both the person initiating and the person receiving the referral.

Please note that a referral for evaluation should not be submitted by school personnel without including data from interventions applied to address the deficit or difficulty, since interventions are a required part of the evaluation process. Federal and state laws require that “each school district shall provide interventions to resolve concerns for any preschool or school-age child who is performing below grade-level standards.” (OAC 3301-51-06 (A)(2)). This would also include behaviors that interfere with the child’s access to or progress in the general education curriculum. A school district may not use interventions to delay unnecessarily a child being evaluated to determine eligibility for special education services. If such interventions have not been implemented prior to referral for evaluation, appropriate interventions shall be implemented during the same sixty-day time frame during which the school district conducts a full and individual evaluation. OAC 3301-51-06 (A)(3) The district must document the actual date the referral was received. This starts the 30-day timeline to inform the parents what the district intends to do and to obtain parental consent for an initial evaluation, if the district determines an evaluation is necessary. Within the 30-day timeline, if the district believes there is no suspected disability and declines to conduct an evaluation, the district must send the parent a Prior Written Notice (PR-01) stating the actions and the reasons the district refuses to initiate an evaluation. Specifics about timelines and the dateidentified as the referral date for young children who are transitioning from Part C are found in the Indicator 12 resources on the Early Childhood facepage of the education.ohio.gov website.

If the district suspects a disability and feels an evaluation is necessary, the district must invite the parent to participate in the evaluation planning meeting, by sending the Parent Invitation (PR02) form to the parent. The form also indicates other persons that have been invited to the planning meeting, such as the child, whenever appropriate, and outside agencies that would be involved in secondary transition. Many parents need as much notice as possible to be able to attend meetings. Parents who have jobs where scheduling is not flexible or have childcare requirements need significant notice to schedule the time off in order to attend this meeting as well as other meetings within this process.

Summary of Required Forms for Evaluation (Referral and Planning)

• The PR-01 Prior Written Notice must be sent to the parents if the district decides not to initiate the evaluation process. The notice needs to state the action and the reason the district refuses to initiate an evaluation.

• The PR-04 Referral for Evaluation begins the evaluation process and is completed by the district team (with input from the family if this is a parent referral).

• The PR-02 Parent Invitation must be sent to the parent to invite them to the evaluation planning meeting.

• Evaluation Planning Form (component of PR-06 School-Aged or Preschool) documents the results of the evaluation team planning meeting.

• The PR-05 Consent for Evaluation must be signed by the parent after the evaluation planning meeting. This form may be presented to the parents at the planning meeting to obtain their signature.

• The PR-01 Prior Written Notice must be sent to the parent after the planning meeting explaining all assessments and evaluations proposed.