Unified Student Support

An LEA maintains oversight of the Special Education services provided within the building. Special education is a continuum of services, not a place. It is an array of services and supports for students, parents and staff that provide students with disabilities access to the curriculum and learning experiences of the public school through an Individualized Education Program (IEP) that addresses the student's strengths and challenges.

Federal statute P.L. 94-142, known as the Education for All Handicapped Children Act of 1975, the Individuals with Disabilities Education Act (P.L. 101-476), as well as the Indiana Administrative Code (511 IAC 7- 32-1 et seq.) known as Article 7, guarantee all students with disabilities, three (3) years of age through the school year in which the student becomes twenty-two (22) years of age, a Free Appropriate Public Education (FAPE) in the Least Restrictive Environment (LRE).

The Local Education Agency (LEA) is responsible for providing FAPE.

● FAPE means that public schools are responsible for ensuring that students with disabilities have an equal opportunity to participate in all school activities available to all other students.

● The LEA ensures that an “appropriate” education is individualized to the student in their Least Restrictive Environment, determined by the Case Conference Committee (CCC), and is responsible for ensuring IEP’s are implemented as written.

● The LEA ensures that parent/guardians of students with disabilities receive services that allow their child to participate in school i.e. individualized instruction, therapies, and other related services deemed necessary by the CCC.

Failure of the Local Education Agency (LEA) to follow established special education procedures by a school or school personnel may deny students their education and civil rights under the U.S. Constitution, and federal and state law, and may result in lengthy due process procedures.

Crisis Response

All IPS Innovation schools have access to the IPS District Crisis Response team. You can view the procedure for accessing this team here.

Code of Conduct Resources

IPS Discipline Guide Process

School Attendance Handbook

Providing the Continuum of Services

What are the resources available by IPS to NON IPS LEA Innovation schools to provide the continuum of services?

Memo of Understanding (MOU) Process

IPS has made it a priority to support Non IPS LEA schools with providing the full continuum of services available to students needing more intensive support. The Innovation agreement between the charter operator and IPS will continue to govern the material operation of the school. Although, IPS and charter operators can develop an MOU to address the need for additional services and/or support outside of the scope of the innovation agreement. Currently, IPS has developed MOU’s to address nursing services, select Itinerant (DHH) services, and intensive intervention program placements. Please contact your learning community support coordinator for additional information.

MOU Templates can be referenced at the bottom of this page and are typically utilized for Non IPS LEA and Split LEA Innovation schools described below:

Intensive Supports Process

The Intensive Support Referral Process is the standard operating procedure in which IPS case conference committees utilize to determine if a more restrictive placement is appropriate. The Intensive Support Referral Process including forms, and other planning tools can be found hyperlinked here or at - https://sites.google.com/myips.org/intensive-referral-process/home

Non IPS LEA

A school that is its own legal school corporation. Innovation schools that are considered their own LEA, or legal school corporation are responsible for providing FAPE. This includes providing all Special Education and related services required to implement IEPs with fidelity. In the Restart Pathway, if a school moves from a district managed school to having their own charter, IPS is no longer able to provide Special Education services within the partner school’s LEA without an MOU in place.

Split LEA

Innovation schools with intensive intervention programs located on site are referred to as a Split LEA for special education purposes. The building is predominantly Non IPS LEA with IPS LEA intensive intervention programs on site. IPS is responsible for providing Special Education services and staffing for the IPS LEA intensive intervention programs located on site. IPS is no longer able to provide Special Education services within the Non IPS LEA without an MOU in place. Unless noted in the Innovation Agreement, the school should utilize the MOU process to access the intensive intervention programs located on site.

LINK Portal

What are the responsibilities of a NON IPS LEA in Link?

LINK: Becoming the Admin of your corporation/school

Once a corporation has faxed a signed letter from your superintendent to the IDOE, an IDOE representative will upgrade the first account to become the Administrator for your corporation or school. Please check with your corporation before sending in this letter, as there are only a few corporations who have not already named the first local administrator. If you already have a local administrator, please ask them what the preferred method of registration is. They will be able to provide you guidance on how to register for an account. And they will be able to upgrade your account to the appropriate permissions.

Accessing EdPlan via the LINK Portal

1. Guidance on setting up EdPlan via the LINK portal is hyperlinked here or can be found at -

https://www.doe.in.gov/sites/default/files/link/link-user-login-support.pdf

IIEP Transition Steps from Learning Connection to the LINK Portal

1. Guidance on the transition to the LINK portal is hyperlinked here or can be found at -

https://www.doe.in.gov/sites/default/files/link/iiep-transition-steps-lc-link.pdf

STN App Center

What are the responsibilities of the NON IPS LEA in the STN App Center?

STN App Center: Entering Students

● The LEA is responsible for data transfer requests in IndianaIEP of all IEP records from schools where IEPs have previously been residing.

● Students are loaded automatically into the system from the STN Application Center (the state reporting site), the day after the state enrollment reports are completed by your local person who completes the state reports.

● Public/Charter schools: Upload the DOE-RT (Real Time) report to the STN Application Center. The day after the RT submission is complete, students will be automatically populated within Learning Connection.

● Any new schools or corporations will be made active and available in the STN application center July 6th when we are moved to the 2021 school year. Schools will not have the ability to enter any enrollment data prior to this date.

● IDOE works to close out the current school year by June 30th. Real-time reporting is set to close on that date. The next year’s real-time reporting is set to open on July 6th. The operator may be aware of their state IDs from school accountability, but they will not be active for reporting purposes any earlier than the 6th. Schools will also need to work with STN support to set up security for staff to report data under the new school ID.

o This is an important step as this will be where you will be able to start inputting student data and STN's and begin requesting records within IIEP. Student records will remain in the school corporation’s site (so in IPS’ site) until they are requested by the operator. Those records can be requested much the same way any other transfer request within IIEP would occur.

IndianaIEP

What are the responsibilities of the NON IPS LEA in IndianaIEP?

IndianaIEP: How to retrieve IEP records in IndianaIEP:

● When a student moves, their records remain in the corporation affiliated with that school. If the entire school corporation closes, records move into the IN Housing Site.

● If a student is enrolling from a different LEA within the state, the operator should request a data transfer in IIEP from the previous school corporation. If that school corporation is no longer visible in IIEP, the next step is to request records from the IN Housing Site.

● Resource: How to Request Data Transfers in IIEP - Guide

Special Transportation

Transporting Students with Special Needs Handbook

What are the responsibilities of an LEA who opt into IPS Special Transportation?

Students with disabilities should be transported in the same manner as their non-disabled peers as much as possible. If a student with a disability can use the same transportation services as nondisabled students, he/she is expected and encouraged to do so. It is the responsibility of the IEP team to determine if transportation is required for the student to receive a free appropriate public education (FAPE).

How to request IPS Special Transportation

● For Non IPS LEA that opt into IPS transportation: To request a special transportation route, please contact SPED Transportation Manager (Ben Burchfield 317-226-4090) for the unique Special Transportation Form developed for your LEA. A link can be found below to direct you to your school’s unique form.

● For Non IPS LEA schools who opt into IPS transportation but do not opt into IPS PowerSchool: Contact Ben Burchfield for additional instructions.

● Additional instructions and/or training will be available for new operators upon request.

Process for NON IPS LEA Special Transportation Requests:

1. The NON IPS LEA school is responsible for requesting special transportation and execution of special transportation request data entry for students’ needs in the NON IPS LEA.

2. The NON IPS LEA designee fills out a special transportation request form that Ben Burchfield will provide.

a. This requirement ensures all related documentation and plans are available to drivers, aides, etc. as needed

3. The designee from NON IPS LEA enters information submitted on google form into PowerSchool Transportation Screen.

a. This requirement ensures the student is routed appropriately based on the validated addresses within PowerSchool.

b. Note for Non-LEA schools that opt in to IPS PowerSchool: we are currently updating the process of entering special transportation requests in PowerSchool.

4. Once you have submitted the Special Transportation Request Form, an IPS Logistics Specialist will set up the route, and Ben will work with the bus team assigned to the route.

Special Transportation Form Submissions and PS entry:

1. Guidance document found here

Special Transportation IS…

● A related service, as is audiology, nursing services, etc.

● Based on a student’s special education needs.

● Described and justified in the IEP.

Special Transportation IS NOT…

● Provided based on parent request only.

● Given because student had it previously.

● Delivered in lieu of parent supervision.

Things to know about IPS Transportation

● Students need to have the same pick-up and drop-off address.

● Parents must adhere to IPS policy concerning a change of address or adding a childcare address.

o Sometimes address changes impact the IPS LEA status, which will alter school location.

● The transportation address must be correct in PowerSchool (Contacts screen: Primary Contact) to be routed.

o This occurs at the building level, not department level.

● IPS policy requires “hand-to-hand” transfer at the assigned bus stop at pick-up and drop-off.

● If there is an adjustment to the hours of attendance (modified day) or specific needs for seat on the bus, prior approval must be given by the SPED Transportation Manager (Ben Burchfield).

Continuum of special stops after regular stop is considered:

● If the regular bus stop is not educationally appropriate, Corner Bus Stop (safest, closest corner) should be considered as the next option before other considerations.

o See Guiding Questions for IEP Discussion Regarding Special Transportation

▪ District Route (same as general education peers)

▪ Safest/Closest Corner (modified stop)

Attendant is required if the following is needed:

● Safety Restraint equipment (Seatbelt, Starr Seat, etc.)

● Lift Bus (wheelchair, walker, stroller)

● Equipment (Lap Tray, walker, etc.)

● Emergency Medication (EpiPen, Diastat, Apnea Monitor, Oxygen, Insulin Pump, and Ventilator)

o Non-emergency medications need to be delivered to school by parents or other adults and may not be transported on the school bus.

● Additional Documentation Required

o Seizure Response

▪ Seizures need to be described to include type, signs/symptoms, duration, and plan of action. This is a separate document from the school seizure plan.

o Behavior Response

▪ Bus Behavior Plan needs to address transportation concerns/strategies (specific tools for the bus team to utilize). This is a separate document from the IEP.

Continuum of safety restraint equipment:

● Seatbelt (due to special education needs).

● Car seat (20–40lbs).

● Starr seat (5-point harness; 20–90lbs).

● Safety vest (should be last resort); waist size of pants needed to determine color, size of vest (blue/burgundy/black).

Health Services Requirements

● IPS Medical Form must be completed by a medical provider annually.

Guiding Questions for IEP Discussion Regarding Special Transportation

● Does the student have a disability that will physically prevent him/her from walking to the bus stop?

● Does the student have a health-related disability that would put him/her at risk walking to the bus stop?

● Does the student have a mental disability that would make it unsafe to walk to the bus stop?

● Does the student have any restrictions inside the school such as:

o Physical restrictions for recess or gym?

o Supervision to monitor health issues?

o Documented history of elopement?

o Knowledge of unsafe situations

Special Transportation Resources

● Special Transportation Form (completed by TOR)

The following links are view only- the editable forms are embedded in the special transportation request form

● Bus Behavior Plan for Transportation (completed by TOR)

● Seizure Transportation Response (seizure plans provided by Physician)

● Wheelchair/Stroller Review Checklist (complete during CC)

● Individual Healthcare Plan (completed by Physician)

Management of IPS Staff

What are the responsibilities of the NON IPS LEA for IPS staff assigned to programs on site?

Non IPS LEA Responsibilities

Innovation schools may establish an operating calendar different than the district including the days of operation, # of school days/year, and setting the start and end times of each school day. All Intensive Intervention programs located at Split LEA buildings managed by an operator will follow the calendar set by the operator. The operator will be responsible for providing support to IPS employees working within the Intensive Intervention programs. This includes adding IPS staff members to any relevant school wide communication systems to ensure appropriate and timely communication between the operator and IPS staff. IPS will provide support to Non IPS LEA leadership to adhere to IPS district platforms and protocols to collaboratively supervise and support IPS employees. An overview of responsibilities includes:

● Kronos - Time Management System,

● Standards for Success (SFS) – Staff Evaluation system,

● Parallel Sub Services – Contracted Substitute Service

● Communication and Collaboration

1. Kronos - Time Management System:

Kronos Guidance

The Kronos manager's important end of pay period tasks are outlined in the quick guide below.

● Approve Change Requests: Review and action all change requests pending approval by 1pm on the Tuesday following the most recent pay period

○ Select timesheet change requests

○ Select change requests

○ Select current view and make sure "view by" is "pending change requests"

○ Review and accept all change requests. If none, no new timecard requests have been submitted.

○ Staff Resource: Certified Employee Change Request How To

● Approve Timecards: Complete your review and approvals of your IPS employees' timecards by 10am Wednesday following the most recent pay period.

○ In the top right corner, there will be a bell with a red number that indicates all submitted timecards needing approval.

The Kronos manager's important end of year tasks are outlined in the quick guide below.

● Timekeepers should remove the summer schedules for 10-month staff, so they won’t receive attendance points for not clocking in during the summer. This goes for 10-month certified and 10-month classified staff.

● Linked here is a guide on how to remove schedules for certified and classified IPS employees

Direct Service Agreement (DSA) Guidance

A DSA is utilized for any IPS Certified staff members that work additional daily time over the IEA collective bargained teacher contract of 190 service days at 7 hours per day. Teachers in the IEA bargaining unit will be paid their hourly rate for regular duties outside of their teacher contract.

● Supervisors must explain to certified employees that they need to clock in the extra time on the DSA. It is the employee and the supervisor’s responsibility to make sure that time is properly clocked in. Classified employees do not need a DSA as they are hourly employees and are paid strictly based upon the hours they clock in and out.

○ How does the Teacher record time worked for a DSA?

■ Teacher should submit a Change Request. Teachers do not “punch”/do job transfers for their DSA hours worked (only hourly employees do that).

■ Pathway is for the Teacher to click blue “clock” icon to get the Timesheet then Scroll to the correct timesheet period; Click on the “Change Requests”; Select the “Add Time Entry” option.

● Enter the Date, the Position, and total # of hours worked on the DSA for the week. In the comments state the hours worked for each day in that week.

● If any employees have not clocked in their time on the DSA, then the supervisor may complete a historical correction in Kronos. If the time missed is outside of the 6-week window, the supervisor will have to reach out to payroll department help (payrolldepartmenthelp@myips.org) to extend the time frame you can access the correct button for the timesheet corrections.

○ On the employee’s timecard to be edited, select the “Correct” menu option; make the needed correction and save.

2. Standards for Success (SFS) - IPS Staff Evaluations

The IPS Evaluation & Development Guidebook outlines the performance expectations, components, rating calculations and process to assess teacher performance and determine the summative evaluation rating. Additionally, this guidebook provides guidance, sets expectations and outlines the requirements needed for evaluators to execute a complete evaluation for their certified staff.

● Resource: 20.21SY IPS Teacher Evaluation & Development Guidebook_FINAL

● The 21-22 staff evaluation guidebook will be available during the July Principal’s Summit

Evaluator Qualifications and Training

● Evaluators in IPS can be any administrator who has been trained on our rubric, process and platform. All teachers will be assigned a primary evaluator but will also receive feedback from a secondary evaluator where possible on at least one mini observation.

● Split LEA Innovation Schools i.e. NON IPS LEA School with IPS Programs Located on site: The expectation from the operator is to establish a primary evaluator or administrator designee who has been trained on the IPS rubric, process and platform. All staff in IPS Special Programs located in NON IPS LEA schools will be assigned a primary evaluator from the operator but will also receive feedback from a secondary evaluator from the USS department. Evaluation support from the operator is a required component per the Innovation agreement between IPS and operator.

o Updating this information on an annual basis will be included in the Master Calendar of Reporting Requirements

● Summer and fall training will be offered for all new evaluators. Ongoing professional development will be offered at principal and assistant principal meetings throughout the year that focus on observation norming, rubric expectations, and skills in providing effective feedback. Evaluation & Development Teacher Leaders will work to ensure effective communication directly to teachers on these processes, as well as develop tools and resources for professional development throughout the year (which go through district discussion).

3. Parallel Sub Services – Contracted Substitute Service

All IPS staff located in Split LEA buildings will utilize Parallel Sub Services in the event of an absence. Innovation school leaders are encouraged to work collaboratively with USS to ensure there’s appropriate coverage for all students located within the building.

IPS is now able to offer any Innovation Partner our same discounted rate with Parallel Sub Services. If you’re interested in learning more, contact our rep, Justin Moore, Education Division, Branch Manager at jmoore@parallel-ed.com, or 317-559- 5896, who can personalize a contract to meet your school’s needs.

4. Communication and Collaboration

Case Conference Attendance

IPS believes it's appropriate to invite an administrator from the NON IPS LEA to attend case conferences to encourage collaboration between school staff and the programs located on site and answer any building specific questions that may arise. Per Article 7, case conference attendance by a NON IPS LEA administrator or their designee for students attending IPS programs isn’t mandatory.

Communication

The operator will be responsible for providing support and regular communication to IPS employees working within the Intensive Intervention programs. This includes adding IPS staff members to any relevant school wide communication systems to ensure appropriate and timely communication between the operator and IPS staff.

Discipline and Behavior

What are the responsibilities of an LEA for Discipline and Behavior Support?

IPS LEA

All Innovation Schools are encouraged to use the Indianapolis Public Schools Code of Conduct. A link to the Code of Conduct is found here. If you have questions or would like additional support please reach out to Leah Black.

● IPS LEA Innovation Schools and IPS programs in Non IPS LEA Innovation Schools should be using the IPS district wide expulsion process. Please reach out to Leah Black ASAP if you are considering expulsion for any student and see below for more information.

o All documents relating to an expulsion request and/or process should be sent to IPSExpulsion@myips.org o Starting immediately, the building administrator that completes and sends the “Expulsion Request” forms [cover sheet, E-3 (Suspension Pending Expulsion), E-4 (Written Charges and Request), and the expulsion narrative] should send those items to IPSExpulsion@myips.org.

o These documents can be saved to your desktop from your Cognos reporting screen, then e-mailed electronically, to the new address.

o IPS will be checking the new e-mail address regularly to start the due process procedures as soon as possible.

o If you experience any difficulties, please give us a call. Someone can be reached at any of the following numbers 317-226-4117 or 317-226-3875.

Exclusionary Discipline of Students with Disabilities

● Building-level administrators must collaborate with USS staff to adhere to the 3-5-7 Guideline for any student with a disability or who is in the process of evaluation for a suspected disability. Exclusionary discipline includes out-of school suspension, in-school suspension, bus suspension, or any time students are excluded from their typical schedule, and any other discipline action when the student isn’t receiving special education services.

● Resource: Exclusionary Discipline of Students Requirements for Students with Disabilities_REVISED September 2020

Exclusionary Discipline and Resulting Need for Compensatory Services

● Any days of suspension that are not supported by the IPS Student Code of Conduct (SCC) will be the sole responsibility of the issuing school in relation to compensatory services.

● These days will be determined by USS central offices and communicated, in writing, to the school administrator with a timeline for providing compensatory services.

● A district homebound teacher will be assigned to provide the compensatory services.

● Compensatory services required for students when discipline has been supported by the SCC and schools can provide documentation of following IEP and BIP will be the responsibility of the Special Education Department. Compensatory services will be determined during the Manifestation Determination.

Climate and Culture Support

All Innovation Schools are encouraged to reference the Indianapolis Public Schools Code of Conduct. A link to the Code of Conduct is found here. For questions and additional support, please reach out to Leah Black.

Expulsion Support

In-LEA Innovation Schools should use the IPS district-wide expulsion process. Please reach out to Leah Black ASAP if you are considering expulsion for any student and see below for more information.

● All documents relating to an expulsion request and/or process should be sent to IPSExpulsion@myips.org

● Starting immediately, the building administrator that completes and sends the “Expulsion Request” forms [cover sheet, E-3 (Suspension Pending Expulsion), E-4 (Written Charges and Request), and the expulsion narrative] should send those items to IPSExpulsion@myips.org.

● These documents can be saved to your desktop from your Cognos reporting screen, then e mailed electronically, to the new address.

● We will be checking the new e-mail address regularly to start the due process procedures as soon as possible.

● If you experience any difficulties, please give us a call. Someone can be reached at any of the following numbers 317-226-4117 or 317-226-3875.

Child Protection Service (CPS) Reporting

IPS reports Child Abuse and Neglect, for Indiana the number is 800-800-5556. New state law requires employees to report to DCS prior to notifying the supervisor. Teachers should take reasonable steps to ensure the supervision of their classroom when necessary but should not delay reporting to CPS to update building administrators. IPS will require the same documentation as used last year (attached). Thank you for your efforts in keeping our students safe.

Incident Procedure Checklist Confirmation of CPS Report

MOU for Special Education Tuition Transfer

Memorandum of Agreement for IPS Tuition Transfer_2022_2023.docx

Here is the link to the SPED MOU Tuition Transfer inquiry survey.

Chronic Absenteeism

Here is a USS resource for reducing chronic absenteeism.

Comprehensive Attendance Systems.pdf

McKinney Vento and Foster Care

Your school’s McKinney Vento liaison contact information is due in the July compliance submission each year.

McKinney Vento Training

Schools seeking more information on how to best comply with McKinnney-Vento Homeless Assistance Act and/or ESSA Foster Care Act to meet the needs of homeless students or students in foster care may reach out to the IPS McKinney-Vento liaison, Charity Croney croneyc@myips.org

Download the McKinney-Vento Residency Form here.

Please note: Schools that opt into IPS transportation services and need transportation requests for McKinney Vento scholars must schedule training for the McKinney Vento hub portal. Training is offered several times throughout the year by the IPS McKinney Vento team. Please contact Charie Gibson for additional questions.

You can find the 2020 version of the training at the following link:

https://web.microsoftstream.com/video/5c2f32fd-c648-4fd0-9890-7790ebb84bbc

Indiana DOE Flowchart for Unaccompanied Youth: uhy-flow-chart.pdf

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