Records Request

Incoming Students

The counseling clerk should inform the campus evaluation staff of all new special education students. 

It is the responsibility of the evaluation staff to contact the Special Education Department (Ms. Parrott) to request records. 

Outgoing Students

It is the responsibility of the evaluation staff to submit a current copy of the FIE & ARD to the campus clerk for transmission through TREX for non-Frontline districts. 

Special Education personnel will make efforts to ensure that the previous LEA provides records within 10 working days of the request by contacting the previous LEA at regular intervals (at least one attempt every two school days) until the records are received. Campus or District Special Education Personnel will document all attempts to verify eligibility of special education services in the previous district, including attempts made during the summer months. 

For the purposes of the procedures related to transfer or recently registered students, “verify” or “verification of an IEP” means the Campus has received a copy of the student’s IEP that was in effect in the previous LEA.  If a parent hasn’t already provided a copy of the IEP that was in effect in the previous LEA (or indicated that they do not have a copy) and the District has been unable to obtain the IEP from the previous LEA by the 15th working day after the date a request for the records was submitted to the prior LEA, Campus Special Education Personnel must seek verification (i.e. a copy of the IEP) from the student’s parent.  If the parent is unwilling or unable to provide such verification, Campus Special Education Personnel will continue to take reasonable steps to obtain the student’s IEP and other records from the previous LEA.

Pending Initials/FBAs

Guidance for Receiving an FIE from a Sending District:

If an FIE is received without wet signatures and no ARD was held, you should still conduct the initial ARD using the FIE provided. Consider this the working copy to move forward with the meeting. Be sure to:

• Mark the student as a transfer in TSDS (important for late initials).

• Obtain a signed copy of the FIE, the Notice of Evaluation, and signed consent from the sending district.

• TSDS will calculate timelines from the original evaluation date; your LEA reports this if it is an initial.

• If the FIE or ARD was late, document how you addressed it—TEA will typically clear it through clarification.

Treat the draft FBA like any other transfer. You may either:

• Accept and review it as-is at the ARD, or

• Obtain parent consent to collect additional data, update the FBA, and review it at the ARD within 20 school days.