Sending the Notice of Referral: Initial

Once the principal or Committee on Special Education (CSE) chairperson approves a request for initial referral, the case appears on the requestor's Status of Initial Referrals report in SESIS. The requestor (usually the social worker or psychologist) must then send the Notice of Referral: Initial to the parent or guardian.

Important: If the request is disapproved, the Notice of Request for Initial Referral must be sent.

To send the Notice of Referral: Initial

1. On the SESIS home page, click the Status of Initial Referrals link.
   
   A chart listing all initial cases in progress appears.
   
   Note: Cases only appear on this report after they have been approved by the principal or the CSE chairperson. The request must be approved before the Notice of Referral: Initial can be sent.
   
   
2. Locate the appropriate student and click the magnifying glass () icon.
   
   The student's profile appears.
   
   
3. From the Actions bar, click Documents.
   
   A list of all documents for the student appears.
   
   
4. Click Request for Initial Referral.
   
   The Request for Initial Referral appears.
   
   
5. From the Actions bar, click Request for Initial Referral.
   
   
6. From the pop-up menu, choose Notice of Referral: Initial.
   
   Note: If Notice of Referral: Initial is not on the pop-up menu, do the following:
   
   
1. From the Actions bar, click More Actions.
   
   
2. From the pop-up menu, click Modify Document Setup.
   
   The Document Setup window appears.
   
   
3. Check the Notice of Referral: Initial checkbox.
   
   
4. Click the Accept button.
   
   
5. From the Actions bar, click Request for Initial Referral.
   
   
6. From the pop-up menu, click Notice of Referral: Initial.
   
   
7. From the Actions bar, click Edit This Section.
   
   
8. Verify that the date in the Date field matches the date the notice will be mailed. The default is today's date. If the notice will not be mailed today, click the calendar () icon next to the Date field and choose the appropriate date.
   
   Note: The date you type in this field will be recorded as the date the letter is sent.
   
   
9. If applicable, check the different contact name checkbox and type a different contact name.
   
   Note: Use the lookup link to choose the contact name from the database.
   
   Note: This checkbox will not appear in the printed version of this notice.
   
   
10. Verify the parent or guardian's mailing address and make any necessary changes.
    
    
11. From the Actions bar, click the Save, Done Editing button.
    
    
12. From the Actions bar, click Save/Print Letter.
    
    
13. Click the OK button to record sending the letter as an event.
    
    The event log appears.
    
    Note: The send/print date is automatically recorded and the Description field is auto-populated. No other fields are required.
    
    Note: If the notice will not be mailed today or if a second copy of the notice is being printed and the event log does not need to be updated, click the Cancel button.
    
    
14. Click the Accept/Print button.
    
    The Print dialog box appears.
    
    
15. Choose the appropriate printer and click the Print button.
    
    The document prints.
    
    
16. Click the Back to previous screen link.
    
    
17. From the Actions bar, click Notice of Referral: Initial.
    
    
18. From the pop-up menu, click Procedural Safeguards Notice.
    
    The notice opens as a PDF.
    
    
19. Click the print () icon that appears at the top of the PDF.
    
    The Print dialog box appears.
    
    
20. Choose the appropriate printer and click the OK button.
    
    
21. Click the link to finalize this document.
    
    
22. From the Change status from Draft to drop-down menu, choose Final.
    
    Note: If the Request for Initial Referral document was not previously finalized, the user will be prompted to finalize the document.
    
    
23. Click the Accept button, then click the OK button.
    
    
24. Fold the printed letter so that the address information displays through a window envelope.
    
    
25. Mail the letter.
    
    

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