Closing a special education case

In general, special education cases may be closed for the following reasons:

• The parent of a student repeatedly fails or refuses to produce the student for the evaluation
  
  
• The parent refuses to consent for evaluation
  
  Note: Mandated three-year reevaluations may not be closed for this reason. Only initial referrals and requests for reevaluation may be closed for this reason.
  
  
• The parent does not respond/does not appear for social history meeting (see Important below)
  
  
• The principal and parent agree to withdraw the referral
  
  
• The referral is withdrawn by the referring party
  
  
• Parent revocation of consent (for all special education services)
  
  
• The parent withdraws consent for evaluation
  
  
• The parent of a student with an IESP/SP does not respond or consent to reevaluation (see Important below)
  
  
• The parent disapproves the Prior Notice Package for Placement
  
  
• The parent does not respond to the Prior Notice Package for Placement after two outreach attempts. (see Important below).
  
  Note: Only initial referrals may be closed for this reason.

Important: For any case closing reason based on parental non-response, you must make two outreach attempts prior to closing the case. These outreach attempts must be documented in the student's event log and linked to the relevant document in SESIS.

Note: A Waiver of Mandated Three Year Reevaluation is not a case closing reason, although it was a case closing reason in CAP.

To close a special education case

1. Verify that the reason for closing the case is valid by referring to the list linked within the Case Closing document ("Click here for Case Closing Guidelines").
   
   Note: You can also find this information at letter (h) on the Help menu within the SESIS application.
   
   
2. Locate the student's Documents page.
   How?
   
   
3. From the Create New Document drop-down menu, choose Case Closing.
   
   
4. Click the Go button.
   
   
5. Click the Create button.
   
   The Case Closing document will appear in edit mode.
   
   Note: SESIS may prompt you to provide a Reason for Delay. Confer with your principal or manager for guidance on which reason to select, if needed.
   
   
6. View the Case Closing Reasons drop-down menu.
   
   

   If...	Do this...
   The Case Closing Reasons drop-down menu is visible	Instruct the individual to choose the appropriate Case Closing Reason. Proceed to step VII.
   The Case Closing Reasons drop-down menu is not visible	Navigate to the student's profile. How? Verify that the process stage is not blank. Note: The question "Is this process open?" may be yes or no. Return to the Case Closing document in View mode. Click on More Actions. Choose Update Document from Student Profile. Click OK. Click on More Actions. Choose Regenerate This Section. The Case Closing Reasons drop-down menu will now be available in edit mode. Proceed to step VII.

   
   
   
7. Select the appropriate Case Closing Reason.
   
   
8. Click the calendar () icon next to the Case Closing Date field and select the date the case was closed.
   
   Note: This date field is not editable when the reason selected is The principal and parent agree to withdraw the referral.
   
   
9. Click the Save, Done Editing button.
   
   SESIS will provide the appropriate guided action depending upon the selected case closing reason. For example, SESIS may prompt you to print the appropriate fax coversheet to fax in the required documentation.
   
   

   If...	Do this...
   The student is an initial and the Prior Notice Package (PNP) was provided to the parent	Click on the guided action, “Click here to create and print the Prior Notice for Placement/Withdrawal: Initial which is required to close the case.” The Prior Notice Package for Placement/Withdrawal is created and displayed in edit mode. The individual will not be able to complete the Prior Notice Package for Placement/Withdrawal until all of the following are true: Ten school days have passed since the original PNP was sent, and Two outreach attempts (link to 7062) have been recorded in the original PNP since the letter was printed and provided to the parent. Important: If the parent returned the consent form and indicated that he or she did not consent to the placement, the disapproval must be faxed in to SESIS and attached to the original PNP. If all of the conditions are met, instruct the individual to complete the Prior Notice Package for Placement/Withdrawal. Click Save, Done Editing. Finalize the document. How? Click Send/Print Letter from the Actions bar. Complete the necessary information to record that the letter was printed and provided to the parent. Return to the Case Closing document to finalize it. Provide both letters to the parent or guardian.
   The student is not an initial OR the PNP was not yet provided to the parent	SESIS will provide the appropriate guided action depending upon the selected case closing reason. For example, SESIS may prompt the user to print the appropriate fax coversheet to fax in the required documentation. Follow the guided action. Finalize the Case Closing document. How? Click Send/Print Letter from the Actions bar. Complete the necessary information to record that the letter was printed and provided to the parent. Provide the Case Closing letter to the parent or guardian.

   
   
   

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