Due primarily to school closures, the district has created a process to address confidential document management. This process will allow staff to send confidential communications to parents in a more secure method. Parents will have to validate the communication with the DOB of their child.

District staff will receive confirmation of the information sent and information accessed by educational decision makers.

This process is intended to allow the staff of Special School District teacher level personnel and administrators to :

Request consent for:

• Exchange information

• Excuse Required participants from IEP meetings.

• Prior Written Notice

Provide Access to confidential documents:

• IEP

• Notification of meetings

• Notice of Action

• Progress Reports

• Anecdotal notes and communication

This is not intended to replace email and or other means of communicating. Staff can still exchange, plan and discuss student information via SSD or partner district emails.

Summary of how the form will work for a number of issues related to our students (IEPs, Notification of Meetings, Notes, etc.)

1. Staff will enter the student's SSD ID#, family/EDM name and email address(s), and attach the document in a manner similar to attaching to an email. Staff will type a note to the family as needed, then submit.

2. Staff and the family/EDM will receive an email identifying the student ONLY by initials. Contained in that email is a link for the family/EDM to follow in which they will be required to input the student's date of birth to get access. Format is CRITICAL!!!! April 1st 2004 would be entered as "04 01 2004". Once the date of birth is entered correctly, only then will a link be revealed to access the document for viewing and download.

3. When the family retrieves the document, the sender will receive a email indicating the document or information was retrieved.

This process will be used to convey confidential information and documents. IEP (First distribution after locking meeting), Notice of Actions, Progress reports, Consent to participate in group-based remote instruction.